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Home My WebLink About05/05/09 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. May 9, 2005 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 L. Dennis Michael, Councilmember Sam Spagnolo, Councilmember Foundation Members Paul Williams, President Teresa Akahoshi, Member Bruce Bowne, Member Rebecca Davies, Member Gino Filippi, Member Frances Howdyshell, Member Ruth Leal, Vice President Ned Leonard, Member 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 at S S Vm , J posted a true and correct copy of the meeting agenda dated /ttTf-h a C)ds 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 S 57'0-5- 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 MAY 99 2005 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Bowne , Davies , Filippi , Howdyshell , Leal Leonard , Sakala , Viricel Williams and Wimberly B. ANNOUNCEMENTS/PRESENTATIONS 1. Recognition of past Member Pachon. Presented by President Williams and Member 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 Member or member of the audience for discussion. 1. Approval of Library Foundation Treasurer's Report: April, 2005. 2. Approval of Minutes: January 10 and April 11, 2005. 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. 1. Update on Victoria Gardens Cultural Center Project: Oral report by Deborah Clark, Library Director. 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. Vintner's Dinner. Update and analysis of the Vintner's Dinner. Conducted by Member Filippi. LIBRARY FOUNDATION BOARD AGENDA MAY 99 2005 2 RANCHO CUCAMONGA 2. Raffle Proposal. Presented by Member Leonard. Report from Member Leonard attached. 3. Budget Goals for Library Foundation 2005/2006. Report attached. Conducted by President Williams. 4. Officers for Library Foundation Board. Discussion requested by Member Davies. 5. PAL Campaign Reports: a) PAL Campaign Account Update. b) PAL Campaign Cabinet Meetings. Oral report by President Williams and Member Wimberly. c) Library Foundation Members Campaign Activities i) Bank of American ask. Update by staff. ii) Oral report by each Member: contacts made, stories to share, etc. F. 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. G. 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. H. 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, May 5, 2005, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 7368 Archibald Avenue. LIBRARY FOUNDATION BOARD AGENDA MAY 9, 2005 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Bowne , Davies , Filippi , Howdyshell , Leal Leonard Sakala , Viricel Williams and Wimberly B. ANNOUNCEMENTS/PRESENTATIONS 1. Recognition of past Member Pachon. Presented by President Williams and Member 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 Member or member of the audience for discussion. 1. Approval of Library Foundation Treasurer's Report: April, 2005. 1 2. Approval of Minutes: January 10 and April 11, 2005. 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. 1. Update on Victoria Gardens Cultural Center Project: Oral report by Deborah Clark, Library Director. 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. Vintner's Dinner. Update and analysis of the Vintner's Dinner. Conducted by Member Filippi. LIBRARY FOUNDATION BOARD AGENDA MAY 99 2005 2 RANCHO CUCAMONGA 2. Raffle Proposal. Presented by Member Leonard. Report from 11 Member Leonard attached. 3. Budget Goals for Library Foundation 2005/2006. Report attached. 14 Conducted by President Williams. 4. Officers for Library Foundation Board. Discussion requested by Member Davies. 5. PAL Campaign Reports: a) PAL Campaign Account Update. b) PAL Campaign Cabinet Meetings. Oral report by President Williams and Member Wimberly. c) Library Foundation Members Campaign Activities i) Bank of American ask. Update by staff. ii) Oral report by each Member: contacts made, stories to share, etc. F. 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. G. 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. H. 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, May 5, 2005, 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 RANCHO CU C A M O N C A OL— JCC Don Report DATE: May 9, 2005 TO: President Wil *am d Members of the Library Foundation Board FROM: Deborah Ka ib ry Director SUBJECT: Treasurer's Repo —April 2005 CASH REPORT BEGINNING MTD MTD ENDING April, 2005 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $41,635.31 $1,558.97 25.00 $43,169.28 Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $83,000.00 $83,000.00 Adult Literac $5,915.00 $5,915.00 Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $175,550.31 $1,558.97 25.00 $177,084.28 Revenues Received: Interest Earned: $ 13.97 General Fund Rental Check: $1,500.00 Personal Donations: $ 45.00 General Fund Expenditures: Reimbursement to Tracy Yniguez for "stop payment": $ 25.00 General Fund 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: May 9, 2005 TO: President and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT. APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meetings of January 10 and April 11, 2005. BACKGROUND/ANALYSIS Attached, please find the minutes for the regular and special meetings of the Library Foundation Board taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Zpectfully submitted,rah Kaye Cl Library Director 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, January 10, 2005, in the Training Room of the City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:01 p.m. Present were Members Akahoshi, Davies, Filippi, Howdyshell and Williams. Deborah Clark, Library Director, and Vivian Garcia, Administrative Secretary, were also present. B. OFFICIALS Administration of Oath of Office — Oath of Office will be administered to new appointee Ned Leonard. Mayor Alexander administered the Oath of Office to Ned Leonard. C. CONSENT CALENDAR C1. Approval of Library Foundation Treasurer's Report, November and December, 2004 MOTION: Moved by Member Davies to approve, seconded by Member Howdyshell, motion carried, 6-0-5 (with Bowne, Leal, Sakala, Viricel and Wimberly absent). C2. Approval of Minutes: November 8 and December 13, 2004. Held over for next month's meeting. 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, updated the Board on the project. 3 Library Foundation Board Minutes January 10, 2005 Page 2 E. BOARD BUSINESS El. Approval of Proposed Recognition Policy. Report attached. Presented by Member Rebecca Davies and staff. After discussion of the policy, the following motion occurred. MOTION: Moved by Member Davies to approve the Recognition Policy, seconded by Member Akahoshi, motion carried, 6-0-5 (with Bowne, Leal, Sakala, Viricel and Wimberly absent). E2. PAL Campaign Reports: a) PAL Campaign Account Update. b) PAL Campaign Cabinet Meetings. Oral report by President Williams and Member Wimberly. President Williams gave an oral report of the last Cabinet meeting to the Board. President Williams asked the Members what they would like see offered in this second year of PAL in terms of meetings or workshops. What could be done to energize the Members? President Williams suggested a training session and personal or group goals. Member Howdyshell suggested an update be sent to the community on the Cultural Center,such as a newsletter to be sent out quarterly. This would include a tear off slip which would ask what type of information the community would like to see from the Library Foundation Board. Member Filippi asked that testimonials be included from small and large donors in the newsletter to the PAL Campaign. C) Library Foundation Members Campaign Activities i) Bank of American ask. Update by staff. Deborah Clark, Library Director, updated the Board on the Bank of America ask. ii) John Hosing ask. Update by Member Davies. Member Davies gave an oral report on the lunch with John Hosing and his wife. Member Davies and Tony Mize of the Community Foundation Board were representing the PAL Campaign "ask" at the lunch. / L `7 Library Foundation Board Minutes January 10, 2005 Page 3 iii) Oral report by each member: contacts made, stories to share, etc. Each Member gave an oral report as to their activities over the past month. d) Event i) Winery Event: i. Winery Event Analysis. Report attached. Member Filippi stated that he really enjoyed the evening. He stated that the event was pleasant and error free. President Williams asked Member Filippi to send a list of the Winery's in-kind donations. Deborah Clark,Library Director,asked the Board for comments from them on improvements to the event. F. IDENTIFICATION OF ITEMS FOR NEXT MEETING Fl. Staff Survey and Recommendation for the Lewis apartment rental. F2. Spreadsheet of the PAL Campaign. F3. Fundraising Opportunity at the Winery. G. COMMUNICATIONS FROM THE PUBLIC None received. S Library Foundation Board Minutes January 10, 2005 Page 4 H. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn to Monday, February 7, 2005, seconded by Member Davies, motion carried, 6-0-5 (with Bowne, Leal, Sakala, Viricel and Wimberly absent). The meeting adjourned at 7:15 p.m. Respectfully submitted, vlty , / — '_ Vivian Garcia Administrative Secretary Approved: 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, April 11,2005,in the Training Room of the City Hall,located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6 p.m. Present were Members Davies, Filippi, Howdyshell, Leal, Leonard, Williams and Wimberly. Deborah Clark, Library Director and Vivian Garcia, Administrative Secretary, were also present. B. CONSENT CALENDAR B1. Approval of Library Foundation Treasurer's Report, February and March, 2005. MOTION: Moved by Member Davies to approve,seconded by Member Filippi,motion carried,7-0- 4 (with Akahoshi, Bowne, Sakala and Viricel absent). Member Bowne arrived at 6:15 p.m. B2. Approval of Minutes: November 8 (Filippi abstained)and February 7 (Howdyshell and Leal abstained), 2005. Minutes for January 10, 2005, were removed for the next meeting. MOTION: Moved by Member Leal to approve the minutes for November 8, seconded by Member Howdyshell, motion carried, 7-0-3-1 (with Akahoshi, Sakala and Viricel absent). MOTION: Moved by Member Filippi to approve the minutes for February 7, seconded by Member Davies, motion carried, 6-0-3-2 (with Akahoshi, Sakala and Viricel absent). C. LIBRARY DIRECTOR'S STAFF REPORTS C1. Update on the Victoria Gardens Cultural Center Project. Oral report by Deborah Clark, Library Director. 7 Library Foundation Board Minutes April 11, 2005 Page 2 Deborah Clark,Library Director,gave an oral update on the Victoria Gardens Cultural Center Project to the Board. D. BOARD BUSINESS D1. Proposed operation of the Gift and Book Shop at Victoria Gardens Library. Report and discussion led by President Williams. President Williams presented an oral repot to the Board proposing that the Library Foundation manage the operation of a Gift and Book Shop located at the Victoria Gardens Library. After discussion, the Library Foundation Board made the following motion. MOTION: Moved by Member Leal for staff to investigate and create a business plan for the gift shop, seconded by Member Filippi, motion carried, 8-0-3 (with Akahoshi, Sakala and Viricel absent). D2. Telethon 2006. Oral presentation by staff regarding potential plans for Telethon 2006. Deborah Clark,Library Director,reviewed the opening timeframe of the Cultural Center at Victoria Gardens with the Board. Deborah Clark,Library Director, stated that two things would be guiding staff in selecting dates for Telethon 2006. 1. When can we be in the new theatre with everything in working order? 2. When is Rod Gilfrey available to co-host with Tina Gilfry? President Williams stated that he would like to have an opening night dinner to kick-off the Telethon in the banquet hall. Member Filippi agreed, suggesting "An Evening with Rod Gilfrey." Member Davies stated that the school subcommittee could raise money during the school year with the schools being recognized during the Telethon even if the Telethon were held in the summer. D3. Vintner's Dinner. Presented by Member Filippi. Member Filippi updated the Board on the plans for the evening. 8 Library Foundation Board Minutes April 11, 2005 Page 3 Members Filippi, Howdyshell and Williams will coordinate the auction and the raffle drawing. D4. Training opportunity attended by Members Davies and Wimberly. Oral report. Member Davies gave an oral report on the Fundraising Workshop they attended. Member Bowne left at 7:14 p.m. D5. PAL Campaign Reports: a) PAL Campaign Account. Update available at the meeting. February and March, 2005, PAL Campaign Account updates were reviewed and passed out to Members. b) PAL Campaign Cabinet Meetings. Oral report by President Williams and Member Wimberly. President Williams stated the March meeting had been cancelled. C) Library Foundation Members Campaign Activities i. Bank of American ask. Update by staff. President Williams reminded the group that the Bank of America ask for$1 million to support the PAL Campaign is not anticipated to be answered until May. ii. Oral report by each Member: contacts made, stories to share, etc. Member Leonard handed out a proposal for the Board, outlining a suggested raffle. Staff agreed to place the item on the next Agenda for discussion. Member Davies stated "thank you" for the joint meeting. Member Davies gave an oral report on her PAL Campaign activities. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Slogan for the Cultural Center Project. E2. Raffle Review by Member Leonard. Library Foundation Board Minutes April 11, 2005 Page 4 E3. Recognition to past Member, Paula Pachon. E4. Budget for Library Foundation 2005/06. E5. Officers for Library Foundation 2005/06. E6. A Price List for Items at Library for Sponsorship at Victoria Gardens. F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Williams to adjourn,seconded by Member Filippi,motion carried,7- 0-4 (with Akahoshi, Bowne, Sakala and Viricel absent). The meeting adjourned at 7:36 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: Rancho Cucamonga Library Board Foundation House Raffle Proposal April 11, 2005 By Ned Leonard, Board Member Rancho Cucamonga Library Board Foundation House Raffle - Fund Raising Idea April 11, 2005 Raffle off a new house in Rancho Cucamonga, by selling 20,000 tickets for $100.00 each to raise $2,000,000.00 with the net to the PAL Campaign over $1,000,000.00. See budget page 2. PROS: a Aim for Grand Opening of new facility a Very exciting for the Cultural Center and Victoria Gardens a Have the Raffle Drawing on the Telethon a Pick ten preliminary winners one of who will win the House, two will win new cars and seven will win cash prizes. a Built in sales force (us), schools, Grapevine (Lion's Club), businesses a 1 in 20,000 chance to win verses Lotto's odd of 1 in 41,416,353 a Promotion possibilities i.e.: furniture, window coverings (pool?), landscaping, appliances, etc. Get many businesses involved. a Repeatability every two years a Prizes for most tickets sold CONS: • Liability and legality will need to be checked . Lots of work a Might not sell all tickets in which case we make the rules of the game state we will hold a 50150 raffle. One winner will get one half of all cash raised, after expenses a Might shift focus from other fund raising efforts a Need to have all tickets sold well before the Telethon Rancho Cucamonga Library Board Foundation House Raffle - Budget Proposal April 11, 2005 Budget Income 20,000 tickets @ $100.00 each $2,000,000.00 Expenses Advertising $75,000.00 Coordinator $50,000.00 House $500,000.00 2 cars $70,000.00 Printing Tickets $20,000.00 Flyers, etc. $40,000.00 Cash prizes 7 @ $10,000 each $70,000.00 Subtotal $825,000.00 Contingency $100,000.00 $925,000.00 Net proceeds to PAL campaign $1,075,000.00 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: May 9, 2005 TO: President Williams and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: ESTABLISH BUDGET GOALS FOR 2005/2006 RECOMMENDATION: That the Library Foundation Board establish budget goals for 2005/06 to assist the Library Director in creating a proposed budget for the Foundation review at the June meeting. BACKGROUND: According to their bylaws, the Library Foundation adopts a budget in June for the next fiscal year. The budget should be based on the goals the Board intends to achieve. Based on this concept, it is recommended that the Board outline their goals for 2005/06 and suggest dollar amounts to support the goals for the year ahead. FISCAL IMPACT: Yet to be determined. i cerely, Deborah Kaye a k Library Director �T