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Home My WebLink About05/06/13 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. June 13, 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 J0 / Q005- , at a.�M ,I posted a true and correct copy of the meeting agenda dated �''^ �3i o2Oct5- 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 at Rancho Cucamonga . DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: V vanis i v e �pV7 r.F�Yec or City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA JUNE 13, 2005 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Bowne , Davies , Filippi , Howdyshell , Leal Leonard , 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: May, 2005. 1 2. Approval of Sponsorship of Volunteers for the "Mark Christopher 4 Charity Classic-Presented by Adelphia" to be held September 12-18, 2005. 3. Approval of Minutes: May 9, 2005. 6 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. Acceptance of verbal resignation of Director Anne Viricel and authorization to recruit for new Foundation Board member. Oral report by Library Director, Deborah Clark. 2. Approval of allocating $10,000 to launch a combined Library, Library 11 Foundation and Friends of the Library joint newsletter. Report attached. 3. Review and approval of the Library Foundation's Fiscal Year 2005- 13 2006 Annual Operating Budget. Report attached. 4. Election of Officers for Library Foundation Board. Elections 16 conducted by President Williams. LIBRARY FOUNDATION BOARD AGENDA JUNE 13, 2005 2 RANCHO CUCAMONGA 5. PAL Campaign Reports: a) PAL Campaign Account Update. Available at the meeting. b) PAL Campaign Cabinet Meetings. Oral report by President Williams and Member Wimberly. i) Review of Victoria Gardens logo. ii) Topping Off Party. iii) Bank of America Ask. c) Library Foundation Members Campaign Activities i) Raffle Subcommittee Report. Update by Director Ned Leonard. ii) Oral report by each Member: contacts made, stories to share, etc. 6. Next meeting date. 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 Friday, June 10, 2005, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 7368 Archibald Avenue. 9 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: June 13, 2005 TO: President Will la And Members of the Library Foundation Board FROM: Deborah Kaye I ibrary Director SUBJECT. Treasurer's Report — May 2005 CASH REPORT BEGINNING MTD MTD ENDING May, 2005 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $43,169.28 $1,321.34 33.82 $44,456.80 Children's Books Endowment $40,000.00 $40.000.00 Victoria Gardens Books $83,000.00 $83.000.00 Adult Literacy $5,915.00 $5,915.00 Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $177,084.28 $1,321.34 33.82 $178.371.80 Revenues Received: Interest Earned: $ 14.13 General Fund Rental Check: $ 750.00 General Fund Grapevine Donations: $ 12.00 General Fund Soroptimist Donation $ 500.00 General Fund Circulation Cash Box $ 45.21 General Fund Expenditures: Reimbursement to Deborah Clark for invitations and postage. $ 33.82 General Fund 1 Rancho Cucamonga Public Library Foundation CASH REPORT MAY 2005 Beginning Balance $177,084.28 Deposits 5/4/2005 $ 2.00 5/10/2005 750.00 5/10/2005 45.21 5/11/2005 500.00 5/12/2005 10.00 1,307.21 Interest 14.13 Less Checks #1209 (30.12) Deborah Clark - Reimburse Invitations #1210 (3.70) Deborah Clark - Reimburse Postage (33.82) $ 178,371.80 Statement Ending Balance $ 178,371.80 Less O/S Checks - Adjusted Bank Balance $ 178,371.80 o� Bankof America Your Bank of America Business Interest — 0628 P Checking Statement E 2-3 Statement Period: April 28 through May 26, 2005 Account Number: RANCHO CUCAMONGA PUBLIC LIBRARY FOU Priority Customer Service 10500 CIVIC CENTER OR Call: 1.800.678.1433 RANCHO CUCAMONGA CA 91729 Written Inquiries Bank of America — Riverside Main Office PO Box 37176 San Francisco, CA 94137-0001 Customer since 1977 Bank of America appreciates your — business and we enjoy serving you. Our free Online Banking service allows you to check balances, track account activity, pay bills and more. With Online Banking you can also view up to 18 months of this statement online. Enroll at www.bankofainerica.com/$mallbusiness. ❑ Summary of Your Business Interest Checking Account Beginning Balance on 04/28/05 $177,084.28 Annual Percentage Yield earned this period 0.10% Total Deposits and Other Credits + 1,307.21 Interest paid year-to-date $71.37 Total Checks, Withdrawals, Number of checks paid 2 Transfers, Account Fees - 33.82 Number of 24 Hour Customer Service Calls Interest Paid + 14.13 Self-Service 0 Assisted 0 Ending Balance $178,371.80 ❑ Important Information About Your Account Based on the minimum balance you've maintained in this account, your monthly service charge has been waived. ❑ Deposits Number Date Posted Amount Number Dale Posted Amount 05/04 $ 2.00 05/11 500.00 05/10 45.21 05/12 10.00 05/10 750.00 Total of 5 deposits $1,307.21 ❑ Checks Paid Date Paid Number Amount Date Paid Number Amount 05/13 1209 $ 30.12 Total of 2 Checks Paid $33.62 05/13 1210 3.70 Continued.on next page 0007726.001.221 California Page 1 of 3 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: June 13, 2005 TO: President Williams and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF SPONSORSHIP OF VOLUNTEERS FOR THE "MARK CHRISTOPHER CHARITY CLASSIC-PRESENTED BY ADELPHIA" RECOMMENDATION: To approve sponsorship for 40 volunteers to assist with the upcoming Mark Christopher Charity Classic-presented by Adelphia scheduled for September 12-18, 2005, at the Empire Lakes Golf Course. This is an increase from the 20 Volunteer Fee sponsorships provided in prior years. BACKGROUND: Over the past five years, the Charity Classic Golf Tournament has provided a generous donation of $5,000 per year to the Rancho Cucamonga Library Foundation from the proceeds of their event. The previous two years, this donation in addition to the $5,000 donated to the Community Foundation, has benefited the PAL campaign efforts. In exchange for this donation, the Library Foundation is requested to provide manpower support in the way of volunteers to assist with the wide variety of tasks associated with the event. Volunteers for the tournament are required to pay a fee to participate. In past years, the Volunteer Fee was $40. This year the Tournament Directors elected to reduce the fee to $20 per individual in order to draw more Volunteers. The Volunteer fee helps to offset a small portion of the actual costs of the event so that the Tournament charities, e.g., the Rancho Cucamonga Community Foundation, Rancho Cucamonga Public Library Foundation, Loma Linda University Children's Hospital, Assistance League of Upland, Stephen's Hope and the Feed the Hungry, Shelter the Homeless will benefit as much as possible. Staff recommends that the Library Foundation Board approve underwriting the cost for a maximum of forty volunteers to assist this event. FISCAL IMPACT: The cost to the Library Foundation to underwrite 40 volunteers remains the same financial obligation as the prior years commitment of eight hundred dollars ($800). Sin erely, eborah Kaye Cl Library Director - 2 - s rI ,s R A N C H O C U C A M O N G A PUBLIC LI ISRARY Staff Report DATE: June 13, 2005 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 Library Foundation Board held May 9, 2005. 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 spectfully submitted, Deborah Kaye Cl rk Library Director lv 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, May 9, 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, Leal, Leonard, Sakala, Williams and Wimberly. Deborah Clark,Library Director,Paula Pachon,past Library Foundation Member and Vivian Garcia, Administrative Secretary, were also present. B. ANNOUNCEMENTS/PRESENTATIONS Bl. Recognition of past Member Pachon. Presented by President Williams and Member Davies. Member Davies thanked Paula Pachon for her nine (9) years of dedicated service on the Library Foundation Board. She stated that Paula Pachon was a founding member of the Board and the first President. Members Akahoshi and Bowne arrived at 6:02 p.m. Paula Pachon thanked everyone and gave an oral report on her experiences as a Member of the Library Foundation Board. Members Howdyshell and Filippi arrived at 6:08 p.m. C. CONSENT CALENDAR Cl. Approval of Library Foundation Treasurer's Report, April, 2005. MOTION: Moved by Member Leal to approve, seconded by Member Howdyshell, motion carried, 10-0-1 (with Viricel absent). C2. Approval of Minutes: January 10 (Bowne, Leal, Sakala and Wimberly abstained) and April 11, 2005 (Akahoshi and Sakala abstained). I Library Foundation Board Minutes May 9, 2005 Page 2 MOTION: Moved by Member Davies to approve the minutes of January 10, seconded by Member Leonard, motion carried, 6-0-1-4 (with Viricel absent). MOTION: Moved by Member Davies to approve the minutes for April 11, seconded by Member Leonard, motion carried, 8-0-1-2 (with Viricel absent). D. LIBRARY DIRECTOR'S STAFF REPORTS D1. Update on the 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 to the Board. E. BOARD BUSINESS E1. Vintner's Dinner. Update and analysis of the Vintner's Dinner. Conducted by Member Filippi. Member Filippi gave an oral report on the dinner. Deborah Clark, Library Director, reviewed the Summary Report, which was passed out to the Board and covered revenue and expenditures on the event. E2. Raffle Proposal. Presented by Member Leonard. Report from Member Leonard attached. Member Leonard reviewed the raffle proposal with the Board. The Library Director noted that the City Attorney has been asked to review the proposal from the prospect of legality. A motion was made to create a subcommittee for the raffle proposal and to continue to explore this fundraising option. MOTION: Moved by Member Davies to create a subcommittee for the raffle proposal, seconded by Member Akahoshi, motion carried, 10-0-1 (with Viricel absent). 0 Library Foundation Board Minutes May 9, 2005 Page 3 The following members volunteered for the subcommittee: Bowne, Howdyshell, Leal, Leonard Sakala and Williams. E3. Budget Goals for Library Foundation 2005/2006. Report attached. Conducted by President Williams. Deborah Clark, Library Director, asked the Board if there were any special requests she needs to include in the proposed fiscal year budget which will be presented next meeting. For example: if the Board wishes to continue training and board development, it will need to be addressed in the budget. She asked them to please contact her by phone or e-mail. E4. Officers for Library Foundation Board. Discussion requested by Member Davies. Member Davies started the discussion on selecting new officers for the Library Foundation Board. Discussion focused on current Vice President Ruth Leal considering accepting the Presidency and Frances Howdyshell considering the position of Vice President. E5. PAL Campaign Reports: a) PAL Campaign Account Update. Deborah Clark, Library Director, reviewed the March, 2005, Cash Report for the PAL Campaign Account with the Board. b) PAL Campaign Cabinet Meetings. Oral report by President Williams and Member Wimberly. President Williams gave an oral update on the last PAL Campaign Cabinet meeting with the Board. C) Library Foundation Members Campaign Activities i. Bank of American ask. Update by staff. Deborah Clark, Library Director, stated Bank of America had requested a sixty (60) day extension before responding to the $1 million ask. ii. Oral report by each Member: contacts made, stories to share, etc. Each Member presented an oral update to the Board. Library Foundation Board Minutes May 9, 2005 Page 4 Members Bowne and Wimberly left at 7:09 p.m. F. IDENTIFICATION OF ITEMS FOR NEXT MEETING F1. Budget for the Library Foundation 2005/2006. F2. Officers for the Library Foundation. Member Sakala left at 7:12 p.m. G. COMMUNICATIONS FROM THE PUBLIC None received. H. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn,seconded by Member Akahoshi,motion carried,7- 0-4 (with Bowne, Sakala, Wimberly and Viricel absent). The meeting adjourned at 7:25 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: � b R A N C H O C U C A M O N G A PUBLIC LI BQAQY Staff Report DATE: June 13, 2005 TO: President Williams and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF ALLOCATING $10,000 TO LAUNCH A COMBINED LIBRARY, LIBRARY FOUNDATION AND FRIENDS OF THE LIBRARY JOINT NEWSLETTER RECOMMENDATION: Staff recommends the Library Foundation approve the allocation of $10,000 towards the creation of a library newsletter, designed to inform the public about library events, solicit donations to the Foundation, promote membership in the Friends of the Library and increase volunteerism. BACKGROUND: Currently, there exists no official newsletter or informational publication by the Rancho Cucamonga Public Library. With the opening of the Victoria Gardens Library, combining cultural events and the library, the opportunity exists to promote a roster of programs that the public will want to learn about. The opening of the Victoria Gardens Library will also signal the wrap up of the PAL Campaign and the need for the Library Foundation to continue promotion of giving opportunities through alternate media. Finally, the Friends of the Library are not currently promoting membership or issuing a newsletter. They have, in the past, expressed an interest in returning to functioning as a membership organization. Staff proposes creating a quarterly newsletter that will fulfill the purpose of informing the public, generating volunteers and soliciting donations. Staff would target September as the date for the premiere issue. I1 FISCAL IMPACT: Staff estimates the cost of starting up a newsletter format, promoting and printing the newsletter and paying for postage at approximately $15,000 annually, but a complete cost breakdown will be available at the meeting. R specttfully submitted, /� ) ' /� e oh Kaye Library Directo -2 - 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 AD Y Staff Report DATE: June 13, 2005 TO: President Williams and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT. REVIEW AND APPROVAL OF THE LIBRARY FOUNDATION'S FISCAL YEAR 2005-2006 OPERATING BUDGET RECOMMENDATION: Staff recommends that the Library Foundation Board review and approve the attached draft Operating Budget for FY 2005-2006. BACKGROUND: As noted in the Library Foundation's by-laws, the Library Foundation Baord is required to adopt an annual operating budget at the June meeting. The attached proposed budget reflects the Library Foundation's cash balance as of May, 2005 and projects revenue and expenditures for the end of this fiscal year, as well as projections for 2004/05. Staff recommends that the Library Foundation Board review and approve the attached draft Operating Budget for FY 2005/06. Si cerely, Deborah Kaye ar Library Director l3 PUBLIC LIBRARY FOUNDATION BUDGET 2005/2006 PRELIMINARY PROPOSED BUDGET 2005/2006 Balance Sheet Projection Assets as of June 8, 2005 $178,372 Less Donations to the Library ($14,000) Opening Assets $164,372 REVENUES PROJECTED Apartment Rental Projected $9,600 Projected Interest Earned $150 Projected Personal Donations $5,000 Sub Total $179,122 Library Foundation Expenditures Total Expenditures Projected $77,400 Total Balance Remaining in Library Foundation $101,722 PRELIMINARY PROPOSED BUDGET APPROVED ACTUAL' PROPOSED 2005/06 BUDGET BUDGET BUDGET 2004/2005 2004/2005 2005/2006 REVENUES Rental Income $9,600 $9,001 $9,000 Interest Earned $200 $170 $150 Donations $0 $6,974 $5,000 OPERATIONAL EXPENSES $5,700 $1,045 $13,400 Conferences for Boardmembers $500 $0 $500 Board Expenses $200 $200 Board Training/Strategic Planning $2,000 $0 $2,000 Newsletter $0 $0 $7,500 Printing $1,000 $0 $1,000 Postage $500 $0 $500 Stationery $500 $0 $500 Business Expenses $200 $45 $200 Publicity $0 $0 $0 Tax Preparation $800 $1,000 $1,000 EVENTS $0 $1,057 $0 State Farm Open Tour-Reimbursible by PAL $0 $0 PAL EVENT 10th Anniversary Event $0 $1,023 N/A Telethon Production $0 $0 PAL EVENT Winery Event $0 $34 PAL EVENT OTHER EXPENSES $0 $25 $0 Apartment Rental $0 $25 $0 TOTAL EXPENDITURES $5,700 $2,127 $13,400 LIBRARY DONATIONS $14,000 $14,000 $64,000 Adult Literacy $12,000 $12,000 $12,000 Children's Programs $2,000 $2,000 $2,000 Victoria Gardens Children's Books $0 $0 $50,000 TOTAL FOUNDATION BUDGET $19,700 $16,127 $77,400 *Projection based on estimate of June revenues&expenditures /L/ R A N C H O C U C A M O N G A PUBLIC LI BQAQY Staff Report DATE: June 13, 2005 TO: President Williams and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: ELECTION OF OFFICERS FOR LIBRARY FOUNDATION BOARD. BACKGROUND: The Library Foundation's By-Laws call for an annual election of officers, consisting of President and Vice President. Staff has placed this item on the agenda to facilitate discussion. (-_Fres pectfully submitted, Debora Kaye Clar Library Director l�0