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HomeMy WebLinkAbout07/10/08 (Agn) Library Fnd Board AGENDA RANCHO CUCAMONGA PUBLIC LIBRARY LIBRARY FOUNDATION BOARD i Adiourned Meeting October 8, 2007—6:30 p.m. City of Rancho Cucamonga Tri-Communities Room 10500 Civic Center Drive Rancho Cucamonga, CA 91730 A. CALL TO ORDER 1. Roll Call: Akahoshi Atkins , Bowne , Davies , Filippi Gonzalez Leal Melillo , Sakala , Silver and Williams B. ITEMS OF BUSINESS 1. Approval of Minutes: March 12, April 16, May 14, August 13 and September 10, 2007. 2. Strategic Thinking Process Session Presentation by Library Director Deborah Kaye 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 BOARD OF TRUSTEES 1,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 Wednesday,October 3,2007 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 of Rancho Cucamonga. Acting in that capacity, on (JC 3 �c707 at �1 M I posted a true and correct copy of the meeting agenda dated OcZGc,—' g, 007 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 /0.3-o7 at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: V �ifl�°✓ k `G�`t- Vivian Garcia, Administrative Secretary City of Rancho Cucamonga a STAFF REPORT LIBRARY SERVICES DEPARTMENT RANCHO Date: October 8, 2007 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: APPROVAL OF MINUTES RECOMMENDATION: Approval of the minutes of the meetings of March 12, April 16, May 14, August 13 and September 10, 2007. 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. Sinc ely, e orah Kaye Clar 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,March 12,2007,in the Tri-communities Room at the City of Rancho Cucamonga,located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:05 p.m. Present were Members Bowne, Carrasco, Davies, Leal, Melillo, Silver and Williams. Deborah Clark, Library Director, Robert Karatsu, Assistant Library Director, Michelle Perera, Library Services Manager, Vivian Garcia, Administrative Secretary and Jessica Torres, Literacy Assistant were also present. B. CONSENT CALENDAR Bl. Approval of Library Foundation Treasurer's Reports: February, 2007. MOTION: Moved by Member Davies to approve the Treasurer's Report for February,seconded by Member Williams,motion carried, 7-0-5(with Akahoshi,Filippi,Howdyshell,Sakala and Wimberly absent). B2. Approval of Minutes: February 12, 2007. MOTION: Moved by Member Williams to approve the minutes, seconded by Member Bowne, motion carried, 7-0-5(with Akahoshi, Filippi, Howdyshell, Sakala and Wimberly absent). ****** C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Staff presentation on the Black History Cultural Night Event. Presented by Michelle Perera, Library Services Manager for the Paul A. Biane. Deborah Clark, Library Director, introduced Michelle Perera, Library Services Manager, to do the PowerPoint presentation. Michelle Perera,Library Services Manager, stated that on Friday,February 23,Black History Month Cultural Arts Night took place at the Paul A. Biane Library. Mr. Ephraim Turner, a local resident, "loaned"art pieces for the event. He transported the collection to and from his home to the Library. Library Foundation Board Minutes March 12, 2007 Page 2 Michelle Perera, Library Services Manager, stated there was a craft activity for the children, a Freedom Quilt. The pieces were made out of paper by the children. Professor Charles Williams from Chaffey College conducted a Literacy Discussion. Ina Buckner-Barnette, the "Sunshine Storyteller,"performed by weaving tales and singing songs about the themes of African American Literature. There were gospel singers in the theatre lobby. Michelle Perera,Library Services Manager,stated that five adult learners from the Literacy Program came and read poetry in the"reading room." Michelle Perera, Library Services Manager, outlined "What's Next" for the Library Foundation Board. Live Earth July 7, 2007 Hispanic Heritage Month September 2007 Big Read—To Kill A Mockingbird Fall 2007 C2. Recommendation from staff that the City Council be asked to approve the naming of the Story Room at the Archibald Library for former Library Board of Trustees Member and Library Foundation Ad Hoc Sub-committee Member Joyce Womack. Report will be available at the meeting. Deborah Clark, Library Director, reviewed staff report with the Library Foundation Board. She asked the Board Members to consider requesting the City Council to have the Story Room at the Archibald Library named in memory of Joyce Womack. MOTION: Moved by Member Davies to request the City Council to have the Story Room at the Archibald Library names in memory of Joyce Womack, seconded by Member Bowne, motion carried, 7-0-5(with Akahoshi, Filippi, Howdyshell, Sakala and Wimberly absent). D. BOARD BUSINESS D1. Approval of Staff's Proposal to Authorize the Finance Director to move an additional $20,000 into the Library Foundation's Local Agency Investment Funds (LAIF). Deborah Clark, Library Director, review the staff report with the Library Foundation Board. Library Foundation Board Minutes March 12, 2007 Page 3 MOTION: Moved by Member Williams to authorize the Finance Director to move an additional $20,000 into the Library Foundation's Local Agency Investment Funds (LAIF), seconded by Member Melillo,motion carried, 7-0-5(with Akahoshi,Filippi,Howdyshell, Sakala and Wimberly absent). D2. Review background information on PAL Campaign funding and purpose. Informational item presented by staff. Report attached. Deborah Clark, Library Director, reviewed the report with the Library Foundation Board Members. Member Williams thanked staff for researching and putting the report together. Member Davies asked if the last sentence on paragraph 3 of page 18 was sufficient. Also asked who are the two required signatures in paragraph 7 of page 18? Member Bowne asked the PAL Cabinet Members to request a Treasury Position or function for the PAL Campaign. D3. PAL Campaign Reports: a) PAL Campaign Account Update. January, 2007, attached. b) PAL Campaign Events i) Library Telethon: Update from Telethon Production Committee. Robert Karatsu, Assistant Library Director, stated the website telethon.cityofrc.com posted on the website and you are able to donate money on-line with Pay Pal. Member Davies asked what account the money is being deposited into. Deborah Clark, Library Director, stated that the Pay Pal account is the Library Foundation account. As people make donations for bricks, etc.,the Library Foundation will make a check out to the PAL Campaign account. Robert Karatsu, Assistant Library Director, stated that staff is receiving individual and group applications for the Telethon. Deborah Clark,Library Director,reviewed sample letters and pledge forms for the Telethon with the Library Foundation Board. ii) PAL Campaign Cabinet Meetings. Oral report by attendees. Library Foundation Board Minutes March 12, 2007 Page 4 The meeting in February had been cancelled. a. March meeting on March 28, 2007. C) Library Foundation Ad Hoc Sub-committee Reports i) School Sub-committee: Update by Member Davies. Member Bowne updated the Library Foundation Board on the Etiwanda School District. Member Davies updated the Foundation Board stated that schools in the Alta Loma School District had received presentations on the Telethon. They were deciding upon what involvement they wanted to do. d) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made stories to share, etc. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Report on the House Raffle Ad Hoc Sub-committee. F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Bowne to adjourn,seconded by Member Silver,motion carried,7-0- 5 (with Akahoshi, Filippi, Howdyshell, Sakala and Wimberly absent). The meeting adjourned at 6:50 p.m. Respectfully submi ed, Vivian Garcia Administrative Secretary Oen 00 Awo"d MINUTES OF THE APRIL 16, 2007, JOINT SPECIAL MEETING OF THE RANCHO CUCAMONGA COMMUNITY FOUNDATION AND RANCHO CUCAMONGA LIBRARY FOUNDATION A. CALL TO ORDER The special joint meeting of the Rancho Cucamonga Community Foundation and Rancho Cucamonga Library Foundation was held on Monday, April 16, 2007, in the Celebration Hall Meeting Room at the Victoria Gardens Cultural Center, located at 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:15 p.m. by Chair Cohen and President Leal. Present were: Community Foundation Board Members: Buquet, Carlson, H. Gibson, J. Gibson, Knox, Mize, Nelson, Parker and Cohen. Absent: Dutton. Library Foundation Board Members: Akahoshi, Bowne, Carrasco, Howdyshell, Melillo, Silver, Williams, Wimberly and Leal. Absent: Davies, Filippi and Sakala. Staff: Kevin McArdle, Community Services Director; Deborah Clark, Library Director; Robert Karatsu, Assistant Library Director; Michelle Perera, Library Services Manager; Nettie Nielsen, Community Services Superintendent; Paula Pachon, Management Analyst III; Vivian Garcia, Senior Administrative Secretary and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. FOUNDATION BUSINESS 1. An overview of plans for the Rancho Cucamonga Public Library Telethon to be held April 20 —22, 2007, was introduced by Director Clark. She briefed the Boardmembers on various programming elements and called on staff to report further. Assistant Director Karatsu was joined by Manager Perera in discussing aspects of the telethon and showing various video clips to be used during the event. Director McArdle also reminded the Boards of the April 19th Season Announcement Event to be held at the Cultural Center to kick off the second season of the Lewis Family Playhouse. Following staffs updates, the report was received and filed and no other action was taken. 2. Review of the Promoting Arts and Literacy(PAL) Campaign Financial Status. Director McArdle thanked the Boardmembers for their attendance. He distributed a revised PAL financial summary sheet which included pledge amounts, costs to date, balances and fund development plan allocation for the following funds: Construction, Cultural Center, Library Book and Performing Arts. He indicated that the PAL Cabinet was discussing the possibility of the Cultural Center Fund becoming an endowment fund. He also expressed the Cabinet's goal to grow the Endowment Fund to$3 million. Director Clark stressed the importance for all of the Boardmembers to present the same message concerning the campaign's financial goals when soliciting for sponsorships. Boardmember discussion ensued. A suggestion was made to establish the proposed new fountain's sponsorship amount at $250,000 and a question was raised on the status of funding for the second floor of the new library. Director McArdle responded that staff was currently working on Phase II giving options. Director Clark reported that staff is continuing to explore funding mechanisms including Redevelopment Agency and County funds, as well as considering possible Library Foundation fundraising events. Director McArdle distributed a draft PAL Campaign Fundraising Goal Statement, as well as a description of the fourfunds that PAL Campaign monies could be allocated to. He suggested this information be used by all of the Boardmembers when soliciting sponsorships and added that the Goal Statement is a work in progress. A suggestion was made to change the words "specialized" and "extraordinary" when describing the programs supported by the Endowment Fund as future Title 1 funding might be affected. Director McArdle continued by reporting the PAL Cabinet's support of a newfundraising goal of $7 million. Director McArdle assured the Board that any future expenditure of funds from the PAL accounts must be approved by the Boards. A proposed goal date for the new fundraising goal was asked and Director McArdle responded that the Boards need to continue with their incremental successes and set realistic goals. A request was made that the Boards be provided with an itemized list of all of the PAL expenditures. Following their discussion, the Boards concurred with using the goal statement presented that evening and to amend the wording of the fund description, as suggested. No other action was taken. President Leal left the meeting at 6:55 p.m. 3. Preliminary discussion of proposed Joint Foundations Session to plan for the future of the Promoting Arts and Literacy(PAL)Campaign was opened by Director McArdle. He updated the Boards on discussions held at the Cabinet level concerning the suggestion for strategic planning with a consultant . He expressed his support of a workshop to discuss and analyze the campaign's strengths, weaknesses, opportunities and threats. He suggested that after the telethon is completed, the Boards consider the joint meeting. Director Clark added that the workshop should also focus on creating a process where all the Boardmembers are comfortable with the information they are telling the prospective donors. A question was raised on who would facilitate the discussion and staff expressed their support that an independent consultant should be called in. Boardmember discussion included the suggestion that the issue of legalized gambling using the Community Foundation's non-profit status be addressed including possibly separating the house raffle into a separate non-profit entity. This new "PAL" Foundation could also operate other fundraisers that don't fit into the 501(3)c category. The need to have good City administrative participation with any new Foundations was expressed, but the need to keep the public's perception of there being separate entities was also noted. A suggestion was given to include consideration of staffing needs if a new Foundation is formed. A comment was also made that the PAL House Raffle needed a manager to coordinate that endeavor. In conclusion, the Boardmembers present concurred with meeting in a workshop setting in early June to discuss various aspects of the PAL Campaign. No other action was taken and the matter was received and filed. D. ADJOURNMENT The Special Joint Community Foundation and Library Foundation Meeting was officially adjourned at 7:30 p.m. with all Members present except Dutton, Davies, Filippi, Leal and Sakala. Respectfully submitted, Melissa Morales Senior Administrative Secretary vw� y�Jat� Vivian Garcia Senior Administrative Secretary 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, May 14, 2007, in the Tri-communities 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 Bowne, Davies, Leal, Melillo, Sakala, Williams and Wimberly. Mayor Kurth,Council Member Michael,Deborah Clark,Library Director,Robert Karatsu,Assistant Library Director, Vivian Garcia, Administrative.Secretary and Jessica Torres, Library Assistant 1 were also present. B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS Bl. Administration of Oath of Office—Oath of Office was administered by Mayor Kurth to new members David Atkins and David Gonzalez. C. CONSENT CALENDAR Cl. Approval of Library Foundation Treasurer's Reports: March and April, 2007. MOTION: Moved by Member Davies to approve the Treasurer's Reports, seconded by Member Melillo, motion carried, 7-0-5 (with Akahoshi, Carrasco, Filippi, Howdyshell and Silver absent). C2. Approval of Minutes: March 12 and 26 (Atkins and Gonzalez abstained) and April 9,2007 (Atkins and Gonzalez abstained). Member Davies asked that on the minutes of March 12,page 4, item D3.c) School Sub-committee; Update by Member Davies. Unable to pass the minutes for March 12 due to a lack of quorum for the minutes. MOTION: Moved by Member Williams to approve the minutes with the changes noted, seconded by Member Sakala, motion carried, 7-0-5-2 (with Akahoshi, Carrasco, Filippi, Howdyshell and Silver absent). Library Foundation Board Minutes May 14, 2007 Page 2 D. LIBRARY DIRECTOR'S STAFF REPORTS D1. Status of Recommendation from Staff that the City Council be asked to approve that the Story Room of the Archibald Library is named for former Library Board Member and Library Foundation School Sub-committee Member Joyce Womack. Oral update by Library Director Deborah Clark. Member Akahoshi arrived at 6:15 p.m. Deborah Clark, Library Director, stated that City Council has requested the City Manager's staff create a city wide policy on naming rights to a room, building, etc. Mandi Aluzri, Deputy City Manager/Community Development Director,is currently working on a policy. The request will be reviewed after the policy is in place. E. BOARD BUSINESS El. PAL Campaign Reports: a) PAL Campaign Account Update. February and March, 2007 attached. b) PAL Campaign Events i) Library Telethon: Analysis of Telethon Event a. Production Elements. Conducted by Robert Karatsu, Assistant Library Director and Telethon Producer. Robert Karatsu, Assistant Library Director, stated that the Telethon went well. There were new elements added, Web cast, Pay Pal and the broadcast from the theatre. The popular programs were Bobby Sherman and Rod Gilfiy. He thanked the Members for their help, time and donations for Telethon 2007. Member Sakala stated that this Telethon was the most professional Telethon he has seen on television. Deborah Clark, Library Director, expressed her congratulations to Robert Karatsu and his team for a job well done. b. Financial Report. Conducted by Deborah Clark, Library Director and Telethon Executive Producer. Financial report on Telethon fund Library Foundation Board Minutes May 14, 2007 Page 3 raising income and expenditures will be available at the meeting. Deborah Clark, Library Director, reviewed the Financial Report with the Board Members. Member Sakala asked how this Telethon compared to Telethon 2004. Deborah Clark, Library Director, stated that staff will review this and bring the comparison back to the next meeting. She stated that the school donation for Telethon 2004 was around $38,000. The donation for this Telethon was lower. Deborah Clark, Library Director, did state that in the joint meeting to be held with the Community Foundation, the question needs to be addressed as to how often solicitations of our expositing donor base (shared by both Foundations) should occur. Once each year? Twice a year? She expressed concerns that once each year seemed the maximum number of times to "go to the well" soliciting for funds for the Cultural Center. Deborah Clark, Library Director, stated that staff's recommendation is to continue to offer the Telethon every other year. i. Approval of creation of a task force to raise $5,000 to meet the pledge made during the 2007 Telethon. Report attached. Presented by President Leal. MOTION: Moved by Member Wimberly to approve a Task Force,seconded by Member Gonzalez, motion carried, 10-0-4 (with Carrasco, Filippi, Howdyshell and Silver absent). ii) PAL Campaign Cabinet Meetings. Oral report by attendees. a. March meeting scheduled for March 28, 2007. c) Library Foundation Ad Hoc Sub-committee Reports i) School Sub-committee: Update by Member Akahoshi. Member Akahoshi reviewed with the Board Members on how the various schools are raising money in other ways to help with the budget cutbacks and programs that have been eliminated. This has affected their donation capabilities for the Telethon this year. She did state that all the schools were aware of the Library Card Drive. There were great volunteers who helped in getting the "word" out. Member Bowne stated that Amber Claflin did a great job. Deborah Clark, Library Director, thanked Novelty Printing for their donation of the mouse pads for the Telethon. Library Foundation Board Minutes May 14, 2007 Page 4 d) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made stories to share, etc. Oral reports were given by Members. F. IDENTIFICATION OF ITEMS FOR NEXT MEETING Fl. Accounting Practices on PAL F2. Adopt a Budget for 2007/2008. G. COMMUNICATIONS FROM THE PUBLIC None received. H. ADJOURNMENT MOTION: Moved by Member Williams to adjourn, seconded by Member Bowne, motion carried,10-0-4 (with Carrasco, Filippi, Howdyshell and Silver absent). The meeting adjourned at 7:02 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,August 13,2007,in the Tri-communities 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 Atkins, Bowne, Davies, Filippi, Gonzalez, Leal, Melillo and Williams. Deborah Clark, Library Director and Vivian Garcia, Administrative Secretary were also present. B. CONSENT CALENDAR BI. Approval of Library Foundation Treasurer's Reports: May, June and July, 2007. B2. Approval of Minutes: March 12, April 16, May 14, June 11 and July 9, 2007. Member Davies for deletion of page 13 from the Treasurer's Report for July 2007. Unable to pass the minutes for March 12, April 16 and May 14 due to a lack of quorum for the minutes. MOTION: Moved by Member Davies to approve the Consent Calendar with the changes noted, seconded by Member Melillo, motion carried, 8-0-4 (with Akahoshi, Carrasco, Sakala and Silver absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Staff Presentation on three successful grant applications: The Big Read ELF Grant Target Community Grant Deborah Clark, Library Director, stated that Library staff had applied for and had received notification that the Rancho Cucamonga Public Library was successful in obtaining three grants. First,The Big Read Grant for$40,000 from the National Endowment for the Arts. Second,the ELF Grant from the State Library for$6,000. Third, a Target Community Grant for $10,000. Library Foundation Board Minutes August 13, 2007 Page 2 The Library staff is working hard on accomplishing all the goals and commitments agreed to in the grant applications. D. BOARD BUSINESS D1. 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. After discussion, Member Davies nominated Bruce Bowne as President. Member Filippi nominated Paul Williams as Vice President. MOTION: Moved by Member Davies and Filippi for the nominations of President and Vice President,seconded by Member Melillo,motion carried,8-0-4(with Akahoshi,Carrasco,Sakala and Silver absent). D2. Approval of and Board Participation in Library Foundation Ad Hoc Sub-committees. Oral Presentation. Report Attached. Member Bowne removed himself from the House Raffle Committee. Member Atkins volunteered to be on the School/Youth Committee. Member Melillo volunteered to be on the Special Event& Marketing Committee. MOTION: Moved by Member Filippi to approve the changes for the Board Participation in Library Foundation Ad Hoc Sub-committees., seconded by Member Gonzalez,motion carried, 8-0-4 (with Akahoshi, Carrasco, Sakala and Silver absent). D3. Adoption of Library Foundation budget for 2007/08. Presentation by Deborah Clark,Library Director. Report attached. Deborah Clark, Library Director, review the budget with the Board. Member Bowne asked to have the Proposed Budget 2007/2008 under Revenues, Interest Earned, Page 36 to be updated. He also requested that more money be transferred into the LAIF account from the checking account. Library Foundation Board Minutes August 13, 2007 Page 3 Member Bowne requested that under Revenue Projected,Projected Personal Donations on Page 35 be increased to $21,900. MOTION: Moved by Member Williams to approve the adoption of the Library Foundation Budget for 2007/08 with the changes noted, seconded by Member Filippi, motion carried, 8-0-4 (with Akahoshi, Carrasco, Sakala and Silver absent). D4. Approval of Sponsorship of Volunteers for Mark Christopher Charity Classic Golf Tournament. Oral presentation by Deborah Clark, Library Director. Report attached. MOTION: Moved by Member Melillo to approve Sponsorship of Volunteers for Mark Christopher Charity Classic Golf Tournament, seconded by Member Atkins, motion carried, 8-0-4 (with Akahoshi, Carrasco, Sakala and Silver absent). D5. . Adoption of the Fiscal Year 2007-2008 PAL Campaign Budget. Presented by the PAL Campaign Cabinet: Ruth Leal and Paul Williams. Report attached. Member Williams reviewed the budget with the Board. Member Davies made the request that more money be moved into the LAIF account. MOTION: Moved by Member Davies to approve the adoption of the Fiscal Year 2007-2008 PAL Campaign Budget, seconded by Member Filippi, motion carried, 8-0-4 (with Akahoshi, Carrasco, Sakala and Silver absent). D6. PAL Campaign Reports: a) PAL Campaign Account Update. April, May and June, 2007 attached. b) PAL Campaign Events i) Library Telethon: Update from Telethon Production Committee Deborah Clark, Library Director, reviewed handouts with the Board on Telethon 2007. ii) PAL Campaign Cabinet Meetings. Oral report by attendees. a. July 11, 2007 President Leal and Member Williams reviewed the meeting with the Board. C) Library Foundation Ad Hoc Sub-committee Reports i) House Raffle Sub-committee: Update by Members. Member Williams stated that they sold $700,000 in tickets. Library Foundation Board Minutes August 13, 2007 Page 4 Member Gonzalez will be sending out to the Library Foundation Members an e-mail requesting them to volunteer for one week each by helping with promoting the House Raffle at local events. Such as Movies in the Park, Quakes Games, etc. Members can pass out flyers at the event. The Member will be responsible for the event during the week they volunteer for. d) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made stories to share, etc. Member Davies wished to convey her thanks in the City Councils recognition of the various Boards and Commissions. She enjoy the recognition dinner and the Volunteer Recognition Event Saturday at the Quakes game. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Report of Where Telethon Donations Will be Going E2. Story Room Naming Policy E3. Invitation to Members Howdyshell and Wimberly to attend the next Library Foundation Meeting Member Filippi left at 7:15 p.m. F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Williams to adjourn,seconded by Member Melillo,motion carried,7- 0-5 (with Akahoshi, Carrasco, Filippi, Sakala and Silver absent). The meeting adjourned at 7:20 p.m. Res ectfully submitted, Vivian Garcia Administrative Secretary 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, September 10, 2007, in the Tri-communities Room of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:04 p.m. Present were Members Akahoshi, Atkins, Bowne, Carrasco, Davies, Filippi, Gonzalez, Sakala, Silver and Williams. Deborah Clark, Library Director, Michelle Perera, Library Services Manager, Cara Vera, Senior Librarian and Vivian Garcia, Administrative Secretary were also present. ****** B. CONSENT CALENDAR Bl. Approval of Library Foundation Treasurer's Report: August, 2007. B2. Approval of Minutes: March 12, April 16, May 14, and August 13, 2007. Member Davies requested the time of adjournment be corrected on page 4 of the August 13 minutes. Unable to pass the minutes for March 12, April 16, May 14 and August 13, 2007, due to a lack of quorum for the minutes. MOTION: Moved by Member Silver to approve the Library Foundation Treasurer's Report for August, seconded by Member Akahoshi, motion carred, 10-0-2 (with Leal and Melillo absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Staff Presentation on"The Big Read"and Approval of Budget Amendment to donate$5,000 in Support of the Big Read project. Presented by"The Big Read"Team. Deborah Clark, Library Director, introduced Senior Librarian Cara Vera to the Library Foundation Board who presented a PowerPoint presentation on "The Big Read." In her presentation, she outlined the following upcoming events: October Kick-off Event Library Foundation Board Minutes September 10, 2007 Page 2 October 19 Speaker Charles Shields November 7-8 Theatre Production November 15 Evening with"Scout" Cara Vera, Senior Librarian, stated that most of the events will be held at the Paul A. Biane Library. The events are free to everyone. Some of the activities include book discussions, film screenings, school visits,favorite book contest and Video Magazine. She stated that further information can be found on the web-site, www.rcul.lib.ca.us/bigread and www.ranchobijuead.blogspot.com . MOTION: Moved by Member Davies to approve the donation of $5,000 from the Library Foundation Account in support of the Big Read project, seconded by Member Akahoshi, motion carried, 10-0-2 (with Leal and Melillo absent). D. BOARD BUSINESS DI. Developing a Work Plan for 2007/2008. Process to establish goals/priorities and brainstorm for activities the Library Foundation Board wishes to pursue during FY 2007/2008. Discussionibrainstorming led by President or his/her designee. Deborah Clark, Library Director, reviewed the report with the Board, stating that staff was looking for input from the Board on what directions they wished to pursue for fund raising and events this year. President Bruce Bowne stated that if the House Raffle is the number one priority at this time, perhaps the Direct Mail solicitation that would target new residents in Rancho Cucamonga start in April of 2008. Member Sakala suggested that any solicitations should be weaved in to the other priorities: such as House Raffle, since solicitations and direct mail pieces would have greatest impact now. Member Gonzalez asked for information on what has been done in the past. Member Filippi stated that he hopes to meet with Glenn Miller of the Victoria Gardens Mall to brainstorm. Once he has talked with his sub-committee, they will bring their ideas for potential fund raisers/events to the Library Foundation Board. The Library Director suggested that staff bring to the meeting next month a list of events and fundraisers that the Board has done in the past years, along with a statement of how much money each event brought to the Foundation. The Board agreed to table the discussion until next month. Library Foundation Board Minutes September 10, 2007 Page 3 D2. Update on Library Foundation Request Regarding Room Naming Rights for Joyce Womack. Oral report by Library Director, Deborah Clark. Deborah Clark, Library Director, updated the Library Foundation Board on the status of the Naming Rights for Joyce Womack. At this time current city policy is being reviewed by staff from the City Manager's office. The city staff involved are Pam Easter, Assistant City Manager, Mandi Aluzri, Deputy City Manager, Kevin McArdle, Community Services Director and Deborah Clark, Library Director. D3. PAL Campaign Reports: a) PAL Campaign Account Update. July, 2007, available at the meeting. b) PAL Campaign Events i) PAL Campaign Cabinet Meetings. Oral report by attendees. a. Update on Consultant for Board Development. Oral Report Member Williams stated that the PAL Campaign Cabinet did not meet since the last Library Foundation meeting. Deborah Clark, Library Director, stated that staff is waiting to receive a proposal from the Consultant for the Board Development. c) Library Foundation Ad Hoe Sub-committee Reports i) House Raffle Sub-committee: Update by Members. Member Atkins stated that there was a"boost" on the tickets on Friday, September 7. A promotion of a $20 gift card for Victoria Gardens was given for each ticket purchased and the public responded favorably. Member Atkins and Member Melillo sold 44 tickets in three hours. Member Gonzalez stated that the second early bird deadline is Monday, September 17. He asked that if anyone had fresh ideas, to let him know. d) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made stories to share, etc. None were mentioned at this time. Library Foundation Board Minutes September 10, 2007 Page 4 E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. List of past fundraisers and the amount donated to the events E2. Transfer of funds into the LAIF account, CDs, etc. F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by President Bowne to adjourn,seconded by Member Akahoshi,motion carried, 10-0-2 (with Leal and Melillo absent). The meeting adjourned at 7 p.m. Res V Respectfully submitted, Vivi Gazciaa � Administrative Secretary Approved: Library Foundation Strategic Thinking Process The information below is to provide you an outline of steps that the Library Foundation will be using to develop and share their thoughts for their Strategic Thinking Process. Steps 1 &2 as outlined below are for the Foundation Members to complete prior to their October 10°i Board meeting. We request that your completed information on the attached Worksheet be returned to staff by no later than Saturday, October 61h. You may mail, e-mail or fax your completed Worksheet to Deborah Clark at: Rancho Cucamonga Public Library, 7368 Archibald, Rancho Cucamonga, CA 91729; or to dclark@cityofrc.com; or by fax to(909)477-2721. Individual responses will be kept confidential. All responses will be recorded anonymously as submitted and will be presented to the full Board at your October 8'h Board Meeting. Purposes and Goals for Strategic Thinking Process • To "paint a picture" of the future success for the Library Foundation • To honestly assess the current strengths, weaknesses, opportunities and threats of the Library Foundation • To identify possible methods for addressing the Library Foundation's strengths, weaknesses, opportunities and threats in a positive manner • To identify short and long term strategies to enable the Library Foundation to succeed with the vision of the ideal future Step 1 — Describe the ideal vision of success for the Library Foundation for the next 5-10 years (see attached Worksheet) • Foundation Board Members to answer visioning exercise questions and return them to staff for compilation and distribution prior to the October 8 Board meeting. • Board Members will discuss the compiled results at the October 8 meeting and develop some consensus on a vision of success for the future. Step 2—Identify the current strengths, weaknesses, opportunities and threats of the Library Foundation (see attached Worksheet) • Library Board Members to complete the SWOT chart exercise and return it to staff for compilation prior to the October 8 Board meeting. • Board Members will discuss the compiled results and the October 8 meeting and develop some consensus on the SWOT list. Step 3 — Identify potential actions for each SWOT which would effectively move the Foundation towards the ideal vision of success • At the October 8 Board meeting, Members will discuss each SWOT and brainstorm potential actions relating to each issue which might have a positive impact on the future of the Foundation. All suggestions will be listed for consideration. • Following the brainstorming/listing of all ideas, Board Members may utilize a consensus building exercise and follow-up discussion to identify preferred actions for working with the SWOT list. Library Foundation Strategic Thinking Process Step 4— Identification of future strategies of the Library Foundation to accomplish the ideal vision of the future • At the October 10 meeting, or at a follow-up meeting if necessary, Board Members will utilize the vision for an ideal future and the identified SWOT action items to create a list of strategies to guide future planning. This discussion might be effective in smaller groups, with each group sharing their suggested strategies for consensus building with all Board Members. 2 Rancho Cucamonga Library Foundation Strategic Thinking Process Worksheet Describe your ideal vision of success for the Library Foundation for the next 5-10 years: 1. If the Library Foundation continues to successful, how will others describe the Foundation in 10 years? 2. How will the Foundation know if it is successful? Is it community involvement; money; leadership; publicity; other factors? 3. What are the specific goals for the Library Foundation for the next 5-10 years? 4. How can the Foundation Board evolve in the future to best represent and access the full community? 5. How do you see the relationship evolving between the City and the Library Foundation in the future? 6. What other elements are a part of your vision of the future for the Foundation? 7. For you as an individual, what will motivate you to be the most effective Board Member you can be in the future? Identify the current strengths, weaknesses, opportunities and threats of the Community Foundation. As identified in the Rancho Cucamonga Library Foundation's By-Laws, the purposes of the Library Foundation are as follows: • Aid and assist the Rancho Cucamonga Public Library in any manner which will benefit the Library and its programs and which will improve its potential to provide service to the citizens of the City of Rancho Cucamonga. • Undertake any programs or projects which will serve the purpose stated above... • Operate exclusively for charitable, literary, or educational purposes... • Encourage understanding and appreciation of the work of the Rancho Cucamonga Public Library Since April 2003, the Library Foundation together with the Rancho Cucamonga Community Foundation, have focused their efforts to raise funds in support of the Victoria Gardens Cultural Center. Given the current operations of the Library Foundation, Board Members are requested to share their opinions of the current Strengths, Weaknesses, Opportunities and Threats of the Community Foundation, using the table below. Strengths Weaknesses -What is the Foundation doing well? •What limitations does the Foundation have? •What unique resources does the Foundation have to draw on? •What could the Foundation improve on? -What do others see as the Foundation's strengths? -What are others likely to see as the Foundation's weaknesses? -Where does the Foundation have fewer resources than other organizations? 2 Opportunities Threats -What good opportunities are therefor the Foundation? -What threats do the Foundation's weaknesses expose them to? -What trends could the Foundations take advantage of? -What trends could harm the Foundation? -How can the Foundation tum their strengths into opportunities? •What are other organizations doing that the Foundation can not do? 3