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Home My WebLink About08/08/11 (Agn) Library Fnd Board _ LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. August 11, 2008 Tri- Communities Room City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, CA 91730 City Councilmembers Donald J. Kurth, M.D., Mayor L. Dennis Michael, Mayor Pro Tem Rex Gutierrez, Councilmember Diane Williams, Councilmember rrt Library Foundation Members Bruce Bowne, President Rebecca Davies, Vice President Teresa Akahoshi, Member Jackie Amsler, Member David Atkins, Member Gino Filippi, Member Tina Gilfry, Member David Gonzalez, Member Ruth Leal, Member Dominic Melillo, Member Gilda Silver, Member Chris White, 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 U at ; (�U , I posted a true and correct copy of the meeting agenda datedy Z 0 0-9 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 (32 U 3 at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: Vivian Garci Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA AUGUST 119 2008 1 RANCHO CUCAMONOA A. CALL TO ORDER 1. Roll Call: Akahoshi , Amsler Atkins Bowne , Davies Filippi Gilfry Gonzalez , Leal Melillo , and White B. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Library Foundation Board at one time without discussion. Any item may be removed by a Member or member of the audience for discussion. 1. Approval of Library Foundation Treasurer's Report: June and 4 July, 2008. 2. Approval of Minutes: May 12, 2008 10 3. Approval of Payment of Invoice to Community Foundation for 15 Purchase of Table at 2008 Gala. Report attached. 4. Approval of Payment of Invoice to IRS from the PAL 16 Campaign. Report attached. 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. Archibald Library Update: oral reports. a. Construction update by Robert Karatsu, Assistant Library Director. b. Grand Opening date and outline of festivities planned, presented by Michelle Perera, Library Services Manager. 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. June, 2008, available at the meeting. LIBRARY FOUNDATION BOARD AGENDA AUGUST 119 2008 2 RANCHO CUCAMONGA 2. Fund Raising Events a. Update from the Special Event Committee regarding fundraiser scheduled for October 31, 2008. Member Gino Filippi, Chair, to present along with President Bruce Bowne and Member Tina Gilfry. 3. Developing a Work Plan for 2008/09: Presented by staff. 17 a. Review and discussion of current structure of the Library Foundation Board. Continued from June meeting. Report attached. Presented by Deborah Clark, Library Director. 4. Report from Library Board of Trustees by liaison Jackie Amsler. 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, August 7, 2008, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. STAFF REPORT Y LIBRARY SERVICES DEPARTMENT RANCHO C,UCAMONGA Date: August 11, 2008 To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Treasurer's Report—June 2008 BEGINNING MTD MTD ENDING CASH REPORT CASH June 2008 BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $84,727.36 $7,119.59 20.00 $91,826.95 Archibald Children's Books $40,000-00 $40.000.00 Endowment Victoria Gardens Books $83,125.00 $83,125.00 Adult Literacy 7 5$ 35 00 7 5$ 35.00 5 0$ 00.00 Operating Reserve Fund 5�000.00--- Unallocated Funds $759,000-00 $759,000-00 TOTAL $979,387.36 $7,119.59 ($20.00) $986,486.95 LAW Account: $940,141.32 Bank of America Account $45,605.63 Total Library Foundation Holdings: $985,746.95 Revenues Received: $766.59 Interest Earned in Checking: $ 1.59 General Fund Rental Check: $ 750.00 General Fund Grapevine Donation $ 10.00 General Fund PAL Payment $ 5,000.00 General Fund PAL Payment $ 1,368.00 General Fund Expenditures: $20.00 ERROR NO TEXT OF SPECIFIED STYLE IN DOCUMENT. PAGE 2 AUGUST 11,2008 Secretary of State Filing Fee $ 20.00 General Fund Rancho Cucamonga Public Library Foundation CASH REPORT JUNE 2008 Beginning Balance $979,387.36 Deposits 6/10/2008 10.00 6/16/2008 1,368.00 6/25/2008 5,000.00 6,378.00 Bank of America-Interest 1.59 Less Checks #1251 (20.00) Secretary of State-Non-Profit Filing Fee $985,746.95 Statement Ending Balance $ 45,625.63 Deposits in Transit - Less Outstanding Checks #1251 (20.00) Investments-LAIF 940,141.32 Adjusted Bank Balance $ 985,746.95 BankofAmerica %j H_ Your Bank of America Business Interest 0628 P P Checking Statement EO-4 • -- -- - - --- -Statement-Period: — ' May 29 through June 26,2008 IIIII'IIIIIIuu'I"II'IIIIIIIII'IIIIIIII'll'll"I'IIII'lIlI11Il' Account Number.-illi CI 07/03 1 0000 567 0030- •156 005766 #001 AT 0.366 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. 1 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. Enrollat www.bankofamerica.com/smalibusiness. ❑ Summary of Your Business Interest Checking Account Beginning Balance on 05/29/08 $39,328.00 Annual Percentage Yield eamed this period 0.05% Total Deposits and Other Credits + 6,378.00 Interest paid year-to-date $14.38 Total Checks,Withdrawals, Number of checks paid • 1 - - Transfers,Account Fees-_— -81.96 - Number of electronic checks paid 0 Interest Paid - '+ 1.59 - - Number of 24 Hour Customer Service Calls Ending Balance - $45,625.63 - SelfService-- - - - — - - - — 0 Assisted . , :._ r. 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 As a Bank of America customer, you can receive free admission to over 70 museums nationwide the first weekend of every month with Museums on Us"' .Just present your Bank of America debit,credit or ATM card, along with your photo ID at participating museums. To learn more and to sign up for monthly email or text reminders visit' bankofamerica.com/museums. Manage Your Accounts with Free Online Banking Alerts: Keep track of your account activity automatically and help prevent fees.Alerts can notify you of a direct deposit or check posting to your account,or provide you with a balance update.We can deliver your Alerts either by email or text message.Visit Online Banking today to learn more. Continued on next page California Page 1 of 4 ' �w.w.aPooe I Fl- RANCHO CUCAMONGA PUBLIC LIBRARY FOU Statement Period: May 29 through June 26,2008 Account Number: ❑ Deposits Number Dale Posted Amount Number Date Posted Amount 06/11 $ 10.00 06/25 5,000.00 06/16 1,388.00 Total a13 deposits 56,378.00 ❑ Checks paid Date Paid Number Amount 06/18 1250 581.98 ❑ Account Activity Data Posted [interest ription . Reference Number Amount rest Paid 06/28 Paid from 05/29/08 Through 06/28/(18 $1.59 ❑ Daily Balance Dale Amount Date Amount Date Amount 06/11 S 39,338.00 06/18 40,824.04 06/28 06/16 40,706.00 06/25 4562404 45,625.63 ❑ 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.................................................... ...$45,625.63 ..................................................................... • Add interest paid to your checkbook register...............................................................................................:............................... California Page 2 of 4 • PRELIMINARY PROPOSED BUDGET APPROVED ACTUAL PROPOSED 4008/09 BUDGET EARNEDISPENT BUDGET 2007/2008 200712008 200612009 REVENUES Rental Income $10,000 $9,000 $9,600 Interest Earned $150 $3,241 $23,500 Personal Donations $5,000 $21,704 $3,000 PAL Campaign Transfers $0 $847,205 $0 Telethon Event Income $70,000 Other Event Income $10,000 PAL Pledges $134,368 Revenue Totals $15,150 $881,150 $250,468 OPERATIONAL EXPENSES ($28.400) ($10) ($37,204) Conferences for Boardmembers ($5,000) $0 ($500) Board Expenses ($200) $0 ($200) Board Training/Strategic Planning ($2,000) $0 ($2,000) Table at 2008 Gala for the Arts $0 $0 ($1,000) Penalty for IRS late filing for PAL House Raffle $0 $0 ($804) Major Direct Mail Piece ($7,000) $0 ($7,000) Newsletter(Calendar Format) ($10,000) $0 ($20,000) Printing ($1,000) $0 ($1,000) Postage ($3,000) $0 ($3,000) Stationery $0 $0 $0 Business Expenses ($200) ($10) ($200) Publicity $0 $0 $0 Tax Preparation $0 $0 ($1,500) EVENTS $0 ($3,014) ($30,000) Telethon Production/Gampaign $0 ($3,014) ($20,000) Special Events $0 $0 ($10,000) OTHER EXPENSES $0 $0 $0 Apartment Rental $0 $0 $0 TOTAL OPERATIONAL EXPENDITURES ($28,400) ($3,024) ($87,204) LIBRARY DONATIONS ($39,000) ($18,373) ($93,000) Adult Literacy ($12,000) ($12,000) ($12,000) Children's/Special Programs ($2,000) $0 ($15,000) Victoria Gardens Children's Books ($20,000) $0 $0 Lap Tops at the Library ($2,373) $0 Target Grant ($10,000) Funded Matching for LSTA Grant ($40,000) Matching for ELF Grant ($2,000) Matching for Homework Help Grant ($6,000) Matching for Big Read Grant ($5,000) ($5,000) ($5,000) Funded Donation to Central School Library ($3,000) TOTAL FOUNDATION EXPENDITURES ($87,400) ($22,397) ($160,204) 'Scheduled for transfer week of 6118/08 "Based on 2.6%Interest from LAIF Investments -Pledges Due Baring Family $700 Borenstein Family $500 Bovine Family $1,668 Burtect Waste Industries $10,000 Diversified Pacific $60,000 HSBC $6,000 Lewis Family $60,000 Michael Family $500 Michael Family $600 Quakes $6,000 Rotary $10,000 San Antonio Community Hospital $600 Total Pledges for 2008/09 $134,368 STAFF REPORT - LIBRARY SERVICES DEPARTMENT RANCHO C,UCAMONGA Date: August 11, 2008 To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Approval of Minutes May 12th, 2008 RECOMMENDATION: Approval of the Minutes of the Library Foundation Board held May 12th, 2008. BACKGROUND: Attached, please find the minutes for the Meeting(s) of the Library Foundation Board listed above, taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT: None. Sin rely, Deborah Kaye Cla 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, May 12, 2008, 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, Gilfry, Gonzalez and White. Deborah Clark,Library Director and Vivian Garcia, Senior Administrative Secretary were present. B. CONSENT CALENDAR BI. Approval of Library Foundation Treasurer's Report: April, 2008. MOTION: Moved by Member Davies to approve the Treasurer's Report, seconded by Member Gonzalez, motion carried, 7-0-5 (with Akahoshi, Amsler, Leal, Melillo and Silver absent). Member Amsler arrived at 6:10 p.m. B2. Approval of Minutes: April 14, 2008. MOTION: Moved by Member Filippi to approve the minutes,seconded by Member Atkins,motion carried, 8-0-4 (with Akahoshi, Leal, Melillo and Silver absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Approval for Library Foundation to budget $40,000 in FYI 2008/09 to support an LSTA Grant Application for KIDS (Kids Interactive Discovery Space). Report attached. Member Akahoshi arrived at 6:35 p.m. Deborah Clark, Library Director, reviewed the grant application with the Board. Library Foundation Board Minutes May 12, 2008 Page 2 MOTION: Moved by Member Filippi to approve to budget $40,000 in FY 2008/09 to support an LSTA Grant Application for KIDS, seconded by Member Gonzalez, motion carried, 9-0-3 (with Leal, Melillo and Silver absent). D. BOARD BUSINESS DI. PAL Campaign Account Update. March, 2008, available at the meeting. Deborah Clark, Library Director, reviewed the PAL Campaign Account with the Board. D2. Fund Raising a. Update from the Special Event Committee regarding potential fundraiser. Member Gino Filippi, Chair to present along with President Bruce Bowne. Member Filippi gave an oral report on the potential fundraiser in October or November at Celebration Hall. b. Update on status of"Concerts Beneath the Stars." Members Amsler and Davies to present. Member Amsler gave an update on the status of"Concerts Beneath the Stars"to the Board, stating that there are no tickets currently available for the Library Foundation to sell,but that we would be on a waiting list in case tickets are turned in by other non-profit agencies. She also stated that she believed there might be the potential to use the Haffif estate for a fundraiser for the Library if we were interested in pursuing such a use. D3. Approval to Renew Director and Officer's Insurance from Philadelphia Insurance at a cost of $844. Report Attached. President Bowne reviewed the insurance with the Board, noting there was no increase in the coverage or change in the policy. MOTION: Moved by Member Davies to approve renewing the Director and Officer's Insurance from Philadelphia Insurance at a cost of$844, seconded by Member Akahoshi,motion carried,9-0-3 (with Leal, Melillo and Silver absent). D4. Developing a Work Plan for 2008/09. Presented by staff. a. Brainstorming for potential program sponsorships for 2008/09. Report attached. Library Foundation Board Minutes May 12, 2008 Page 3 Deborah Clark, Library Director, reviewed handout, Potential Funding Opportunities for Library Foundation with the Board. Deborah Clark, Library Director, asked the Board to spilt up into three groups and to decide what three items from the handout they would like to do. Group 1 List Preferences Play Project,Big Read,Archibald Project with Matching Funds New Ideas Technology Fund under Endowment Funds Group 2 List Preferences KIDS Planning Project, Little Read New Ideas City wide Fundraiser sponsored by business sponsors,read for points with prize involving Radio Disney or large name performer. Involve identifying the Library. Family Read Group 3 List Preferences Little Read, Endowment Fund New Ideas Storytelling Festival which include Workshops on How to Tell a Story, Poetry for high school or college age students including a cafe or coffee. Deborah Clark, Library Director, stated she would put the ideas together and share with the Board Members and library staff. b. Review and discussion of current structure of the Library Foundation Board. Report attached. Item requested to be held over for the next meeting. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING El. Teen Services E2. Current Structure of the Library Foundation Board F. COMMUNICATIONS FROM THE PUBLIC None received. Library Foundation Board Minutes May 12, 2008 Page 4 G. ADJOURNMENT MOTION: Moved by Member Amsler to adjourn,seconded by Member Akahoshi,motion carried, 9-0-3 (with Leal, Melillo and Silver absent). The meeting adjourned at 7:30 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: STAFF REPORT - LIBRARY SERVICES DEPARTMENT ' RANCHO CUCAMONGA Date: August 11, 2008 To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Approval of Payment of Invoice for$1,000 to Community Foundation for Purchase of Table at 2008 Gala RECOMMENDATION: That the Library Foundation Board approve payment of the unbudgeted sum of$1,000 to pay an invoice carried over from FY 2007/08 covering the purchase of a Library Foundation table at the 2008 Gala. BACKGROUND: The Community Foundation produces a Gala for the Arts every other year to support theater programs offered at the Cultural Center. Held in spring of 2008, last year's Gala was a very successful event. The Library Foundation Board agreed to support the programs of the Community Foundation by purchasing a table at the Gala, but did not take official budget action approving the payment. To create a record of approved expenditures, staff is requesting formal approval to pay the attached invoice. An approval of this item will automatically amend the approved budget for this fiscal year. FISCAL IMPACT: Approval of this budget item will result in an anticipated ending balance of$1,122,421 at the end of this fiscal year. tSinely, Deborah Kaye Cla Library Director STAFF REPORT LIBRARY SERVICES DEPARTMENT RANCHO C;UCAMONGA Date: August 11, 2008 To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Approval of Payment of Invoice in the amount of $803.60 to IRS from the PAL Campaign RECOMMENDATION: That the Library Foundation Board approve payment of the unbudgeted sum of$803.60 to pay an invoice to cover penalty fees to the IRS accrued by the 2008 House Raffle. BACKGROUND: The Library and Community Foundation worked together to form the PAL House Raffle Committee. A highly successful raffle was held in 2008 with $ generated in support of the PAL Campaign. It was understood by the House Raffle Committee and PAL support staff that Vavrinek Trine and Day would be responsible for generating all IRS reporting forms for the House Raffle, including Form 945 for 2007. Although Vavrinek did file the correct forms eventually, they were late in filing Form 945. The late filing of the form generated an invoice from the IRS for$1,607.20 in late and penalty fees. The PAL support staff of Paula Pachon, Community Services Analyst III and Deborah Clark, Library Director agreed that the penalty fee should be paid immediately and the costs divided between the Library Foundation and the Community Foundation—equal recipients of the revenues produced by the 2007 House Raffle. Since Vavrinek provided all financial and auditing services free of charge, no recompense is being sought from that company. An approval of this item will automatically amend the approved budget for this fiscal year. FISCAL IMPACT: Approval of this budget item will result in an anticipated ending balance of$1,121,617 at the end of this fiscal year. 4Sin rely, Deborah Kaye Clar Library Director STAFF REPORT LIBRARY SERVICES DEPARTMENT RANCHO Date: August 11, 2008 Ca'UCAMONGA To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Review and discussion of proposed work plan for the Library Foundation Board. RECOMMENDATION: That the Library Foundation review the work plan that staff will create and present at the meeting based on the approval of the State Library of an LSTA Grant that will create a feasibility study for the second floor development of the Biane Library. BACKGROUND/ANALYSIS: In Spring of 2008, Library staff applied for a grant of$50,000 from the State Library, to be matched with $40,000 from the Library Foundation and $10,000 from the Friends of the Library to hire consultants to help generate a feasibility study that would outline the nature and type of services that will be provided on the second floor of the Biane Library. The time frame of this grant was designed to allow staff to be able to request funding in the City's budget process for design implementation in FY 2009/10. Based on the grant award letter received by staff on August 7, staff began to create a proposed work plan for the Library Foundation that would support the fund raising necessary to move the project into construction by 2010/2011. The work plan will be available for discussion, revision and approval at the meeting. FISCAL IMPACT: None. VSin erely, eborah Kaye Cl Library Director