HomeMy WebLinkAbout06/07/31 (Agn) Library Fnd Board AGENDA
_ RANCHO CUCAMONGA PUBLIC LIBRARY
FOUNDATION BOARD
Special Meetine
July 31, 2006 —6 p.m.
Rancho Cucamonga Civic Center
Tri-Communities Room
10500 Civic Center Drive
Rancho Cucamonga, CA 91730
A. CALL TO ORDER
1. Roll Call:
Akahoshi Bowne , Carrasco , Davies_, Filippi
Howdyshell , Leal , Leonard , Sakala , Silver
Wimberly and Williams
B. ITEMS OF BUSINESS
1. Information [tem:Discussion of Recognition of Supervisor Paul Biane's$1 million donation
to the Cultural Center Project. Presentation by Library Director Deborah Clark.
C. COMMUNICATIONS FROM THE PUBLIC
This is the time and place for the general public to address the Rancho Cucamonga Public
Library Board of Trustees. State law prohibits the Board from addressing any issue not
previously included on the agenda.
D. ADJOURNMENT OF THE LIBRARY FOUNDATION BOARD
I,Vivian Garcia, Library Administrative Secretary of the City of Rancho Cucamonga,hereby
certify that a true,accurate copy of the foregoing agenda was posted on Friday,July 28, 2006
twenty-four(24)hours prior to the meeting per Government Code 54953 at 10500 Civic Center
Drive.
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 Rancho
Cucamonga. Acting in that capacity, on '
at C2% 30 aj, I posted a true and correct copy of the meeting
agenda dated u 314 o�00(0 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 at Rancho Cucamonga.
DEBORAH KAYE CLARK, LIBRARY MANAGER
City of Rancho Cucamonga
BY: /1' l w�lGf�
Vivian ,Ga ia, Administrative
Secretary
City of Rancho Cucamonga
'SJ'
P
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 31, 2006
TO: President and Members of the Library Foundation Board
FROM: Deborah Kaye Clark, Library Director
SUBJECT: Discussion of Recognition of Supervisor Paul Biane's $1 million donation
to the Cultural Center Project
RECOMMENDATION
Information, item only. Staff recommends that the Library Foundation Board review the
attached policies titled "Sponsorship Approval Policy" and "Rancho Cucamonga Cultural
Center Donor Recognition Program" and past Minutes on the subject of naming
rights/presentation rights for the Library building in view of the upcoming vote of the PAL
Campaign Cabinet and the City Council regarding the recognition opportunities available
for the $1 million in financial support made possible for the construction of the Victoria
Gardens Cultural Center through the efforts of Supervisor Paul Biane.
BACKGROUND/ANALYSIS
Background:
In the year 2004, Supervisor Biane arranged to support construction of the Victoria
Gardens Cultural Center by making available $500,000 of San Bernardino County CDBG
funding. Without the Supervisor's intervention, these funds would never have been
available at a critical time when the project was undergoing "value engineering" due to the
skyrocketing costs of construction. At the time, naming rights to the Theater Lobby were
informally agreed upon.
In the year 2005, Supervisor Biane allocated $300,000 of his discretionary funding from
San Bernardino County to support the Cultural Center project. Presentation rights for the
"Tree of Knowledge" were informally agreed upon.
In the year 2006, Supervisor Biane allocated an additional $200,000 toward library services
in Rancho Cucamonga. With this final donation, the $1 million threshold was reached,
which triggered conversations between the Library Director and the Staff of the Supervisor.
At the request of the Supervisor's staff, naming rights to the Theater Lobby and the Tree of
Knowledge were relinquished and discussions began about an appropriate recognition
level connected to the Library building.
The Process for Review and Approval of Recognition Agreements:
In August of 2004, the Library Foundation and the Community Foundation approved the
"Sponsorship Approval Policy", outlining the process by which recognition opportunities for
the Victoria Gardens Cultural Center would be formalized and approved.
A gift of $1 million, a level attained by Supervisor Paul Biane in spring of 2006, requires the
following actions, according to the above mentioned policy:
Coordination and approval by Department Director; Learning of the interest by Supervisor
Biane in having his recognition tied to the Library Building, the Library Director reviewed the
Sponsorship Approval Guidelines and deemed it appropriate to coordinate review of the
request by allowing the Library Foundation to first comment on the proposal. In order to
facilitate an answer by the opening of the building on August 18th, 2006, the Library Director
arranged for a special meeting of the Library Foundation on Monday, July 31St, 2006. After
the Library Foundation reviews the proposal, any comments and concerns will be shared at
the Campaign Cabinet Meeting.
PAL Campaign Cabinet Approval: According to policy, the PAL Campaign Cabinet must
review and approve any agreement that contains a request for recognition. The PAL
Campaign Cabinet will meet on Wednesday, August 2"d, 2006, to review the Biane request
for recognition.
City Council Approval: If approved by the PAL Campaign Cabinet, policy requires the
request be forwarded to the City Council for their review, discussion and vote. This item
will be heard by the Council on August 16th, 2006, at their regular meeting.
The Form of Recognition: The Biane Library Building
Based on the Donor Recognition Program attached and the minutes of past discussion, the
$1 million in support garnered by Supervisor Biane would entitle him to his name on the
Library Building. While the building would remain "The Rancho Cucamonga Public
Library", the Biane name would be incorporated in the building itself as well as a plaque
noting his support which would appear prominently in the building. This approach to name
recognition is specific for the Library and was a blend designed to combine both Naming
rights and Presentation rights, but preserve the name of "public library' on the building.
- z -
FISCAL IMPACT
None. This form of anticipated recognition was a budgeted item in the construction costs of
the Victoria Gardens Cultural Center.
R pectfully submitted, /J
Deborah Kaye
Library Director
- 3 -
Rancho Cucamonga Community and Library Foundations
"Promoting Arts and Literacy Campaign"
Sponsorship Approval Policy
PURPOSE:
The two Foundations have combined efforts in a joint Campaign to raise funds for the
programming and operation of the future Cultural Center facility. This Campaign will include
the solicitation of major contributions from Corporations and Foundations, as well as donations
from community groups and individuals. A Donors' Recognition Program has been developed
that includes naming rights opportunities, facility presentation options, amenity plaque options
and donor wall listings. The purpose of this policy is to define what levels of approval are
required for sponsorships and certain guidelines that must be considered during the solicitation
and approval processes.
APPROVAL REOUIREMENTS:
The following chart identifies the various levels of potential sponsorships and the approval level
that is required at each level. In general, the higher value sponsorships require a higher level of
approval due to the increasing level of public exposure, signage and possibly even naming rights
options. Since the Cultural Center will be a public building owned and operated by the City of
Rancho Cucamonga, it is necessary that policy maker approvals be ,obtained to insure
compliance with the guidelines identified below.
Following is a listing of the various sponsorship levels and required approvals: (Attached is a
chart that more specifically details the sponsorship categories and associated benefits)
• Individual Appeals
(Bricks, Playhouse seats, Library stacks, Library tables/chairs, Library
books/magazines, Family Tile Wall, etc.)
Approval requirements: Approval of inscription information by Department
Director
• Contributions up to $5,000
(For contributions under $5,000, not meeting the amount required for Spotlight
Donor categories)
Approval requirements: Approval of inscription information by Department
Director
• Spotlight Donors — Pearl and Sapphire Levels
(For contributions between $5,000 to $24,999)
Approval requirements: Coordination with and approval by Department
Director prior to securing donation
• Spotlight Donors — Ruby and Emerald Levels
(For contributions between $25,000 to $99,000)
Approval requirements: Coordination with and approval by 1) Department
Director; and 2) PAL Campaign Cabinet prior to securing donation
• Spotlight Donors —Diamond Level
(For contributions of$100,000 and up)
Approval requirements: Coordination with and approval by 1) Department
Director; 2) PAL Campaign Cabinet; and 3) City Council prior to securing
donation
SPONSORSHIP APPROVAL GUIDELINES:
It is important that all approved sponsors for the Cultural Center meet certain guidelines to insure
that the sponsor's purpose, mission and objectives are consistent with the values and mission of
the Cultural Center and the City of Rancho Cucamonga. In considering the solicitation and
subsequent approval of a potential sponsor, the following guidelines must be met:
1. The primary mission of the Cultural Center is to provide programs and services aimed at
families and youth. All potential sponsors, and all wording on donor
recognition/individual appeal plaques must encourage wholesome and healthy family-
oriented values. In considering potential sponsorships, consideration should be given to
issues such as:
a. Sponsorships should not be considered that would promote unhealthy lifestyles,
including, but not limited to tobacco products, alcoholic beverages, etc.
b. Sponsorships should not be considered which would promote groups, programs or
products that would not reasonably be considered as supporting positive family
values and/or positive youth development.
c. Sponsorships should not be considered from any donor whose purpose or conduct
would reasonably demean the reputation, image or good-will of the Cultural
Center.
2. Sponsorships, and wording on donor recognition/individual appeal plaques, should not be
considered which could place the staff, Foundations, City Council or the City in any
potential or perceived conflict of interest.
3. Sponsorships should only be approved with corporations, organizations or individuals
who wish to contribute, based solely on their support of the mission and objectives of the
Cultural Center. While acknowledgement of the sponsor's official business, name and/or
affiliation is important for positive appreciation, the donor recognition program,
including wording used on donor recognition/individual appeal plaques, shall not be
allowed for marketing or advertisement of specific products, projects, campaigns, etc.
The exception to this guideline would be in limited circumstances when the Cultural
Center, or the PAL Campaign, specifically solicits and permits a designated product to be
"the official product of the Cultural Center".
4. Potential sponsorships should be evaluated in terms of their possible negative impact on
soliciting and obtaining additional sponsors in the future. Sponsors should not be
considered if such approval would likely result in a significant reduction in future
sponsors for the Cultural Center.
I:\COMMSERY\Council&Boards\CommuniryFoundation\Staff ReportsVO04\PAL approval policy 6.8.04.doc
Rancho Cucamonga
Cultural Center Building
Donor Recognition Program Imagination
(Adopted: April 24, 2003; Revised: October 1, 2003, January 21, 2004, July 12, 2004 - Library Foundation
July 28, 2004—Community Foundation; and Library Foundation—August 9, 2004 and
September 22, 2004—Community Foundation; October 13, 2004—PAL Campaign Cabinet)
• Major Recognition Opportunities':
Donors in this category enjoy their name actually incorporated into the name of the identified
facility and a photograph with biography inside the facility noting their generous presentation of
the space. (e.g., The Lewis Family Playhouse)
Minimum Gift Name
o Playhouse Theater $1,000,000 Lewis Family Playhouse
o Celebration Hall $1,000,000
o Imagination Tower $ 500,000
o Imagination Courtyard $ 500,000
o Playhouse Lobby $ 500,000 Paul Biane Playhouse Lobby
o Children's Story Room $ 500,000
o Children's Library $ In-kind Caryn DiOrio Children's
Library
o Teen Scene (formerly Young Adult center) $ 150,000
o Reading Enhancement Center $ 100,000
o Library Reading Room $ 50,000 Rancho Cucamonga
Rotary Reading Room
Donors in this category are recognized with a special plaque at the entrance. to the identified
facility and a photograph with biography inside the facility noting their generous presentation of.
the space. (e.g., The Celebration Hall Lobby ... presented by the Dutton Family)
Minimum Gift Plaque
o Library $1,000,000
o Crossroads Rotunda $ 250,000
o Playhouse Stage $ 200,000
o Wishing Waters $ 150,000
o Studio Theatre $ 100,000
o Celebration Hall Lobby $ 100,000 Dutton Family
o Library Tree of Knowledge $ 100,000^
o Children's Library Carousel $ 100,000^
o Library Young Adult Center $ 75,000
o Library Technology Center $ 75,000 George and Audrey Voigt
o Arbor Court $ 75,000 Dr. Jacob and Sandra Terner
o Library Popular Materials Market $ 50,000
o Playhouse Grand Stairs $ 50,000
o Bookstore &,Gift Shop $ 50,000 Friends of the Library
Rancho Cucamonga
Cultural Center Building
Imagination
Donor Recognition Program goon
o Donor Brick Walk $ 50,000
o Patio/Courtyard @ Celebration Hall $ 50,000
o Playhouse Tree of Light $ 50,000^
o Playhouse Green Room $ 30,000
o Library Homework Center $ 25,000 WLC/Pitassi Architects
o Playhouse Concession $ 25,000 SoCal Housing
o Playhouse Box Office $ 25,000 JT Storm Development
o Fireplace $ 25,000 CW Driver
o Library Study Room $ 25,000
o Dressing Rooms 3 @ $20,000 ea $ 20,000
^ - Construction Funding — Cost to construct item.
• Library Stack Dedication
A dedication plaque will decorate the end of each book stack in the Library. Donors may select a
stack based on their special interests. Stacks are available in health, medicine, business,
careers, history, theater arts, and many other topics to suit your individual or business needs.
o Personalized Bronze Plate $ 1,500
• Family Wall of Art
A special wall within the Playhouse Lobby is reserved for the display of personalized ceramic tiles
created by children and families from the area. Sales and creation of these tiles promotes the
arts and provide families with the opportunity to publicly display their support for the Cultural
Center.
o 12 x 12 inch Personalized Family Tile $ 300
• Playhouse Seat Dedication
A great opportunity to display your name and your support for the arts on one (or more) of the
Playhouse Theatre seats.
o Theatre Seat Name Plaque $ 250
• Imagination Courtyard — Donor's Plaza
A highly visible and creative location within Imagination Courtyard is designed as the donor's
Plaza, allowing Center supporters the opportunity to provide a Plaza brick with their engraved
inscription.
o Engraved Brick $ 150
o School Engraved Brick $ 100
• Library Table & Chairs
Each table and every chair will display a dedication plate in shining bronze, perfect for a business
or family name.
o Table Dedication Plate $ 500
o Lounge Chair Dedication Plate $ 300
o Reading Chair Dedication Plate $ 250
• Adopt a Magazine - Library
Your company name will have impact on the cover of "Money Magazine", "Time"or any other of
over 200 popular choices.
o Magazine Shelf Dedication Plate $ 300
• Adopt a Book - Library
Place your name, the name of a child or loved one, or your company name in a special book.
100,000 books need adopting!
o Book with Dedication Plate $ 25
• Cultural Center Spotlight Donors
Spotlight Donors are those who donate at a minimum level of $5,000. These Donors are
recognized with their names on a special Cultural Center Wall of Honor in the Playhouse Lobby.
Donation categories are currently being developed.
Symbol Legend:
Multi-year pledge payments may be arranged to accommodate major donors.
Additional donor opportunities are available for discussion.
" Construction Fundraising - Covers cost to construct item.
Please Note: All gifts and recognitions are acknowledged in perpetuity.
I:ICOMMSERVICouncil&BoardsicommunityFoundationlFundDevelopmentPlanl DonorF7ecognitionPrgmChart.Rev4.05.doc
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,July 11, 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 6:07 p.m. Present were
Members Bowne, Davies, Filippi, Howdyshell, Leal, Williams and Wimberly.
Deborah Clark, Library Director, Robert Karatsu, Library Services Manager and Vivian Garcia,
Administrative Secretary, were also present.
B. CONSENT CALENDAR
BI. Approval of Library Foundation Treasurer's Report, June, 2005. Available at the
meeting.
B2. Approval of Minutes: June 13, 2005.
MOTION: Moved by Member Williams to approve the consent calendar, seconded by Member
Howdyshell, motion carried, 7-0-3 (with Akahoshi, Leonard and Sakala absent).
C. LIBRARY DIRECTOR'S STAFF REPORTS
Cl. Update on the Victoria Gardens Cultural Center Project. Oral report by Deborah Clark,
Library Director.
Robert Karatsu, Library Services Manager,gave an oral presentation of the new software that will be
used to maintain the Brick Walk at Victoria Gardens.
Member Akahoshi arrived at 6:20 p.m.
D. BOARD BUSINESS
D1. Approval and Board participation in the PAL Campaign Steering Committee. Report
attached.
Library Foundation Board Minutes
July 11, 2005
Page 2
Deborah Clark, Library Director, reviewed the Library Foundation Committees with the Board.
President Leal suggested that the Newsletter Committee be a part of the Marketing and Publicity
Committee.
Member Howdyshell agreed with the change.
Member Williams and Member Bowne volunteered to be on the Special Event Committee.
The Board decided to eliminate the Prospect Identification Committee.
MOTION: Moved by Member Davies for staff to make the changes,seconded by Member Williams,
motion carried, 8-0-2 (with Leonard and Sakala absent).
President Leal requested that each Committee, on their first meeting, take the following actions:
Elect someone as a Chair. Take minutes of each meeting and have them available at the subsequent
Foundation meeting. She also request that staff compile a list of all subcommittee meetings together
on one calendar.
D2. Review of current Donor Recognition Program. Current policy attached. This item was
agendized at the request of Member Williams and will consist of an oral presentation by him
regarding a concept for library naming rights.
Member Williams suggested adding the naming rights to the Library Building as another selling
point to attract a million dollar donor to sponsor the Library. The sponsors name could be stenciled
on to the building, not part of the library name. Example: Rancho Cucamonga Public Library at
Victoria Gardens would be located in the "Forest City" building.
After discussion, the Foundation made the following motion.
MOTION: Moved by Member Howdyshell to take the idea to the PAL Campaign Steering
Committee to add the naming of the Library Building, seconded by Member Akahoshi, motion
carried, 8-0-2 (with Leonard and Sakala absent).
D3. PAL Campaign Reports:
a) PAL Campaign Account Update. Available at the meeting.
b) PAL Campaign Cabinet Meetings. Oral report by President Williams and Member
Wimberly.
i. Meeting schedule for July 13.
Library Foundation Board Minutes
July 11, 2005
Page 3
Member Williams stated that the PAL Campaign meeting would take place on Wednesday.
C) Library Foundation Members Campaign Activities
i. Raffle Subcommittee Report. Update by Member Ned Leonard.
Member Leonard was absent.
Member Howdyshell gave an oral report on what the raffle subcommittee had discussed at their
meeting.
Member Williams reviewed with the Board a survey which was handed out at the meeting.
ii. Oral report by each Member: contacts made, stories to share, etc.
Each Member presented an oral update to the Board.
Member Akahoshi left at 6:53 p.m.
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
E1. The names of the Chairs to each committee.
E2. Discussion of the next Winery event.
E3. Prepare an annual calendar.
F. COMMUNICATIONS FROM THE PUBLIC
None received.
Library Foundation Board Minutes
July 11, 2005
Page 4
G. ADJOURNMENT
MOTION: Moved by Member Williams to adjourn,seconded by Member Filippi,motion carried,7-
0-3 (with Akahoshi, Leonard and Sakala absent). The meeting adjourned at 7 p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved: August 8, 2005