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HomeMy WebLinkAbout09/02/09 (Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. February 9, 2009 Tri-communities Room City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers Donald J. Kurth, M.D., Mayor L. Dennis Michael, Mayor Pro Tem Rex Gutierrez, Councilmember Sam Spagnolo, Councilmember Diane Williams, Councilmember 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 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 Fe—& S of at p a✓✓I I posted a true and correct copy of the meeting agenda dated Fr b, 9 ':2 co 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. R°�oert raffia 'y �areG�ll _- City of Rancho Cucamonga BY: Vivian Garcia, Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA FEBRUARY 9, 2009 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Amsler Atkins Bowne , Davies _, Filippi Gilfry Gonzalez , Leal , Melillo_and White B. PRESENTATIONS 1. "Review of the Draft Rancho Cucamonga Guiding Principles" — Presentation by City Planning Department Staff on the City's new General Plan. C. 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: January, 4 2009 2. Approval of Minutes: January 12, 2009. 9 D. 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. Library Status Update: Oral report by Robert Karatsu, Library Director. 2. Library Calendar Distribution. Oral report by Michelle Perera, Acting Assistant Library Director. E. 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. Library Director's Goals. Report attached. Robert Karatsu, 15 Library Director, to lead discussion. 2. Telethon 2009. Oral report by staff. LIBRARY FOUNDATION BOARD AGENDA FEBRUARY 9, 2009 2 RANCHO CUCAMONGA F. 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. G. 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. H. 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, February 5, 2009, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. • STAFF REPORT _ LIBRARY SERVICES DEPARTMENT CRANCHO Date: February 9, 2009 UCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director - ll Subject: TREASURER'S REPORT—JANUARY, 2009 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH January, 2009 BALANCE REVENUES EXPENDITURES BALANCE FUND General $53.065.83 $7,265.07 ($7.477.85) $52,853.05 Archibald Children's Books Endowment $40.000.00 $40,000,00 Victoria Gardens Books $83.125.00 $83,125.00 • Adult Literac $8,535.00 $8.535.00 Operating Reserve Fund $5,000.00 $5,000.00 Unallocated Funds $759.000.00 $759,000.00 TOTAL $948,725.83 $7,265.07 ($7,477.85) $948.513.05 LAIF Account: $941,289.52 LAIF Interest Earned $6,055.07 Union Bank Account" $1,168.46 B of A Ending Balance $0.00 Total Library Foundation Holdings: $948,513.05 Revenues: $7,265.07. Rental Payment $ 800.00 General Fund LAIF Interest $ 6,055.07 General Fund Helen Kilmurray Donation $ 100.00 General Fund Grapevine Donations $ 25.00 General Fund L. Edward Wasserman Donation $ 250.00 General Fund • Biane Donation Box $ 35.00 General Fund 4 TREASUREIYS REPORT-JANUARY,2009 PAGE 2 • FEBRUARY 9,2009 Expenditures: $7.477.85 Faust Printing — Library Calendar $ 7,477.85 General Fund • • 5 Rancho Cucamonga Public Library Foundation CASH REPORT JANUARY 2009 Beginning Balance $948,725.83 Deposits 1/6/2009 250.00 1/6/2009 28.00 1/12/2009 800.00 1/20/2009 100.00 1/22/2009 22.00 1/29/2009 10.00 1,210.00 LAIF-Interest 6,055.07 Less Checks #10012 (7,477.85) Faust Printing-Library Calendar $948,513.05 Union Bank Statement Ending Balance $ 1,168.46 Deposits in Transit - Less Outstanding Checks - Investments-LAIF 947,344.59 Adjusted Bank Balance $ 948,513.05 Q1 Union Bank of California- Statement Page l of 2 SANDRA RAMIREZ mama Select Bank Account:IN FOUNDATION DBA PAL CAMPAIGN Select Time Period: Recent 90 Days January 30,2009 =SVBMIT Go To► Publlc Fund Checking Summary l Deposits I Checks Palo l Daily_Ledger Balance Go green this year with online statements instead of paper!Call your banker to make the switch. RANCHO CUCAMONGA PUBLIC LIBRARY Your Banking Office and How to_Contact Us FOUNDATION Disclosure BOX 807 RANCHO CUCAMONGA CA 91729 Public Fund Checking Summary Account Number! 2710024461 Days In statement period: 30 Balance on 1/ 1 $ 12,436.31 Total Credits 1,210.00 Deposits(6) 1,210.00 0 Debits -12,477.85 Checks paid(3) -12,477.85 Balance on 1/30 $ 1,168.46 Deposits Date Description Reference Amount including check 1/6 CCV DEPOSIT SEQ#0106DY2070 A-0000000000M 90210422 $ 28.00 and cash 1/7 UNENCODED COURIER DEPOSIT credits 46918292 250.00 1/13 UNENCODED COURIER DEPOSIT 46505713 800.00 1/21 UNENCODED COURIER DEPOSIT 46221679 100.00 1/22 CCV DEPOSIT SEQ#0122MD2830 A-0000000000M 90211209 22.00 1/29 CCV DEPOSIT SEQ#0129KNI940 A-0000600001M 90210905 10.00 6 Deposits Total $ 1;210.00 Checks Paid Number Date Amount Number Date Amount 10010 1/21 $ 3,000.00 10012 1/28 $ 7,477.85 10011 1/21 2,000.00 3 Checks paid Total $ 12,477.85 Daily Ledger Date Ledger Balance Date Ledger Balance �ce 1/2-1/5 $ 12,436.31 1/21 $ 8,61431 1/6 12,464.31 1/22-1/27 8,636.31 1/7-1/12 12,714.31 1/28 1,158.46 https://statements.uboc.com/jsp/busStatementFormat-isp 2/3/2009 i7 Union Bank of California- Statement Page 2 of 2 1/13-1/20 13;514.31 1/29-1/30 1,168.46 • • littps:Hstatements.uboc.com/jsp/busStatementFormat-isp 2/3/2009 � 8 STAFF REPORT r� LIBRARY SERVICES DEPARTMENT RANCHO Date: February 9, 2009 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: APPROVAL OF MINUTES RECOMMENDATION: Approval of the minutes of the meeting of January 12, 2009. BACKGROUND/ANALYSIS: Attached, please find the minutes for the regular meeting of the Library Foundation Board taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT: None. • Respectfully submitted, — Robert Karatsu Library Director • 9 • CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Adjourned Meeting A. CALL TO 6RDER An adjourned meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday,January 12,2009,in the Tri-communities Room of City Hall,located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:05 p.m. Present were Members Bowne, Baro, F GeFzaloz,Leal, Melillo and Write Sharon Nagel from the Library Board of Trustees,Robert Karatsu,Library Director,Michelle Perera, Acting Assistant Library Director, Deborah Clark, Library Consultant and Vivian Garcia, Senior Administrative Secretary were present. B. CONSENT CALENDAR B 1. Approval of Library Foundation Treasurer's Report: November and December, 2008. • MOTION: Moved by Member Filippi to approve the Treasurer's Reports, seconded by Member Davies, motion carried, 7-0-4 (with Akahoshi, Amsler, Atkins and Gilfry absent). B2. Approval of Minutes: November 10 (Leal abstained) and December 8, 2008. MOTION: Moved by Member Filippi to approve the minutes,seconded by Member Melillo,motion carried, 7-0-4 (with Akahoshi, Amsler, Atkins and Gilfry absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Organization in Transition: Oral presentation by staff. Robert Karatsu, Library Director, gave an oral report on the Rancho Cucamonga Public Library in transition with changes in key staff positions. Robert Karatsu, Library Director, stated that Michelle Perera, Acting Assistant Library Director would be the liaison for the Library Foundation Board. Robert Karatsu, Library Director, stated that Deborah Clark would be a Library Consultant for the Library until June. She will be involved with fundraising and the Library Foundation Board. • C2. Lola A. Livesey Trust Account. Oral report by Robert Karatsu, Library Director. 10 • Library Foundation Board Minutes January 12, 2009 Page 2 Robert Karatsu, Library Director, stated that Library received what looked like a financial report about two months ago in the mail. When Library staff contacted the bank listed on the report, they were told that the Library is one of the benefactors of Lola A. Livesey Trust account. She was a resident of Rancho Cucamonga. The funds to the Rancho Cucamonga Public Library from the Trust should be dispersed within the next two month, with the stipulation that the money be used for the children library. Member Gonzalez suggested that a naming section for her be part of the second floor of Paul A. Biane Library. C3. Library Calendar. Oral report by Michelle Perera, Acting Assistant Library Director. Michelle Perera,Acting Assistant Library Director,presented an oral report on the Library Calendar which had been approved in the budget by the Library Foundation Board in July. She reviewed with the Board a printed copy of the layout and information provided in the calendar. The calendars should be ready within a week. They will be available to the public. They can also be used in marketing for the Library with potential donors. • C4. Approval to amend Library Foundation Budget for 2008/2009 to reflect payment of$5,000 to Vision Media Television. Report attached, presented by staff. Robert Karatsu, presented an oral background report on Vision Media Television to produce a professional video piece promoting the Victoria Gardens Cultural Center and the Lewis Playhouse. MOTION: Moved by Member Leal to approve to amend the Library Foundation Budget for 2008/2009 to reflect payment of$5,000 to Vision Media Television,seconded by Member Gonzalez, motion carried, 7-0-4 (with Akahoshi, Amsler, Atkins and Gilfry absent). D. BOARD BUSINESS Dl. Review of LAIF current interest rate and rate of return. Report attached. President to preside over discussion. President Bowne, stated that there were two handouts the Board had received from staff to review regarding LAIF. Robert Karatsu, Library Director, reviewed the information he had gathered from the Finance • Department with the Board. 11 • Library Foundation Board Minutes January 12, 2009 Page 3 D2. Telethon 2009 a. Library Telethon is currently scheduled for March 13-15,2009. Kick off discussion on this upcoming event. Oral presentation by staff. Robert Karatsu,Library Director,stated the Library Telethon is scheduled for March 13-15. Channel KCSB from San Bernardino are available to broadcast the Telethon. Staff is waiting for a quote from them for the event. Robert Karatsu, Library Director, is talking with Redlands YMCA Circus, working with them on a commitment for the Friday evening of the Telethon with their circus performers. Deborah Clark, Library Consultant, stated that this might be the Telethon to dedicate some time to the Planned Giving concept. Since the Library has received the first patron to name the Rancho Cucamonga Public Library as one of the benefactors in their trust. Deborah Clark,Library Consultant, asked the Board about their thoughts on the schools being part of the fundraising. • Robert Karatsu, Library Director, stated that at this time,his preference would be to emphasize that the schools be performers in the Telethon and not a major part of the fundraising. Board Member Davies agreed with the Library Director. The Foundations for each school district are challenged by the economy at this time. Board Member Leal suggested that individual students could sign-up as they do for the Summer Reading Program to be part of the fundraising at the Library. Michelle Perera, Acting Assistant Library Director, stated that Library staff will be meeting this week to discuss the Telethon and the areas they would like to participate in. She asked the Board if they would like to review the different areas available to be a part of and request the areas they are interested in. Board Member Davies asked if Renee Tobin would be the contact person on staff for the schools involvement. The Library Director said yes. Deborah Clark, Library Consultant, stated that the mail out should occur by February 13. She is working on the letters and a donor base at this time. Due to the IRS rulings, she is also working on who will be signing the letters for the mail out. • Board Member Filippi asked if there will be a Trivia Challenge at the Telethon. 12 • Library Foundation Board Minutes January 12, 2009 Page 4 Robert Karatsu, Library Director, stated that there will be an Adult Trivia Challenge instead of the Children's Trivia Challenge this year. Board Member Davies asked when the Adult Trivia Challenge would be held. Robert Karatsu, Library Director, stated the Adult Trivia Challenge will be held on Saturday. The circus if they are part of the Telethon will be on Friday evening. b. Review of status of major partnerships. Oral presentation by staff on current level of subscribers for each entity and current telethon commitment. 1. Charter Communication, Inc. Robert Karatsu, Library Director, reviewed the meeting staff had with Charter Communication for the Telethon with the Board. • 2. Warner Cablevision Robert Karatsu,Library Director,stated that staff is working on a meeting with Warner Cablevision. 3. Inland Valley Daily Bulletin Deborah Clark, Library Consultant, stated Library staff is working to contact the publisher at the Inland Valley Daily Bulletin. Deborah Clark, Library Consultant, stated that she will be contacting the members of the Telethon sub-committee to meet with the Inland Valley Daily Bulletin. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING E1. Library Director's Goals E2. Telethon 2009 F. COMMUNICATIONS FROM THE PUBLIC • None received. 13 • Library Foundation Board Minutes January 12, 2009 Page 5 G. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn,seconded by Member Gonzalez,motion carried,7- 0-4 (with Akahoshi, Amsler and Atkins and Gilfry absent). The meeting adjourned at 7 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: • • 14 • STAFF REPORT ' ;. LIBRARY SERVICES DEPARTMENT RANCHO Date: February 9, 2009 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Services Director Subject: LIBRARY DIRECTOR'S GOALS FOR 2009 As the new Library Director, I think it is important to communicate the goals I have both for myself and the department in the coming year. 1). Maintain current levels of service Given the current economic situation, providing new services or ambitiously expanding programs would not be a realistic goal. However, the Library is committed to maintaining its current levels of service and will continue to meet (and exceed) the expectations that our public expects from us. This includes offering a combination of over eighty (80) story times, computer classes, book club meetings, programs for teens and seniors and special cultural arts nights every month. . 2). Continue process for developing second floor of Biane Library One of the stated City Council goals for the Library is to continue the process for developing the second floor of the Biane Library. A consultant has recently been hired to assist with conducting a feasibility study that will determine how the interactive children's museum/library blended space will work as well as giving us dollar amounts for how much it will potentially cost to design, build and operate such a facility. 3). Telethon 2009 In March 2009, the Library's signature fundraising event, the Telethon will be held. Staff will be working with the Library Foundation to produce our 8`h Telethon. With the current economic condition, we will have a slightly different focus to the fundraising part of the Telethon. However, I see the Telethon as an opportunity to once again promote what the Library does, and the multitude of services it provides, and how in challenging economic times, the public library can be an even more valuable resource in the community. 4). Budget for FY 2009/2010 Staff has begun working on the budget for FY 2009/2010. Preliminary information received from our Finance department indicates that property tax revenues will be flat, so this will dictate much of what the Library budget (and programs we offer)will eventually be. We hope to have a draft budget available for Board review at the March meeting. 5). Pursue all relevant grant opportunities Staff is committed to pursuing grant opportunities to supplement our regular budget. Philosophically, we will be looking for grants that will help us to better accomplish programs we are already committed to doing. (Examples of this would be the Target grant we received to pay for our • Summer Reading Program performances or the MetLife Foundation grant we received to implement the "Fit for Libraries" program which is a part of the City's overall "Healthy RC" agenda.) Staff is in 15 LIBRARY DIRECTORS GOALS FOR 2009 PAGE 2 • the process of submitting two more Big Read grants and is exploring grants for the second floor of the Biane Library, National Library Week and job searching among others. As we identify and apply for grants, we will bring them to the Board's attention. 6). Establish relationships with the Library Boards, City Council, City Manager's Office and Department Heads As a new Library Director, I feel it is essential that I establish strong relationships with the Library Boards, City Council, City Manager's Office and City Department Heads as the Library Director. Even after one month, it is very apparent to me that the job I am doing now is very different than what I did previously, but I personally am very excited about the new challenges and responsibilities that lay ahead. 7). Incorporate Team RC Values into Organization Team RC is an employee-initiated and generated vision, mission and set of values that will eventually define all of the employees of the City of Rancho Cucamonga. As the Library Director, I very strongly believe in the entire concept of Team RC (attached) and will do whatever I can to instill these values in the culture of the Library. 8). Incorporate Healthy/Green Initiatives into Organization The City Council has adopted making Rancho Cucamonga a more healthy, "green" and sustainable community. In keeping with this, both Libraries recently did "green" audits of public and staff areas • to make them more environmentally-friendly (i.e., using mugs and dishware instead of disposable paper goods, having cutlery instead of plastic, more recycle bins in both public and staff areas). The Library will also be doing more programming in the area of "Healthy Mind, Healthy Body, Healthy Earth" and will be implementing the MetLife grant, "Fit for Libraries" in the coming year. 9). Staff development Staff will be encouraged to investigate potential training opportunities that will help them strengthen job skills. At present, seven staff members are enrolled in the Masters of Library and Information Science program through San Jose State University, with four receiving scholarships through the California State Library. (A fifth who also received a scholarship, recently graduated). In-service programs for staff will continue to be developed on an annual basis (at a minimum), and Library administration is committed to passing along institution knowledge to management staff as has been past practice. 10). Create Quarterly Newsletter for City Council At the end of each quarter, staff will compile a short newsletter for the City Council to highlight statistics, programs and other news that happen in the Libraries. Other departments in the City currently do these newsletters to highlight their activities, so I feel the Library should also do this as well. 11). Explore New Efficiencies With new Library leadership and a slightly different organizational structure, I have asked staff to take a closer look at what we do, how and why we do them. I am open to new procedural ideas, particularly if they will make the organization run as effective and more efficiently. Staff will also be • reviewing various policies and the current fee schedules and making recommendations to the Board. 16 LIBRARY DIRECTORS GOAIS FOR 2009 PAGE 3 • For a start, these are Library goals for the coming year. I welcome your questions, comments and would encourage discussion. I would also welcome discussion about goal #6 and how the Board sees their role and their goals, and what I can do as the Library Director to help the Board achieve these goals. Respectfully submitted, Robert Karatsu Library Director • • 17