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Home My WebLink About08/01/14 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. January 14, 2008 Tri-communities Room City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 *r* City Councilmembers Donald J. Kurth, M.D., Mayor Diane Williams, Mayor Pro Tem Rex Gutierrez, Councilmember L. Dennis Michael, Councilmember Sam Spagnolo, Councilmember Foundation Members Bruce Bowne, President Paul Williams, Vice President Teresa Akahoshi, Member David Atkins, Member Rebecca Davies, Member Gino Filippi, Member David Gonzalez, Member Ruth Leal, Member Dominic Melillo, Member Ron Sakala, Member Gilda Silver, 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 V�Ln.Ln" /U� a�F1 at 3p 6t& , I posted a true and correct copy of the meeting agenda dated JAlivavre N, a(�8 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 at Rancho Cucamonga . DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: Vivian Garcia, Administrative Secretary City of Rancho Cucamonga 8 LIBRARY FOUNDATION BOARD AGENDA JANUARY 149 2008 1 RANCHO CUCA.MONGA A. CALL TO ORDER 1. Roll Call: Akahoshi Atkins , Bowne Davies , Filippi Gonzalez , Leal Melillo Sakala Silver and Williams 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: 4 September, October, November and December 2007. 2. Approval of Minutes: October 8, November 12 and December 22 10, 2007. 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. Staff Presentation on "Where We've Been 2007: Where We're Going 2008." Presented by Library Services Manager Michelle Perera. D. BOARD BUSINESS The following items have been requested by the Library Foundation Board for discussion. They are not public hearing items, although the President may open the meeting for public input. 1. PAL Campaign Account Update. August, September and 27 October 2007 attached. 2. Pal Campaign Cabinet Update: Report on the PAL Campaign 33 Cabinet Meeting held December 12, 2007, at 4 p.m. Presentation and discussion led by Cabinet Members Paul Williams, Bruce Bowne and Ruth Leal. The Draft Minutes are attached. 3. PAL House Raffle Committee Report: Presented by Raffle Committee members. LIBRARY FOUNDATION BOARD AGENDA JANUARY 14, 2008 2 RANCHO CUCAMONGA 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, January 10, 2008, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. STAFF REPORT LIBRARY SERVICES DEPARTMENT RANCHO Date: January 14, 2008 C,UCAMONGA To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Treasurer's Report— September 2007 CASH REPORT BEGINNING MTD MTD ENDING September, 2007 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $76.935.37 $2,328.72 ($5,000.00) $74,264.09 Archibald Children's Books Endowment $40.000.00 $40,000.00 Victoria Gardens Books $83,125.00 $83.125.00 Adult Literacy $18.985.00 $18.985.00 Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $224.045.37 $2,328.72 ($5,000.00) $221.374.09 LAW Account: $126,339.66 Bank of America Account $95,034.43 Total Library Foundation Holdings: $221,374.09 Revenues Received: Interest Earned: $ 3.72 General Fund Rental Check: $ 750.00 General Fund Telethon Donations $ 0.00 General Fund Grapevine Donations $ 5.00 General Fund CMC Fontana Steel $ 1,500.00 General Fund Abbott Laboratories Empl. Giv. $ 70.00 General Fund TRFASURHR'S Ri..rowr-SeTTvn+nr,R Pncii 2 JANUARY 14,2008 Expenditures: City of Rancho Cucamonga (Big Read Donation) $ 5,000.00 General Fund Rancho Cucamonga Public Library Foundation CASH REPORT SEPTEMBER 2007 , Beginning Balance $224,045.37 Deposits 9/11/2007 750.00 9/13/2007 1,575.00 2,325.00 Bank of America- Interest 3.72 Less Checks #1243 (5,000.00) City of Rancho Cucamonga-'Big Read' Donation (5,000.00) $ 221,374.09 Statement Ending Balance $ 95,034,43 Deposits in Transit _ Less Outstanding Checks Investments- LAIF 126,339.66 Adjusted Bank Balance $ 221,374.09 BankofAmerica H Your.,Bank .of America Business Interest 0626 P P Checking Statement H 1-4 _ Statement Period: - 7 - i r -. August 30 through-September 26,2007 1 Account Number RANCHO CUCAMONGA 'PUBLIC LIBRARY 'FOU -At Your-Service - 10500 CIVIC CENTER OR Call:951.686.2590 • , , ..� - RANCHO-'CUCAMONGA - CA 91729 - -- ---- - - 1 Written Inquiries Bank of America i i Riverside Main Office i Box 37176;; 1 San Francisco;CA 94137-0001 • - Customer since 1977.•. ---" '"- - -- -' - -' - - -- -- -'-- - -- Bank,ofAmerlca-appreciates-your _ - --business.and we enjoy serving you, —1 ..a , . Our free Online Banking service allows you`tocheck balances, track accc:ou.nt activity;psi bills and more. With Online'Benking you can also view up to 18 months of this statement online._ Enroll qtmWW.ka,nkofamerica.com/smalibusiness. ❑ Summary of Your Business Infere_sfChe_cking.Account Beginning Balance on 08/30/07 $97,705:71 Annual Percentage Yield earnbd•this period 0.05% Total Deposits.and Other Credits, + 2,325.00, , . Interestpaid year-to�daler $28.31 Total Checks,Withdrawals, Number of checks paid• Transfera,Account Fees -5,000.00 Number of electronic checks paid 0 Interest Paid + 3.72 j Number of 24 Hour Customer Service Calls Ending Balance $95,034.43 Self-Service 0 Assisted 0 ❑ Important Information About Your Account Based on the minimum balance you've maintained in this account, your monthly service j charge has been waived. ❑ Bank of America News $50 for you. $50 for a friend. Recommend Bank of America business checking, and when the person you refer opens their new account, you can each get$50.The more you refer, the more$50 rewards you can get.Visit bankofamerica.com/businessbonus, or ask a representative for details today. ❑ Deposits ! Number Date Posted Amount Number Date Posted Amount ! 09/11 $750.00 Totel of 2 deposits $2,325.00 09/13 1,575.00 i a 1 Continued on next page oao214e.001.221.e California Page 1 of R-Ytl PI H RANCHO CUCAMONGA PUBLIC LIBRARY FOU Statement Period:August 30 through September 26, 2007 Account Number. ❑ Checks Paid Date Paid Number Amount 09/18 1243 $5,000.00 , r ❑ Account Activity Date Posted Description Reference Number Amount Interest Paid 109/26 Interest Paid from 08/30/07 Through 09/26/07 1 $3.72 i ❑ Daily Balance t Data Amount Date Amount Date Amount i 09/11 $ 88,455.71 09/18 95,030.71 09/13 100,030.71 09/26 95,034.43 i 13 Bank of America; In Balance To assist you in reconciling your account, we have provided the following summary information. A reconciliation worksheet is printed on the reverse of this page. • Your ending balance from this statement............................................................................................................................$95,034.43 • Add Interest paid to your checkbook register...............................................................................................................................3.72 i 1 0002149.002221.8 California Page 2 of 4 .i STAFF REPORT - LIBRARY SERVICES DEPAMIENT RANCHO Date: January 14, 2008 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Treasurer's Report— October 2007 CASH REPORT BEGINNING MTD MTD ENDING October, 2007 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $74,264.09 $3,017.19 ($2,476.24) $74,805.04 Archibald Children's Books Endowment $40.000.00 $40,000.00 Victoria Gardens Books $83,125.00 $83,125.00 Adult Literacy $18.985.00 $18.985.00 Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $221.374.09 $3,017.19 ($2,476.24) $221,915.04 LAW Account: $128,000.50 Bank of America Account $93,914.54 Total Library Foundation Holdings: $221,915.04 Revenues Received: Interest Earned: $ 4.32 General Fund Rental Check: $ 750.00 General Fund Telethon Donations $ 15.00 General Fund Grapevine Donations $ 15.00 General Fund To Kill a Mockingbird Donations $ 572.03 General Fund Tm,.AsuRER°s RiA,owr-OCTOBER PAGE 2 JANUARY 14,2008 Expenditures: Deborah Clark (reimb. For Board gifts $ 103.50 General Fund City of Rancho Cucamonga (Laptop Project) $ 2,372.74 General Fund Rancho Cucamonga Public Library Foundation CASH REPORT OCTOBER 2007 Beginning Balance $221,374.09 Deposits 10/4/2007 10.00 10/8/2007 760.24 10/15/2007 20.00 10/24/2007 419.79 10/24/2007 67.00 10/25/2007 75.00 1,352.03 Bank of America-Interest 4.32 LAIF-Interest 1,660.84 Less Checks #1244 (103.50) Deborah Clark-Rmb.Gifts to Past Members #1245 (2,372.74) City of Rancho Cucamonga-LoJack&Filters for Laptops (2,476.24) $ 221,915.04 Statement Ending Balance $ 94,018.04 Deposits in Transit - Less Outstanding Checks #1244 (103.50) Investments-LAIF 128,000.50 Adjusted Bank Balance $ 221,915.04 Bank of America H Your Bank of America Business Interest _ 0628 P P Checking Statement H 1-4 Statement Period: September 27 through October 29,2007 _ Account NumbeC40004MM RANCHO CUCAMONGA PUBLIC LIBRARY FOU At Your Service 10500 CIVIC CENTER OR Call: 951.686.2590 RANCHO 'CUCAMONGA CA 91730-3801 Written Inquiries _ Bank of America Riverside Main Office PO Box 37176 San Francisco, CA 94137-0001' Customer since 1977 Bank of America appreciates your — business and we enjoy serving you. Our free Online Banking service allows you to check balances, track account activity, pay bills and more. With Online Banking You can also view up to 18 months of this statement online. Enroll at www.bankofamerica.com/smallbusinws. ❑ Summary of Your Business Interest Checking Account Beginning Balance on 09/27/07 $95,034.43 Annual Percentage Yield earned this period 0.05% Total Deposits and Other Credits + 1,352.03 Interest paid year-to-date $32.63 Total Checks,Withdrawals, Number of checks paid 1 Transfers, Account Fees -2,372.74 Number of electronic checks paid 0 Interest Paid + 4.32 Number of 24 Hour Customer Service Calls Ending Balance $94,018.04 Self-Service 0 Assisted 0 ❑ Important Information About Your Account Based on the minimum balance you've maintained in this account, your monthly service charge has been waived. ❑ Bank of America News Following the successful sponsorship of Arts in Latin America, Bank of America is proud to again sponsor an exhibition at LACMA. Bank of America is excited to sponsor SoCal: Southern California Art of the 1960's and 70's from LACMA's Collection from August 30th through March 1st. For more information visit www.lacma.org , An introductory 0% rate is just the beginning. Call 1-688-663-6262 today to request the Platinum Visa Business card&receive all the great benefitsl ❑ Deposits Number Date Posted Amount Number Date Posted Amount 10/04 $ 10.00 10/24 67.00 10/09 760.24 70/24 419.79 10/75 20.00 10/25 75.00 Continued on next page 0002223.01.221.6 California Page i of 4 R.,d.Papp / H RANCHO CUCAMONGA PUBLIC LIBRARY FOU Statement Period: September 27 through October 29, 2007 Account Number.iii ❑ Deposits Continued Number Date Posted Amount Number Date Posted Amount Total of 6 deposits $1,382.03 1 F ❑ Checks Paid Data Paid Number Amount 70/29 1245 $2,372.74 ❑ Account Activity Dale Posted Description Reference Number Amount j Interest Paid 10/29 1 Interest Paid from 09/27/07 Through 10/29/07 $4,32 ❑ Dally Balance Data Amount Date Amount Date Amount 10/04 $95,044.43 10/15 95,024.67 10/25 96,386.46 10/09 95,804.67 10/24 96,311.46 10/29 94,018.04 ❑ Bank of America: In Balance To assist you in reconciling your account, we have provided the following summary information. A reconciliation worksheet is printed on the reverse of this page. • Your ending balance from this statement............................................................................................................................$94,018.04 • Add interest paid to your checkbook register...............................................................................................................................4.32 1 0002223.002.221.11 California Page 2 of 4 STAFF REPORT 1,IBR:IRS SERVICE$DFBARI\IFN: RANCHO Date: January 14, 2008 CtiCAMONGA To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Treasurer's Report— November 2007 CASH REPORT BEGINNING MTD MTD ENDING CASH November, 2007 BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $74,805.04 $824.32 10.00 $75.619.36 Archibald Children's Books Endowment $40.000.00 $40.000.00 Victoria Gardens Books $83.125.00 $83.125.00 Adult Literacy $18,985.00 $18,985.00 Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $221.915.04 $824.32 10.00 $222,729.36 LAW Account: $128,000.50 Bank of America Account $94,728.86 Total Library Foundation Holdings: $222,729.36 Revenues Received: Interest Earned: $ 3.87 General Fund Rental Check: $ 750.00 General Fund Telethon Donations $ 15.00 General Fund Grapevine Donations $ 45.00 General Fund To Kill a Mockingbird Donations $ 6.00 General Fund Vending Machine (Paul Biane) $ 19.45 General Fund Tm.;,AsUiwWs RETORT—NOVEMBER PAGI?2 JANUARY 14,2005 Expenditures: Franchise Tax Board (Filing fee) $ 10.00 General Fund Rancho Cucamonga Public Library Foundation CASH REPORT NOVEMBER 2007 Beginning Balance $221,915.04 Deposits 11/6/2007 18.00 11/13/2007 27.00 11/19/2007 750.00 11/20/2007 25.45 820.45 Bank of America- Interest 3.87 Less Checks #1246 (10.00) Franchise Tax Board-Filing Fee $ 222,729.36 Statement Ending Balance $ 94,728.86 Deposits in Transit - Less Outstanding Checks - Investments-LAIF 128,000.50 Adjusted Bank Balance $ 222,729.36 BankofAmelrica ®®i' H Your Bank of America Business Interest 0628 P P Checking Statement _ H 1-4 Statement Period: _ October 30 through November 28, 2007 ��n ut��urin��t�lmnl�rin�r�lnnnlll�iuj�m�n�rl Account Number: RANCHO CUCAMONGA PUBLIC LIBRARY FOU At Your Service 10500 CIVIC CENTER DR Call: 951.686.2590 RANCHO CUCAMONGA CA 91730-3801 Written Inquiries Bank of America Riverside Main Office PO Box 37176 San Francisco, CA 94137.0001 Customer since 1977 Bank of America appreciates your business and we enjoy serving you. Our free Online Banking service allows you to check balances, track account activity, pay bills and more. With Online Banking you can also view up to 18 months of this statement online. Enroll at www.bankofamerica.com/smalibusiness. ❑ Summary of Your Business Interest Checking Account Beginning Balance on 10/30/07 $94,018.04 Annual Percentage Yield earned this period 0.05% Total Deposits and Other Credits + 820.45 Interest paid year-to-date $36.50 Total Checks, Withdrawals, Number of checks paid 2 Transfers, Account Fees - 113.50 Number of electronic checks paid 0 Interest Paid + 3.87 Number of 24 Hour Customer Service Calls Ending Balance $94,728.86 Self-Service 0 Assisted 0 ❑ Important Information About Your Account Based on the minimum balance you've maintained in this account, your monthly service charge has been waived. ❑ Bank of America News Following the successful sponsorship of Arts in Latin America, Bank of America is proud to again sponsor an exhibition at LACMA. Bank of America is excited to sponsor SoCal: Southern California Art of the 1960's and 70's from LACMA's Collection from August 30th through March 1st. For more information visit www.lacma.org. An introductory 0% rate is just the beginning. Call 1-888-663-6262 today to request the Platinum Visa Business card & receive all the great benefits! ❑ Deposits Number Date Posted Amount Number Date Posted Amount 11/06 $ 18.00 11/20 25.45 11/13 27.00 Total of 4 deposits $820.45 11/19 750.00 Continued on next page 0002142.001.221.0 California Page 1 of 4 Rtt .Palo: H RANCHO CUCAMONGA PUBLIC LIBRARY FOU Statement Period: October 30 through November 28, 2007 Account Number: ❑ Checks Paid " Gap In sequential check numbers. Date Paid Number AmountDate Paid Number Amount 11/13 1244 $ 103.50 Total of 2 Checks Paid $113.50 11/14 1246 10.00 ❑ Account Activity Dale Posted Description Reference Number Amount Interest Paid 11/28 Interest Paid from 10/30/07 Through 11/28/07 $3.87 ❑ Daily Balance 1 Dole Amount DateAmount Dole Amount 11/06 $ 94,036.04 11/14 93,949.54 11/20 94,724.99 11/13 93,959.54 11/19 94,699.54 11/28 94,728.86 ❑ Bank of America: In Balance To assist you in reconciling your account, we have provided the following summary Information. A reconciliation worksheet is printed on the reverse of this page. • Your ending balance from this statement............................................................................................................................$94,728.aG • Add interest paid to your checkbook register...............................................................................................................................3.87 0002142.002.221.0 California Page 2 of 4 STAFF REPORT ; LIBRARY SERVICES DEPARTMENT RANCHO Date: January 14, 2008 C,UCAMONGA To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Treasurer's Report— December 2007 CASH REPORT BEGINNING MTD MTD ENDING December, 2007 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $75.619.36 $918.82 $76,538.18 Archibald Children's Books Endowment $40,000.00 $40.000.00 Victoria Gardens Books $83.125.00 $83,125.00 Adult Literacy $18.985.00 $18.985.00: Ooeratino Reserve Fund $5,000.00 $5,000.00, TOTAL $222,729.36 $918.82 $0.00 $223.648.181 LAIF Account: $128,000.50 Bank of America Account $95,647.68 Total Library Foundation Holdings: $223,648.18 Revenues Received: Interest Earned: $ 3.87 General Fund Rental Check: $ 750.00 General Fund Abbott Lab-Emp. gift $ 60.00 General Fund Grapevine Donations $ 5.00 General Fund Reimb. Konica Minolta $ 54.04 General Fund Donation Box (Archibald) $ 41.00 General Fund Expenditures: None 01/02/2008 15:20 9094772845 CITY OF RC PAGE 02/03 Rancho Cucamonga Public Library Foundation CASH REPORT DECEMBER 2007 Beginning Balance $222,729.36 Deposits 12/3/2007 46.00 12/11/2007 60.00 12/17/2007 750.00 12/18/2007 54.04 12/20/2007 5.00 915.04 Bank of America - Interest 3.78 Less Checks - $ 223,648.18 s Statement Ending Balance $ 95,647.68 Deposits in Transit - Less Outstanding Checks - Investments - LAIF 128,000.50 Adjusted Bank Balance $ 223,648.18 01/02/2008 15:20 9094772845 CITY OF RC PAGE 03/03 Bankof America H Your.:Barik'of Afinenta Business.'IntemsE — 9eaa 0 P Checiling SftteMdht Stdleirierit Failte: flovertmber29 through*Deoember 27;20117 .: Iltluudlloi6dhlhnr.IliL.IdL�w.�llll�,.11tid�d�l Atbb=Kd~b WNMdM P RANC140 CUCAMON" PUBL10 LIBRARY FOU At YourSelvkv 10500 CIVIC CENTER".DR . Call:9$iAlI :2690 RANCHO GUCAMONOA CA 91730-3801 WrhtenlnquiHes ' .. _. . . .. - gartk'of Airie�i8a . Riverside Main Of ice 9&(Fra dsbo,CA 94137.0001 .......... . .. Costo _ . — BahtCtffJ4fileiitCl $ cr ar"iif:vra enjoy ng-You. OUFfree Online Senting service a1116*6 ycu.tb check'boldhoft track account aedvity, pay bilis and*tdfd. 9Yhfi OhiiH�'Bailktng yob can also view up to 19 I mths of this-staternent valine. Enroll at www.banbofaMerkacondsmalibusiness .: 13 :lalminary of Your OUsines9 Itttlre9t Checking Account Beginning Baldnod bit 11/29/07 $94;72cse Annual Percentage Yield earned tins period 0.05%. Total Deposits and OOter Credits + 915.04 Interest paid year-to.-date $40.28 Interest Paid + 3.78 Number of electronic checks paid 0 Ending Balance $95,947:68 Number of 24 Hour Customer Service Calls Selfserwce 0 Assisted 0 O Nnpalft t Infanhatlbn Abbdt Your Account Effective With'statement periods-beginning on or after February 1, 2008, the following chaOther ddeebits is$0.40 perr train ssactionn In 0XOesa of0acaduft-The fee far che6ks paid and. 100 transactions per statement perlod: The fab for Check Enclosure Service is 45.Them is no foe for Check Sarekeepthg Sprvica or Check Image Service. Callus for more information an how you can avoid this fee.These ch'aPlpcs ttrhand ynufBusiabb Sdhwule of Pesti. PI&eee call Cumbnier.S&rvi6e If.M hft" any questions.We value your businese and our associates will-ba nappy to assist you. Based.on the mirdrnuih balance' u ve maintaineif irr4his eoaomit — - - -- oherpa lids been waived Y°�+ fil'y.servica 4 Dcprfgks Number Date t'oeted Amoum Number bete Posted AMeum 1103 3 48:00 12118 54.04 12/11 80.00 WE 5.00 12/117 73Dt00 F '016 deposits "10.04 Continued an next page scf97st.ost.tRl.e Califbrnla fop I of3 STAFF REPORT - LIBRARY SERVICES DEPART\IHNT f RANCHO Date: January 14, 2008 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 October 8, November 12 and December 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: ne. Sin erel QQaJJ Deborah Kaye Clark Library Director CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Adjourned Meeting A. CALL TO ORDER An adjourned meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday,October 8,2007, in the Tri-communities Room of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:30 p.m. Present were Members Atkins, Bowne, Davies, Filippi, Gonzalez, Silver and Williams. Frances Howdyshell and Ravenel Wimberly of the Planning Commission, Jackie Amsler of the Library Board, Deborah Clark, Library Director, Michelle Perera, Library Services Manager and Vivian Garcia, Administrative Secretary were also present. B. ITEMS OF BUSINESS Bl. Approval of Minutes: March 12, April 16, May 14, August 13 and September 10, 2007. MOTION: Moved by Member Davies to approve the minutes, seconded by Member Silver,motion carried, 7-0-4 (with Akahoshi, Leal, Melillo and Sakala absent). B2. Strategic Thinking Process Session Presentation by Library Director Deborah Kaye Clark Deborah Clark, Library Director,assisted by Michelle Perera,Library Services Manager,delivered a PowerPoint presentation on the responses from some of the Members based on the questions for the Strategic Thinking Process Worksheet sent out in the agenda packet. After discussion among the Members, the following motion was made: MOTION: Moved by Member Filippi,that the Library Foundation Board make the recommendation to end the original partnership agreement with the Community Foundation for the PAL Campaign, seconded by Member Silver,motion carried, 7-0-4(with Akahoshi,Leal,Melillo and Sakala absent). C. COMMUNICATIONS FROM THE PUBLIC None received. Library Foundation Board Minutes October 8, 2007 Page 2 D. ADJOURNMENT MOTION: Moved by Member Atkins to adjourn,seconded by Member Silver,motion carried,7-0-4 (with Akahoshi, Leal, Melillo and Sakala absent). The meeting adjourned at 7:35 p.m. Re�pgctbmitted, Vculta- Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA LIBRARY FOUNDATION BOARD Adjourned Meetine A. CALL TO ORDER An adjourned meeting of the Rancho Cucamonga Library Foundation Board was scheduled for Monday, November 12, 2007, at 6:00 p.m. in the Tri-communities Room at the City of Rancho Cucamonga, located at 10500 Civic Center Drive Rancho Cucamonga, California. The meeting was canceled. Respectfully submitted, Imo-- llq Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA LIBRARY FOUNDATION BOARD Adioumed Meeting A. CALL TO ORDER An adjourned meeting of the Rancho Cucamonga Library Foundation Board was scheduled for Monday, December 10, 2007, at 6:00 p.m. in the Tri-Communities Room at the City of Rancho Cucamonga, located at 10500 Civic Center Drive Rancho Cucamonga, California. The meeting was canceled. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: PAL CASH REPORT AUGUST 2007 Beginning Cash Balance $ 1,056,139.90 Deposits 8/7/2007 100,092.00 8/8/2007 6,700.00 106,792.00 Deposit to LAIF (1,000,000.00) Merchant Service Fees (61.49) (40.00) (101.49) Merchant Service Fee Credit 61.49 Less Checks #2094 (150.00) Dwight Osborne-Brick Refund #2095 (92.00) V.G.Cultural Ctr-Thank You Gift-BoW Christi Gordon (242.00) Ending Cash Balance 162,649.90 Checking Account Balance $ 162,649.90 Less Outstanding Checks - Adjusted Bank Balance . $ 162,649.90 Pat Laif Investment through RCCF-$2,495,838.34 Pal Total Account Balance-$2,658,488.24 Bankof America 1%j H - BANK OF AMERICA, N.A. Account Number 1655 GRANT STREET BLDG A-10TH FLOOR 01 01 154402 E_ CONCORD, CA 94520-2445 Last Statement: 07/31/2007 This Statement: 08/31/2007 Customer Service RANCHO CUCAMONGA COMM. FOUNDATION 1-888-400-9009 RANCHO CUCAMONGA LIBRARY FOUNDATION DBA PAL CAMPAIGN Page 1 of 2 10500 CIVIC DR P. O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 i NON-PROFIT CHECKING _ Account Summary Information Statement Period 08/01/2007 - 08/31/2007 Statement Beginnin Balance 1,056,139.90 Number of Deposits/Credits 3 Amount of DepositsCredits 106,853.49 Number of Checks 2 Amount of Checks 242.00 Number of Other Debits 3 Amount of Other Debits 1,000,101.49 Statement Ending Balance 162,649.90 Number of Enclosures 2 Service Charge .00 Deposits and Credits Date Customer Bank Posted Reference Amount Description Reference 08/02 61 .49 aRjPb-Adjustments : Reversing Merchant Fees for Jul23302460000957 1y07 08/09 6,700.00 CA VAULT DEPOSIT 152105560148588 08/09 100,092.00 CA VAULT DEPOSIT 152105560148585 Withdrawals and Debits Checks Check Date Bank Check Date Bank _Number Amount Posted Reference Number Amount Posted Rene ence 2094 150. 00 08/08 6360559010 2095 92.00 08/23 6560934486 Other Debits Date Customer Bank Posted Reference Amount Description Reference 08/01 61 .49 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 12013404405 INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825000721201340440507080127 08/09 1,000,000.00 Bank Adjustment FUNDS TRANSFER DEBIT 04503040277 08/31 FDES NNF 0001304 NBKMIJH 40.00 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 43010941479 INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825000724301094147A07083127 Daily Balances Date Ledrer Balance Collected Balance Date Led er Balance Collected Balance 07/31 1,056,139.90 1,055,783.17 08/10 162,781.90 57,531.90 08/01 1,056,078.41 1,055,746.68 08/13 162,781 .90 162,781.90 08/02 1,056,139.90 1,056,139.90 08/23 162,689.90 162,689.90 08/08 11055,989.90 11055,989.90 08/31 162,649.90 162,649.90 08/09 162,781 .90 56,181.90 P¢cytl Pamr PAL CASH REPORT SEPTEMBER 2007 Beginning Cash Balance $ 162,649.90 Deposits - Merchant Service Fees - Merchant Service Fee Credit 40.00 Less Checks #2096 (753.17) Copies& Ink-Marketing Appeal Flyer #2097 (1,851.15) Alphagraphics-Marketing Mural Brochure #2098 (2,277.78) Fund Raiser, Ltd. - Bricks for Donor Brick Wall (4,882.10) Ending Cash Balance 157,807.80 Checking Account Balance $ 160,085.58 Less Outstanding Checks #2098 (2,277.78) Adjusted Bank Balance $ 157,807.80 Pal Laif Investment through RCCF- $2,495,838.34 Pal Total Account Balance- $2,653,646.14 BankefAmer@ca BANK OF AMERICA, N.A. Account Number 1655 GRANT STREET BLDG A-10TH FLOOR 01 01 147271 ON W2 CONCORD; CA 94520-2445 Last Statement: 08/31/2007 This Statement: 09/28/2007 Customer service 1-888-400-9009 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 09/01/2007 - 09/28/2007 Statement Beginning Balance 162,649.90 r. Number of Deposits/ .edits- 1 -Amount of Deposits/Credits 1 40,.00_ Number of Checks 2 Amount of Checks 2,604.32 Number of Other Debits 0 Amount of Other 'Debits .00 Statement Ending Balance 160,085.58 Number of Enclosures 2 Service Charge .00 Deposits and Credits Date Customer Bank Posted Reference Amount Descriution Reference 09/05 40.00 aSBRe-Adjustments : Reversing Merchant Fees for Au123302460000983 gust 2007 Withdrawals and Debits Checks Check Date Bank Check Date Bank Number Amount Posted Reference Number Amount Posted Reference 2096 753.17 09/28 5560295090 2097 .1,851.15 09/21 4560343658 Daily Balances Date Ledger Balance Collected Balance Date Ledger Balance Collected Balance 08/31 162,649.90 162,649.90 09/21 160,838.75 160;838.75 09/05 162,689.90 162,689.90 09/28 160,085.58 160,085.58 Re Id.d Paaw PAL CASH REPORT OCTOBER 2007 . Beginning Cash Balance $ 157,807.80 Deposits 10/3/2007 10,000.00 10/11/2007 9,747.59 10/31/2007 12,290.62 32,038.21 Merchant Service Fees (40.00) Merchant Service Fee Credit 40A0 Less Checks #2099 (656.25) Fund Raisers-Deposit Brick Order #2100 (57.14) Metal Decor-Donor Wall Nameplates #2101 (231.00) City of Rancho Cucamonga-BofA Sponsorship #2102 (700.00) City of Rancho Cucamonga-BofA Sponsorship (1,644.39) Ending Cash Balance 188,201.62 Checking Account Balance $ 176,842.00 Deposit in Transit 12,290.62 Less Outstanding Checks #2101 (231.00) #2102 (700.00) (931.00) Adjusted Bank Balance $ 188,201.62 Pal Laif Investment through RCCF-$2,523,084.75 Pal Total Account Balance-$2,711,286.37 Bank of America —%j BANK OF AMERICA, N.A. Account Number. 1655 GRANT STREET BLDG A-lOTH FLOOR 01 01 154908 CONCORD, CA 94520-2445 Last Statement: 09/28/2007 This Statement: 10/31/2007 Customer Service 1-888-400-9009 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 09/29/2007 - 10/31/2007 . Statement 'Beginnin Balance 160;085.58 Number of Deposits/Credits 4 Amount of 'Deposits/Credits 19,787.59 Number of Checks 3 Amount of :Checks 2,991.17 Number of Other Debits 1 Amount of Other Debits . 40.00 Statement Ending Balance 176,842.00 Number of Enclosures 3 Service Charge .00 Deooslis and Credits Date - Customer Bank Posted Reference Amount Descri t'on Reference 10/02 40.00 aSYxA-Adjustments : Reversing 'Merchant Fees for. Se123302460001101 10/04 10,000.00 p0 A7VAULT DEPOSIT 152106560455571 10/12 100.00 BOFA MS 1922 DES:MERCH SETL ID:43013231359104153338500083278i INDN:PAL CAMPAIGN CO ID:1210001922 -CCD 10/16REF:00145951338712110825000728500083278807101222 9,647.59 CA VAULT DEPOSIT 152106660303131 Withdrawals and Debits Checks Check Date Bank Check Date Bank Number Amount Posted Reference Number Amount Posted Reference 2098 2,277.78 10/01 0892222769 2100 57.14 10/31 1392679872 2099 656.25 10/30 1092797225 Other Debits Date Customer Bank Posted Reference Amount Description Reference 10/01 40.00 BOFA MS .1922 DES:MERCH FEES ID:430132313591041 - 74009089899 INDN:PAL CAMPAIGN CO ID:3210003922 CCD REF:0014595133871211.08250007274009089899071.00127, Dail Balances Date Ledger Balance Collected Balance Date Ledger Balance Collected Balance 09/28 160,085.58 160,085.58 10/16 177,555.39 168,517.80 10/01 157,767.80 157,767.80 10/17 177,555.39 173,517.80 10/02 157;807.80 157,807.80 10/18 177,555.39 177,525.39 10/04 167,807.80 157,807.80 10/19 177,555.39 177,555.39 10/09 167,807.80 167,807.80 10/30 176,89914 176,899.14 10/12 167,907.80 167,907.80 10/31 176,842..00 176,842.00 ft CyCW Pap r PAL Campaign Cabinet Meeting DATE: December 12, 2007 TIME: 4:00 p.m. PLACE: DeAnza Conference Room ATTENDEES: Cabinet: Bruce Bowne, Harvey Cohen, Ruth Leal, Tony Mize, Dave Parker and Paul Williams. Staff: Debi Clark, Kevin McArdle, Francie Palmer, Paula Pachon and Melissa Morales AGENDA ITEMS: 1, Update on status of PAL Campaign collaborative efforts— Paul informed the Cabinet of the October 81" action by the Library Foundation to end the original partnership agreement with the Community Foundation regarding the campaign. He explained reasons included the need for more independence and decision making on fundraising efforts and how monies are used. Bruce added that the action would also allow the Board to move forward in other areas. Kevin updated the Cabinet on the goal setting session held by the Community Foundation in November which included their direction to the Community Foundation PAL Cabinet Members to address the logistics of ending the partnership of the Foundations and future of the PAL Campaign at the December PAL Cabinet meeting. 2. Status of PAL Campaign Fund,, Kevin distributed a PAL Financial Summary Report which included up-to-date information on pledge amounts in the Construction, Endowment, Library Material, Performing Arts and Planned Giving Funds and In-Kind Donations. Discussion ensued on how endowment fund and program fund monies should be allocated. Debi suggested consideration of splitting the endowment fund 50-50 but to separate into a separate endowment fund for each Foundation. Kevin polled the Cabinet members on their support of Option B listed on the agenda to "split the endowment fund up between the two Foundations for each to have it's own endowment fund". All of the members present concurred. The Cabinet concurred that the monies are to be split as follows: current monies in Endowment Fund ($1,768,127) to be split equally for each of the Foundations, $150,000 seed money from the 2006 PAL House Raffle to be split evenly for each of the Foundations and the anticipated $150.000 net for the 2007 PAL House Raffle (as reported by Paul) to be split equally between the two Foundations. 3. Future of the PAL Campaign Tony expressed support of a complete split of the funds. Debi expressed concern with splitting the funds of donors that earmarked their donation towards the endowment. Kevin asked the Cabinet to consider whether to keep the Campaign and if so, consider that the individual Boards keep monies specifically raised by that Board on all sponsorships and donations. Harvey expressed support in continuing with the Campaign and each Board keeping monies they have raised. Kevin added that staff could create a chart of items left to sell. Paula suggested that each Board be responsible for their own recordkeeping of revenues. Discussion was also held on who should receive the monies for the sale of the Celebration Hall sponsorship. Paul suggested a 50-50 split and Tony suggested that if the donors do not specify which fund, then the donation should be split 50-50. Dave expressed his hesitation in letting the "PAL" name go and Debi noted the challenge of fundraising for Archibald Library which is not currently under the PAL fundraising campaign. 4. Future PAL fundraising efforts/responsibilities/benefits Ruth supported that the smaller PAL Campaign appeals such as bricks and tables be on-going and monies raised, for instance at the telethon, could then be earmarked for the Library. Debi suggested the donors be asked whether they wanted to donate to either the Library or Community Foundation. Tony expressed interest in continued involvement with the PAL House Raffle. Kevin suggested that maintaining the fundraiser as a joint effort be considered. Paul responded that additional time was needed to consider the comments and suggestions concerning the House Raffle. 5. Future PAL marketing efforts and expenses Discussion then ensued on PAL branding. Paul spoke of comments he has received on the confusion some have had identifying with the PAL Campaign. Francie explained that it takes time for brands to generally "sink in." Paul stated that if it was felt the PAL branding was still marketable, it should be continued to be used. Bruce concurred that the marketing expended thus far should not go to waste. Kevin distributed the PAL marketing promotion and campaign schedule for 2007/2008 and noted that a number of marketing items are on hold pending a decision by the Cabinet on how to proceed with the Campaign. He noted that some of the marketing effort has been funded by the Community Services Department and that any future marketing work be Foundation funded. The Cabinet discussed the individual marketing campaigns as follows: PAL Solicitation Video — consensus to move ahead with completion — total cost $2,500; General PAL Pamphlet — consensus to move ahead with completion —remaining cost $2,000; "Follow the Red Brick Road" campaign — consensus to move ahead with completion-total cost $2,200. Planned Giving Brochure - Kevin suggested that each Foundation coordinate their own effort. Debi added that other departments including Animal Services were also considering a planned giving program — consensus to put on hold the $2,500 expenditure; Holiday card — consensus to complete — total cost $1,000. Expenditures for the marketing efforts will be paid for by each of the Foundations equally. - 2 - 6. Donor approval policy/procedure Kevin noted that the approval policy is in need of reviewing again and Debi added that the policy/procedure is being addressed as a City-wide policy. No action taken. 7. Financial control procedures The Cabinet concurred with addressing the matter at a later date. 8. Next Meeting Date; The next cabinet meeting will be held on January9'h, 4:00 p.m. - 3 - PAL PHASE II Foundation Responsibilities Library Foundation Community Suggested Foundation Procedure Fund Breakdown: Pledges: Pledges: Community ♦ Endowment $384,564 $384,564 Foundation staff to ♦ Program $566,186 $643,376 transfer funds as ♦ Planned Giving $180,000 cash becomes available. Facility Naming Funds credited per Funds credited per Follow PAL Phase II Opportunities: donor request or if donor request or if not Policy. ♦ Celebration Hall not specified split specified split 50/50 ♦ Playhouse Lobby 50/50 between between Library and Library and Community Community Foundations. Foundations. Facility Presenting Funds credited per Funds credited per Follow PAL Phase II Opportunities: donor request or if donor request or if not Policy. ♦ Library Tree of not specified split specified split 50/50 Knowledge 50/50 between between Library and ♦ Celebration Hall Library and Community Patio Community Foundations. ♦ Library Circulation Foundations. Desk ♦ Library Info Desk ♦Playhouse Green Room ♦ Playhouse Dressing Room ♦ JK Rowling Study Room Public Art Partnerships as Partnerships as Follow PAL Phase II Partnerships: negotiated with negotiated with donor. Policy. ♦ Imagination Plaza donor. Needs to Needs to provide Water Feature provide complete complete funding for ♦ Crossroads funding for the art the art piece plus an Rotunda Sculpture piece plus an equal equal donation to the ♦ Imagination Plaza donation to the Community Foundation Monument Sculpture Library Foundation. ♦ Cultural Center Garden Sculptures Program Partnerships as Partnerships as Follow PAL Phase II Partnerships (below negotiated with negotiated with donor. Policy. are illustrative examples donor. Needs to Needs to provide of such partnerships): provide complete complete funding for ♦ Playhouse Jazz funding for the the program plus an Series program plus an equal donation to the +Youth & Teen equal donation to the Community Literature Festival Libra Foundation. Foundation. 1 PAL PHASE II Foundation Responsibilities Library Foundation Community Suggested Foundation Procedure PAL Appeals: Whichever Whichever Foundation Brick paperwork and ♦ Bricks ($150) Foundation sells the sells the brick keeps information brick keeps the the funding; less concerning brick funding; less construction cost. inscription to be sent construction cost. Processes funds and to CSD staff via e- Processes funds and issues donor receipt. mail within 1-week of issues donor receipt. order being received. Accompanying the paperwork is check for construction cost. PAL Appeals: Funding exclusive to Community ♦ Theatre Seat the Community Foundation staff to Dedication ($250) Foundation. process funds, issue donor receipt, order inscription dedication plaque and schedule its installation. PAL Appeals: Funding exclusive to Library staff to ♦ Library Stacks the Library process funds, issue ($1,500) Foundation. receipt and order ♦ Library Tables inscription ($500) dedication plaque ♦ Library Reading and schedule its Chairs ($250) installation. ♦ Library Lounge Chairs ($300) PAL Events: Funding exclusive to Community ♦ Gala Community Foundation Foundation establishes own program, donor benefits & recognition. Provides own staffing; keeps all revenue & receipts donor. 2 PAL PHASE II Foundation Responsibilities Library Foundation Community Suggested Foundation Procedure PAL Events: Funding exclusive to Library Foundation ♦ Telethon Library Foundation. establishes own program, donor benefits and recognition. Provides own staffing; keeps all revenue; receipts donor. PAL Events: To be Determined. To be Determined. Unknown at this ♦ House Raffle time. PAL Spotlight Donations ($5,000+): Spotlight donor form ♦ Donor Wall Whichever Whichever Foundation to CSD within one Plaques Foundation secures secures the PAL week for processing ♦ Brick the PAL Spotlight Spotlight donor of Donor Wall ♦ Gala donor donation donation keeps the Plaques & Bricks, ♦ Telethon keeps the funds for funds for their Playhouse ♦ Playhouse their Foundation. Foundation. Membership listing, Membership Playhouse Playbill ♦ Playhouse Playbill listing, Playhouse ♦ Playhouse Season Season Brochure Brochure listing and Cultural ♦ Cultural Center Center Website Website listing. Marketing: Library Foundation to Community Foundation Follow City policies provide own to provide own and procedures. marketing efforts. marketing efforts. Staff Coordination: Library staff to Community Services Follow City policies coordinate with staff to coordinate with and procedures. Library Foundation. Community Foundation. Accounting Notes: ♦ Effective with the approval of this document, donor checks endorsements to be changed from the PAL Campaign to individual Foundations. Should a donor request that their donation be split between the 2 Foundations, donor may elect to send their check to staff at either Foundation. It will then become the responsibility of that staff member to forward the appropriate funds to the other Foundation. ♦ Each Foundation will continue to be responsible for their tax filings and liabilities. ♦ Staff of the 2 Foundations will work together for the transfer of cash funds to the Library Foundation for those pledges to the PAL Campaign that have been paid in full. I:ICOMMSERVICouncil&BoardsICommunityFoundationlCabinet MeetingslPALPhasell.FoundationResponsibilities.1.08.doc 3