HomeMy WebLinkAbout04/04/05 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD
AGENDA
CITY OF RANCHO CUCAMONGA
ADJOURNED MEETING
6:00 p.m.
April 5, 2004
Thomas Room
Lions Center East
9191 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
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
at % vim iYI I posted a true and correct
correct copy of the meeting
agenda dated 4y� ?(X� at 1A�96-6
' -73(�s A �c1►;lOakl
Rancho Cucamonga.
Aw-y qe.
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 Rancho Cucamonga
B Y: & -'
Vivian Garcia, dministrative
Secretary
City of Rancho Cucamonga
LIBRARY FOUNDATION BOARD AGENDA
APRIL 5, 2004 1
RANCHO
CUCAMONGA
A. CALL TO ORDER
1. Roll Call: Akahoshi , Carrasco , Davies_
Filippi , Howdyshell , Leal
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. Approval of Minutes: December 8, 2003 and March 8, 2004
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.
J) 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,
stories to share, etc.
d) Pal Campaign Events
i) Library Telethon: Oral reports and/or discussion.
i. Update from Administration
1. Distribution of Posters
ii. Update from Committees
LIBRARY FOUNDATION BOARD AGENDA
APRIL 59 2004 2,
RANCHO
CUCAMONGA
1. School/Youth Committee: Count the
results of the fundraising!
2. Telethon Production Committee: oral
report.
3. 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, April
1, 2004, seventy two (72) hours prior to the meeting per Government
Code 54954.2 at 10500 Civic Center Drive.
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: April 5, 2004
TO: President and Members of the Library Foundation Board
FROW Deborah Kaye Clark, Library Director
SUBJECT: APPROVAL OF MINUTES
RECOMMENDATION
Approval of the Minutes of December 8, 2003 and March 8, 2004.
BACKGROUND/ANALYSIS
Attached, please find the minutes for the meeting of the Board of Library Trustees taken
and compiled by Library Administrative Secretary, Vivian Garcia.
FISCAL IMPACT
None.
QRespectfully submitted, p
Deborah Kay Cla k
Library Director
�RAFf
u Odi
aWrod
COMMUNITY FOUNDATION AND LIBRARY FOUNDATION
MINUTES OF THE DECEMBER 8, 2003, JOINT SPECIAL MEETING
A. CALL TO ORDER
The special joint meeting of the Rancho Cucamonga Community Foundation and Rancho
Cucamonga Library Foundation was held on Monday, December 8, 2003, at the Lions
West Community Center, located at 9161 Base Line Road, Rancho Cucamonga,
California. The meeting was called to order at 6:05 p.m. by Chairman Mize and President
Williams.
Present were: Community Foundation Board Members: Bowne, Buquet (who arrived at
6:15 p.m.), Carlson, Cohen, Dutton, Parker and Mize. Absent: Arreguin, Biebrich, Metel
and Younger. Library Foundation Board Members: Akahoshi (who arrived at 6:10 p.m.),
Carrasco, Davies, Filippi, Howdyshell, Pachon, Viricel, Williams and Wimberly. Absent:
Leal and Mitchell. Staff: Kevin McArdle, Community Services Director; Deborah Clark,
Library Director; Francie Martindale, Community Services Marketing Manager; Paula
Pachon, Management Analyst III; Vivian Garcia, Administrative Secretary and Melissa
Morales, Senior Administrative Secretary.
B. COMMUNICATIONS FROM THE PUBLIC
There were no communications from the Public.
C. FOUNDATION BUSINESS
1. The update on the Victoria Gardens Cultural Center Project was presented by Director
McArdle. He reported that the parking structure bids are to be opened tomorrow with
construction estimated to begin January 5, 2004. He noted that additional construction
bids are anticipated to be awarded in January and completion of the project is still
projected for July 2005. A question was raised concerning the status of the
exterior/interior designs and Director McArdle responded that staff and the consultants
have been meeting regarding the matter and some decisions have been made. The
report was received and filed and no other action taken.
2. Update and discussion was opened regarding the Victoria Gardens Cultural Center's
PAL — Promoting Arts and Literacy Campaign. Director McArdle referenced staffs
December 8th report which listed the items to be discussed that evening. These items
included: status regarding Honorary PAL Committee Members; update on PAL
Campaign pledge totals; discussion of PAL pledges/donations and associated
campaigns; update on PAL software implementation; update.on PAL holiday marketing
efforts; review of PAL resource materials, discussion regarding the
telethon/construction kick-off event and coordination/status of pending solicitation
efforts by the Board Members.
ecem er 6,
LIBRARY FOUNDATION
Status regarding Honorary PAL Committee Members — A list of potential honorary
Committee Members was distributed. Director McArdle indicated that the Cultural
Center's marketing firm is also working on a list of potential celebrities to serve on the
committee and quotes are being created for their use. Update on PAL Campaign
pledge totals - Management Analyst Pachon reported that $1,170,000 has been
pledged to date. Discussion of PAL pledges/donations and associated campaigns —
Director McArdle reported on-going discussions with the Lewis Family concerning their
potential sponsorship. He also distributed an updated list of sponsorship benefits and
PAL information sheet. Analyst Pachon informed the Members that all checks received
are receipted within a week. Update on PAL software implementation - Director Clark
reported that the new software system "Raiser's Edge" had been recently implemented
and staff was working on inputting campaign information. Update on PAL holiday
marketing efforts — Marketing Manager Martindale updated the Board on recent
marketing efforts including creation of a Cultural Center web-site, book covers, and gift
opportunities flyer. Brief discussion was held regarding other methods for marketing
including car door magnets. Review of PAL resource materials - Manager Martindale
displayed all of the various resources available to the Board Members for their
fundraising use. These include videos, CDs, brochures and pamphlets. A list of the
resources available will be e-mailed to Members. Discussion regarding the
telethon/construction kick-off event— Director Clark described plans for the upcoming
telethon which will be combined with the Cultural Center's groundbreaking event. The
event is tentatively scheduled for April 17`h She asked that any Members with celebrity
contacts to let her know. Coordination/status of pending solicitation efforts by the
Board Members — Treasurer Davies gave her update on the brick campaign sub-
committee's efforts to solicit every class in each of the local schools. Member
Howdyshell spoke of her solicitation efforts with fellow real estate brokers and agents.
Secretary Carlson requested an update on donations through United Way. She
suggested that the telethon advertise the option to contribute through United Way.
Member Carrasco spoke of her efforts with the City of San Bernardino to add the PAL
Campaign to their United Way contribution list. Following their discussion, no other
action was taken.
G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS
None
H. ADJOURNMENT
The special joint Community Foundation and Library Foundation meeting was officially
adjourned at 7:03 p.m.
Respectfully submitted,
Melissa Morales
Senior Administrative Secretary
Approved by the Community Foundation: January 13, 2003
6-0-5 (Absent: Arreguin, Biebrich, Cohen, Dutton and Younger)
ecem er 6, 2UU7
LIBRARY FOUNDATION
CITY OF RANCHO CUCAMONGA
RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD
Adjourned Meeting
A. CALL TO ORDER
An adjourned meeting of the Rancho Cucamonga Public Library Foundation Board was held on
Monday, March 8, 2004, in the Thomas Room of the Lions Center East, located at 9191 Baseline,
Rancho Cucamonga, California. The meeting was called to order at 6:05 p.m. Present were
Members Akahoshi, Davies, Howdyshell, Leal, Viricel, Williams and Wimberly.
Deborah Clark, Library Director, Robert Karatsu, Library Services Manager and Vivian Garcia,
Senior Administrative Secretary, were also present.
B. CONSENT CALENDAR
B1. Approval of Minutes: February 9, 2004 (Viricel abstained).
B2. Receive and file Treasurer's Report for the month of February, 2004.
MOTION: Moved by Member Leal to approve the consent calendar, seconded by Member
Akahoshi, motion carried, 6-0-3-1 (with Carrasco, Filippi and Pachon absent).
C. LIBRARY DIRECTOR'S STAFF REPORTS
Cl. Update on Victoria Gardens Cultural Center Project: Oral report by Deborah Clark,
Library Director.
Deborah Clark, Library Director, gave an oral update on the Victoria Gardens Cultural Center
Project.
D. BOARD BUSINESS
D1. Resignation of Member Wanda Mitchell and Discussion of Replacement. Letter attached.
Oral discussion conducted by President Williams.
Library Foundation Board Minutes
March 8, 2004
Page 2
President Williams discussed the resignation of Member Mitchell with the Board and recommended
pursing recruitment of Ron Sakala, Vineyard Bank, to fill the vacancy. The Board agreed and
directed staff to follow up.
Member Pachon arrived at 6:10 p.m.
D2. PAL Campaign Reports:
a) PAL Campaign Account Update: Oral report by staff.
Deborah Clark, Library Director, reviewed updated contributions with the Board on the PAL
Campaign.
b) PAL Campaign Cabinet Meetings. Oral report by President Williams and Director
Wimberly.
Member Wimberly presented an oral report on the meeting to the Members.
C) Library Foundation Members Campaign Activities
i) Oral report by each Member: contacts, made, stories to share, etc.
Member Carrasco arrived at 6:20 p.m.
Oral updates were presented by each Member.
d) PAL Campaign Events
i) Library Telethon: Oral reports and/or discussion.
i. Update from Administration
1. Telethon timeline updated and attached.
2. Telethon goals and fundraising targets: report available at
the meeting.
3. Oral report on solicitations sent.
Robert Karatsu, Library Services Manager, reviewed the Telethon timeline with the Board.
Deborah Clark, Library Director reviewed Telethon goals and fundraising targets report with the
Board.
Library Foundation Board Minutes
March 8, 2004
Page 3
ii. Update from Committees
1. School/Youth Committee: Update on presentations.
2. Telethon Production Committee: oral report.
3. Prospect ID Committee: Prospects list attached for review.
4. Telethon Marketing Committee: Marketing Program
available at the meeting.
5. Establishment of future Committee meetings.
Member Davies updated the Board on the School/Youth Committee activities.
Member Leal updated the Board on the Telethon Production Committee.
Member Howdyshell gave an oral report on the Prospect ID Committee. Reviewed attached list.
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
E1. Telethon
F. COMMUNICATIONS FROM THE PUBLIC
None received.
G ADJOURNMENT
MOTION: Moved by Member Howdyshell to adjourn to Monday, April 5, 2004, seconded by
Member Davies, motion carried, 9-0-1 (with Filippi absent). The meeting adjourned at 7:15 p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved:
NOTICE OF ADJOURNED MEETING
Notice is hereby given that the Rancho Cucamonga Library Foundation Board at their meeting held
Monday, April 5, adjourned said meeting to Monday, May 10, 2004, at the hour of 6:00 p.m., at a
location to be determined. Said adjournment was passed by the following vote:
AYES: Filippi, Howdyshell, Leal, Pachon, Viricel, Williams and Wimberly.
NOES: None
ABSENT: Akahoshi, Carrasco and Davies
ABSTAIN: None
Vivian Garcia, Library Administrative Secretary
Rancho Cucamonga Public Library
April 5, 2004