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Home My WebLink About04/01/12 (Agn) Library Fnd Board , LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA ADJOURNED MEETING 6:00 p.m. January 12, 2004 Thomas Room Lions Center East 9161 Baseline 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 Members Paul Williams, President Teresa Akahoshi, Member Stefani Carrasco, Member Rebecca Davies, Vice President Gino Filippi, Member Frances Howdyshell, Member . Ruth Leal, Member Wanda Mitchell, Member Paula Pachon, Member Anne Viricel, Member Ravenel Wimberly, Member 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 5 n - F , Of at �J` = O U_ I posted a true and correct copy of the meeting / 731,8 40A ba d agenda dated /a2-d7 at10560 e+v4-G� �rtAtG -GQP,tv.. ^eve, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of/JRancho Cucamonga BY: Irivian Ggveia , S ee-ErEery City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA JANUARY 12, 2004 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Carrasco , Davies Filippi , Howdyshell , Leal , Mitchell , Pachon , Viricel Williams and Wimberly_. B. 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 Member or member of the audience for discussion. 1. Receive and file Treasurer's Report for the months of November and 1 December, 2003. C. 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. 1. Update on Victoria Gardens Cultural Center Project: Oral report by Deborah Clark, Library Director. D. 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. PAL Campaign Reports: a) PAL Campaign Account Update: Oral report by staff. b) PAL Campaign Cabinet Meetings. Oral report by President Williams and Director Wimberly. c) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, LIBRARY FOUNDATION BOARD AGENDA JANUARY 12, 2004 2 RANCHO CUCAMONGA stories to share, etc. ii) Additional tools or suggested materials to aid Members in their presentations. d) Pal Campaign Events i) Winery Event: Oral update from Special Events Committee. Financial report attached. 5 ii) Library Telethon: Oral reports and/or discussion. i. Update from Administration 1. Telethon timeline attached 8 ii. Update from Committees 1. School/Youth Committee: Update on 11 presentations. 2. Telethon Production Committee: Dec. 4, 2003 3. Special Joint Meeting of Marketing and Prospect ID Committee: Jan. 3, 2004 4. Establishment of future Committee meetings. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING This is the time for 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. F. PUBLIC COMMUNICATIONS 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. G. ADJOURNMENT I, Vivian R. Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, or my designee, hereby certify that a true, accurate copy of the foregoing agenda was posted on Thursday, January 8, 2004, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. T H E C I T Y O F E777-7 RANCu0 CUCAMO \ CA Staff Report DATE: January 12, 2004 TO: President Williams and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: Treasurer's Report— December 2003 CASH REPORT BEGINNING MTD MTD ENDING December, 2003 CASH BALANCE REVENUES . EXPENDITURES CASH BALANCE FUND General $57,044.36 $766.44 $57,810.80 Mervyn's Children's Program Fund 865.00 865.00 Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $83.000.00 $83,000.00 Adult Literac $2,000.00 $2,000.00 PAL Campaign ($20,532.58) ($21,368.38) ($21,368.38) Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $165,646.78 $766.44 ($21,368.38) $165,577.42 CASH REPORT BEGINNING MTD MTD ENDING November, 2003 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $56,314.37 $764.99 35.00 $57,044.36 Mervyn's Children's Program Fund 865.00 865.00 Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $83,000.00 $83,000.00 Adult Literac $2,000.00 $2,000.00 PAL Campaign ($20,000.00) ($20,532.58) ($20,532.58) Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $165,449.37 $764.99 ($20,567.58) $165,646.78 Rancho Cucamonga Public Library Foundation Dec-03 Beginning Balance $165,646.78 Deposits 1214/2003 1.00 121812003 750.00 Interest 15.44 Less Checks 01179 (340.00) City Rentals-Light Tower Rentals , 01180 (495.80) Paper Direct-Program&Invitations for Holiday Event $165,577.42 Statement Ending Balance 165,577.42 Deposits in Transit Less OIS checks - - Adjusted Bank Balance 165,577.42 Rancho Cucamonga Public Library Foundation Nov-03 Beginning Balance $185,449.37 Deposits 11/10/2003 752.00 Stop Payment Service charge Interest - 12.99 Less Checks 91175 (20,000.00) PAL-Transfer from Library Fund #1176 (10.00) Franchise Tax Board-Exempt Information Return #1177 (25.00) Department of Justice-Fee Report #1178 (532.58) Wanda Mitchell-Reimburse Holiday Supplies $165,646.78 Statement Ending Balance 166,204.36 Deposits in Transit Less O/S checks #1177 (25.00) #1178 (532.58) Adjusted Bank Balance 165,646.78 T H E C I T Y O F R A N C H0 C U C A M O N G A Staff Report DATE: January 12, 2004 TO: President Williams and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: Financial Report: Winery Event RECOMMENDATION This item is for information only. BACKGROUND/ANALYSIS Attached, please find the draft financial report for the Winery Fundraising event of December 5, 2003. This analysis was generated by the fundraising software package recently purchased for the use of both Foundations. It provides analysis by the number of donors, the cost to produce the event, and other important issues in hosting a successful event. Since this is the first use of the system, the report may need additional refinements, depending on the information needs of the Board Members. FISCAL IMPACT None. espectfully submitted, , erkDeborah Kaye CI Library Director 1/8/2004 Winery Event Analysis Page 1 Total Earnings and Package Breakdown Appeal No. Sols Gifts Total Given Avg/Gift Goal Cost/Gift Package % Resp Donors Total Cost Avg/Donor Over(Under) Cost/Donor PAL-Winery Event 800 61 $4,681.96 $76.75 $5,100.00 $29.89 6.00% 48 $1,823.55 $97.54 ($418.04) $37.99 Admission $2,575.00 $59.88 $3,000.00 $30.02 $1,290.97 $62.80 ($425.00) $31.49 Holiday Trees 10 $865.00 $86.50 $1,000.00 $53.26 10 $532.58 $86.50 ($135.00) $53.26 Raffle $1,096.96 $156.71 $1,000.00 $0.00 $0.00 $156.71 $96.96 $0.00 Wine Tasting $145.00 $145.00 $100.00 $0.00 $0.00 $145.00 $45.00 $0.00 Packages Totals: 800 61 $4,681.96 $76.75 $5,100.00 $29.89 0.00% 59 $1,823.55 $79.36 ($418.04) $30.91 GRAND TOTALS: 800 61 $4,681.96 $76.75 $5,100.00 $29.89 TOTAL EXPENSES: $1,823.55 NET EARNINGS: $2,858.41 1/8/2004 Appeal Cost Breakdown Page 1 ADnealID Descrintion Package Expense Description Comment Date Amount PAL -Winery Ev Winery Event Admission Food, Supplies Plates $139.93 Food, Supplies Flatware $64.93 Printing&Postage Invitations $495.80 Maintenance Crew Costs(Overtime) Light Towers $340.00 Maintenance Crew Costs(Overtime) Table Rental $189.36 Food, Supplies Desserts $60.95 Admission Total: $1,290.97 Holiday Trees Food, Supplies Craft Materials $532.58 Holiday Trees Total. $532.58 PAL- Winery Event Total: $1,823.55 GRAND TOTALS: $1,823.55 A Total of 1 Appeal(s)Listed TELETHON 2004 TIMELINE AND TASK LIST Task Assigned To Status September/October: Select Project and Goals for the 2004 Telethon Foundation Board Completed Select hosts for the event Foundation Board On-Going Review and activate committees, establish committee goals and generate timelines for each Foundation Committees On-Going Contract with Production Crew Library Staff Completed Meet with Inland Valley Daily Bulletin as major sponsor Ruth Leal Completed Plan school/PTA involvement Schools Subcommittee On-Going Plan for December Kickoff at the Winery Foundation On-Going November: Meet with Charter/Adelphia for contract Library Staff/Ruth Leal Create Marketing Plan Marketing/Publicity Committee On-Going Work with Jackie Amsler, Daily Bulletin, on publicity Library Staff/Marketing Comm. Completed Begin creating questions for Jr. Trivia Challenge Library Staff On-Going Create new solicitation lists and plans for community involvement through corporations/blocks Prospect Identification Committee December: Co host Telethon Kickoff Event at the Winery Foundation, Library Staff Completed Continue creating questions for Jr. Trivia Challenge Library Staff On-Going Complete booking of all Show Hosts Telethon Production Committee Book caterer for Construction Kickoff event Marketing/Publicity Committee On-Going 00 Task Assigned To Status January Begin planning and scripting "PAL stories" Library Staff/Telethon Production Comm. Create forms, letters, fliers for mass mailout Library Staff Begin promotion visits for School/PTA Involvement SchoolNouth Committee Underway Create poster for printing Library Staff/Daily Bulletin Underway Create fliers for Charter Cable distribution Library Staff/Charter Staff/DB Begin solicitation for auction prizes/General support Special Event Committee Underway/Leal Begin Reading Moment taping Telethon Production Commid Library Production Staff February Complete mass mail out Foundation Board/Library Staff Chamber Mail Out Church Mail Out Magic word Mail Out Service Club Mail Out Past Donors Begin taping library stories Library Staff/Telethon Production Comm. Follow up solicitations for Magic Word prizes Special Events Committee Begin taping pre-broadcast entertainment segments Telethon Production Comm/Library Production Staff Continue follow up on solicitations Foundation Begin program planning Library Production Staff Book phone bank volunteers Special Events Committee March Continue pre-taping of segments Telethon Production Comm/Library Production Staff Continue follow up on solicitations Foundation Edit pretaped entertainment segments Telethon Production Comm/Library Production Staff Edit "Reading Moment' segments Telethon Production Comm/Library Production Staff April Continue follow up on solicitations All 1/8/2004 LIBRARY TELETHON 2004 / VICTORIA GARDENS CULTURAL CENTER PRESENTATIONS Super or Packets Day Date Time Location District Coordinator Sec. Phone Fax Needed Notes Cucamonga Middle Dr. Sonya Thursday Dec. 4 7:00 PM School Central Yates Cathy Preston 989-8541 10 Chris Wednesday Dec. 17 7:00 PM District Office Alta Loma Janet Morey Mezquita 484-5151 10 Stork Elementary - Tuesday Jan. 13 3:00 PM Library Alta Loma Mary Laramie 10 PFSA Meeting Approval given Parent Group Meeting Claudia Sandra / Pam 1/5/04 per Wednesday Jan. 14 7:30 AM at Mimi's Cafe Central Maidenberg Wright' sec. 9 Sandra. Principal's Meeting at Donna 899-2451 - Pat Horton will Tuesday Jan. 20 2:30 PM District Office Etiwanda Shawn Judson Smerek #7 20 co-present Barry Tuesday Jan. 20 7:00 PM Etiwanda High School Chaffey Cadwallader Linda Moser 988-8511 15 Dr. Yates out of country until Parent Group Meeting 1/13. Call with Superintendent - Dr. Sonya Cathy after that Wednesday Jan. 21 3:30 PM District Office Central Yates Cathy Preston 989-8541 12 time. 1/8/2004 Claudia Thursday Jan. 22 7:30 PM District Office Cucamonga Maidenberg Vicki 10 Need practice L session in late Valle Vista Elem Renee Jan. Renee will Wednesday Feb. 4 1:15 PM School - Staff Meeting Central Chipman 981-8697 25 co-present. Gina to co present- need Cucamonga Middle practice Wednesday Feb. 4 2:30 AM School - Stgff Meeting Central Gina Loring 40 session in late Donna 899-2451 - Thursday Feb. 12 7:00 PM District Office Etiwanda Shawn Judson Smerek #7 1899-1656 11 NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Board at their meeting held Monday,January 12,2004, adjourned said meeting to Monday,February 9,2004,at the hour of 6:00 p.m., in the Thomas Room at the Lions Center East, 9161 Baseline Road, Rancho Cucamonga, California. Said adjournment was passed by the following vote: AYES: Akahoshi, Carrasco, Davies,Howdyshell, Leal, Mitchell, Pachon, Williams and Wimberly. NOES: None ABSENT: Filippi and Viricel ABSTAIN: None Vivian Garcia, Library Administrative Secretary Rancho Cucamonga Public Library January 13, 2004