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Home My WebLink About06/01/09 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. January 9, 2006 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 Cucamonga. Acting in that capacity, on Q5-� � r at % 3� M , J posted a true and correct copy of the meeting agenda dated 9 WC(O 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 /- q OCO at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga D Y: �1 - Vivian Garcia, Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA JANUARY 9., 2006 1 RANCHO CUCAMONGA 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: December, 1 2005. 2. Approval of Minutes: August 8, October 10, November 10 and 5 December 12, 2005. C. LIBRARY DIRECTOR'&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 19 account. Report by Library Director. 2. PAL Campaign Reports: a) PAL Campaign Account Update. November, 2005 attached. 23 b) PAL Campaign Events i) Winery Event: Winery Event Analysis Report attached-held over from December. Presented by Member Filippi. ii) PAL Campaign Cabinet Meetings. Oral report'by attendees. i. Meeting on December 14th, 2005, was cancelled. c) Library Foundation Ad Hoc Subcommittee Reports i) Raffle Subcommittee Report. Update by Director Ned Leonard. LIBRARY FOUNDATION BOARD AGENDA JANUARY 9, 2006 2 RANCHO CUCA.NONGA ii) Marketing Subcommittee Report: Update by Chair. iii) School Subcommittee d) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, stories to share, etc. IP 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 Wednesday, January 4, 2006, 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 RANCHO CUCAM0NC'A Staff Report DATE: January 9, 2006 TO: President Leal and M mbers of the Library Foundation Board FROM: Deborah Kaye VVry Director Report SUEUECT: Treasurer's Repo — December 2005 CASH REPORT BEGINNING MTD MTD ENDING December, 2005 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $41,559.15 $774.45 640.93 $41,692.67 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 $175,474.15 $774.45 640.93 $175,607.67 Revenues Received: Interest Earned: $ 14.45 General Fund Rental Check: $ 750.00 General Fund Grapevine Donations: $ 10.00 General Fund Expenditures: Gary Ablard $ 500.00 Winery Event Entertainment Jennifer Grant $ 100.00 Winery Event Entertainment Winery Event Expense $ 40.93 Photographic Opportunity I 01/03/2006 16:27 9094772845 CITYRANCHOCUCAMONGA PAGE 01 FL Statement Period: November 29 through December 28, 2005 RANCHO CUCAMONGA PUBLIC LIBRARY FOU Account Number: 08285.22199 ❑ Bank of America News Tax-Advantaged Savings-Start Today.With a Bank of America Individual Retirement Account(IRA), you could be on your way to a secure retirement.With tax season right v around the comer, consider opening an IRA for potential tax-advantaged savings. Even if your employer offers a retirement savings plan, an IRA may offer you additional benefits while contributing additional savings dollars to your future financial security.To start saving today, visit www.bankofamerica.00m or call 1.800.242.2832. Introducing, the Small Business Discount Program. As a small business checking customer, you can save on products you buy for your business and for yourself. Use our easy on-line service to save 5%-75% with over 2.500 retailers—we've done the negotiating for you. Veit BankofAmerica.com,cllck on Small Business and follow the links to start saving today) ❑ Deposits Number Date Posted Amount Amount - Number Dale Posted $760.00 12/01 $ 750.00 10 00 Total of 2 deposits 12/12 ❑ Checks Paid Number Amount Amount Date Paid Date Paid Number 1223 40.93 4 12.93 12119 1224 100.00 12102 1219 6.30 12118 5878.70 12128 1220 12.54 Total of 6 Cheeks Paid 11130 1221 500.00 12/06 1222 ❑ AccoBIntetrest t ACtivitY Amount RMerence Number Date Posted 614.45 zfrom 12/287129105Through12128/05 ❑ Daily Balance Amount r1l oatsAmount Dateo S 175,493.38 12105 175,730.45 12/28 175,607.67 1 178,24338 12/12 175,740.45 2 178,230.45 12/19 175,599.52 ❑ Bank of America: In Balance To assist you in reconciling your account, we have provided the following summary information. A reconciliation worksheet is printed on the reverse of this page. • Your ending balance from this statement............................:.............................................................................................8175.807.87 • Add interest paid to your checkbook register.............................................................................................................................14.45 Continued on next page oodraao.oda.aat California Page 2 of 4 z 01/03/2006 16:25 9094772845 CITYRANCHOCUCAMONGA PAGE 02 Rancho Cucamonga Public Library Foundation CASH REPORT DECEMBER 2005 Beginning Bala $175,474.15 Deposits 12/1/2005 750.00 12/12/2005 10.00 750.00 krt�ea< 14.45 Leo Checks 01222 (500.00) Gary Ablard-Winery Event Entert*,,0, 01223 (40.93) Adam Tuckermen-Rmb. Flash Card #1224 (100.00) JgnnNerGrant-Win"FveMEntertainment (640.93) $ I78.607.67 Statement Ending Balance $ 175,607.67 Lass OubWdtng Checks Adjusted Sank Balance17.E 5�.67 3 01/03/2006 16:25 9094772845 CITYRANCHOCUCAMONGA PAGE 03 Bankof America 11W- H Your Bank of America Business Interest 0629 P Checking Statement E64 Statement Period: November 29 through December 28,2005 Account Number:VIINEMINIM Priority Customer Service RANCHO CUCAMONGA PUBLIC LIBRARY ROU Call: 1.900.678.1433 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 alga view up to 18 months of this statement online. Enroll at www.bankofamerica.com/smalibusiness. Sumary of Your Business interest Checking Account mo.to°h $175,505.92 Annual Percentage Yield earned this period Beginning Balance.on 11/29/05 $174.41 Total Deposits and Other Credits + 760.00 Interest paid year-to-date 6 Number of checks paid Total Checks,Withdrawals, ' .672.70 Transfers, Account FeesNumber of 24 Hour Customer Service Calfs 0 + 14.45 Self-Service 0 Interest Paid Assisted Ending Balance $175,607.67 p important information About Your Account Effective 2/1106, Ban ftAmerica e first will place day after III,.day You make a deposit,ons an cash wit I ayou wils ll be on deI total of$400 after 5 posits. In general, able to withdraw$16 ,you will be able remaining funds o withdraw '. o t the fallowing buss ess days ay; you may withdraw In addition to cash withdrawals, this provision also governs transactions such as electronic payments:cashler's or teller's checks, certified checks and debit card transactions using the deposited funds. Please refer to the December 1, 2005 Deposit Agreement and Disclosures for additional information on when you may withdraw your deposited funds. Based on the minimum balance you've maintained in this account, your monthly service charge has been waived. continued on next page 0007s1e.001.221 California Page 1 of 4 0 ri 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: January 9, 2006 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, November 10 and December 12, 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. spectfully submitted, �jB(6 � Deborah Kaye CI 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. 6 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 D1. 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. 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. 8 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 El. 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. R�e/spectfullysub itted, V l Vivian Garcia' Administrative Secretary Approved: 9 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 Bl. 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). 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. 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. /Z Library Foundation Board Minutes October 10, 2005 Page 4 H. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn, seconded by Member Bowne, motion carried, 11- 0-1 (with Sakala absent). The meeting adjourned at 7:15 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: 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 B 1. 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 November 4, stating that the booth on 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 U'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, V�. Xg� 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, December 12, 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 Carrasco, Davies, Leal, Leonard, Sakala, 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: October and November, 2005. MOTION: Moved by Member Williams to approve the Treasurer's Reports, seconded by Member Davies, motion carried, 7-0-5 (with Akahoshi, Bowne, Filippi, Howdyshell and Silver absent). B2. Approval of Minutes: August 8, October 10 and November 10, 2005. Unable to pass the minutes due to lack of quorum of those who attended the meeting. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Update on the Victoria Gardens Cultural Center Project. Oral report by Deborah Clark, Library Director. Deborah Clark, Library Director, provided an update on the Victoria Gardens Cultural Center Project. D. BOARD BUSINESS D1. Update on Library Board request to transfer$150,000 into a LAIF account. Oral report by Library Director. /6 Library Foundation Board Minutes December 12, 2005 Page 2 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. D2. Approval of recommended changes to the Donor Recognition Program. Report presented by Library Director. Deborah Clark,Library Director,reviewed the recommended changes to the sponsorship and naming opportunities chart. Member Sakala recommended that the Teen Scene be listed on the chart under both sponsorship and naming rights with the appropriate differentiating dollar amounts. If a donation is offered under naming rights, the decision to accept or not accept will be made then using the existing approval policy. MOTION: Moved by Member Williams for the addition of the study rooms by name, Shakespeare Room at$25,000,Jane Austen and Mark Twain Study rooms at$20,000 each,Big Cozy Book Play Area at$50,000 and the Teen Scene to be listed under both categories, seconded by Member Sakala, motion carried, 7-0-5 (with Akahoshi, Bowne, Filippi, Howdyshell and Silver absent). D3. PAL Campaign Reports: a) PAL Campaign Account Update. September and October, 2005 attached. b) PAL Campaign Events i) Winery Event: Winery Event Analysis Report attached. Presented by Member Filippi. Deborah Clark, Library Director, reviewed the report with the Board. Due to Member Filippi's absence, the Winery Event will be brought to the next meeting. ii) PAL Campaign Cabinet meetings. Oral report by attendees. i. Meeting on December 14`h, 2005, was cancelled. C) Library Foundation Ad Hoc Sub-committee Reports i) Raffle Ad Hoc Sub-committee Report. Update by Chair Ned Leonard. Member Leonard presented an oral update to the Board. President Leal requested from the Raffle Ad Hoc Sub-committee a revised budget and an in-depth presentation to the Library Foundation Board at the next meeting. ii) Marketing Ad Hoc Sub-committee Report: Update by Chair. 17 Library Foundation Board Minutes December 12, 2005 Page 3 Chair Leal presented an oral report on their meeting. iii) School Ad Hoc Sub-committee Report: Update by Chair. Chair Davies presented an oral report on their meeting to the Board. d) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, stories to share, etc. Oral updates were given by each Member. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. Winery Event Revisited E2. Raffle Ad Hoc Sub-Committee Budget and Presentation. E3. Brick for the Rancho Cucamonga Library Foundation. F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Williams to adjourn,seconded by Member Sakala,motion carried,7- 0-5 (with Akahoshi,Bowne,Filippi,Howdyshell and Silver absent). The meeting adjourned at 7:06 p.m. Respectfully submitted, V � �4ticr'CY' Vivian Garcia Administrative Secretary Approved: / S s R A N C H O C U C A M O N G A Pu151, 1c LIBRARY Staff Report DATE: January 9, 2006 TO: President Leal and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: Investment of Library Foundation Funds RECOMMENDATION: That the Board members review the investment opportunities outlined below and instruct the Finance Director to move $100,000 in Library Foundation funds to the selected investment opportunity. 6 Month 9 Month 1 Year TREASURY 4.17% 4.36% 4.36% DISCOS 4.33% 4.40% CP None None None CD 4.06% 4.16% 4.19% No limitation on the ability to use funds LAIF Daily Rate 3.77% BACKGROUND: At their regular October meeting, the Library Foundation instructed the Library Director to work with the Finance Department to shift $100,000 from the checking account into a LAIF Account, a process earlier initiated by the Community Foundation with PAL funds. During an investigative pursuit of LAIF opportunities for the Library Foundation, Sandra Ramirez, Management Analyst III with the Finance Division, discovered that the Library Foundation was not eligible for LAIF investment opportunities. Ms. Ramirez challenged that decision, resulting in a delay in the transfer process while the issue of eligibility was reviewed. 19 The end result of the review was a determination that the Library Foundation was not currently eligible to participate in LAIF. (E-mail Memo from LAIF staff attached.) While the Library Foundation could challenge this determination, the Finance Department felt that other investment opportunities were currently offering a better rate, and were equally as secure as the LAIF investment opportunities. The downside of these other investment opportunities is the need to keep the investment for a guaranteed pre-stated time period: 6 months, 9 months or 1 year. CONCLUSION: Based on the higher interest rate and the limited risk of the investments proposed, the Library Director recommends the Library Foundation invest in the fund of choice for a six month period. During this time, if the Foundation Board wishes, she will continue the process of qualifying for LAIF through appropriate By-laws changes. FISCAL IMPACT: No impact. Any of the investment opportunities offer a better interest rate than the current checking account and currently, a better interest rate than LAIF. A six month or nine month unavailability of the funds should not negatively impact the Library Foundations ability to do business. Sincerely, Deborah Kaye Clark Library Director - 2 - Zd From: PARK, Eileen [mai Ito:EPark@treasurer.ca.gov] Sent: Wednesday, December 28, 2005 4:21 PM To: Ramirez, Sandra (Sandy) Cc: YEE, Marian Subject: LAIF and the Rancho Cucamonga Public Library Foundation Dear Sandra: Thank you for contacting the California State Treasurer's Office Investment Division regarding your interest in the Local Agency Investment Fund (LAIF) for the Rancho Cucamonga Public Library Foundation funds. Based on the "Bylaws of the Rancho Cucamonga Public Library Foundation" you have provided and previous conversations with my staff, it does not appear that the Foundation qualifies for participation in LAIF. Government Code section 16429.1(c) provides that "an officer of a qualified quasi-governmental agency, with the consent of the governing body of that agency, having money in its treasury not required for immediate needs, may remit the money to the Treasurer for deposit in the Local Agency Investment Fund for the purpose of investment." Section 16429.1(g) states that the "Local Investment Advisory Board shall determine those quasi-governmental agencies which qualify to participate in the Local Agency Investment Fund." The LAIF program was created by statute for the benefit of California local agencies. The LAIF staff, in consultation with legal counsel, use a number of factors to determine if the agency that wishes to participate in LAIF, qualifies as a quasi-governmental agency. The analysis of the Foundation's documents and information to the determining factors on whether the agency is a "quasi- governmental agency" looks at the following criteria: Does the statute, ordinance or resolution pursuant to which the Foundation formed recognize a government purpose of organization? Does the Foundation's net earnings inure to any private person and are they irrevocably dedicated to a political subdivision? What happens to the Foundation's funds or earnings if the Foundation is dissolved? Did a political subdivision approve the formation, articles, bylaws, members, directors, and officers of the Foundation? Does a political subdivision approve the Foundation's of financing or investment? Does the Foundation notify representatives of a political subdivision of meetings of directors or members and allowed to attend and make comments on board matters? Is a political subdivision required to approve the Foundation's's (or reserves right of disapproval)amendments to articles or bylaws and new officers or directors? 2! Is the Foundation recognized by other government agencies as a political instrumentality? While not all of the above factors need be present to indicate that an entity is a political instrumentality, it is generally considered essential that a political subdivision have thorough provisions of law, charter documents or indentures, control over management, operations, and future amendments to charter documents or indentures. Based on our initial review and analysis of the Foundation's bylaws, we are not able to determine if the Library Foundation is eligible to,come into the LAIF program. If there is further information and documents that you can provide, we would be pleased to look at this matter again. Your application may also require review and approval by the Local Investment Advisory Board, which is not scheduled to meet until the spring. If you have further questions, please contact me or Marian Yee of my staff. Sincerely, Eileen L. Park, LAIF Administrator California State Treasurer's Office Investment Division 915 Capitol Mall, Room 106 Sacramento, CA 95814 epark@treasurer.ca.gov<mailto:epark@treasurer.ca.gov> LAIF (916) 653-3001 FAX (916) 654-9931 Investments (916) 653-3147 (FAX (916) 653-0092 2Z PAL CASH REPORT NOVEMBER 2005 Beginning Cash Balance - $ 130,019.84 Deposits 11/29/2005 2,400.00 Merchant Service Fee (131.92) Merchant Service Fee Credit - Less Checks 92022 (36.94) Arrowhead Credit Union-Visa Ending Cash Balance 132,260.98 Checking Account Balance $ 132,250.98 _ Less Outstanding Checks - Deposits in Transit - Adjusted Bank Balance _ $ 132,250.98 Pal La'rf Investment through RCCF-$1,049,892.16 Pal Total Account Balance-$1,182,143.14 23 Bank of America � " BANK OF AMERICA, N.A. O. Account Number 1655 GRANT STREET BLDG A-10TH FLOOR 01. 01 119708 E CONCORD, CA 94520-2445 Last Statement: 2005 This Statement: 11/30/2005 Customer Service - 1-800-325-4296 RANCHO CUCAMONGA COMM. FOUNDATION RANCHO CUCAMONGA LIBRARY FOUNDATION page 1 of 1 DBA PAL CAMPAIGN 10500 CIVIC DR P . O . BOX 807 RANCHO CUCAMONGA CA 91729-0807 NON-PROFIT CHECKING - Account Summary Information Statement Period 11/01/2005 - 11/30/2005 Statement Beginnin Balance 130,019.84 Number of Deposits/Credits 1 Amount of DepositsiCredits 2,400.00 Number of Checks 1 Amount ofChecks36.94 Number of Other Debits 1 Amount of Other Debits 131.92 Statement Ending Balance 132,250.98 Number of Enclosures 1 'Service Charge .00 Deposits and Credits Date CustomerBank Posted Reference Amount Description Reference 11/30 2,400.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533353340613772 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002005334061377205113022 Withdrawals and Debits Checks Check Date Bank Check Date Bank Number Amount Posted Reference Number Amount Posted Reference 2022 36 .94 11/29 6460484722 Other Debits Date Customer Bank Posted Reference Amount Description Reference 11/01 131 .92 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 53052131419 INDN:PAL CAMPAIGN CO ID:3230001922 CCD REF:00145951338712110825002005305213141905110127 Dail Balances Date Ledger Balance Collected Balance Date Ledger Balance Collected Balance 10/31 130,019.84 130,019 .84 11/29 129,850.98 129,850.98 11/01 129,887 .92 129,887 .92 11/30 132,250.98 132,250.98 z4 /fei-D 0 V67 R A N C H O C U C A M O N G A P U B L I C L i a R A R Y 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. L/ 7 ely, Deborah Kaye Clark �( Library Director 12(7/2005 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: 12/7/2065 Winery Event Analysis Page 1 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 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 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 0.60 % 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 ' 12/72005 _ Appeal Cost Breakdown Page, 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 Opportune 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 DVDs,gift baskets 12/02/200 $18.19 Raffle Total: $18.19 PAL- Winery Event 0 Total: $1,581.57 GRAND TOTAI.N: $1,581.57 A Total of 1 Appeals)Listed