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Home My WebLink About05/12/12 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. December 12, 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 Ruth Leal, President Frances Howdyshell, Vice President Teresa Akahoshi, Member Bruce Bowne, Member Stefani Carrasco, Member Rebecca Davies, Member Gino Filippi, Member Gilda Silver, Member Ned Leonard, Member Ron Sakala, Member Paul Williams, 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 3rd Cucamonga. Acting in that capacity, on b at a ,I posted a true and correct copy of the meeting agenda dated 00sat 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 g -QS 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 DECEMBER 12, 2005 1 RANCHO CUCkMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Bowne , Carrasco , Davies_, Filippi , Howdyshell Leal , Leonard , Sakala Silver, , 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: October and 1 November, 2005. 2. Approval of Minutes: August 8, October 10 and November 10, 2005. 7 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. Update on Library Board request to transfer $150,000 into a LAIF account. Oral report by Library Director 2. Approval of recommended changes to the Donor Recognition 18 Program. Report presented by Library Director. 3. PAL Campaign Reports: a) PAL Campaign Account Update. September and October, 20 2005 attached. b) PAL Campaign Events i) Winery Event: Winery Event Analysis Report 24 attached. Presented by Member Filippi. ii) PAL Campaign Cabinet Meetings. Oral report by attendees. i. Meeting on December 14th, 2005, was cancelled. c Library Foundation Subcommittee Reports LIBRARY FOUNDATION BOARD AGENDA DECEMBER 12, 2005 2 RANCHO CUCAMONGA i) Raffle Subcommittee Report. Update by Director Ned Leonard. ii) Marketing Subcommittee Report: Update by Chair. d) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, stories to share, etc. 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, December S, 2005, 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 R A N C H 0 C U C A M 0 N C A Staff Report DATE: December 12, 2005 TO: President Leal and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: Treasurer's Report— October 2005 CASH REPORT BEGINNING MTD MTD ENDING October, 2005 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $39,467.22 $919.60 73.27 $40.313.55 Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $83.000.00 $83,000.00 Adult Literac $5,915.00 $500.00 $6,415.00 Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $173.382.22 $1,419.60 73.27 $174,728.55 Revenues Received: Interest Earned: $ 13.82 General Fund Rental Check: $ 750.00 General Fund Literacy Donation From $ 500.00 General Fund Terri Jacobs Grapevine Donations: $ 13.00 General Fund $ 120.00 General Fund Expenditures: Exclusive Images $ 72.27 Gift for Past President Pachon 11/01/2005 12: 19 9094772845 CITYRANCHOCUCAMONGA PAGE 02 Rancho Cucamonga Public Library Foundation CASH REPORT OCTOBER 2005 Beginning Balance $173,382.22 DeposNs 10/10/2005 $ 780.00 10/11/2005 22.78 10/1312005 3.00 10/25/2005 500.00 10/27/2005 120.00 1,405.78 Interest 13.82 Less Checks 01218 (73.27) Ex*swe images-Pen 6 Card Holder $ 174.728.55 Statement Ending Balance $ 174,728,65 Deposit in Transit Adjusted Bank Balmkce $ 174.728.55 2 11/01/2005 12:19 9094772845 CITYRANCHOCUCAMONGA PAGE 03 Bankof America H Your Bank of America Business interest — o648 P Checking 'Statement E 1-3 Statement Period: September 29 through October 27,2005 Account NumbefTl�1116 RANCHO CUCAMONGA PUBLIC LIBRARY FOU Priority Customer Service 10500 CIVIC CENTER DR 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 1971 Bank of America appreciates your business and we enjcy sorving you. Our free Online BankingService snows you to check balances, track account activity, pay bills and more. With online Banking you eon also view up to 18.months of this statement online. Enroll at www.bankofamerica.Com/smallbusiness. ❑ Summary of Your Business Interest Checking Account Beginning Balance on 09/29/05 $173,377.22 Annual Percentage Yield'earned this period 0,10% Total Deposits and Other Credits + 1,410.78 Interest paid year-to-date $144.59 Number of checks paid I Total Checks,Withdrawals, -73 27 Transfers, Account fees Number of 24 Hour Customer Service Calla + 13.82 SelfServlce 0 Interest Paid Assisted 0 Ending Balance $174,728.55 Needleman- ❑ Important Information About Your Account Based on the minimum balance you've maintained In this account, your monthly service charge has been waived. ❑ DeposNs Number Date Posted Amount Number Date Posted Amount 09/29 $ 5.00 1025 500.00 10/11 22.78 10/21 120.00. 10/11 760.00 Total of 6 deposits 81,410.78 10/17 3.00 r❑^Checks Paid I Date'; ate P01d Number Amount 1024 1216 $73.27 Continued on next page California Page 1 of 3 0007+0.00t.221 �3 P j T H E C I T Y O F R A N C H O C U C A hI O N CA Staff Report DATE: December 12, 2005 TO: President Leal and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: Treasurer's Report— November 2005 CASH REPORT BEGINNING MTD MTD ENDING November, 2005 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $40.313.55 $777.37 31:77 $41,059.15 Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $83,000.00 $83,000.00 Adult Literac $6,415.00 $6,415.00 Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $174,728.55 $777.37 31.77 $175,474.15 Revenues Received: Interest Earned: $ 15.37 General Fund Rental Check: $ 750.00 General Fund Grapevine Donations: $ 12.00 General Fund Expenditures: Exclusive Images $ 12.93 Name plate for new Boardmember Winery Event Expense $ 18.84 Table coverings, art supplies 12/05/2005 12:34 9094772845 CITYRANCHOCUCAMONGA PAGE 02 Rancho Cucamonga Public Library Foundation CASH REPORT NOVEMBER 2005 Beginning Balance $174,728.55 peppers 1102005 7.00 11/72005 755.00 762.00 merest 15.37 Less Checks #1219 (12.93) Exclusive Enrages-Name Place #1220 (8.30) NO*Cole-Rmb.Winery Event Expenses #1221 (12.64) Vivian Garcia-Rm.Winery Event Expenses (31.77) $ 175,474.16 Statement Ending Balance $ 176,605.92 Less Outstanding Checks #1219 (12.93) #1220 (6.30) #1221 (12.54) (31.77) Adjusted Bank Balance $ 175,474.16 5 12/05/2005 12:34 9094772845 CITYRANCHOCUCAMONGA PAGE 03 6anKUTlwmerica '-41911111" Your Bank of America Business Interest — 0928 P Checking Statement _ E 0-3 Statement Period: October 28 through November 28, 2005 Account Number. Priority Customer Service RANCHO CUCAMONGA PUBLIC LIBRARY FOU Call: 1.800VII.1433 10500 CIVIC CENTER OR 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-bankofamerica.com/smalibusiners. ❑ Summary of Your Business Interest Checking Account Annual Percentage Yield earned this period 0.10% Beginning Balance an 10!28105 $174,728.55 Total Doposits and Other Credits + 782.00 Interest paid year-to-date $159.96 Interest Paid + 15.37 Number of 24 Hour Customer Service Calls 0 . Self-Service 0 Ending Balance $175,505.92 Assisted ❑ Important Information About Your Account Based on the minimum balance you've maintained in this account, your monthly service charge has been waived. ❑ Bank of America News Introducing, the Small Business Discount Program. As a small business checking customer, you can save on products you buy far your business and for yourself. Use our easy on-line service to save 5%-750/9 with over 2,500 retailers--we've done the negotiating for you. Visit BankofAmeriea.com,click on small Business and follow the links to start saving today) ❑ Deposits Number pato Posted �.7 mount NumbBr Date Posted AmeuM 11!02 S 7.00 FTu:If 2 deposits 62.00 11/07 755.00 Continued on next page California Page 1 of 3 0139129.001.T21 � Q nae r 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: December 12, 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 August 8, October 10 and November 10, 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 t-W449't- Respectfully submitted, Deborah Kaye Clark 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, August 8, 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 Bowne, Filippi, Leal, Sakala, Williams and Wimberly. Deborah Clark, Library Director and Vivian Garcia, Administrative Secretary, were also present. B. CONSENT CALENDAR Bl. Approval of Library Foundation Treasurer's Report, July, 2005. On discussion and review of the Treasurer's Report, Member Sakala asked if some of the money could be put in a Laif account to gain greater interest. MOTION: Moved by Member Sakala for staff to move $150,000 into an investment account, seconded by Member Bowne, motion carried, 6-0-4 (with Akahoshi, Davies, Howdyshell and Leonard absent). MOTION: Moved by Member Sakala to accept the Treasurer's Report for July, 2005, seconded by Bowne, motion carried, 6-0-4 (with Akahoshi, Davies, Howdyshell and Leonard absent). B2. Approval of Minutes: July 11, 2005 (Sakala abstained). Member Bowne asked for corrections to be made on the Motion listed above D2. on Pagel. He stated that he was present for the meeting and not absent as reflected in the minutes. MOTION: Moved by Member Williams to approve the minutes with the corrections, seconded by Member Filippi,motion carried,5-0-4-1 (with Akahoshi,Davies,Howdyshell and Leonard absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Update on the Victoria Gardens Cultural Center Project. Oral report by Deborah Clark, Library Director. g Library Foundation Board Minutes August 8, 2005 Page 2 Deborah Clark, Library Director, gave an oral update on the Victoria Gardens Cultural Center Project. C2. Authorization to release a check to the City in support of the Literacy Program for the sum of$2,000. Presented by Deborah Clark, Library Director. Report attached. Deborah Clark, Library Director, reviewed with the Board the request for $2,000 to support the Literacy program. She explained that the $2,000 request was in addition to the traditional $10,000 in support. She also noted that the $2,000 request was a line item in the budget passed by the Board in July and that the funds will be used to support the bi-annual Literacy Celebration and to create a new video to replaced the dated MOTION: Moved by Member Williams to approve the check for$2,000 for the Literacy Program, seconded by Member Wimberly, motion carried, 6-0-4 (with Akahoshi, Davies, Howdyshell and Leonard absent). D. BOARD BUSINESS DI. Approval and Board participation on Sub-committees. Continued from July report attached. President Leal reviewed the list with the Board. Member Sakala asked to be an alternate on the PAL Campaign Steering Committee. President Leal asked to be placed on the PAL Campaign Steering Committee. Member Bowne volunteered to be on the Telethon Production Committee. Member Sakala volunteered to be on the Special Event Committee. MOTION: Moved by Member Wimberly to approve the sub-committee list with the new changes, seconded by Member Bowne, motion carried, 6-0-4 (with Akahoshi, Davies, Howdyshell and Leonard absent). President Leal asked if anyone outside of the Library Foundation Board could be on the sub- committees. Deborah Clark, Library Director, stated yes. I Library Foundation Board Minutes August 8, 2005 Page 3 President Leal suggested that there could be a representative from the Inland Valley Daily Bulletin on the Marketing and Publicity Committee and that she would follow up with Jackie Amsler to invite her participation. D2. Discussion of next Winery Event. Member Filippi to start this discussion. Member Filippi stated that December I" and 2nd were open for the Holiday Winery Event. After discussion, the Board decided on Friday, December 2, 2005. D3. PAL Campaign Reports: a) PAL Campaign Account Update. June, 2005 attached. b) PAL Campaign Events i) Golf Tournament: Oral report from staff. Deborah Clark, Library Director, asked for volunteers for this event. She stated that their donation to the Library Foundation Board would be $10,000 this year. ii) Concert Under the Stars: Oral report from Member Williams. Member Williams stated that all thirty (30) tickets for the event had been sold for$55 each and that the event will occur on the upcoming weekend (August 12 and 13, 2005). C) PAL Campaign Cabinet Meetings. Oral report by attendees. i) Meeting of July 13, 2005 Member Williams gave an oral report on July's meeting of the PAL Campaign meeting to the Board. d) Library Foundation Sub-committee Reports i) Raffle Sub-committee Report. Update by Member Ned Leonard. Member Leonard was absent,but committee members present stated that there had not been another meeting since the last report to the full Board. Member Bowne stated that he had some concerns about legal issues he has researched on raffle methodology. First,there needed to be registration by September 1 if there was to be a raffle during the next year until August 31. Second, listed on some of the papers, was that ninety percent of the gross receipts must be used by the PAL Campaign. Member Bowne stated that he would look further into the wording on "gross receipts" and would have information ready for the next Committee meeting. �0 Library Foundation Board Minutes August 8, 2005 Page 4 e) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, stories to share, etc. Each Member presented an oral update to the Board. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. The names of the Chairs to each committee. E2. An update on the architectural element for Victoria Gardens referred to as the "exterior books". E3. Updated sub-committees list. F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Sakala to adjourn,seconded by Member Filippi,motion carried,6-0- 4 (with Akahoshi, Davies, Howdyshell and Leonard absent). The meeting adjourned at 6:45 p.m. Respectfully submitted, �Dtlla'v cx•/�� Vivian Garcia Administrative Secretary Approved: " �l 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,October 10,2005,in the Training Room of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6 p.m. Present were Members Akahoshi, Bowne, Davies, Filippi, Howdyshell, Leal, Leonard, Williams and Wimberly. Deborah Clark, Library Director, and Vivian Garcia, Administrative Secretary were also present. B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS B]. Administration of Oath of Office—Oath of Office was administered by Mayor Alexander to re-appointees Paul Williams and Stephanie Carrasco; and to new appointee, Gilda Silver. President Leal asked that each member introduce themselves and give some information on their background to the Members. C. CONSENT CALENDAR Cl. Approval of Library Foundation Treasurer's Report: September, 2005. MOTION: Moved by Member Williams to approve the Treasurer's Report for September,seconded by Member Wimberly, motion carried, 11-0-1 (with Sakala absent). C2. Approval of Minutes: August 8 and September 12, (Wimberly abstained) 2005. Unable to pass the minutes for August 8`h due to lack of quorum of those who attended the meeting. Member Howdyshell asked for a correction on page 10 under House Raffle Committee to show Bruce Bowne as the Secretary. MOTION: Moved by Member Davies to approve the minutes for September,seconded by Member Williams, motion carried, 10-0-1-1 (with Sakala absent). /2 Library Foundation Board Minutes October 10, 2005 Page 2 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, shared with the Board the proposed signage package received from the architect for the Library at Victoria Gardens. Deborah Clark, Library Director, gave an oral update on the Victoria Gardens Cultural Center Project. E. BOARD BUSINESS El. Update on Library Board request to transfer$150,000 into a LAIF account. Oral report by Library Director. Continued from the September meeting. Deborah Clark, Library Director, stated that Finance has not moved the money at this time. Staff will keep the Board updated on the LAIF account. E2. Approval to allow Board Members to determine if they wish their donation to appear on the PAL Campaign chart as part of the group donation or to appear as a separate donation under their name. Oral report by Library Director. Deborah Clark,Library Director, asked the Board if each Member would like to have their choice on having their donation to the PAL Campaign listed as individuals or as the group, "Library Foundation" on the PAL Campaign Account Statement. MOTION: Moved by Member Williams that each Member be allowed to choose how their personal donation will be listed: as an individual donation or included under the Library Foundation lump sum donation. Seconded by Member Howdyshell, motion carried, 11-0-1 (with Sakala absent). E3. PAL Campaign Reports: a) PAL Campaign Account Update. August, 2005 attached. b) PAL Campaign Events i) Founders Day Parade: Opportunity for Members to participate. Oral report from Deborah Clark, Library Director. Flier attached. �J Library Foundation Board Minutes October 10, 2005 Page 3 Deborah Clark, Library Director, asked the Members if they would like to participate in the Founder's Day Parade. The parade will be held at Victoria Gardens on Saturday, November 12. A float would be available to ride in or they could walk beside the float. A costume would be available for them to wear. The Members would need to choose their literary character costume. ii) Winery Event: Oral report from Member Filippi. Member Filippi updated the Board on the Winery Event. iii) Concerts Under the Stars: opportunity for participation for 2006. Letter attached for review, discussion and Board action. Deborah Clark, Library Director, reviewed the letter regarding the Concerts Under the Stars. The Library Foundation Board requested fifty tickets for the event. C) PAL Campaign Cabinet Meetings. Oral report by attendees. i) Meeting in September, 2005. Meeting was cancelled. d) Library Foundation Sub-committee Reports i) House Raffle Sub-committee Report. Update by Chair Ned Leonard. Member Leonard presented an oral update to the Board. e) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, stories to share, etc. The Library Foundation Members presented an oral update to the Board. F. IDENTIFICATION OF ITEMS FOR NEXT MEETING None were given. G. COMMUNICATIONS FROM THE PUBLIC None received. Library Foundation Board Minutes October 10, 2005 Page 4 H. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn, seconded by Member Bowne,motion carried, 1I- 0-1 (with Sakala absent). The meeting adjourned at 7:15 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: 15 CITY OF RANCHO CUCAMONGA JOINT MEETING OF THE LIBRARY BOARD OF TRUSTEES and RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Special Meeting A. CALL TO ORDER A special joint meeting of the Library Board of Trustees and the Rancho Cucamonga Public Library Foundation Board was held on Thursday,November 10,2005, at the Victoria Gardens Construction Site, located at 11505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 4:05 p.m. Present for the Library Board were Members Bradshaw,Coberly,Nagel and Wimberly. Present for the Library Foundation were Members Akahoshi, Bowne, Carrasco, Filippi, Howdyshell, Leal, Leonard, Sakala and Williams. Diane Williams, Mayor Pro Tem, Deborah Clark, Library Director, Robert Karatsu, Library Services-Archibald, Michelle Perera, Library Services-Victoria Gardens, Renee Tobin, Principal Librarian, Cara Vera, Reference Librarian, Adam Tuckerman,Technology Center Coordinator and Vivian Garcia, Senior Administrative Secretary, were also present. Kathy Ambriz, Habeeba Biad, Samuel Chang and Bianca Harrison of the Young Adult Advisory Board were also present. B. ITEMS OF BUSINESS Bl. Walking Tour of the Cultural Center. The Library Board of Trustees, the Library Foundation Board and the Young Adult Advisory Board Members were escorted by library staff, Construction Manager Steve Galland and Architect Pete Pitassi on a walking tour of the Cultural Center at Victoria Gardens. Member Filippi left at 4:46 p.m. The Boards and staff recessed after the tour at 5:20 p.m. The Library Board of Trustees and the Library Foundation Board members along with staff reconvened in the Library Room at the J. Filippi Winery located at 12467 Baseline at 5:45 p.m. B2. Update of the Victoria Gardens Project. Michelle Perera, Library Services Manager-Victoria Gardens, gave an oral report on the California Library Association Conference she attended the weekend of No'vember4, stating that the booth on r6 Library Foundation Board Minutes November 10, 2005 Page 2 the Cultural Center Project was extremely popular and generated a great deal of interest among attending librarians in the recruitment for Librarian fl's and I occurring at that time. B3. Update of the PAL Campaign,status. Each Member gave an oral report on the status of their contacts. C. COMMUNICATIONS FROM THE PUBLIC Mayor Pro Tem Diane Williams stated that the Victoria Gardens Cultural Center is a great project and thanked each of the Members on the Library Board and Foundation Board for their hard work in making it happen. D. ADJOURNMENT MOTION: Moved by Member Howdyshell to adjourn,seconded by Member Sakala,motion carried, 9-0-2 (with Davies and Silver absent). MOTION: Moved by Member Coberly to adjourn,seconded by Member Nagel, motion carried,4-0- 1 (with Lo absent). The meeting adjourned at 5:56 p.m. Respectfully submitted, ' Vivian Garcia Administrative Secretary Approved: 1 �k - i R A N C H O C U C A M O N G A P U 15 L I C L 1 15 Q A Q Y Siff Report DATE: December 12, 2005 TO: President Leal and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF RECOMMENDED CHANGES TO THE DONOR RECOGNITION PROGRAM RECOMMENDATION: That the Foundation Board review and ' recommend changes to- the attached sponsorship and naming opportunities chart. BACKGROUND: The attached chart reflects current opportunities for sponsorships at the Cultural Center. Staff proposes in this report to add the following items to the list: Study Rooms by name: Shakespeare Room at $25,000; the Jane Austen and Mark Twain Study Rooms at $20,000 each. Staff also recommends the addition of the "Big Cozy Book" Play Area as another sponsorship opportunity, with a price tag of $50,000. The Children's Carousel has been replaced by the item currently under design: the Library Video Wall. Finally, the "Young Adult Room" has been renamed "The Teen Scene". If this remains a sponsorship rather than a naming rights item, staff recommends retaining the current price tag of $75,000, which is consistent with the Technical Center cost. If approved, these changes will be forwarded to the Steering Committee for their review and approval. FISCAL IMPACT: The added spaces available for sponsorship will result in the generation of additional funds for construction or the endowment. i cerely, Deborah Kaye Clar . ib ary Director Rancho Cucamonga � !> Cultural Center Building Imaginatm Donor Recognition Program hLuhC..p (Adopted: April 24, 2003; Revised: October 1, 2003, January 21, 2004, July 12, 2004 - Library Foundation July 28, 2004—Community Foundation; and Library Foundation —August 9, 2004 and September 22, 2004—Community Foundation; October 13, 2004— PAL Campaign Cabinet) • Major Recognition Opportunities": Donors in this category enjoy their name actually incorporated into the name of the identified facility and a photograph with biography inside the facility noting their generous presentation of the space. (e.g., The Lewis Family Playhouse) Minimum Gift Name o Playhouse Theater $1 ,000,000 Lewis Family Playhouse o Celebration Hall $1 ,000,000 o Imagination Tower $ 500,000 o Imagination Courtyard $ 500,000 o Playhouse Lobby $ 500,000 Paul Biane Playhouse Lobby o Children's Story Room $ 500,000 o Children's Library $ In-kind Caryn DiOrio Children's Library o Teen Scene (formerly Young Adult Center) $ 150,000 o Reading Enhancement Center $ 100,000 o Library Reading Room $ 50,000 Rancho Cucamonga Rotary Reading Room Donors in this category are recognized with a special plaque at the entrance to the identified facility and a photograph with biography inside the facility noting their generous presentation of the space. (e.g., The Celebration Hall Lobby ... presented by the Dutton Family) Minimum Gift Plaque o Library $1,000,000 o Crossroads Rotunda $ 250,000 o Playhouse Stage $ 200,000 o Wishing Waters $ 150,000 o Studio Theatre $ 100,000 o Celebration Hall Lobby $ 100,000 Dutton Family o Library Tree of Knowledge $ 100,000^ o A o Library Video Wall $ 100,000 o Library Teen Scene $ 75,000 0 o Library Technology Center $ 75,000 George and Audrey Voigt o Arbor Court $ 75,000 Dr. Jacob and Sandra Terner o Big Cozy Books Play Area $ 50,000 o Library Popular Materials Market $ 50,000 o Playhouse Grand Stairs $ 50,000 o Bookstore & Gift Shop $ 50,000 Friends of the Library , r PAL CASH REPORT SEPTEMBER 2008 Beginning Cash Balance $ 107,861.85 Deposits 9/28!2005 3,790.46 9/28/2005 416.66 4,207.12 Merchant Service Fee (40.00) Merchant Service Fee Credit 40.00 Less Checks Ending Cash Balance 112,068.97 Checking Account Balance $ 108,778.51 Less Outstanding Checks #2016 (500.00) Deposits in Transit 3,790.46 Adjusted Bank Balance $ 112,068.97 Pal Laif Investment through RCCF-$1,044,348.32 Pal Total Account Balance-$1,156,417.29 2b Bankof America " BANK OF AMERICA, N.A. Account Number 1655 GRANT STREET BLDG A-10TH FLOOR 01 01 130220 E#5 CONCORD, CA 94520-2445 Last Statement: 08/31/2005 This Statement: 09/30/2005 Customer Service 1-800-325-4296 RANCHO CUCAMONGA COMM. FOUNDATION RANCHO CUCAMONGA LIBRARY FOUNDATION — DBA PAL CAMPAIGN Page 1 of 1 10500 CIVIC DR P . O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 NON-PROFIT CHECKING - Account Summary Information Statement Period 09/01/2005 - 09/30/2005 . Statement Beginnin Balance 106,761.00 Number of Deposits/Credits 4 Amount of Deposits�Credits 5,549.70 Number of Checks 5 Amount of Checks 3,492. 19 Number of Other Debits 1 Amount of Other Debits 40.00 Statement Ending Balance 108,778.51 Number of Enclosures 5 00 Service Charge De .sits and Credits Date Customer Bank Posted Reference Amount Description Reference 09/01 2,566.66 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533352441099514 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002005244109951405090122 09/06 2,526.38 CA VAULT DEPOSIT 152107360320922 09/07 40.00 CA ITEM PROCESSING DEPOSIT 143107560526374 09/29 416.66 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533352720556617 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002005272055661705092922 Withdrawals and Debits Checks Check Date Bank Check Date Bank Number Amount Posted Reference Number Amount Posted Reference 2013 150.85 09/07 5560172922 2017* 2,203.91 09/06 5960150074 2014 187.49 09/02 6060321561 2018 749.94 09/07 5560172921 2015 200.00 09/16 5560161009 Other Debits Date Customer Bank Posted Reference Amount Description Reference 09/01 40.00 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 5244128419E INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825002005244128419605090127 Daily Balances Date Ledger Balance Collected Balance Date Ledger Balance Collected Balance 08/31 106,761 .00 106,761 .00 09/07 108,561 .85 108,561 .85 09/01 109,287.66 109,287.66 09/16 108,361 .85 - 108,361 .85 09/02 109,100.17 109,100.17 09/29 108,778.51 108,778.51 09/06 109,422.64 109,122.64 09/30 108,778.51 108,778.51 * Preceding checks are still outstanding or have been included in a previous statement PAL CASH REPORT OCTOBER 1005 Beginning Cash Balance S 112,068.97 Deposits 10/132005 5,120.00 10/132005 450.57 10/172005 1,272.17 10/182005 1,750.00 10202005 10,300.00 18,892.74 Merchant Service Fee (91.63) Merchant Service Fee Credit - 91.63 Less Checks #2019 (175.00) Little Beer Productions-Cultural Center Ad #2020 (757.10) Alpena Printing-Flyers #2021 (9.77) Office Depot-Supplies (941.87) Ending Cash Balance 130,019.84 Checking Account Balance S 130,019.64 Less Outstanding Cheeks - - Deposits in Transit - Adjusted Bank Balance S 130,019.84 Pal Laif Investment through RCCF-$1,049,892.16 Pat Tafel Account Balance-$1,179,912.00 - 22 H - BankofAmerica - ' BANK OF AMERICA, N A! Account Number 165S, GRANT-.,STREET, BLDG° 10TH FLOOR 01''01 120450 EO 4 CONCORD,.,;CA .94520=2445 Lks*t, Stitei6int 09/30/2005 ibis Statement. 10/31/2005 customer .Service . 1r 800 325=;4296 RANCHO CUCAMONGA .COMM: FOUNDATION RANCHO CUCAMONGA LIBRARY `FOUNDA''TION page 1 of 2 DBA .'PAL CAMPAIGN 10500 CIVIC DR pro. BOX 807 RANCHO CUCAMONGA .CA 91729;--0807 NON PROFIT-CHECKING - Account Summary Intonation Statement ,Period '10/01/2005 - 10/31/2005 Statement Beginnin Balance- 108,778.51 Number of `Deposits/ redits 11 Amouvt of D`eposits�Credits "22,774:83 - Number of Checks: '; , 4, Amount_of,Checks. '< 1,441:87.....,.., Nonber of Othe= D"ebit`s 1' Amount-of' mount of Other, Debits 91.63 Statement Ending Balance:' 130,019','84 Number of Enclosures 00 Service Charge , De os is and,COdiis Date Customer Bankr posted Reference Amount Description Reference 10/04 3,790.46 CA VAULT DEPOSIT 1521116660604, 5 40.00 CA ITEM P,ROCESSINO. DEPOSIT 519701660632"' 10/051 .63 CA ITEM PROCESSING; EP 10/05 DOSIT 5197.01660741: 10/14 2,705.00 SOFA MS 1922 DESeMERCH SETL ID-4301323135910415333528705171 INDN:PAL..CAMPAIGN . CO ID:1210001922 CCD REF:00145951338712110825002005287051785805101422 152105760620 10/17 450.57 CA VAULT DEPOSIT 152105760620, 10/17 2,415.00 CA VAULT,DEP.OSIT 10/18 450.00 BOFA'MS 1922- DES:MERCH SETL I0:4301323135910415333529106493 . INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002005291084936005101822 1521,053608671 10/18 822.17 CA VAULT; DEPOSIT. 1521'05660689, 10/19 650.00 CA VAULT DEPOSIT 10/19 1,100.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041'5333529209ti11 INDN:PAL- CAMPAIGN .. CO ID:1210001922 CCD REF:00145951338712110829002005292098100805101922 152106760175*. 10/24 10,300.00 CA VAULT DEPOSIT Withdrawals and Debtts Checks Check Date Bank:.' Check Date Bank Number Amount Posted Reference Number Amount posted- Reference 2016 500.00 10/24 1260242596 2020 757.10' 10/26 . 4360410696 2019* 175.00 10/25 5860520762 2021 9.77 10/21 6360312139_, Other Debits Date Customer Sank osted Reference Amount Desc intion Referent 10/03 91.63 BOFA ;MS ,1922 DES:MERCH FEES ID-430132313591041 52763736 INDN:'PAL CAMPAIGN. CO ID:3210001922 .CCD REF:00145951338712110825002005276373005005100327. * Preceding checks are still outstanding or have been included in a previous statemZent R A N C H O C U C A M O N G A Puisi, ic Lib0ARY Staff Report DATE: December 12, 2005 TO: President Leal and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT. WINERY EVENT ANALYSIS RECOMMENDATION: Open discussion to debrief the 2005 Winery Open House Event. BACKGROUND: Attached you will find the following documents relating to the Winery Event 2004: Summary of Proposed Goals and Expenditures Winery Event Analysis Appeal Cost Breakdown These tools for analysis of the event were produced by the Raiser's Edge Software and are for the use of the Board in analyzing the success of the event. FISCAL IMPACT: None. Sincerely, 60("4-40--e—f Q Deborah Kaye Clark Library Director z�- 12T7/2005 Winery Open House Event Page 1 Summary of Proposed Goals and Expenditures Appeal ID: PAL- Winery Event 0 Description: Winery Evt 2005 Goal: $ 6,200.00 Start date: 11/1/2005 End date: 12/30/2005 No. Solicited: 600 Default Campaign: PAL Campaign(PAL Campaign) Default Fund: PAL-Books(PAL- Book Fund) Total Expenses: $ 1,581.57 Packages: Admission (Admission) Raffle(Raffle) Wine Tasting(Wine Sales) Photo Opportunity(Photo Opportunities) Sponsorship(Sponsorship) Notes: Z5 12/7/2005 Winery Event Analysis Page 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 0 600 10 $5,833.00 $583.30 $6,200.00 $158.16 0.83 %n 5 $1,581.57 $1,166.60 ($367.00) $316.31 Admission 200 2 $2,665.00 $1,332.50 $4,000.00 $689.41 0.50 % 1 $1,378.81 $2,665.00 ($1,335.00) $1,378.81 Photo Opportunity 0 1 $25.00 $25.00 $100.00 $184.57 0.00 % 1 $184.57 $25.00 ($75.00) $184.57 Raffle 200 1 $427.00 $427.00 $1,000.00 $18.19 0.50 % 1 $18.19 $427.00 ($573.00) $18.19 Sponsorship 0 4 $2,100.00 $525.00 $600.00 $0.00 0.00 % 4 $0.00 $525.00 $1,500.00 $0.00 Wine Tasting 200 1 $189.00 $189.00 $500.00 $0.00 0.50 % 1 $0.00 $189.00 ($311.00) $0.00 Packages Totals: 600 9 $5,406.00 $600.67 $6,200.00 $175.73 1.33 % 8 $1,581.57 $675.75 ($794.00) $197.70 GRAND TOTALS: 600 10 $5,833.00 $583.30 $6,200.00 $158.16 0.83 % 5 $1,581.57 $1,166.60 ($367.00) $316.31 Actual Counts: 10 $583.30 $158.16 5 $1,166.60 $316.31 A Total of 1 Appeal(s) Listed 26 1217/2005 Appeal Cost Breakdown Page 1 Appeal ID Description Package Expense Description Comment Date Amount PAL- Winery Ev Winery Evt 2005 Admission Food Punch,candies,coffee 12/02/200 $88.11 Staging Costs Two Light Towers 12/02/200 $395.20 Hosts,Special Performances Gary Ablard&Group 12/02/200 $600.00 Table Decorations Table&50's Themed Display 12/02/200 $282.89 Paper Goods Cups for punch 12/02/200 $12.61 Admission Total: $1,378.81 Photo Opportuni Paper Goods Photo paper 12/02/200 $46.29 Themed Decor Marilyn&Elvis 12/02/200 $138.28 Photo Opportunity Total: $184.57 Raffle Raffle Gifts DVD's,gift baskets 12/02/200 $18.19 Raffle Total: $18.19 PAL-Winery Event 0 Total: $1,581.57 GRAND TOTALS: $1,581.57 A Total of 1 Appealts) Listed Z7 Subj: Event Notes Date: 10/30/2005 6:19:13 PM Pacific Standard Time From: Ginoffvine To: Dclark@ci.rancho_cucamong_a._ca.us, Vgarcia@ci.rancho_cucamonga.caus, bbowne70(ahotmail.com, fthowdyshell@earthlink.net, ilg dasil@earth ink.net, Ginoffvine, ej1 rand pacific.la, pcwilliams@botmail.com, ravenel@nobleone.com, ladrad@yahoo.com, rsakala@v_ineyardbank,com, rleal2@charter.net, dstfno@msn_com, Akitak9TA Greetings, Sorry for delay. Here are notes from event discussion. I may have missed something, please advise. Thank you for your help! Gino EVENT MEETING NOTES October 18th 2005 @ Winery 4:30pm present: Ruth, Paul, Bruce, Stephani, Ron, Frances, Gilda, Theresa, Ray, Debi, Gino > Review 2004 invite and program > Discussion of 10th Annual Holiday Event @ Winery, Friday 12/2/05 5:30pm to 8:30pm - Theme discussed: 1950's Elvis - Invitations: Flyer to be sent out. Goal 160-180 guests? - Ticket price: $25. advance, $30. at the door. RSVP Library. - FoodNVine: Cask 'N Cleaver, Antonino's ask by Gino Henry's Market and other? 2 wine "tasting tickets" to each guest @ door. I' Winery has the tear tickets. Sell additional tickets $1. ea /tJ - Authors: Yes. Debi will advise. Q f�� 0� - Music: Stage from City? Juke box? - Desserts: To be purchased at Costco? Henry's? Donation? Ron Sakala to speak with Joe Schumacher from Costsco for donation of plates, utencils, cups �l - Parking lights: Vivian will order 2 light towers again. Traffic flasher sign from City? - Other items: Raffle Prizes, Raffle Tickets 5 for$20. Tables/Linens: Cocktail tables?, winery's 60" rounds?, tables for author? Winery will have pointsettas for decorations. Friends of the Library admission? Attendees will rec. 15% off on selected wines & 20% off selected giftware Staff assignments per Debi: Robert Karatsu is coordinating the entertainment. He asked me to contact Rod Gilfry, and as him to participate as well, which I will do. (He noticed Rod is not performing out of the area at that time.) Robert will also checkout the practicality of the portable stage. Vivian is booking the lights and other"hardware" items even as we speak. Linda J. will be following up with the dance group and Nina will be creating the theme table covers. NEXT Follow-up meeting at the winery: c� Monday, November 28th at 4:30pm 2:R Page 1 of 1 Garcia, Vivian From: Glnoffvine@aol.com Sent: Wednesday, November 30, 2005 8:50 AM To: bbowne70@hotmail.com; fthowdyshell@earthlink.net; gildasil@earthlink.net; Glnoffvine@aol.com; ejl@grandpacific.la; pcwilliams@hotmail.com; ravenel@nobleone.com; ladrad@yahoo.com; rsakala@vineyardbank.com; rlea12@charter.net; dstfno@msn.com; Akitak9TA@aol.com; Garcia, Vivian Cc: Karatsu, Robert Subject: Friday Library event @ Winery Here's a few notes from our event discussion Nov 28th 2005 @ 4:30pm @ the Winery. EVENT TIMES: 5:50pm to Bpm present: Paul, Stephani, Robert, Frances, Debi, Gino, Bruce > Guests rsvp'd as of meeting date: 102 (goal 160) Debi presented list of people to call for >We could use more prizes >6 Authors will attend > Winery ordered 10 white linens for 60" round tables and 2 white linens for banquet tables. > Debi requested list of sponsors/people to "Thank" > FOOD We will need coffee and cups. Gino has coffee maker. Checking on sweetners, stirrers, etc. Antinori's and Cask'N Cleaver ready. Desserts are ordered. > SIGNS needed "Elvis is in the art gallery!" "Author's book signing" I think that was it. Thanks, Gino 12/03/2005 2.9 Ad Hoc PAL House Raffle Committee Minutes An adjourned meeting of the Ad Hoc PAL House Raffle Committee was held on Thursday, October 6, 2005 at the Red Hill Country Club, Dining Room. The meeting was called to order at 8:00 a.m. Present were Ned Leonard, Ron Sakala, Paul Williams, Bruce Bowne and Frances Howdyshell. Ned gave an overview of the goal of the House Raffle as presented in the initial proposal of April 11, 2005. All agreed that the House Raffle concept must be prepared in a detailed overview to include a time line, an outline of proposed budget and expenses, a list of prizes and a marketing/advertising outline. Frances agreed to do some additional research to identify Home Raffles that have taken place in California and will prepare an outline of each. Bruce has researched the Rules and Regulations of the Office of the Attorney General, State of California so that he can prepare a detailed overview of our proposed raffle for legal review. Paul suggested that we include members of the Community Foundation such as Tony Mize so that we can broaden our visibility to the home building community. Ron reported that a procedure needs to be identified as to how the funds raised from the house raffle will be handled (cash, credit card & money order). Bruce confirmed that Raffle tickets cannot be purchased online. An Entry Form will need to be available online which must be printed by the ticket purchaser. The form will outline method of payment for ticket and can be mailed or FAXED to us. All participated in discussion regarding the types of prizes that would be included in the raffle. All agreed that the house is the main prize and a variety of secondary prizes (it is desired to offer 20 prizes) be available to win. It was also discussed that an "early bird" drawing be incorporated as an incentive for purchasing tickets (ie tickets purchased by a certain date will be eligible for an early bird drawing with the winners being put back in the drawing for the grand prize). It is proposed that tickets cost $100 each with a goal of selling 20,000 — 25,000 tickets. Other items discussed included the need for office space, telephone and fax line and an administrative staff person to handle phone calls and processing of ticket requests. Meeting adjourned at 9:30 a.m. 30 CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD SCHOOL/YOUTH SUBCOMMITTEE Minutes for September 12, 2005 Present: Members Akahoshi, Bowne, and Davies. Also present Deborah Clark, Library Director. Met to discuss the logistics of the PAL School Campaign for the 2005-6 school year. Committee tentatively approved to make presentation to the schools during the months of January and February 2006. Committee discussed the option of updating the marketing video for the project to make presentations at schools. 3! Page I of 1 Garcia, Vivian From: Bruce Bowne [bbowne70@hotmail.com] Sent: Monday, December 05, 2005 12:55 PM To: Garcia, Vivian; Iadrad@yahoo.com; akitak9ta@aol.com Subject: Minutes for Schools Sub Committee - Please review and comment. The Schools Sub Committee had a telephone conference on Monday, November 28th. Present were Teresa Akahoshi, Rebecca Davies, and Bruce Bowne. Discussed were the setting up of tours of the Victoria Gardens site for the various Rancho Cucamonga school districts. The committee will try to set up the tours to correspond to the school districts board meetings. Tentative dates are as follows; Alta Loma January 11 and/or February 15 Central January 19th Etiwanda February 9 and/or February 23 Cucamonga TBA It was felt if we wanted the district's Board Members to attend, these dates would be most convenient. The committee will work with Kevin McArdle and Debbie Clark to be tour guides, as they are the most informed on the project and will be able to,field any questions. 12/05/2005 32