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Home My WebLink About04/09/13 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA ADJOURNED MEETING 6:00 p.m. September 13, 2004 Training 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 Members Paul Williams, President Teresa Akahoshi, Member Bruce Bowen, Member Rebecca Davies, Member Gino Filippi, Member Frances Howdyshell, Member Ruth Leal, Vice President Ron Sakala, 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 -Sopf_9 ,-)Ooq at 3O9 J posted a true and correct copy of the meeting agenda dated 9' /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 — �-0� at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: Vivian Garcia, —Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA SEPTEMBER 13, 2004 1 RANCHO CLJOWONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Bowne , Davies Filippi , Howdyshell , Leal Sakala , 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 Library Foundation Treasurer's Report, August, 2004. 1 2. Approval of Minutes: May 10 (joint meeting) and August 9, 2004. 3 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. Grant Application Process. Attached, please find a list of grants 11 currently being pursued by PAL Campaign staff. 2. 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. Resignation of Member Stephanie Carrasco and discussion of recruitment for replacement. LIBRARY FOUNDATION BOARD AGENDA SEPTEMBER 13, 2004 2 RANCHO CUCAMONGA 2. PAL Campaign Reports: a) PAL Campaign Account Update: Available at the meeting. 12 b) PAL Campaign Cabinet Meetings. Oral report by President Williams and Director Wimberly. c) Library Foundation Members Campaign Activities i) Update on Robinson's May Shopping Day event: Ruth Leal to provide oral report. ii) Update on Concert Under the Stars. Ruth Leal to provide oral report. iii) Oral report by each Member: contacts made, stories to share, etc. d) Events i) Macy's Charity Event. New opportunity. Presentation by President Williams and staff. ii) Winery Event: start up of Committee, discussion of event and selection of date for committee meeting. 3. Next meeting date for the Library Foundation Board. 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 1, 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, September 9, 2004, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 7368 Archibald Avenue. T H E C I T Y O F R A N C H O C U C A M O N G A Staff Report DATE: September 13, 2004 TO: President Wil06 — d Members of the Library Foundation Board FROM: Deborah KayLi rary Director SUBJECT: Treasurer's RAugust 2004 CASH REPORT BEGINNING MTD MTD ENDING August, 2004 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $35,175.78 $763.67 0.00 $35,939.45 Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $83,000.00 $83,000.00 Adult Literac $2,000.00 $2,350.00 $4,350.00 Operating Reserve Fund $5,000.00 $5,000,00 TOTAL $165,175.78 $3,113.67 $0.00 $168 289.45 i Revenues Received: Rental Check: $750 for General Fund Interest Earned: $13.67 for General Fund Walmart: $2,000 for Literacy Bank of America: $250 from the matching Volunteer program for Literacy Terry Jacobs: $100 personal donation to Literacy Expenditures: None I 09/08/2004 11:00 9094772845 CITYRANCHOCUCAMONGA PAGE 02 Rancho Cucamonga Public Library Foundation Sep-04 Beginning Balance $165,175.78 Deposits 815/2004 2,000.00 8/16/2004 750.00 8118/2004 250.00 8/31/2004 100.00 3,100.00 Interest 13.67 Less Checks - Deposit in Transit $168,289.45.. Statement Ending Balance 168,189.45 Less O/S checks - Deposit in Transit 100.00 Adjusted Bank Balance $ 168 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: September 12, 2004 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 the Joint meeting with the Library Board on May 10, 2004, and the Regular Meeting of the Library Foundation Board on July 12, 2004. 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. R p/e/Jcctfully submitted, W ` kj V Deborah Kaye Irk Library Director 3 CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD & LIBRARY BOARD OF TRUSTEES Special Joint Meeting A. CALL TO ORDER A special meeting of the Rancho Cucamonga Public Library Foundation Board and LibraryBoard of Trustees was held on Monday,May 10,2004,in the Thomas Room of the Lions Center East,located at 9191 Baseline, Rancho Cucamonga, California. The meeting was called to order at 7:07 p.m. Present were Members Akahoshi, Davies, Filippi, Viricel, Williams and Wimberly. Also present were Members Bradshaw, Guerrero and Womack. Deborah Clark, Library Director, Robert Karatsu, Library Services Manager, Michelle Perera, References Services Coordinator and Vivian Garcia, Senior Administrative Secretary, were also present. B. ITEMS OF BUSINESS B1. Recognition of School Subcommittee. Member Davies requested that each member of the school subcommittee introduce themselves. Member Davies thanked everyone for their support and help. B2. Telethon Debrief. Deborah Clark, Library Director, updated everyone on the Telethon. Robert Karatsu, Library Services Manager, reviewed the production of the Telethon. Michelle Perera, Reference Services Coordinator, thanked Members Akahoshi and Davies for all of their help before and during the Telethon. Member Davies stated that the date for the next Telethon may not occur until the new Cultural Center is built. Discussions were held on being able to coordinate school district calendars for the next Telethon. Members stated that all schools start setting up calendars for the next fall in May. Member Pachon suggested sending out "Save the Date" postcards to the schools, once staff has a date for the next Telethon. Library Foundation Board Minutes May 10, 2004 Page 2 Deborah Clark, Library Director, updated everyone on the Victoria Gardens Cultural center. Member Davies suggested sending "Thank you notes" to every school for their help. President Williams thanked everyone for their help and participation. Member Womack thanked everyone for their participation. She also stated that we have made new friends. Member Akahoshi stated that all school districts worked together. Great Job! A request was made prior to the opening of the new library that an educational school day be made for tours. C. COMMUNICATIONS FROM THE PUBLIC None received. D. ADJOURNMENT The meeting adjourned at 8 p.m. Respectfully submitted, �Gtn.ct-a.., Vivian Garcia Administrative Secretary Approved: August 12, 2004 (Library Board of Trustees) S 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, August 9, 2004, in the San Antonio Room of the Lions Center East, located at 9191 Baseline, Rancho Cucamonga, California. The meeting was called to order at 6 p.m. Present were Members Akahoshi, Davies, Filippi, Howdyshell, Sakala, Viricel, Williams and Wimberly. Deborah Clark, Library Director and Vivian Garcia, Senior Administrative Secretary, were also present. B. OFFICIALS Administration of Oath of Office — Oath of Office will be administered to new appointee Bruce Bowne. Mayor Alexander administered the Oath of Office to Bruce Bowne. Member Leal arrived at 6:04 p.m. Member Bowne presented an oral report on his background. C. CONSENT CALENDAR Cl. Approval of PAL Campaign Account Statements for May and June, 2004. Member Davies requested more detail on deposits made into the PAL Campaign. President Williams stated that this would be brought up at the next Steering Committee. Member Howdyshell requested clarification on what pledges come in. Also a listing of the expenditures. President Williams stated that this would be brought up at the next Steering Committee. MOTION: Moved by Member Davies to approve the PAL Campaign Account Statements for May and June, 2004, with the understanding that the Steering Committee works to add additional 6 Library Foundation Board Minutes August 9, 2004 Page 2 information into these reports to provide more substance,seconded by Member Howdyshell,motion carried, 10-0-1 (with Carrasco absent). C2. Approval of Library Foundation Treasurer's Report for July, 2004 MOTION: Moved by Member Davies to approve the Library Foundation Treasurer's Report for July, 2004, seconded by Member Leal, motion carried, 10-0-1 (with Carrasco absent). C3. Approval of Minutes: May 10(Bowne,Howdyshell,Leal and Sakala abstained)and July 12 (Akahoshi, Bowne, Viricel and Wimberly abstained), 2004. MOTION: Moved by Member Viricel to approve the Minutes of May 10, 2004, seconded by Member Wimberly, motion carred, 6-0-0-4 (with Carrasco absent). MOTION: Moved by Member Howdyshell to approve the Minutes of July 12, 2004, seconded by Member Leal, motion carried, 6-0-0-4 (with Carrasco absent). D. LIBRARY DIRECTOR'S STAFF REPORTS D1. 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. D2. Review and discussion of Rancho Cucamonga Cultural Center Donor Recognition Program. Deborah Clark, Library Director, reviewed the Donor Recognition Program with the Board. E. BOARD BUSINESS El. PAL Campaign Reports: a) PAL Campaign Cabinet Meetings. Oral report by President Williams and Director Wimberly. President Williams stated that due to the absence of members the meeting was cancelled. 7 Library Foundation Board Minutes August 9, 2004 Page 3 i) Approval of Sponsorship Approval Policy. Report attached. Presented by President Williams. Deborah Clark, Library Director, reviewed the Sponsorship Approval Policy with the Board. Member Howdyshell inquired citing page 23,about the wording of the sponsorship levels,she asked if wording should be changed to "Contributions up to$4,999 with the next level starting at$5,000?" Staff will make changes. President Williams asked for clarification on amounts to be set as the Minimum Gift on the Donor Recognition Program. Member Wimberly stated that the Children's Story Room should be set at $500,000. President Williams stated that the guidelines need to address one donor giving a gift covering multiple spaces. President Williams also stated that the guidelines need to address the idea of exclusivity, one entity purchasing rights for the entire project. Member Viricel stated that exclusivity should require an ongoing price tag. Member Wimberly suggested $150,000 for the Library Young Adult Center. Library Foundation members requested the Back to Basics Learning Center be set at a minimum of $100,000. Staff will bring to the next meeting the Children's Library Carousel along with dimensions and footage. The amount will be on hold until the Board decides. Member Howdyshell stated that going back to the Sponsorship Approval Policy, there needs to be clarification on the following points,policy does not address exclusivity,proprietor rights and does not address multiple sponsors. MOTION: Moved by Member Wimberly to approve the Sponsorship Approval Policy with the corrections made and with the questions answered by staff, seconded by Member Howdyshell, motion carried, 10-0-1 (with Carrasco absent). President Williams stated that the Donor Recognition Program changes would go back to the steering committee. S Library Foundation Board Minutes August 9, 2004 Page 4 b) Library Foundation Members Campaign Activities i) Telethon 2004 Analysis and List of Unfulfilled Pledges. Report attached. Presented by staff. Deborah Clark,Library Director,went through the list of non respondent donors starting on page 28 of the Board packet. Deborah Clark,Library Director,asked for volunteers to contact donors on their outstanding pledges. Deborah Clark, Library Director, stated that staff would be providing information packets to the members on their selections. ii) Approval of participation in the Robinsons*May Charity Shopping Day. Oral report by Vice President Leal. Member Leal gave an oral presentation on the Robinson's May Charity Shopping Day with the Board,a program that allows local charities to sell tickets to the Robinson's opening for$5 per ticket. MOTION: Moved by Member Davies to approve Robinson's May Charity Shopping Day Fundraiser, seconded by Member Sakala, motion carried, 10-0-1 (with Carrasco absent). Member Leal asked for volunteers to work the shifts on Tuesday,October 26, at the Robinson's May Charity Shopping Day. Members Akahoshi, Howdyshell and Wimberly volunteered. Member Filippi left at 7:20 p.m. iii) Approval of Sponsorship of Volunteers for the Mark Christopher Charity Classic Golf Tournament. Report attached, presented by staff. Deborah Clark, Library Director,reviewed the Mark Christopher Charity classic Golf Tournament with the Board. MOTION: Moved by Member Leal to approve sponsorship of 20 volunteers to assist the Mark Christopher Charity Classic Golf Tournament,seconded by Member Akahoshi,motion carried,9-0-3 (with Carrasco and Filippi absent). Members Akahoshi, Leal, Williams and Wimberly volunteered to work. iv) Oral report by each Member: contacts made, stories to share, etc. 9 Library Foundation Board Minutes August 9, 2004 Page 5 Oral updates were presented by each Member. Member Howdyshell asked for a presentation on the grants that are being applied for. E2. Next meeting date for the Library Foundation Board. The next Library Foundation Board meeting will be on Monday, September 13,2004 at 6 p.m.in the Tri-communities Room at City Hall. F. IDENTIFICATION OF ITEMS FOR NEXT MEETING None received. G. COMMUNICATIONS FROM THE PUBLIC None received. H. ADJOURNMENT MOTION: Moved by Member Sakala to adjourn to Monday, September 13, 2004, seconded by Member Howdyshell, motion carried, 9-0-2 (with Carrasco and Filippi absent). The meeting adjourned at 7:45 p.m. Respectfully submitted, V �. Vivian Garcia Administrative Secretary Approved: /D Cultural Center Grant Plan mAup-oat Mood to Lltl Foundation Grpory: Pobntlal Application Potential Prpnm Description Pot Ask Appllullon Star Tum iLl Potanlbl C...Ilana 4,11-1 Approrek Npas Prtorminp Mar Gbpory Amount (bb.-I home la lM teed) Ularl PHSFwMelan W.Za s Eragxrrwnl Fund CWhal Carvr End—ors S30,M0 ASAP Set A..1. Deni to Rini .—M lana&I m h,arryp aphdaM, 9uutllres. 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Mary to rexarcA acproade Ludi Foundation PSIwmIp Ads Salines Purclase of.,A Lg„rg f50,0.0 MrJ 1IlCp NNIb cq Susan Lahr of hour, Pm,N lshr W Ji.sstrp lNf E,donnas vmllursugll.Trrfaygand. appals'for Prate Menu. Karate T.and Ekwn Wool GMr Errbmmwa Fund Whirs GNr E. SSA.0.9 1DLI2No Dad aM SN "Alun and lop Harry.lear aM P.N .a— L N-FwrkaMn Pop W Am h{yre Wfur.GNr Endowmrti Fund Wturl GNr Enduni SW.. AMP Said,And SW Full Popaal P®ir.elf At M aWp twat FWndsgn popsl. P1p'y Food lw Lase 0.nwmip Rpram Me a.-Mucalon dad,SIM 150,WJ Ag-0— Paul.aM Diol Dbro WYnams. Appkalan snMy TIry WIM Prtla evPess,.rdarW Na FcundNan MalrNay, Io oelrons, Pros, re Dbrelo wrEminM. small prole iron del.pally Rack to • Idbw.1 al In letir, Bavw GNr:Duan W.ltamsbldbw Mal,Mlr. Hokin Forni Cullurs CeNr Con Trion BuiMup of Cullurl Center. fS"i AMP Mark aM Peub Mark to nwx, Rad-Hay dowuruns.Boean'sock, Foundation p,..h ulvluted Popsss. Forks,Hills Foundation Cunurl dean Construsi BWldup of Culture Cents. sl=wJ AMP Mae eM Paul. Mark to reux, Lear rsevM Sit of says,they ml .Pridac, ounlclusinrummer. Nolunlwwnbcl. 011115 yi TM Shut. Panormi,M. Program Transition of Theater Gmpanymm f10i ASAP Nenu.and Susan Boum Coan.ap has a Name to rese.rch Foundi Fit' ate. very plod history win spaoac, IMm Sony Slarn Merronal CuAturl Gmr EMorvmenl FJM Cohort Gnlr EMdwmenl. f15,W0 AMP DMs and stall Apphwnon Ism aM .ecertre]toleration loan m W03. That Popvl Talar,S.Mark tfulurs Gnlr CAnyar n Bu.It.,Cultural Gnlr, 31,m WJ W l0 (IN1 Mark rq Paula Mark to resexh 'cod n approach TM Thanni Cultural Canter End.vmeM Fur. Whoral GNr ErtldwmeN. 5150.. ASW CMI.M.1. NwarcA aM Atun, Foundation TM T.Mayor Coli GNr GhaWoork, Bulbi,Wlurs Gnlr. SI.Ol 1011 .1 aM Paul. Frarve...A Mark to recxh FMMatm Pslmlrary'brat sal, approach Wr,sl Fwraalan WWal GNr Cahn on Sharing.1.Lana- si...W A. Mars,aM Pal. Ponart Ya ad.s mom Mark rs Free Id Fmiued hgslbn tells In]r@. tory law cons. ,march apprdsn f1 R A N C H O C U C A M O N G A P U a L i C L I B R A R Y Staff Report DATE: September 12, 2004 TO: President Williams and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: REVIEW OF PAL CAMPAIGN ACCOUNT STATEMENTS RECOMMENDATION: That the Foundation Board review the Pal Campaign Account Statements for August, 2004, which will be available at the meeting. BACKGROUND: The account information is created by the City of Rancho Cucamonga's Finance Department and reviewed by the PAL Campaign Coordinator, Paula Pachon, with Community Services. FISCAL IMPACT: No direct impact. (jerely, �� ) Deborah Kaye r Library Director l � NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Board at their meeting held Monday, September 13, adjourned said meeting to Monday, October 11, 2004, at the hour of 6:00 p.m., in the Training Room at City Hall. Said adjournment was passed by the following vote: AYES: Akahoshi, Bowne, Davies, Filippi, Leal, Sakala, Viricel and Williams and Wimberly. NOES: None ABSENT: Howdyshell ABSTAIN: None Vivian Garcia, Library Administrative Secretary Rancho Cucamonga Public Library September 14, 2004