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HomeMy WebLinkAbout09/05/11 (Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. May 11, 2009 Tri-communities Room City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 **z 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 Rancho Cucamonga Public Library. Acting in that capacity on Ma.4 ('2 , , at /� /100/1 1 posted a true and correct copy of thug agenda date r(kuy /(1, 0009 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 5-(o-aq at Rancho Cucamonga. Robert Karatsu, Library Director City of Rancho Cucamonga By: X�,tt� c/cam Vivian Garcia, Senior Administrative Secretary City of Rancho Cucamonga - LIBRARY FOUNDATION BOARD AGENDA MAY 119 2009 1 RANCHO CUCAMONGA 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: March, 4 2009. 2. Approval of Minutes: January 12, February 9, March 2 and 9 April 13, 2009. 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. Library Status Update: Oral report by Robert Karatsu, Library Director. a. Meeting with Gyroscope, Inc. on Rancho KIDS project. Oral report by Robert Karatsu, Library Director and Deborah Clark, Library Consultant. b. Telethon 2009. Final bills. Oral report by Robert Karatsu, Library Director. c. Big Read 2009-2010. Grants received. Oral report by Robert Karatsu, Library Director. 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. LIBRARY FOUNDATION BOARD AGENDA MAY 119 2009 2 RANCHO CUCAMONGA 1. Library Director/Library Goals for 2009. Report attached. 25 Discussion led by Robert Karatsu, Library Director. (Held over from February 9, 2009 meeting.) 2. Library Foundation Board Agendas. Discussion led by Member Davies. 3. Library Foundation Investment Options. Discussion led by President Bowne and Member Atkins. 4. Future Library Foundation Events. Discussion led by President Bowne. 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 Wednesday, May 6, 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: May 11, 2009 UCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: TREASURER'S REPORT— MARCH. 2009 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH March, 2009 BALANCE REVENUES EXPENDITURES BALANCE FUND General $54,999.22 $39,953.50 ($3,601.30) $91,351.42 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 $950,659.22 $39,953.50 ($3,601.30) $987,011.42 LAIF Account: $947,344.59 Union Bank Account* $39,666.83 Total Library Foundation Holdings: $987,011.42 ;Union Bank ending bank balance of$39,766.83 less one outstanding check in the amount of$100.00 Revenues: $39,953.50 Rental Payment $ 800.00 General Fund Telethon Pre-Donations $ 2,630.00 General Fund Corporate Matching Donation (Abbott Lab) $ 73.50 General Fund Telethon Pre-Donations $ 1,430.00 General Fund Telethon (cash and checks during event) $ 3,867.00 General Fund Ask A Librarian $ 100.00 General Fund Verizon Donation $24,500.00 General Fund Telethon $ 460.00 General Fund Telethon $ 760.00 General Fund Telethon (Credit Card Transactions) $ 4,470.00 General Fund Telethon $ 750.00 General Fund Biane Donation Box $ 113.00 General Fund TREASURHR's Ri�Powr-M,ucE tca-i,2009 P,� 2 M,w 11,2009 Expenditures: $3,601.30 Money Mailer- Telethon Mailing $ 3,051.30 General Fund YMCA—Telethon Entertainment $ 100.00 General Fund Cucamonga Music Co. — Piano Tuning $ 150.00 General Fund OBS Audio $ 300.00 General Fund Rancho Cucamonga Public Library Foundation CASH REPORT MARCH 2009 Beginning Balance $950,659.22 Deposits 3/9/2009 800.00 3/11/2009 2,703.50 3/16/2009 1,430.00 3/18/2009 28,984.00 3/23/2009 760.00 3/24/2009 4,470.00 3/26/2009 56.00 3/30/2009 750.00 39,953.50 Less Checks #10015 (3,051.30) Money Mailer-Telethon Mailing #10016 (100.00) YMCA-Telethon Entertainment #10017 (150.00) Cucamonga Music Co. -Piano Tuning for Telethon #10018 (300.00) OBS Audio-Telethon 2009 (3,601.30) $987,011.42 Union Bank Statement Ending Balance $ 39,766.83 Deposits in Transit - Less Outstanding Checks #10016 (100.00) Investments-LAIF 947,344.59 Adjusted Bank Balance $ 987,011.42 ® Page 1 of 2 RANCHO CUCAMONGA PUBLIC OIC ACCOUNTS LIBRARY Statement Number: UNION BANK 02/28/09-03/31/09 GOVERNMENT SERVICES- SOUTH 274 POST OFFICE BOX 513840 Customer Inquiries 600-798-6466 LOS ANGELES CA 90051-3840 Thank you for banking with us since 2008 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P O BOX 807 RANCHO CUCAMONGA CA 91729 ■ Go green this year with online statements instead of paper.!Call your banker today to make the switch. Public Fund Checking Summary Account Number: Days in statement period:Days in statement period:32 Balance on 2/28 $ 4,514.63 Total Credits 39,953.50 Deposits(7) 35,483.50 Electronic credits(1) 4,470.00 Total Debits -4,701.30 Checks paid(5) 4,701.30 Balance on 3/31 $ 39,766.83 CREDITS Deposits including check and cash credits Date Description/Location Reference Amount 3/11 UNENCODED COURIER DEPOSIT 45286533 $ 800.00 3/12 CARRIER DEPOSIT 44940574 2,703.50 3/17 CARRIER DEPOSIT 45786348 1,430.00 3/19 CARRIER DEPOSIT 44489208 28,984.00 3/24 UNENCODED COURIER DEPOSIT 46765155 760.00 3/26 CCV DEPOSIT SEQ#0326KN1160 A-0000000001M 90210540 56.00 3/31 UNENCODED COURIER DEPOSIT 45817188 750.00 7 Deposits Total $ 35,483.50 Electronic credits Date Description/Location Reference Amount 3/24 CASH MANAGEMENT BKTRANSFER 93090347 $ 4,470.00 DEBITS Check Paid Number Date Amount Number Date Amount 10013 3/4 1,000.00 10017' 3/24 150.00 10014 3/2 200.00 10018 3/23 300.00 10015 3/16 3,051.30 Page 2 of 2 RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number:OPINNOMM 02/28/09-03/31/09 Check Paid Number Date Amount Number Date Amount 5 Checks paid Total $ 4,701.30 Checks missing in sequence.Out of sequence check numbers may also be located in the Electronic Debits section of your statement. Daily Ledger Balance Date Ledger Balance Date Ledger Balance 3/2-3/3 $ 4,314.63 3/19-3/22 $ 34,180.83 3/4-3/10 3,314.63 3/23 33,880.83 3/11 4,114.63 3/24-3/25 38,960.83 3/12-3/15 6,818.13 3/26-3/30 39,016.83 3/16 3,766.83 3/31 39,766.83 3/17-3/18 5,196.83 STAFF REPORT nom, LIBRARY SERVICES DEPARTMENT RANCHO Date: May 11, 2009 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meetings of January 12, February 9, March 2 and April 13, 2009. 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. Respectfully submitted, Robert t Robert Karatsu 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,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, Davies, Filippi, Gonzalez, Leal, Melillo and White. 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 B1. 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 KaratSLI, 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. 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. 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. 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. Library Foundation Board Minutes January 12, 2009 Page 5 G. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn,seconded by Member Gonzalez,motion carred,7- 0-4 (with Akahoshi, Amsler and Atkins and Gilfry absent). The meeting adjourned at 7 p.m. Respectfully submitted, vt�- 44- 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,February 9,2009,in the Tri-communities Room of City Hall,located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:09 p.m. Present were Members Akahoshi, Amsler, Atkins, Davies, Filippi, Gonzalez and White. Adam Collier, Planning Technician, Tabe Van der Zwaag, Associate Planner, Waen Messner, Associate Planner, Robert Karatsu, Library Director, Michelle Perera, Acting Assistant Library Director, Deborah Clark, Library Consultant and Vivian Garcia, Senior Administrative Secretary were present. B. PRESENTATIONS Bl. Review of the Draft Rancho Cucamonga Guiding Principles. Presentation by City Planning Department Staff on the City's new General Plan. Member Davies introduced Adam Collier, from the Planning Department. Member Gilfry arrived at 6:10 p.m. Adam Collier, Planning Technician, introduced Tabe Van der Zwaag and Waen Messner from the Planning Department. Adam reviewed the"draft"Rancho Cucamonga Guiding Principles with the Library Foundation Board. The Members of the Library Foundation Board gave their input on additions, deletions and changes to the Guiding Principle statements. C. CONSENT CALENDAR Cl. Approval of Library Foundation Treasurer's Report: January, 2009. MOTION: Moved by Member Filippi to approve the Treasurer's Report, seconded by Member Gilfry, motion carried, 8-0-3 (with Bowne, Leal and Melillo absent). C2. Approval of Minutes: January 12, 2009. Library Foundation Board Minutes February 9, 2009 Page 2 Unable to pass due to a lack of quorum of attendees. D. LIBRARY DIRECTOR'S STAFF REPORTS DI. Library Status Update: Oral report by Robert Karatsu, Library Director. Robert Karatsu,Library Director,presented an oral update to the Board Members on the status of the library. He also stated that library staff had been working on the budget for next fiscal year. Michelle Perera, Acting Assistant Library Director, gave an oral update on the status of the Paul A. Biane Library. Michelle Perera, Acting Assistant Library Director, stated that staff has been working with the consultants on their contract for the feasibility study for the second floor of the Paul A. Biane Library. The staff report for the consultants is on the agenda for approval by the City Council. Once approved, staff is working on having a two day workshop at the end of February with the consultants. D2. Library Calendar Distribution. Oral report by Michelle Perera, Acting Assistant Library Director. Michelle Perera, Acting Assistant Library Director, reviewed the Library Calendar with the Board. Member Filippi stated that staff did a very nice job on the calendar. Library Consultant Deborah Clark stated that the calendar had gone out with a letter from the Library Director thanking donors for their past contributions. E. BOARD BUSINESS El. Library Director's Goals. Report attached. Robert Karatsu, Library Director, to lead discussion. Robert Karatsu, Library Director, asked that this item be carried over to the next meeting. E2. Telethon 2009 Robert Karatsu,Library Director,reviewed a few of the acts for the Library Telethon with the Board. Library Foundation Board Minutes February 9, 2009 Page 3 Robert Karatsu, Library Director,reviewed the Revised Budget Estimated hand out with the Board. MOTION: Moved by Member Gonzalez to approve Library Telethon Production budget not to exceed $10,000, seconded by Akahoshi, motion carried, 8-0-3 (with Bowne, Leal and Melillo absent). Library Consultant Deborah Clark stated that she will be contacting the members of ad hoc subcommittees to start meeting. Library Consultant Deborah Clark asked if the Board Members would approve the Telethon ad hoc Subcommittee to prepare a budget for marketing of this event that would be approved by the Library Foundation Board Members at their next meeting. MOTION: Moved by Member Filippi to activate the Telethon ad hoc Marketing Subcommittee which will establish a budget for advertising for the Telethon for official approval at the next Library Foundation meeting, seconded by Member Atkins, motion carried, 8-0-3 (with Bowne, Leal and Melillo absent). Library Consultant Deborah Clark reviewed the draft Pledge Form along with the draft letter with the Board. The mail out will be sent to retail and restaurants next week. Michelle Perera,Acting Assistant Library Director,reviewed the Magic Word Spreadsheet with the Board. Letters will be mailed out to local merchants next week. She requested the help of Board Members in contacting ten to fifteen businesses each for participation with the Telethon. Ane-mail reminder will be sent to Board Members this week. Board Members can respond with their selection of businesses so not to duplicate efforts. Library Consultant Deborah Clark proposed using the Telethon this year as a kick off for a two year fundraising effort to focus on children, families and literature. The first year would be a more modest fundraising start and then moving into a larger campaign if the feasibility study once completed is considered of value, to move forward towards fundraising for the second floor of Paul A. Biane Library. Member White suggested asking our donors, patrons, etc., for their stories on what the Library has done or been to them. She stated that their story or interview could be used on the Telethon. Library Foundation Board Minutes February 9, 2009 Page 4 F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING F1. Library Director's Goals F2. Telethon 2009 F3. LAIF Account G. COMMUNICATIONS FROM THE PUBLIC None received. H. ADJOURNMENT MOTION: Moved by Member Akahoshi to adjourn to Monday,March 2, 2009 at 6 p.m., seconded by Member Filippi, motion carried, 8-0-3 (with Bowne, Leal and Melillo absent). The meeting adjourned at 8:05 p.m. Respectfully submitted, �/ �-l1 , -4- . 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, March 2, 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 6:06 p.m. Present were Members Akahoshi, Amsler, Atkins, Davies, Gilfry and Gonzalez. Robert Karatsu,Library Director,Michelle Perera,Acting Assistant Library Director,Renee Tobin, Principal Librarian, Deborah Clark, Library Consultant and Vivian Garcia, Senior Administrative Secretary were present. B. ITEMS OF BUSINESS BE Telethon 2009. Michelle Perera, Acting Assistant Library Director, reviewed the Magic Word List with the Board Members. Robert Karatsu, Library Director, reviewed the donation by Mercy Air for a helicopter ride for four people and also includes a dinner at the Jersey Fire Station. Robert Karatsu, Library Director, reviewed the Trivia Teams that will be participating with the Board. Member Gonzalez reviewed the mailings he had been working on with the Board. Deborah Clark, Library Consultant, reviewed the mail outs she had been working on. Member Davies stated that there would be a Telethon Presentation this Thursday morning,March 5, at 7 a.m. at the Chamber Breakfast. Member Davies stated that the school ad hoc sub-committee had made seven Telethon presentations so far. Robert Karatsu, Library Director, stated that he received a pledge of$500 from one of the vendors from the Archibald remodel. Michelle Perera,Acting Assistant Library Director, asked for volunteers for the Phone Bank during the Telethon. She will be setting up a Host Meeting next week. Library Foundation Board Minutes March 2, 2009 Page 2 Member Gonzalez reviewed the ads that will be appearing in the City News section of the Inland Valley Daily Bulleting this week. C. COMMUNICATIONS FROM THE PUBLIC None received. D. ADJOURNMENT MOTION: Moved by Member Akahoshi to adjourn to Friday,March 6,2009 at 4 p.m.,seconded by Member Gonzalez, motion carried, 6-0-5 (with Bowne, Filippi, Leal, Melillo and White absent). The meeting adjourned at 6:45 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, April 13, 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 Amsler, Atkins, Bowne, Filippi, Gilfry, Leal and White. Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director, Deborah Clark, Library Consultant and Vivian Garcia, Senior Administrative Secretary were present. B. CONSENT CALENDAR Bl. Approval of Library Foundation Treasurer's Report: February, 2009. Member Atkins asked about the LAIF account. Robert Karatsu, Library Director, explained the background on the LAIF account. He also stated that per the Library Foundation's Bylaws the final approval is from the Finance Director. Robert Karatsu, Library Director, stated that at the June meeting, Library staff will be proposing support from the Library Foundation in allocating some funds during the budget process for the Library. Member Filippi suggested that an Ad Hoc Committee review different options and return with their recommendation to the Board. President Bowne, Member Atkins and Library Director Robert Karatsu will meet with the Finance Director and staff before the next Library Foundation meeting. President Bowne suggested that the Ad Hoc Subcommittee meet together prior to the meeting with the Finance Director. MOTION: Moved by Member Filippi to approve the Treasurer's Report, seconded by Member Atkins, motion carred, 7-0-4 (with Akahoshi, Davies, Gonzalez and Melillo absent). B2. Approval of Minutes: January 12, February 9, March 2, March 6 and March 9, 2009. Unable to approve the minutes of January 12,February 9 and March 2 due to a lack of quorum of the attendees. Library Foundation Board Minutes April 13, 2009 Page 2 MOTION: Moved by Member Filippi to approve the minutes for March 6 and March 9,seconded by Member White, motion carried, 7-0-4 (with Akahoshi, Davies, Gonzalez and Melillo absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Update: Oral report by Robert Karatsu, Library Director. Robert Karatsu, Library Director, reviewed Library Newsletter with the Board. Member Akahoshi arrived at 6:10 p.m. Robert Karatsu, Library Director, gave overview of Budget meeting with the City Manager and the Finance staff with the Board. Robert Karatsu,Library Director, stated that at the May 6 Council Meeting,a presentation would be made to Verizon, the Library Foundation Board and the Friends of the Library. (This presentation was postponed due to scheduling conflicts. Presentation will be rescheduled for a later date) Michelle Perera,Assistant Library Director,presented an oral report on the events which will be held at the Paul A Biane Library during the next two weeks. Michelle Perera, Assistant Library Director, stated that this coming Thursday from 9:30 to 11:30 a.m., Gyroscope would be reviewing their findings from the first round of surveys completed in a meeting. The meeting will be held in Celebration Hall. D. BOARD BUSINESS D1. Telethon 2009 recap. Oral report by staff. Robert Karatsu, Library Director, thanked the Library Foundation Board for their help and support for Telethon 2009. Robert Karatsu, Library Director, reviewed the handout from Granicus showing the viewers of the Telethon during the event. Deborah Clark, Library Consultant, reviewed the following handouts "Telethon 2009 In Kind Donations,""Pledge Status Report" and"Appeal Performance Analysis"with the Board. Library Foundation Board Minutes April 13, 2009 Page 3 Michelle Perera,Assistant Library Director,thanked the Board for all of their help. She reviewed the Phone Bank Room Committee meeting after the Telethon with the Board. D2. Renewal of Board Insurance. Staff report presented by Robert Karatsu, Library Director. Robert Karatsu, Library Director, reviewed the Philadelphia Liability Insurance with the Board. MOTION: Moved by Member Akahoshi to approve the renewal of the Insurance, seconded by Member Leal, motion carried, 8-0-3 (with Davies, Gonzalez and Melillo absent). D3. Reappointing Boardmembers with Expiring Terms. Oral report presented by Robert Karatsu, Library Director. Robert Karatsu, Library Director, stated that four of the Library Foundation Board Members terms will expire at the end of June. He stated that all of the Members would like to continue being a Member on the Board. He will work with the City Clerk's office insetting up a meeting with the City Council's subcommittee to formally approve the reappointments. D4. Future Library Foundation Events. Oral report by Michelle Perera, Assistant Library Director. a. Music, Mystery and Merlot Event. Michelle Perera, Assistant Library Director, asked the Board when they wanted to plan the next Music,Mystery and Merlot Event or if there might be a different event(s)they would like to suggest. President Bowne suggested that the ad hoc subcommittee meet and bring their recommendations to the Board. Member Filippi stated that he preferred the event be held on a Friday. He asked Member Gilfiy to discuss the event with her family and make recommendations to the subcommittee. Member Filippi suggested that the Board start with this fundraiser. Michelle Perera,Assistant Library Director,stated that staff will provide a list of fundraisers that the Library Foundation has had in the past. Member Leal left at 6:50 p.m. D5. Library Board of Trustees Agenda. Discussion led by Member Davies. Library Foundation Board Minutes April 13, 2009 Page 4 This item will be held over to the next meeting. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING El. List of Library Foundation past Events. E2. Future Library Foundation Events. E3. Investment Opportunities E4. Library Director's Goals for 2009. (Held over from February 2009 meeting.) F. PUBLIC COMMUNICATIONS None received. D. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn,seconded by Member Akahoshi,motion carried,7-. 0-4 (with Davies, Leal, Gonzalez and Melillo). The meeting adjourned at 7 p.m. Respectfully su mitted, V" GLa G Ol. Vivian Garcia Administrative Secretary Approved: ST REP RT M�� AFF O , r � LIBRARY SERVICES DEPARTMENT RANCHO Date: May 11, 2009 CUCAMONGA To: Rancho Cucamonga Library Foundation Board 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 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 operation such a facility. 3). Telethon 2009 In March, 2009, is the Library's signature fundraising event, the Telethon. Staff will be working with the Library Foundation to produce our 8`" 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 LIBRARN'DuiF:croRs GOALS FOR 2009 PAGE 2 the process of submitting two more Big Read grants and is exploring grants for the 2nd 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 relations with 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 was also received 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 look closer at what we do, and 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. LIBRARY DRECTORs GOALS FOR 2009 PAGr,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