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HomeMy WebLinkAbout03/03/03 (Special Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA SPECIAL MEETING 6:00 p.m. March 3, 2003 Tri-Communities Room City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Diane Williams, Mayor Pro Tem Rex Gutierrez, Councilmember Robert J. Howdyshell, Councilmember Donald J. Kurth, M.D., Councilmember Foundation Boardmembers Paula Pachon, President Teresa Akahoshi, Boardmember Stefani Carrasco, Boardmember Laurie Cotter, Boardmember Rebecca Davies, Secretary Gino Filippi, Boardmember Ruth Leal, Boardmember Wanda Mitchell, Boardmember Anne Viricel, Boardmember Paul Williams, Boardmember Ravenel Wimberly, Boardmember DECLARATION OF POSTING OF AGENDA VIVIAN GARCIA states and declares as follows: I presently am, and at all times mentioned herein have been, the Administrative Secretary of the Library of Rancho Cucamonga. Acting in that capacity, on 'a x-03 at Ih I posted a true and correct copy of the meeting agenda dated Y�c�v� 3 ��3 at 10500 Civic Center Drive, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on - a5--63 at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: Vivian Garcia, Administrative Secretary City of Rancho Cucamonga Rancho Cucamonga Public Library Page 1 ' - Library Foundation Board Agenda Special Meeting,March 3,2003 A. CALL TO ORDER Roll Call: Akahoshi , Carrasco ,Cotter Davies ,Filippi Leal , Mitchell ,Pachon , Viricel , Williams and Wimberly B. ELECTION OF OFFICER 1) Election of President. Report attached. Election conducted by Secretary Rebecca 1 Davies. C. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non- controversial. They will be acted upon by the Library Foundation Board at one time without discussion. Any item may be removed by a Boardmember or member of the audience for discussion. 1) Approval of Minutes: January 21 and February 10, 2003. 2 D. LIBRARY DIRECTOR'S STAFF REPORTS The following items do not legally require any public testimony, although the President may open the meeting for public input. None listed. E. BOARD BUSINESS The following items have been requested by the Library Foundation Board for discussion. They are not public hearing items, although the President may open the meeting for public input. 1) Collaboration with Community Foundation Board g a) Review of the schedule for Board development process for Community and Library Foundations. Oral presentation by staff with schedule attached. 2) Library Foundation Board Development: facilitated by Gene House. Rancho Cucamonga Public Library Page 2 Library Foundation Board Agenda Special Meeting,March 3,2003 F. IDENTIFICATION OF ITEMS FOR NEXT MEETING This is the time for the Library Foundation Board to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. G. COMMUNICATIONS FROM THE PUBLIC This is the time and place for the general public to address the Library Foundation Board. State law prohibits the Board from addressing any issue not previously included on the Agenda. H. ADJOURNMENT I, Vivian Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on Tuesday, February 25, 2003, 6:00 pm, seventy-two (72) hours prior to ' the meeting per Government Code 54953 at 10500 Civic Center Drive. �illi!h` A P, R A N C H O C U C A M O N G A P U B L I C L I B R A R Y Staff Report DATE: March 3, 2003 TO: President and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: ELECTION OF PRESIDENT RECOMMENDATION That the Board reintroduce nomination of Paul Williams as President. BACKGROUND/ANALYSIS Upon receiving the vote that the Library Foundation Board approved collaborating with the Community Foundation for a two year campaign, President Pachon submitted her resignation as Library Foundation President, citing potential conflict of interest as the cause. Ms. Pachon serves as staff to the Community Foundation. While the Board discussed and agreed to add the election item to the agenda as an emergency item, the appropriate action was not moved and seconded in the official Minutes of the organization. Therefore, staff recommends the Board reintroduce the nomination of Paul Williams as President, and repeat the vote to provide an official record of the action of the Board. FISCAL IMPACT None. Respectfully submitted, Deborah Kaye ar Library Director 1 R A N C H O C U C A M O N G A P U B L I C L I B R A R Y Staff Report DATE: March 3, 2003 TO: President and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF MINUTES , RECOMMENDATION Approval of the Minutes of January 21 , and February 10, 2003. BACKGROUND/ANALYSIS Attached, please find the minutes for the Meeting(s) of the Library Foundation Board listed above, taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Respectfully submitted, Deborah Kaye Library Director 1 COMMUNITY FOUNDATION AND LIBRARY FOUNDATION MINUTES OF THE SPECIAL JOINT MEETING A. CALL TO ORDER The special meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, January 21, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:37 p.m. by Chairperson Buquet. Present were: Community Foundation: Arreguin, Cohen, Metel, Punter, Younger and Mize. Absent: Buquet. Library Foundation: Bradshaw, Carrasco, Cotter(arrived at 5:50 p.m.), Filippi, Leal, Mitchell (arrived at 5:42 p.m.), Pachon, Williams and Davies. Absent: Akahoshi and Viricel. Staff: Deborah Clark, Library Director; Kevin McArdle, Community Services Director; Paula Pachon, Management Analyst III; Diane O'Neal, Management Analyst ll; Vivian Garcia, Administrative Secretary and Melissa Morales, Senior Administrative Secretary. B. COMMUNICATIONS FROM THE PUBLIC None C. FOUNDATION BUSINESS 1. Discussion was opened between the Rancho Cucamonga Community Foundation and the Rancho Cucamonga Library Foundation regarding purposes, goals and future collaborative efforts. Director McArdle clarified that Library Foundation President Pachon would be serving as staff that evening. He introduced Gene House, Consultant, to facilitate the discussion. Mr. House began the discussion by asking each Board their purpose, accomplishments over the past two years and vision for the next two years. Board Members also described the fundraising efforts of their Boards including telethons, galas and school collaborations. He outlined the type of co- participation which the Boards might wish to consider as it relates to the Cultural Center Project fundraising efforts. They are: cooperation, collaboration, co-habitation and status quo. Member Filippi left the meeting at 6:20 p.m. and returned at 6:22 p.m. Member Metel left at 6:40 p.m. and returned at 6:42 p.m. Discussion by the Board Members included their questions on where monies raised would be allocated; the identify the campaign would take on, the need for a good campaign marketing name and which non-profit designation would be used for donations. ana january 21, 2UU7 LIBRARY FOUNDATION 3 Vice Chair Cohen left the meeting at 6:43 p.m. and returned at 6:53 p.m. Member Filippi left the meeting at 6:50 p.m. and returned at 6:53 p.m. The Boards discussed the various types of co-participation and concurred with a spirit of collaboration between the two Boards for the purpose of raising monies for the Cultural Center Project. Upon completion of the fund raising goals, the Boards would again consider the type of co-participation they wish to engage in. Consultant House briefed the Members on the fund development process being undertaken by the Community Foundation and suggested an additional joint meeting regarding an implementation plan. Member Filippi left the meeting at 7:10 p.m. Treasurer Punter left the meeting at 7:10 p.m. and returned at 7:12 p.m. Board Members concurred with placing the matter of collaboration on each of the Board's agendas in February to discuss the matter separately. Director McArdle indicated that he would work with Director Clark to recommend options for each of the Board's to consider. Following their discussion, no other action was taken. D ADJOURNMENT Chairman Mize adjourned the Special Joint Meeting of the Community Foundation and Library Foundation. Respectfully submitted, Melissa Morales Senior Administrative Secretary anct -----2 january 21, ZUUT LIBRARY FOUNDATION u CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Special Meeting A. CALL TO ORDER A special meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday, February 10, 2003, in the Tri-Communities Room of the City of Rancho Cucamonga, located at 10500 Civic Center Drive, Rancho Cucamonga,California. The meeting was called to order at 6:02 p.m. Present were Boardmembers Akahoshi, Bradshaw, Carrasco,Davies, Filippi, Leal, Mitchell, Viricel and Williams. Deborah Clark, Library Director and Rose Manela, Literacy Supervisor, were also present. B. CONSENT CALENDAR B1. Approval of Minutes: January 13, 2003. MOTION: Moved by Boardmember Williams to approve the minutes, seconded by Boardmember Viricel. Motion carried, 9-0-2 (with Cotter and Pachon absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Victoria Gardens Branch Library a) Update on Status of Project and Grant application. Oral report by staff. Deborah Clark, Library Director, updated the Board on the status of the Victoria Gardens Branch Library. Boardmember Pachon arrived at 6:05 p.m. C2. Mid Year Budget Adjustment. Report available at the meeting. Presented by Library Director Deborah K. Clark. MOTION: Moved by Boardmember Davies to approve the budget, seconded by Boardmember Williams. Motion carried, 10-0-1 (with Cotter absent). Library Foundation Board Minutes February 10, 2003 Page 2 D. BOARD BUSINESS DI. Board Development process and creation of Strategic Plan. a) Secretary Rebecca Davies will lead discussion on outcome of the joint meeting. b) Review of the schedule for Community Foundation's Board Development process and discussion of whether Library Foundation wishes to participate as part of this process. Oral presentation by staff with background documents attached. C) If appropriate, appointment of Steering Committee to plan course of collaboration between the Library Foundation and the Community Foundation. Oral report from Board President and Library Staff. Secretary Rebecca Davies reviewed with the Board the items discussed at the joint meeting. MOTION: Moved by Boardmember Williams for the Rancho Cucamonga Library Foundation Board to collaborate with the Rancho Cucamonga Community Foundation regarding the Cultural Center Project, seconded by Boardmember Filippi. Motion carried, 9-0-1-1 (with Cotter absent). Boardmember Pachon resigned as President of the Library Foundation Board. Discussion as to whether the Brown Act permitted placing the item of election for President on the agenda as an emergency item took place. Staff expressed the belief that the item could be added with a four-fifths vote. Floor was opened for nominations for President. Boardmember Davies nominated Paul Williams as President. The election for President was closed. A vote was taken for Paul Williams for the position of President of the Library Foundation Board. Vote was 9-0-1-1 with Boardmember Williams abstaining and Boardmember Cotter absent. The meeting was turned over to President Williams. Deborah Clark, Library Director, reviewed the schedule for Community Foundation's Board Development process with the Board. MOTION: Moved by Boardmember Davies to request the services of Gene House as a consultant to facilitate Library Foundation Board Development and implementation of collaborative effort with the Community Foundation, seconded by Boardmember Filippi. Motion carried, 9-0-1-1 (with Cotter (O Library Foundation Board Minutes February 10, 2003 Page 3 absent). Deborah Clark, Library Director, staff suggests that the Board request volunteers for a Steering Committee. Boardmember Williams asked for volunteers for the Steering Committee. Boardmembers Williams and Viricel volunteered. Boardmember Leal volunteered as the first alternate. Boardmember Bradshaw volunteered as the second alternate. D2.Status on Bylaws review. Oral report by Chair of the Bylaws Committee, Secretary Davies. Boardmember Davies stated that she and Boardmember Bradshaw along with Deborah Clark, Library Director, reviewed the Bylaws. A few changes were made. The City Attorney will now review the Bylaws. After his review, the Bylaws will return for the Board's review. D3.Determination of date for the next meeting. To be determined. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING EL Victoria Gardens Branch Library E2. Elections for President E3. Status of Direct Mail Solicitation E4. Subcommittee for Fundraising E5. Bylaws Review E6. Joint Meeting with Community Foundation Board F. COMMUNICATIONS FROM THE PUBLIC None received. Library Foundation Board Minutes February 10, 2003 Page 4 G. ADJOURNMENT MOTION: Moved by Boardmember Bradshaw, seconded by Boardmember Filippi to adjourn, motion carried, 10-0-1 (with Cotter absent). The meeting adjourned at 7:05 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: t R A N C H O C U C A M O N G A P U B L I C L I B R A R Y Staff Report DATE: March 3, 2003 TO: President and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: REVIEW OF SCHEDULE FOR BOARD DEVELOPMENT PROCESS RECOMMENDATION The Library Foundation Board review the attached timeline and calendar any new meeting dates. BACKGROUND/ANALYSIS This timeline confirms dates for the proposed collaborative development process undertaken by the Library Foundation Board and the Community Foundation Board. All sessions will be facilitated by Gene House. FISCAL IMPACT None. espectfully submitted, Deborah KayeIrk Library Director Rancho Cucamonga Community Foundation/Rancho Cucamonga Library Foundation Proposed Work Plan Drafted: February 20, 2003 February 11 — Community Foundation Board Meeting • Review/act on Foundation/Library collaboration. • Finalize plans & methods for board expansion this calendar year. • Finalize plans & methods for completing case statement. March 3 — Library Foundation Special Meeting • Board training: .• Board member responsibilities. to Board development. Development of goals/objectives. March 11- Community Foundation Board Meeting • Consultant presents draft outline of the fund development plan. • Board discusses/modifies/ approves fund development plan outline. March 4— March 21 • Consultant and staff prepare for March 22nd session. Saturday, March 22 —Joint Community/Library Foundations Workshop ( 8:30 a.m. to 12:30 p.m. a continental breakfast will be provided) • Fund development training: Reasons people give - Types of gifts - Purposes of gifts. Individual donor research, cultivation, solicitation, recognition. Types of fund-raising strategies and methods, Pros and Cons. ➢ Events, face-to-face, memberships, mail, telemarketing, corporate grants/gifts, corporate advertising, cause related marketing, foundation grants, government grants/contracts. • Initial fund development plan discussion. March 24— Library Foundation Workshop (6-9 pm) • Consultant presents draft outline of the fund development plan. • Board discusses/modifies/ approves fund development plan outline. Saturday, April 5— Community Foundation Workshop - 8:30 a.m. to 12:30 p.m. (a continental breakfast will be provided) • Consultant and staff present draft fund development plan. • Board reviews/discusses/modifies plan. April 8 — Community Foundation Board Meeting • Consultant and staff present draft fund development plan to the Board for review/approval. /b April 14— Library Foundation Board Meeting (6-9 pm) • Consultant and staff present draft fund development plan to the Board for review/approval. April 15-April 21/24 • Consultant prepares draft joint fund development master plan for consideration by Foundations at their joint meeting. April 21 or April 24 (6-8/9 pm) Joint Community/Library Foundation Workshop • Foundations review/modify/approve a joint fund development master plan. April 25-April 28 • Consultant finalizes written plan based on decisions made at April 21/24 joint meeting. April 28 • Consultant delivers approved joint fund development master plan to the City. May 7 - City Council Meeting • Staff presents the approved joint fund development master plan to Council. May 7 to October 31 • Implementation of Phase One of the joint fund development master plan. November 1 Founder's Night Gala • Implementation of Phase Two of the fund development master plan including announcement of major donors from Phase One. I:ICOMMSERVICouncil&BoardslCommunityFoundationlStrategicPlanPmcesslFinalTimetableJan-ApriO3.doc 2 NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Board at their meeting held Monday, March 3, 2003, adjourned said meeting to Saturday, March 22, 2003, at the hour of 8:30 a.m., at a location to be determined. Said adjournment was passed by the following vote: AYES: Akahoshi,Carrasco,Cotter,Davies,Leal,Mitchell,Pachon,Viricel,Williams and Wimberly NOES: None ABSENT: Filippi ABSTAIN: None Vivian Garcia, Senior Administrative Secretary Rancho Cucamonga Public Library March 4, 2003