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Home My WebLink About06/07/10 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. July 10, 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, on / y! �r 2-00� at " �� PV .I posted a true and correct copy of the meeting agenda dated J v` Y 2 �� at 10500 Civic Center Drive, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true a��n ""d correct and that this declaration was executed on at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga .c BY: Vivian Garcia, Administrative Secretary City of Rancho Cucamonga yr ati, 6r a l LIBRARY FOUNDATION BOARD AGENDA JULY 109 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: June, 2006 available at the meeting. 2. Approval of Minutes: August 8, December 12, 2005 and February 1 13, March 13, April 10, May 4, May 8 and June 12, 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. Update on the Sponsorships to the Donor Recognition Program. Oral report presented by Deborah Clark, Library Director. 3. Approval of Limited Participation in the "Concert Under the Stars' 27 event. Presented by Deborah Clark, Library Director. Report attached. 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. Election of Officers. This is the time and place for the annual Election of Officers. The offices to fill are President and Vice President. Current President Ruth Leal will preside. 2. PAL Campaign Reports: a) PAL Campaign Account Update. May, 2006, attached. 28 b) PAL Campaign Events i) PAL Campaign Cabinet Meetings. Oral report by attendees. LIBRARY FOUNDATION BOARD AGENDA JULY 109 2006 2 RANCHO CUCAMONGA i. Meeting on June 12, 2006 c) Library Foundation Ad Hoc Subcommittee Reports i) Raffle Subcommittee Report. Update by Members. ii) Event Subcommittee: Update by Members. iii) Marketing Subcommittee Report: Update by Members. iv) School Subcommittee: Update by Member Teresa Akahoshi. 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, July 6, 2006, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. R A N C H O C U C A M O N G A Pu151, 1c LIBRARY Staff Report DATE: July 10, 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, April 10, May 4, May 8 and June 12, 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. R spectfull*Car bittd Deborah Library Director 1 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. 2 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. 3 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 ls` 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. 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, Vivian Garcia Administrative Secretary Approved: 57 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 BI. 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 D l. 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 underboth 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. 7 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, Vivian Garcia Administrative Secretary Approved: 8 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 BI. 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. 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. j0 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 201h 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. ii) 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. 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: ! z 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 Bl. 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 D l. 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. � 3 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 r/ 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 El. 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. 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 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, April 10, 2006, in the Training Room of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:03 p.m. Present were Members Akahoshi, Carrasco, Davies, Howdyshell, Leal, Silver and Williams. Deborah Clark, Library Director, and Vivian Garcia, Administrative Secretary, were also present. B. CONSENT CALENDAR Bl. Approval of Library Foundation Treasurer's Report: March, 2006. Member Bowne arrived at 6:05 p.m. MOTION: Moved by Member Davies to approve the Treasurer's Report, seconded by Member Akahoshi, motion carried, 8-0-4 (with Filippi, Leonard, Sakala and Wimberly absent). B2. Approval of Minutes: August 8, December 12, 2005 and February 13 and March 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 a DVD update on the Victoria Gardens Cultural Center Project D. BOARD BUSINESS DI. Approval of Resolution of the Rancho Cucamonga Public Library Foundation authorizing investment of monies in the Local Agency Investment Fund (LAIF) and authorizing the Finance 1 -7 Library Foundation Board Minutes April 10, 2006 Page 2 Director to move $100,000 into the new LAIF account. Report attached, presented by Library Director Deborah Clark. MOTION: Moved by Member Williams to approve the Resolution and authorizing the Finance Director to move $100,000 into the new LAIF account, seconded by Member Howdyshell, motion carried, 8-0-4 (with Filippi, Leonard, Sakala and Wimberly absent). D2. PAL Campaign Reports: a) PAL Campaign Account Update. Available at the meeting. February's PAL Campaign Account was passed out. Member Howdyshell inquired how many season tickets were purchased prior to them being available to the public. b) PAL Campaign Events i) PAL Campaign Cabinet meetings. Oral report by attendees. i. Meeting on March 22, 2006. Member Williams presented an oral report on the meeting to the Board. c) Library Foundation Ad Hoc Sub-committee Reports i) Raffle Ad Hoc Sub-committee Report. Update by Chair Ned Leonard. Member Howdyshell and Member Williams gave oral presentation on the meeting of the House Raffle. ii) Event Ad Hoc Sub-committee: Update by Chair Gino Filippi. President Leal stated that Member Filippi was on vacation. He had sent an e-mail stating he had talked with Glenn Miller. Glenn Miller was not available on Saturday, May 201h in the Victoria Gardens Townsquare. Member Filippi stated that Glenn Miller was interested in working on a future event in Townsquare. iii) Marketing Ad Hoc Sub-committee Report: Update by Chair Frances Howdyshell. Member Howdyshell gave an oral update to the Board. Library Foundation Board Minutes April 10, 2006 Page 3 iv) School Ad Hoc Sub-committee Report: Update by Chair. Member Akahoshi gave an oral report on school district attendance on the last tour of the Cultural Center. 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 El. Draft Budget for the Library Foundation E2. House Raffle E3. Brick Update F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Williams to adjourn,seconded by Member Bowne,motion carried,8- 0-4 (with Filippi, Leonard, Sakala and Wimberly absent). The meeting adjourned at 7:04 p.m., Respectfully submitted, V l lrvD _ ,/vG''`�,�,o� Vivian Garcia Administrative Secretary Approved: /9 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 11, were also present. Kathy Ambriz 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 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. Zo 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 carred, 11-0-5 (with Akahoshi, Bowne, Davies, Lo and Silver absent). The meeting adjourned at 4:31 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: Library Board of Trustees June 8, 2006 Z1 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:, 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, June 12, 2006, in the Training Room of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:10 p.m. Present were Members Bowne, Davies, Howdyshell, Leal, Leonard, Silver, Williams and Wimberly. Robert Coberly,Library Board Member,Deborah Clark, Library Director,Michelle Perera,Library Services Manager/Victoria Gardens and Vivian Garcia,Administrative Secretary,were also present. B. CONSENT CALENDAR Bl. Approval of Library Foundation Treasurer's Report: April and May, 2006. MOTION: Moved by Member Davies to approve May's Treasurer's Report, seconded by Member Williams, motion carried, 8-0-4 (with Akahoshi, Carrasco, Filippi and Sakala absent). MOTION: Moved by Member Wimberly to approve April's Treasurer's Report, seconded by Member Howdyshell, motion carried, 8-0-4 (with Akahoshi, Carrasco, Filippi and Sakala absent). B2. Approval of Minutes: August 8,December 12, 2005 and February 13 and March 13,May 4 and May 81h, 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, gave an oral report on the update on the Victoria Gardens Cultural Center construction. Michelle Perera,Library Services Manager/Victoria Gardens updated the Foundation Board on work progress at the Victoria Gardens Library in the month of June: including book delivery, volunteer shelving projects and the beginning of the RFID tagging campaign. 23 Library Foundation Board Minutes June 12, 2006 Page 2 C2. Approval of Additional Sponsorships to the Donor Recognition Program for the Circulation and Information Desks. Report attached. Presented by Deborah Clark, Library Director. Deborah Clark, Library Director, reviewed the additional areas of the Library with the Board. MOTION: Moved by Member Howdyshell to add the Library Circulation Desk and the Library Information Desk to the Donor Recognition Program at $50,000 Minimum gilt, seconded by Member Wimberly, motion carried, 8-0-4 (with Akahoshi, Carrasco, Filippi and Sakala absent). C3. Review and Approval of the Library Foundation's Fiscal Year 2006/2007 Operation Budget. Report attached. Presented by Library Director. Deborah Clark, Library Director, reviewed the budget with the Board. MOTION: Moved by Member Wimberly to approve the Library Foundation's Fiscal Year 2006/2007 Operating Budget,seconded by Member Williams,motion carried,8-0-4(with Akahoshi, Carrasco, Filippi and Sakala absent). C4. Approval of Funding Request for Archibald Library in the amount of$40,000 to provide 12 laptop computers for the Technology Center. Report attached. Presented by Michelle Perera, Library Services Manager/Victoria Gardens. Michelle Perera, Library Services Manager/Victoria Gardens, presented a power point presentation on the request from staff. She also reviewed with the Board the handouts of a budget, draft policy and copies of items to be purchased. MOTION: Moved by Member Williams to approve the funding request of$40,000 for 12 laptop computers for the Technology Center,seconded by Member Howdyshell,motion carried, 8-0-4(with Akahoshi, Carrasco, Filippi and Sakala absent). D. BOARD BUSINESS D1. PAL Campaign Reports: a) PAL Campaign Account Update. March and April, 2006 attached. b) Approval of PAL Campaign Budget. Oral report by PAL Campaign Cabinet members. An updated copy of the PAL Campaign Budget was passed out to Board Members. Z� Library Foundation Board Minutes June 12, 2006 Page 3 President Leal reviewed the budget with the Board Members. MOTION: Moved by Member Davies to approve the PAL Campaign Budget as presented,seconded by Member Howdyshell,motion carried, 8-0-4(with Akahoshi,Carrasco,Filippi and Sakala absent). C) PAL Campaign Events i) PAL Campaign Cabinet meetings. Oral report by attendees. i. Meeting on June 12, 2006. Member Williams reported on the PAL Cabinet discussion of the Raffle project, the acceptance of the concept of presentation rights for individuals who make the gift through planned giving (i.e. Through their will via their estate) and the upcoming audit of the Community Foundation. d) Library Foundation Ad Hoc Sub-committee Reports i) Raffle Ad Hoc Sub-committee Report. Update by Member Ned Leonard. Member Howdyshell presented as oral updated on plans and dates of the House Raffle. ii) Event Ad Hoc Sub-committee: Update by Member Gino Filippi. Member Filippi was absent. The committee did not meet so no report was necessary. iii) Marketing Ad Hoc Sub-committee Report: Update by Member Frances Howdyshell. Member Howdyshell gave an oral update to the Board on the Marketing Committees work with the House Raffle Committee. iv) School Ad Hoc Sub-committee Report: Update by Member Teresa Akahoshi. Member Davies gave an oral report on school subcommittee. Member Davies commended the Community Services Department for all of their planning, hard work and selection of the performances for Inaugural Season at the Lewis Family Playhouse. She stated that the Educator's Booking Party went very well and staff had done an excellent job. C) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, stories to share, etc. ZS Library Foundation Board Minutes June 12, 2006 Page 4 Oral updates were given by the Members. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. Election of Officers E2. Update on Sponsorship to the Donor Recognition Program E3. Concert Under the Stars F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Williams to adjourn, seconded by Member Silver,motion carried,8- 0-4 (with Akahoshi, Carrasco, Filippi and Sakala absent). The meeting adjourned at 7:18 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: 2-(o r- yllji 1 4 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: July 10, 2006 TO: President Leal and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF LIMITED PARTICIPATION IN THE "CONCERT UNDER THE STARS" EVENT RECOMMENDATION: That the Library Foundation approve limited involvement in the "Concert Under the Stars" program this year, purchasing enough tickets for Foundation participation and returning the remainder, if any, for resale to other participating organizations. BACKGROUND: Each year for the past five years the Haffif Foundation has offered the opportunity to local charities to earn funds for their projects through participation in a program called "Concert Under the Stars". For this event, the entire Haffif estate is turned over to a major musical and dining experience. Participating charities are invited to sell tickets to the event at their own price tag (usually around $50-$60 per ticket) and all the profits from the ticket sales belong to the organization selling the tickets. All of the costs of the event are absorbed by the Haffif Foundation. In the past, the Library Foundation has participated in a limited way, selling between 20 and 60 tickets. This year, due to the push for ticket sales for the House Raffle, staff recommends that the Library Foundation consider selling a limited number of tickets to Foundation members, family and friends, generating a party evening for the group, rather than endeavor to sell a large amount of tickets. Unsold tickets can be returned to the organization and another charity will be able to sell them. FISCAL IMPACT: Modest profit of $50 per ticket. Sind rely, I Deborah Kay I rk Library/CDirector� Z7 PAL CASH REPORT MAY 2006 Beginning Cash Balance $ 146,410.62 Deposits 5/1/2006 9,780.66 5/2/2006 600.00 5/3/2006 150.00 5/4/2006 1,250.00 5/9/2006 10,507.18 5/11/2006 300.00 5/18/2006 12,500.00 35,087.84 Withdraw from LAIF 5/5/2006 100,000.00 Merchant Service Fee (189.95) Merchant Service Fee Credit 189.95 Less Checks #2030 (100,000.00) RC PAL House Rafe Ending Cash Balance 181,498.46 Checking Account Balance $ 181,498.46 Less Outstanding Checks - Deposits in Transit - Adjusted Bank Balance $ 181,498.46 Pal Laif Investment through RCCF - $820,012.94 Pal Total Account Balance - $1,001,511.40 Z8 Bankof America " _ BANK OF AMERICA, N.A. ' Account Number 1655 GRANT STREET BLDG A-10TH FLOOR 01 01 111674 E# 1 CONCORD, CA 94520-2445 Last Statement: 04/28/2006 This Statement: 05/31/2006 Customer Service 1-800-325-4296 RANCHO CUCAMONGA 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 NON-PROFIT CHECKING Account Summary Information Statement Period 04/29/2006 - .05/31/2006 Statement Beginning Balance 146,410.62 Number of Deposits/Credits 14 Amount of Deposits/Credits 135,277.79 Number of. Checks 1 Amount of Checks 100,000.00 Number of Other Debits 1 Amount of Other Debits 189.95 Statement Ending Balance 181,498.46 Number of Enclosures 1 Service Charge .00 Deposits and Credits Date Customer Bank Posted Reference Amount Description Reference _ 05/02 1,350.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533361220589446 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002006122058944606050222 05/02 8,580.66 CA VAULT DEPOSIT 152106260427416 05/03 150.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533361230628894 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002006123062889406050322 05/03 189.95 aJEfw-Adjustments • Reversing Merchant Fee Charges123302460001697 for the Month of May 2006 05/03 450.00 CA VAULT DEPOSIT 152105860385338 05/05 600.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533361250594186 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002006125059418606050522 05/05 100,000.00 LAIF 409004504360054 FDES NCA 0001436 NBK28D5 05/09 650.00 CA VAULT DEPOSIT 152105660329545 05/10 150.00. SOFA MS 1922 DES:MERCH SETL ID:430132313591041533361300556144 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002006130055614406051022 05/10 10,357.18 CA VAULT DEPOSIT 152105360959329 05/11 150.00 CA VAULT DEPOSIT 152105860322561 05/11 150.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533361310596293 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002006131059629306051122 05/19 1,150.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533361390455108 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002006139045510806051922 05/23 11,350.00 CA VAULT DEPOSIT 15210566028821E Withdrawals and Debits Checks Check Date Bank Check Date Bank Number Amount Posted Reference Number Amount Posted Reference 2030 100,000.00 05/15 5060306199 29