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Home My WebLink About06/06/12 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. June 12, 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 Ned Leonard, Member Ron Sakala, Member Gilda Silver, 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, onL" at I posted a true and correct copy of the meeting agenda dated _ � � aoC(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 P 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 JUNE 129 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: April and May, 1 2006. 2. Approval of Minutes: August 8, December 12, 2005 and February 5 13, March 13, May 4 and 8, 2006. 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 2. Approval of Additional Sponsorships to the Donor Recognition 24 Program for the Circulation and Information Desks. Report attached. Presented by Deborah Clark, Library Director. 3. Review and Approval of the Library Foundation's Fiscal Year 26 2006/2007 Operating Budget. Report attached. Presented by Library Director. 4. Approval of Funding Request for Archibald Library in the amount of 28 $40,000 to provide 12 laptop computers for the Technology Center. Report attached. Presented by Michelle Perera, Library Services Manager/Victoria Gardens. 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. PAL Campaign Reports: a) PAL Campaign Account Update. March and April, 2006, 30 attached. LIBRARY FOUNDATION BOARD AGENDA JUNE 121, 2006 2 RANCHO CUCAMONGA b) Approval of PAL Campaign Budget. Budget attached. Oral report by PAL Campaign Cabinet members. c) Proposed Sponsorship and Naming Rights. Report attached. d) PAL Campaign Events i) PAL Campaign Cabinet Meetings. Oral report by attendees. i. Meeting on June 12, 2006 e) Library Foundation Ad Hoc Subcommittee Reports i) Raffle Subcommittee Report. Update by Member Ned Leonard. ii) Event Subcommittee: Update by Member Gino Filippi. iii) Marketing Subcommittee Report: Update by Member Frances Howdyshell. iv) School Subcommittee: Update by Member Teresa Akahoshi. f) 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 Friday, June 9, 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 R A N C H O C U C A M O N G A Staff Report DATE: June 12, 2006 M: President Leal and Members of the Library Foundation Board FROM: D�)�ijrlah Kaye Clark, Library Director SUBJECT: Trea'surer's Report—April, 2006 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH April, 2006 BALANCE REVENUES EXPENDITURES BALANCE M FUND General $43,029.12 $775.80 ($10,000.00) $33,804.92 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 $177,444.12 $775.80 ($10,000.00) $168,219.92 Revenues Received: Interest Earned: $ 10.80 General Fund Rental Check: $ 750.00 General Fund Grapevine Donations $ 5.00 General Fund Expenditures: $10,000 Annual donation to the Rancho Cucamonga Public Library in support of the Adult Literacy program. 05/08/2006 14:46 9094772845 CITYRANCHOCUCAMONGA PAGE 02 Rwoclw Curage Pu68c UbM F011 mb*'a CASH REPORT 4)MP L 2M naknoo 8177,444.12 Depmy 452008 10.00 4M2rAW 750.00 4M&rA08 5A0 785.00 I'dw 10.80 Lem ChWft #1228 (10,000.00)CRy of Rancho CucerlWV-LibFy 001 $ 788219.x_ shonlant Ending Salm $ 88219.92 papnn In Trw a Invealn rb-LAW 100.000.00 AOmW am*aawm $ 1 9A2 a r, T H E C I T Y O F R A N C II O C U C A M O N G A Staff Report DATE: June 12, 2006 TID: President Leal and Members of the Library Foundation Board FROM: D&ah Kaye Clark, Library Director SUBJECT: Treasurer's Report— May, 2006 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH May. 2006 BALANCE REVENUES EXPENDITURES BALANCE FUND General $33,804.92 $761.64 $0.00 $34,566.56 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 $168,219.92 $761.64 $0.00 $168,981.56 Revenues Received: Interest Earned: $ 5.64 General Fund Rental Check: $ 750.00 General Fund Grapevine Donations $ 6.00 General Fund Expenditures: None 3 06/05/2006 15:40 9094772845 CITVRANCHOCUCAMONGA PAGE 02 Rancho Cucamonga Public Ubrary Foundatlon CASA REPORT MAY 7008 Beginning Balance $168,218.92 Deposits 5/11n008. 750.00 5/15/2006 5.00 5/23/2008 1.00 758.00 bur" 5.64 Less Checks - SS 1 Statement Ending Balance $ 66,861.56 bepostt In Transit " Investments- LAW 100,000.00 Adjusted Bank Balance $ 168,981.56 7 9 . R A N C H O C U C A M O N G A A U 13 L I c L I B R AV Y Staff Report DATE: June 12, 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, December 12, 2005, and February 13, March 13, May 4 and 8, 2006. 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. 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. Library Foundation Board Minutes August 8, 2005 Page 2 Deborah Clark, Library Director, gave an oral update on the Victoria Gardens Cultural Center Proj ect. 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 carred, 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. 7 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 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, ✓1,tILQn� J�O�CcQ� Vivian Garcia Administrative Secretary Approved: q 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 Bl. 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 Proj ect. D. BOARD BUSINESS D1. Update on Library Board request to transfer $150,000 into a LAIF account. Oral report by Library Director. 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. l� 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 El. 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, 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,February 13,2006,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, Carrasco, Davies, Filippi, Leal, Leonard, Williams and Wimberly. Deborah Clark, Library Director, and Vivian Garcia, Administrative Secretary, were also present. B. CONSENT CALENDAR B1. Approval of Library Foundation Treasurer's Report: January, 2006. MOTION: Moved by Member Davies to approve the Treasurer's Report, seconded by Member Wimberly, motion carried, 9-0-3 (with Howdyshell, Sakala and Silver absent). B2. Approval of Minutes: August 8, December 12, 2005 and January 9, 2006 (Carrasco abstained). Unable to pass the minutes for August 8 and December 12 due to lack of quorum of those who attended the meeting. MOTION: Moved by Member Williams to approve the minutes for January 9,seconded by Member Davies, motion carried, 8-0-1-3 (with Howdyshell, Sakala and Silver absent). 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. /3 Library Foundation Board Minutes February 13, 2006 Page 2 D. BOARD BUSINESS DI. Update on Library Board request to transfer$150,000 into a LAIF account. Oral report by Library Director. a. Approval of Amended Bylaws Altering the Dissolution Clause. Staff will be meeting with the City Attorney on Wednesday to discuss the LAIF account. MOTION: Moved by Member Williams to approve the Amended Bylaws, seconded by Member Akahoshi, motion carried, 9-0-3 (with Howdyshell, Sakala and Silver absent). D2. PAL Campaign Reports: . a) PAL Campaign Account Update. January, 2006 attached. b) PAL Campaign Events i) Kickoff for Cultural Center Performing Arts Season: Calendar Thursday, March 30, 2006. Deborah Clark, Library Director, asked that the Board reserve the date of Thursday, March 30. Invitations will be sent out by the Community Services Department regarding the official season for the theatre. ii) PAL Campaign Cabinet meetings. Oral report by attendees. i. Meeting on January 18, 2006. Member Williams gave an oral report on the meeting of January 18. C) Library Foundation Ad Hoc Sub-committee Reports i) Raffle Ad Hoc Sub-committee Report. Approval to undertake House Raffle. Oral report and handouts by Chair Ned Leonard. Member Leonard presented an oral report on the status of the House Raffle. MOTION: Moved by Member Williams to approve to undertake the concept of the House Raffle, seconded by Member Wimberly, motion carried,9-0-3 (with Howdyshell,Sakala and Silver absent). ii) Event Ad Hoc Sub-committee: Update by Chair. /4 Library Foundation Board Minutes February 13, 2006 Page 3 Member Howdyshell arrived at 6:30 p.m. Member Filippi stated that he had met with Glenn Miller of the Victoria Gardens Mall. They discussed the possibility of having an event on Saturday,May 20`h in the Townsquare which would benefit the Library. He will be scheduling a meeting with the Event Ad Hoc Sub-committee in March to discuss the event. iii) Marketing Ad Hoc Sub-committee Report: Update by Chair. President Leal stated that the Marketing Sub-committee had met and decided on a template for the quarterly newsletter. iv) School Ad Hoc Sub-committee Report: Update by Chair. Member Akahoshi gave an oral report on school districts and the tours of the Cultural Center. She stated that Etiwanda School District and Alta Loma School District are both scheduled for tours next week. d) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, stories to share, etc. Oral updates were given by the Members. ii) Approval to purchase Donor Brick for Library Foundation Board. Oral report by staff. Staff will find out the cost of Donor Brick Pavers and return the item for the next meeting. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. House Raffle Budget, Timeline E2. Event for May E3. School Ad Hoc Subcommittee E4. Brick or Paver for the Rancho Cucamonga Library Foundation. /5� Library Foundation Board Minutes February 13, 2006 Page 4 F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Williams to adjourn, seconded by Member Bowne,motion carried, 10-0-3 (with Sakala and Silver absent). The meeting adjourned at 6:51 p.m. Respectfully submitted, 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, March 13, 2006, in the Training Room of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:02 p.m. Present were Members Davies, Filippi, Howdyshell, Leal, Leonard, Sakala, Williams and Wimberly. Deborah Clark, Library Director, and Vivian Garcia, Administrative Secretary, were also present. B. CONSENT CALENDAR BI. Approval of Library Foundation Treasurer's Report: February, 2006. MOTION: Moved by Member Davies to approve the Treasurer's Report, seconded by Member Wimberly, motion carried, 8-0-4 (with Akahoshi, Bowne, Carrasco and Silver absent). B2. Approval of Minutes: August 8, December 12, 2005 and February 13, 2006. 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,presented an oral update on the Victoria Gardens Cultural Center Project, stating that the project was now at the 80 percent completion point, with dry wall and exterior painting finished. D. BOARD BUSINESS DI. Approval to Purchase Director and Officer's Insurance from Philadelphia Insurance at a cost of$844. Report attached. Presented by Deborah Clark, Library Director. Member Davies asked if the amount for liability coverage was $1,000,000. �7 Library Foundation Board Minutes March 13, 2006 Page 2 Deborah Kaye Clark,Library Director, stated that she believed that was the maximum allowed,but would verify this and let the Board know. MOTION: Moved by Member Sakala to approve the purchase of Director and Officer's Insurance from the Philadelphia Insurance at a cost not to exceed$1,000 with a liability coverage of$1 million, seconded by Member Williams,motion carried, 8-0-4(with Akahoshi,Bowne,Carrasco and Silver absent). D2. PAL Campaign Reports: a) PAL Campaign Account Update. January, 2006 attached. b) PAL Campaign Events i) PAL Campaign Cabinet meetings. Oral report by attendees. i. Meeting on February 15, 2006. Member Williams presented an oral report on the meeting to the Board. Member Sakala requested President Leal to oversee the coordination of wording and purchasing of the bricks for the Library Foundation Board and Members. Member Davies requested that contact be made with Paula Pachon, Management Analyst III of Community Services regarding the deadline for the wording on the bricks. 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 report on the status of the House Raffle. Member Leonard requested to see if there could be an"early bird drawing"at the grand opening of the Cultural Center in August,2006. Deborah Clark,Library Director, agreed to follow up with the appropriate committees and the City Attorney. Member Leonard stated that the committee will present pictures of the website and a timeline at the next Library Foundation meeting. ii) Event Ad Hoc Sub-committee: Update by Chair Gino Filippi. Member Filippi stated that he had been trying to meet with Glenn Miller of the Victoria Gardens Mall to confirm the details for an event on Saturday, May 20`h in the Townsquare. Once he meets Library Foundation Board Minutes March 13, 2006 Page 3 with Glenn,Gino will be scheduling a meeting with the Event Ad Hoc Sub-committee to discuss the event. iii) Marketing Ad Hoc Sub-committee Report: Update by Chair Frances Howdyshell. Member Howdyshell and President Leal presented an oral update to the Board. iv) School Ad Hoc Sub-committee Report: Update by Chair. In absence of Member Akahoshi, Member Davies gave an oral report on school district attendance on the tours of the Cultural Center and the very positive reception received by the educators involved. d) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, stories to share, etc. Oral updates were given by the Members. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. House Raffle Budget, Timeline E2. Event for May E3. School Ad Hoc Subcommittee E4. Staff pictures of Victoria Gardens. E5. Investment Opportunities—open/ended. F. COMMUNICATIONS FROM THE PUBLIC None received. �G Library Foundation Board Minutes March 13, 2006 Page 4 G. ADJOURNMENT MOTION: Moved by Member Williams to adjourn, seconded by Member Wimberly, motion carried, 8-0-4 (with Akahoshi, Bowne,Carrasco and Silver absent). The meeting adjourned at 6:45 p.m. Respectfully su mitted, Vivian Garcia Administrative Secretary Approved: o� 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, May 4, 2006, at the Victoria Gardens Construction Site, located at 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 3:39 p.m. Present for the Library Board were Members Bradshaw, Coberly, Nagel and Wimberly. Present for the Library Foundation were Members 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 and Carol Durkel, Office Specialist II, were also present. Kathy Ambriz and Bianca Harrison of the Young Adult Advisory Board were also present. B. ITEMS OF BUSINESS B1. 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 and Construction Manager Steve Galland on a walking tour of the Cultural Center at Victoria Gardens. B2. Update of the Victoria Gardens Project. Deborah Clark, Library Director, gave an oral report on the Victoria Gardens Project. C. COMMUNICATIONS FROM THE PUBLIC None. ai Joint Meeting of the Library Board of Trustees And the Library Foundation Board May 4, 2006 Page 2 D. ADJOURNMENT MOTION: Moved by Member Coberly to adjourn,seconded by President Wimberly,motion carried, 11-0-5 (with Akahoshi, Bowne, Davies, Lo and Silver absent). The meeting adjourned at 4:31 p.m. Res/p`ectfully submitted, !/'Vivian Garcia Administrative Secretary Approved: a�- CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA LIBRARY FOUNDATION BOARD Adjourned Meeting A. CALL TO ORDER An adjourned meeting of the Rancho Cucamonga Library Foundation Board was scheduled for Monday,May 8, 2006, at 6:00 p.m. in the Training Room at the City of Rancho Cucamonga,located at 10500 Civic Center Drive Rancho Cucamonga, California. The meeting has been canceled. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: a3 i� i_ x y R A N C H O C U C A M O N G A PUBLIC LIBRARY Staff Report DATE: June 12, 2006 TO: President Leal and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF ADDITIONAL SPONSORSHIPS TO THE DONOR RECOGNITION PROGRAM FOR THE CIRCULATION AND INFORMATION DESKS 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: Circulation Desk at $25,000-$50,000 and Adult and Children's Joint Information Desk at $25,000-$50,000. Both desks will be a hub of activity with an estimated 500,000 items checking out annually and an estimated 60,000 reference questions from adults and children. Both desks will provide high visibility to any potential sponsor. 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. Sincerely, Deborah Kaye Clark Library Director CA Rancho Cucamonga Cultural Center Building Imagination Donor Recognition Program • 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 Celebration Hall $1,000,000 o Playhouse Lobby $ 500,000 o Children's Story Room $ 500,000 o Teen Scene (formerly Young Adult Center) $ 150,000 o Courtyard Water Feature $ 250,000 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 Studio Theatre $ 100,000 o Library Tree of Knowledge $ 100,000 o Library Video Wall $ 100,000 o Crossroads Rotunda Sculpture $ 100,000 o Teen Scene $ 75,000 o Library Popular Materials Market $ 50,000 o Patio/Courtyard @ Celeb. Hall $ 50,000 o Playhouse Tree of Light $ 50,000 o Celebration Hall Lobby Mural $ 50,000 o Family Wall of Art $ 50,000 o Big Cozy Books Play Area $ 50,000 o Playhouse Green Room $ 30,000 o Shakespeare Group Study Room $ 25,000 o Library Circulation Desk $ 25,000-50,000 o Library Information Desk $ 25,000-50,000 o Dressing Rooms (3) $ 20,000 o Jane Austen Study Room $ 20,000 o Mark Twain Study Room $ 20,000 o J.K. Rowling Study Room $ 20,000 I:ICOMMSERVICouncil&BoardslCommunityFoundationlFundDevelopmentPlanlDonorRecognitionPrgmChart.Rev1.06.doc � 't. R A N C H O C U C A M O N G A P u b u i c L I B R A R Y Staff Report DATE: June 12, 2006 TO: President Leal and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: REVIEW AND APPROVAL OF THE LIBRARY FOUNDATION'S FISCAL YEAR 2006/2007 OPERATING BUDGET RECOMMENDATION: Staff recommends that the Library Foundation Board review and approve the attached draft Operating Budget for FY 2006/2007. BACKGROUND: As noted in the Library Foundation's by-laws, the Library Foundation Board 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, 2006 and projects revenue and expenditures for the end of this fiscal year, as well as projections for 2006/07. Staff recommends that the Library Foundation Board review and approve the attached draft Operating Budget for FY 2006/07. Sincerely, Deborah Kaye Clark Library Director RANCHO CUCAMONGA . PUBLIC LIBRARY FOUNDATION BUDGET 2006/2007 PRELIMINARY PROPOSED BUDGET 2006/2007 Balance Sheet Projection Assets as of June 8,2005 $168,982 Less Donations to the Library ($40,000) Lap Top Computer Project,if approved Opening Assets $128,982 REVENUES PROJECTED Apartment Rental Projected $10,000 _ Projected Interest Earned $150 Projected Personal Donations $25,000 Sub Total $164,132 Library Foundation Expenditures _ Total Expenditures Projected $44,200 Total Balance Remaining In Library Foundation $119,932 PRELIMINARY PROPOSED BUDGET APPROVED ACTUAL' PROPOSED 2006/07 BUDGET BUDGET BUDGET 200512006 2005/2006 2006/2007 REVENUES Rental Income $9,000 $9,001 $10,000 Interest Earned $150 $170 $150 Donations $5.000 $6,874 $25,000 OPERATIONAL EXPENSES $15,900 $45 $12,200 Conferences for Boadmembers $500 $0 $0 Board Expenses $200 Board Training/Strategic Planning $2,000 $0 $0 Newslefter $10,000 $0 $10,000 Printing $1,000 $0 $1,000 Postage $500 $0 $1,000 Stationery $500 $0 $0 Business Expenses $200 $45 $200 Publicity $0 $0 $0 Tax Preparation - $1,000 $0 $0 EVENTS $0 $0 $0 State Farm Open Tour-Reimbursible by PAL PALEVENT $0 $0 Telethon Production PALEVENT $0 $0 Winery Event PALEVENT $0 $0 OTHER EXPENSES $0 $0 $0 Apartment Rental $0 $0 $0 TOTAL EXPENDITURES $15,900 $45 $12,200 LIBRARY DONATIONS $64,000 $12,000 $32,000 Adult Literacy $12,000 $10,000 $10,000 Children's Programs $2,000 $2,000 $2,000 Victoria Gardens Children's Books $50,000 $0 $20,000 TOTAL FOUNDATION BUDGET $79,900 $12,045 $44,200 'Projection based on estimate of June revenues 8 expenditures Non Telethon Expenditures TELETHON COMPARISON FIGURES 1997 1998 1999 2000 2001 2002 Project Technology Children's General Bookmobile Dark Branch Center Learning Center Services Children Book; Days Broadcast 2 2 3 3 3 Hours Broadcast 13 19 16 16 16 Fund Raising Expenses $7,000 $8,063 $12,858 $12,435 $45 � Funds Earned $40,385 $51,579 $49,769 $64,562 $81,043 Percentage of earning spent in fundraising .17% 16% 26% 19% 0% TM 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 12, 2006 TO: President Leal and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director BY: Michelle Perera, Library Services Manager SUBJECT: APPROVAL OF $40,000 FOR PURCHASE OF LAPTOP COMPUTERS, SOFTWARE, AND ACCESSORIES FOR ARCHIBALD LIBRARY RECOMMENDATION: That the Foundation Board approve $40,000 to purchase laptop computers, software, and accessories for use by patrons in the Archibald Library. BACKGROUND: Due to the successful marketing and upcoming opening of the Victoria Gardens Cultural Center, it is anticipated that public attention will shift from the Archibald Library to the Victoria Gardens Library. In an attempt to revitalize the Archibald Library, staff would like to offer a new service — "Laptops @ the Library." .Offering laptops for patrons to use in the library will not only be a new, exciting service, but will also be an innovative way to offer Technology Center services throughout the Archibald Library, as well as take advantage of the soon-to-be-installed "wifi" (wireless internet) service. Library Reference Staff will be available to answer any computer related questions laptop users may have. How This Will Work Laptop computers will be available for check-out at the Circulation Desk for use in the library. Patrons will check out laptops (including a mouse and power adapter) in increments of one-hour periods for use anywhere in the library. Software applications available will include Microsoft Office, the Internet, print capabilities, and connection to all online library resources. With wireless internet access available throughout the library, Internet access will be easy to offer without having to "plug in" to anything. In keeping with current library practice (as well as other city departments), a fee of $3 per hour will be charged for computer use. Payment will be made at the Circulation Desk before checking out a laptop. There will also be a ten cents per page charge for any printing. Again, with wifi access available in the library, printing can be done wirelessly to one of the library printers. Equipment We would like to purchase 12 titanium-shell, high-speed, laptop computers (with three- year replacement warranty), Envisionware authentication and print management software, laptop storage and re-charging cart, and a projector for potential group classes using the laptops. In addition, laptops will be equipped with a "LoJack" system for security purposes. Marketing Library staff will promote the introduction of Laptops @ the Library through the quarterly issue of the Grapevine (next issue to be released in August), through a press release to the newspaper, Channel 3 RCTV, and publicity within the library. Since there are no other libraries in the area that offer this type of service, it is sure to receive considerable attention. FISCAL IMPACT: Total startup cost to get the Laptops @ the Library program up and running will be $40,000. It is also anticipated that the success of the Laptops @ the Library program will have the potential to generate significant revenue for the Rancho Cucamonga Public Library. If the laptops are in use every hour the library is open, as much as $100,000 in revenue could be generated. Sincerely, )9'b� /4� Deborah Kaye Clark Library Director -2 - a9 PAL CASH REPORT MARCH 2006 Beginning Cash Balance $ 220,480.01 Deposits 3/1/2006 1,050.00 . 3/2r2" 1,050.00 3/13/2006 12,700.00 14,800.00 Merchant Ser Aw Fee (85.32) Merchant Service Fee Credit 85.32 Less Checks 02026 (100.00) .San MtonbHospital Foundation . Donation In Memory of Golly Lewis 02027 (100.15) Arrowhead Credit Union-VISA-Goldy Lewis Flowers (200.15) Ending Cash Balance 235,078.86 Checking Account Balance 5 235,079.86 Less Outstanding Checks - Deposits in Transit - Adjusted Bank Balance S 255,078.88 Pal Leif Investment through RCCF-$1,059,486.02 Pel Total Account Balance-$1,294,56.5.88 ,7" BankofAmenca " _ BANK OF AMERICA, N.A Account Number SINEW 1655 GRANT STREET BLDG A010 H FLOOR 01 01 142237 Etl 4 CONCORD, CA 94520-2445 Last Statement: 02/28/2006 This Statement: 03/31/2006 Customer Service 1-800-325-4296 RANCHO CUCAMONGA COMM. FOUNDATION RANCHO CUCAMONGA LIBRARY FOUNDATION page 1 of 2 DBA PAL CAMPAIGN 10500 CIVIC DR P . O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 ATTN: Customers who send and receive wire transfers. On 3/6/06, Bank of America will introduce a new ABA # (0260-0959-3) for all incoming & outgoing wires for this account. Please notify those that send wire transfers to you of the change in ABA. NOTE: This ABA change does not affect ACH transactions or the ABA # that currently appears on your checks & deposit tickets. NON-PROFIT CHECKING Account Summary Information Statement Period 03/01/2006 - 03/31/2006 Statement Beginning Balance 220,429.77 Number of Deposits/Credits 6 Amount of Deposits/Credits 15,035.32 Number of Checks 4 Amount of .Checks 299.91 Number of Other Debits 1 Amount of Other Debits Statement Ending Balance 235,079.86 Number of Enclosures 4 Service Charge .00 Deposits and Credits Date CustomerBank Posted Reference Amount Description Reference 03/01 150.00 CA NIGHT DEPOSIT 406205260420131 03/01 1,050.00 BOFA MS 1922 DES:MERCH SETL ID:43013231359104153336060090841: INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002006060090841306030122 03/03 85.32 aGyzY-Adjustments • Merchant Card Services 12330246000145, 03/03 450.00 BOFA MS 1922 DES:MERCH SETL ID:43013231359104153336062068938 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002006062068938406030322 03/07 600.00 CA VAULT DEPOSIT 15210676098933, 03/16 12,700.00 CA VAULT DEPOSIT 15210676007146' Withdrawals and Debits Checks Check Date Bank Check Date Bank Number Amount Posted Reference Number Amount Posted _ Reference 2024 86.19 03/07 7860474809 2026 100.00 03/29 4360265418 2025 13.57 03/09 5660209826 2027 100.15 03/27 6860674780 Other Debits Date Customer Bank Posted Reference Amount Description Reference 03/01 85.32 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 6060350677 .. INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825002006060350677106030127 31 3 PAL CASH REPORT APRIL 2008 Beginnhp Cash Balance $ 235,079.88 Deposits 4!3f2008 8,350.00 _ 4/17/2008 58,139.01 88,489.01 Withdraw from LAW 4/1Br2DD6 .150,000.00 Merchant Service Fee (70.91) Merchant Service Fee Credit 70.91 - Lees Checks #2028 (5,158.25) Fundmiwre Ltd.-Bricks #2028 (300,000.00) My d Rancho Cumnarpe-Llbrwy Donlon (305,158.25) - Ending Cash Balance 148,410.82 Checking Account Balance $ 148,410.02 Leas Outstanding Checks - Deposits In Transit Adjusted Bank Balance 1 -148,410.82 Pal Lalf Investment through RCCF-$920,012.94 Pal Total Account Balance-$1,008,423.58 3�' Bankof America "_ BANK OF AMERICA, . N.A. ' Account Number 1655 GRANT STREET BLDG A-10TH FLOOR 01 01 127933 EA 2 CONCORD, CA 94520-2445 Last Statement: 03/31/2006 This Statement: 04/28/2006 Customer. Serviee 1-800-325-4296 RANCHO. 000AMONGA COMM. FOUNDATION _ RANCHO CUCAMONGA LIBRARY FOUNDATION DBA PAL CAMPAIGN Page 1 of 2 10500 CIVIC DR P . O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 The service charge field in the Account Summary Information section on the bank statement has been modified to include only direct service charges. Service charges generated by account analysis are no longer included in this field. The account analysis service charge will reflect in the detail portion of the bank statement. NON-PROFIT CHECKING Account Summary Information Statement Period 04/01/2006 - 04/28/2006 Statement Beginning Balance 235,079.86 Number of Deposits/Credits 6 Amount of Deposits/Credits 216,559.92 Number of Checks 2 Amount of Checks 305,158.25 Number of 'Other. Debits .1 Amount of Other Debits 70.91 Statement Ending Balance 146,410.62 Number .of Enclosures 2 Service Charge .00 Deposits and Credits Date Customer Bank Posted Reference Amount Description Reference 04/04 " ' 2,100.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533360940754991 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002006094075499106040422 04/04 6,250. 00 CA VAULT DEPOSIT 152105760768571 04/05 70.91 aHfcU-Adjustments • Reversing Merchant Card Fees 123302460001729 04/18, : 4,150.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533361080499970 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002006108049997006041822 04/18 53,989.01 CA VAULT DEPOSIT 152106860042016 04/18 150,000 .00 . LAIF 409004504360062 FOES NCA 0001436 NBK48V4 Withdrawals and Debits Checks Check Date Bank Check Date Bank Number Amount Posted Reference Number Amount Posted Reference 2028 5,158.25 04/26 4560193016 2029 300,000.00 04/26 6660069887 Other Debits Date Customer Bank Posted Reference Amount Description Reference 04/03 - 70.91 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 60931524089 INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825002006093152408906040327 33