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HomeMy WebLinkAbout09/08/10 (Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. August 10, 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 Rebecca Davies, President David Gonzalez, Vice President Teresa Akahoshi, Member Jackie Amsler, Member David Atkins, Member Bruce Bowne, Member Deborah Clark, Member Gino Filippi, Member Tina Gilfry, Member Ruth Leal, Member Leslie May, 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 Gln rs�luy[ Atm , (o at fI ctm , 1 posted a true and correct copy of the meeting agenda date 140/?dav &q. /O 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. STT Robert Karatsu, Library Director City of Rancho Cucamonga By: �.ULc,�-%�aoc� Vivian Garcia, Senior Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA AUGUST 10, 2009 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi Amsler Atkins Bowne Clark Davies Filippi Gilfry Gonzalez Leal May Melillo and White B. ANNOUNCEMENTS/PRESENTATIONS 1. Administration of Oath of Office — Oath of Office will be administered to new appointee Deborah Clark by City Clerk Janice Reynolds. 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: July, 2009. Available at the meeting. 2. Approval of Minutes: March 2, April 13, May 11, June 8 and q July 13, 2009. D. LIBRARY DIRECTORS 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. Acceptance of grant for $10,000 from California 23 State Library for Digital Storytelling Program for Local History and request for matching funds. Report attached. b. Special meeting of City Council on Wednesday, September 2, 2009, at 6 p.m. to recognize corporate donors, Friends of the Library and Library Foundation. c. Scheduled joint meeting of City Council, Library Board of Trustees and Library Foundation, Wednesday, October 21, 2009, at Celebration Hall at 3 p.m. d. Event at Total Wine & More on Thursday, August 20, 2009, at 6 p.m. LIBRARY FOUNDATION BOARD AGENDA AUGUST 10, 2009 2 RANCHO CaUCAMONGA 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. Introduce prospective Board Members. 2. Review of Library Foundation Board Role and Mission 25 Foundation by-laws attached. Discussion led by President Davies. 3. Discussion on possible new Library Foundation ad hoc 40 subcommittees. Report attached. Discussion led by President Davies. 4. Update on "Concert Under the Stars." Update by Member Amsler. 5. Future Library Foundation Events. Discussion led by President Davies and Assistant Library Director Michelle Perera. 6. Discussion regarding the reconvening of PAL Cabinet. Discussion led by President Davies and Member Leal. 7. Past due Library Telethon 2009 pledges. Report to be distributed at meeting. Discussion led by Library Director Robert Karatsu. 8. Share appreciation of past President Bruce Bowne. IF 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, August 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 RANCHO Date: August 10, 2009 C,UCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meetings of March 2, April 13, May 11, June S and July 13, 2009. BACKGROUND/ANALYSIS Attached, please find the minutes for the regular meetings of the Library Foundation Board taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Respectfully submitted, 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, 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 sub fitted, 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 131. 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 carried, 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 DI. 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 carred, 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 in setting 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 Gilfry 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 E1. 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 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, May 11, 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 Amsler, Atkins, Bowne, Davies, Gonzalez, Leal and Melillo. Robert Karatsu,Library Director and Vivian Garcia, Senior Administrative Secretary were present. B. CONSENT CALENDAR B1. Approval of Library Foundation Treasurer's Report: March, 2009. MOTION: Moved by Member Davies to approve the Treasurer's Report, seconded by Member Melillo, motion carried, 7-0-4 (with Akahoshi, Filippi, Gilfiy and White absent). B2. Approval of Minutes: January 12, February 9, March 12 and April 13, 2009. Unable to pass due to a lack of quorum of the attendees. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Update: Oral report by Robert Karatsu, Library Director. Robert Karatsu,Library Director,updated the Board on the Lola A.Livesey Trust Account. He also mentioned that tentatively, at the June 17, City Council meeting, the Council will recognize the Verizon Foundation, the Friends of the Library and the Library Foundation for their contributions and work to the Library Telethon 2009. a. Meeting with Gyroscope, hic., on Rancho KIDS project. Oral report by Robert Karatsu, Library Director and Deborah Clark, Library Consultant. Robert Karatsu, Library Director,reviewed the meeting with Gyroscope with the Board. He stated that the results of the surveys were very interesting. The next step will be a web conference on Wednesday, May 20. Library staff will e-mail the link to the Board Members. b. Telethon 2009. Final bills. Oral report by Robert Karatsu, Library Director. Library Foundation Board Minutes May 11, 2009 Page 2 Robert Karatsu, Library Director, reviewed the final invoices of Telethon 2009 with the Board. C. Big Read 2009-2010. Grants received. Oral report by Robert Karatsu, Library Director. Robert Karatsu,Library Director, stated that the Library had received two Big Read Grants from the NEA. Bless Me Ultima will be the Big Read for the Fall of 2009. Tom Sawyer will be the Big Read for Spring of 2010. The grants total $40,000 ($20,000 for each Big Read program). D. BOARD BUSINESS DI. Library Director/Library Goals for 2009. Report attached.Discussion led by Robert Karatsu, Library Director. Item held over from February 9, 2009 meeting. Robert Karatsu, Library Director,reviewed his goals, as well as the organization's goals in the next year with the Library Board Members. D2. Library Foundation Board Agendas. Discussion led by Member Davies. Member Davies stated that she would like to have the next Library Foundation Board Agenda sent by e-mail to the Board. The Members agreed. Member Davies also stated that she would like to have the Library Board of Trustees agenda and the minutes sent to her by e-mail. She did not want the full packet at this time. The other Members also agreed with this. D3. Library Foundation Investment Options. Discussion led by President Bowne and Member Atkins. President Bowne reviewed the meeting with the Finance Department and the ad hoc subcommittee of the Board. The subcommittee will review and meet again before making recommendations to the Board. D4. Future Library Foundation Events. Discussion led by President Bowne. The item will be held over to the next meeting. At this meeting, staff will provide list of fund raising events for the past year. Library Foundation Board Minutes May 11, 2009 Page 3 E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING E1. Foundation budget and funding requests for Fiscal Year 2009/2010. E2. Recommendation of new Board Members. Invite new members to the next meeting. E3. Update on the Lola A. Livesey Trust Account. E4. Update on the Second Floor of the Paul A. Biane Library. F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Amsler to adjourn, seconded by Member Davies,motion carried,7- 0-4 (with Akahoshi, Filippi, Gilfry 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, June 8, 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 6:03 p.m. Present were Members Akahoshi, Amsler, Atkins, Bowne, Davies, Gilfry, Melillo and White. Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director, Cara Vera, Senior Librarian and Karye Hood, Reference Services Coordinator and Vivian Garcia, Senior Administrative Secretary were present. B. CONSENT CALENDAR Bl. Approval of Library Foundation Treasurer's Report: April and May, 2009. MOTION: Moved by Member Davies to approve the Treasurer's Reports, seconded by Member Amsler, motion carried, 8-0-3 (with Filippi, Gonzalez and Leal absent). B2. Approval of Minutes: January 12, February 9 (Bowne and Melillo abstained), March 2, April 13 and May 11, 2009. MOTION: Moved by Member White to approve the minutes for February 9, 2009, seconded by Member Amsler, motion carried, 6-0-3-2 (with Filippi, Gonzalez and Leal absent). Unable to pass the other minutes due to a lack of quorum of the attendees. C. LIBRARY DIRECTOR'S STAFF REPORTS C l. Library Status Update: Oral report by Robert Karatsu, Library Director. Robert Karatsu, Library Director, stated that the Library has been very busy. Michelle Perera,Assistant Library Director,presented an oral report on the programs that have been offered at both Libraries. a. Web conference with Gyroscope, Inc., on Rancho KIDS project. Oral report by Michelle Perera, Assistant Library Director. Library Foundation Board Minutes June 8, 2009 Page 2 Michelle Perera, Assistant Library Director, reviewed the web conference with Gyroscope with the Board Members. She stated that the final meeting would take place on June 24 with a time to be determined. Michelle Perera,Assistant Library Director, stated that staff had submitted Phase li Grant to the State for further development of the second floor of the Paul A. Biane Library. D. BOARD BUSINESS D1. Foundation Budget and Funding Requests for FY 2009/2010. Report attached. Discussion/presentation by staff. Robert Karatsu,Library Director,reviewed the revenues and the operational expenses of the budget with the Board Members. Michelle Perera, Assistant Library Director, reviewed the events and the donations to the Library with the Board Members. Cara Vera, Senior Librarian, and Karye Hood, Reference Services Coordinator, presented a PowerPoint Presentation on the Cultural Arts Nights and the storytimes presented to the public funded by the Library Foundation donation. Robert Karatsu,Library Director,stated that the Library had received two Big Read Grants for a total of$40,000 from the NEA. Cara Vera, Senior Librarian, stated that the Big Read in October with the Hispanic Heritage Month will have the book, "Bless Me Ultima." The Library will partner with the local schools. Karye Hood, Reference Services Coordinator, stated in spring of 2010,the Big Read will be on the book, "The Adventures of Tom Sawyer." There will also be a Little Read for the children to participate in. Member Amsler asked if there would be a table set-up to receive donations from patrons as they attended the events. Michelle Perera, Assistant Library Director, stated that there are the two donation boxes at each library which patrons leave donations in during events. Library staff will work with the Board Members on placing a table with volunteer(s) to help with donations. Library Foundation Board Minutes June 8, 2009 Page 3 MOTION: Moved by Member Melillo to approve the Budget for Fiscal Year 2009/2010, seconded by Member Akahoshi, motion carried, 8-0-3 (with Filippi, Gonzalez and Leal absent). D2. Recommendation of new Board Members. Discussion led by President Bowne. President Bowne asked Member Davies to introduce her guest. Member Davies introduced Leslie May, a retired teacher from Central School District. Robert Karatsu,Library Director, stated that the Library Sub-committee will be meeting on June 17 to make recommendations to the City Council to fill vacancies. He also mentioned that Deborah Clark, retired Library Director has said that she would be interested in serving on the Foundation Board. D3. Update on the Lola A. Livesey Trust Account. Oral report by Robert Karatsu, Library Director. Robert Karatsu, Library Director, stated that staff should receive an update on the amount of the funds from the Lola A. Livesey Trust account later this week. D4. Future Library Foundation Events. Report attached. Discussion led by President Bowne. President Bowne reviewed the list of Foundation Events with the Board Members. Member Amsler asked if there would be a trailer suggesting ways for volunteers to be involved with the library attached to the broadcasting of the new DVD by national Education Reports. Michelle Perera,Assistant Library Director, stated a slide could be added to the website and Channel 3 and a link from the Library Foundation Website. Member Davies asked about the Concert Beneath the Stars. Member Amsler stated she would try to make contact and request tickets. Michelle Perera, Assistant Library Director, stated for the MMM Event there could be a Silent Auction or a Raffle for some of the items. Some of the questions that will need to be answered, when, the scope of the event and any other items to include. Member Amsler suggested including children with the donation of tabs from cans which are turned in for recycling. Library Foundation Board Minutes June 8, 2009 Page 4 E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING E1. Election of Officers E2. Concert Beneath the Stars E3. Music, Mystery and Merlot Event F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Melillo to adjourn,seconded by Member Atkins,motion carried,8-0- 3 (with Filippi, Gonzalez and Leal absent). The meeting adjourned at 6:52 p.m. Respectfully submitted, V 1 v�`J� 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, July 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 Davies, Filippi, Gilfry, Gonzalez, Leal and White. Mayor Pro Tem Dennis Michael, Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director, Paula Pachon, Management Analyst III and Vivian Garcia, Administrative Secretary were present. B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS Bl. Administration of Oath of Office. May Pro Tem Dennis Michael administered the Oath of Office to new appointee Leslie May and re- appointees Rebecca Davies, Gino Filippi and Ruth Leal. Member Melillo arrived at 6:07 p.m. Robert Karatsu, Library Director, introduced Paula Pachon with the Community Services Department and Amber Claflin with the Etiwanda School District as guests interested in joining the Library Foundation Board. Member Melillo introduced Balbina Kendall, Assistant Principal of the Etiwanda Intermediate School as a guest interested in joining the Library Foundation Board. C. CONSENT CALENDAR Cl. Approval of Library Foundation Treasurer's Report: June, 2009. MOTION: Moved by Member May to approve the Treasurer's Report,seconded by Member Gilfry, motion carried, 8-0-4 (with Akahoshi, Amsler, Atkins and Bowne absent). C2. Approval of Minutes: January 12, March 2, April 13, May 11 and June 8, 2009. Library Foundation Board Minutes July 13, 2009 Page 2 Unable to approve minutes due to a lack of quorum of the attendees. D. LIBRARY DIRECTOR'S STAFF REPORTS D1. Library Status Update: Oral report by Robert Karatsu, Library Director. a. Final Presentation by Gyroscope, Inc., regarding the second floor of Paul A. Biane Library. Presentation by Michelle Perera, Assistant Library Director. Michelle Perera,Assistant Library Director,presented a PowerPoint Presentation to the Board on the information and findings at the meeting by Gyroscope, Inc. President Bowne arrived at 6:20 p.m. b. Update on recent grants received. Oral report by Robert Karatsu, Library Director and Michelle Perera, Assistant Library Director. Michelle Perera,Assistant Library Director, stated that a grant funded by the federal government but awarded and documented by the State was received for the Rancho KIDS (Phase fl) for $45,000. Robert Karatsu, Library Director, stated that the Library had received a local history grant for $10,000 from the State. With the arrival of President Bowne,the Library Foundation Board was able to past minutes from the January 12 meeting. MOTION: Moved by Member Filippi to approve the minutes for January 12,seconded by Member Davies, motion carried, 7-0-3-1 (with Akahoshi, Amsler and Atkins absent) (Gilfry abstained). E. BOARD BUSINESS El. Election of Officers. Election led by President Bowne. President Bowne opened the floor for nominations. Member Leal nominated Member Rebecca Davies for President. Library Foundation Board Minutes July 13, 2009 Page 3 Member Davies accepted. President Bowne asked if there were any more nominations. There were none. He closed the floor for nominations. MOTION: Moved by Member Leal that Rebecca Davies fill the position of President for the Library Foundation Board, seconded by Member Filippi,motion carried,9-0-3 (with Akahoshi,Amsler and Atkins absent). President Bowne opened the floor for nominations. Member Filippi nominated Member David Gonzalez for Vice President. Member Gonzalez accepted. President Bowne asked if there were any more nominations. There were none. He closed the floor for nominations. MOTION: Moved by Member Filippi that David Gonzalez fill the position of Vice President for the Library Foundation Board, seconded by Member Davies, motion carried, 9-0-3 (with Akahoshi, Amsler and Atkins absent). E2. Update on the Lola A. Livesey Trust Account. Oral report by Robert Karatsu, Library Director. Robert Karatsu,Library Director, updated the Board on the Trust Account. He stated that the Library received a check in the amount of$158,000 last week. Robert Karatsu, Library Director, stated that staff was notified that there was an addition $140,000 found outside of the Trust in the last month. The Library may be receiving more funds in the future from the Trust. Member Gonzalez reminded staff of naming rights and special recognition in memory of Lola A. Livesey. E3. Update on PAL Campaign Donors. Oral report by Robert Karatsu, Library Director. Robert Karatsu, Library Director, stated Paula Pachon, Management Analyst III, would update the Board on the PAL Campaign Donors. Library Foundation Board Minutes July 13, 2009 Page 4 Paula Pachon,Management Analyst III,reviewed handouts and the PAL Campaign account with the Board. Robert Karatsu, Library Director, stated staff had a check for $23,621 to be deposited into the Library Foundation account from the funds donated this past fiscal year 2008/09. E4. Update on "Concert Under the Starts." Update by Member Amsler. Member Amsler did not attend the meeting. The item was held over until the next meeting. E5. Future Library Foundation Events. Discussion led by President. Member Bowne, asked Member Filippi to update the Board. Member Filippi was not sure of the date for the MMR Event in October. He deferred to Member Gilfry. After discussion,Member Filippi stated that the ad hoc subcommittee will meet,review and return to the Board with information on a future event. E6. Viewing of DVD "National Education Reports." A background of the DVD by Michelle Perera, Assistant Library Director. Michelle Perera,Assistant Library Director,played the DVD for the Board. After viewing the DVD, staff reviewed the background on the development of the DVD with the Board. F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING Fl. Concert under the Stars F2. Council Presentation Recognizing Telethon Donors F3. Update on the Special Joint Meeting F4. Outstanding Pledges from Telethon 2009 G. COMMUNICATIONS FROM THE PUBLIC None received. Library Foundation Board Minutes July 13, 2009 Page 5 H. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn,seconded by Member Melillo,motion carried,9-0- 3 (with Akahoshi, Amsler and Atkins absent). The meeting adjourned at 7:12 p.m. Respectfully sub tted, V ' AZ� Vivian Garcia Administrative Secretary Approved: r_ R A N C H O C U C A M O N G A P U B L I C L I B R A R Y Memorandum DATE: August 19, 2009 TO: Mayor and Members of the Rancho Cucamonga City Council Jack Lam, AICP, City Manager FROM: Robert Karatsu, Library Director SUBJECT: APPROVAL TO ALLOCATE $10,000 AWARDED BY THE CALIFORNIA STATE LIBRARY FOR DIGITAL STORYTELLING PROGRAM FOR LOCAL HISTORY INTO LIBRARY REVENUE ACCOUNT 1290000- 4740/0-3704 AND ALLOCATE $10,000 DONATED BY THE LIBRARY FOUNDATION INTO REVENUE ACCOUNT 1290000-4909/0-3704 AND APPROPRIATE $20,000 INTO EXPENDITURE ACCOUNT 1290601- 5200/0-3704. RECOMMENDATION For the City Council to approve and allocate $10,000 awarded from the State Library as a competitive LSTA Grant called Digital Storytelling Program into account 1290000- 4740/0-3704 and allocate $10,000 donated by the Library Foundation to revenue account 1290000-4909/0-3704 to serve as matching funds for the LSTA Grant and appropriate into Library expenditure account 1290601-5200/0-3704. BACKGROUND/ANALYSIS In March of 2009, Library Staff applied for a grant from the California State Library: Digital Storytelling Program in the amount of$10,000. This grant is to allow the Library the opportunity to work with the local historical preservation society to capture on video stories of local history from the Rancho Cucamonga community. In addition to capturing these stories, the Library also intends to create a small local history collection to be housed at the Paul A. Biane Library at Victoria Gardens, and to host a Local History cultural arts night in the spring of 2010 to debut the Digital Storytelling Program. The State Grant was matched by the Rancho Cucamonga Library Foundation in the amount of $10,000. FISCAL IMPACT: No negative impact. No Library funds or General Funds required to accept these grant funds. Respectfully submitted, (/e,-� P-eL -�1/v Robert Karatsu Library Director -2 - BYLAWS OF THE RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION ARTICLE I - NAME AND ADDRESS SECTION 1. NAME The name of this corporation shall be the Rancho CVcamonga Public Library Foundation,hereinafter referred to as the "Foundation". SECTION 2: CHANGE OF ADDRESS The address of the principal executive office of the Foundation shall be located at the Rancho Cucamonga Public Library, 7368 Archibald,Rancho Cucamonga, California,or at such other place as the Board of Directors hereafter may designate by noting the changed address and effective date below, and such changes of address shall not be deemed an amendment of these Bylaws: Dated: 120 Dated: , 20 ARTICLE II - PURPOSES AND LIMITATIONS SECTION 1: PURPOSE The purpose of the Foundation is to provide support to: (a) Aid and assist the Rancho Cucamonga Public Library, hereinafter referred to as the "library", in any manner which will benefit the Library and its programs and which will improve its potential to provide service to the citizens of the City of Rancho Cucamonga. (b) Undertake any programs or projects which will serve the purpose stated above and are deemed appropriate and advisable by the Library Director and the duly appointed members of the Rancho Cucamonga Public Library Board of Trustees; (c) Operate exclusively for charitable, literary, or educational purposes, including but not limited to, merchandising and to soliciting and receiving contributions, gifts, endowments, or bequests in any negotiable form, banking or investing the receivables, and distributing these assets for the benefit of the Library; (d) Encourage understanding and appreciation of the work of the Rancho Cucamonga Public Library To accomplish these purposes the corporation may receive,hold and disburse gifts,bequests,devises and other funds and may own and maintain or lease suitable real estate and buildings, and any 1 personal property which is deemed necessary for these purposes;and to enter into,make and perform and carry out contracts of any kind for any lawful purpose without limit as to amount. SECTION 2: LIMITATIONS The Foundation is organized, and at all times shall be operated, exclusively for the benefit of, to perform the function of, and to carry out the purposes of, the Library,within the meaning of 509(a) (3) (A) of the Internal Revenue Code of 1954, as amended, the Regulations thereunder, and the corresponding provision of any applicable future United States Internal Revenue Law and Regulations, such Code and Regulations hereinafter collectively referred to as the "Code". In carrying out such purpose, the Foundation shall not, in any manner, be utilized to discharge the obligation of the City of Rancho Cucamonga,hereinafter to be referred to as the"City". The support, promotion and advancement of the Library afforded by this Foundation is in addition to, and supplementary to, any budgeting program sponsored by the City. No part of the Foundation shall inure to the benefit of any private individual,and no part of the direct or indirect activities of this Foundation shall consist of carrying on propaganda, or otherwise attempting to influence legislation,or of participating in,or intervening in(including the publication or distribution of statements), any political campaign on behalf of any candidate for public office. Notwithstanding any other provision hereof, this Foundation shall not conduct or carry on any activities not permitted to be conducted or carried on by an organization exempt under Section 501 (c)(3)of the Code or by an organization contributions to which are deductible under Section 170(c) (2) of such Code. ARTICLE III - SHARES SECTION 1: SHARES The corporation shall not have or issue shares of stock and shall declare no dividends. ARTICLE IV- MEETINGS SECTION 1: BROWN ACT REQUIREMENTS All meetings, regular and special shall be notified, posted and conducted in every way consistent with the requirements set forth in the Brown Act. SECTION 2: QUORUM A majority of the actual number of directors constitutes a quorum. 2 SECTION 3: REGULAR MEETINGS Annual Meeting of the Foundation. The Board shall conduct an annual meeting in the month of June for all members of the Foundation. Held at such time and place designated by the Board, at a minimum, the Board shall present a summary of the events and activities of the year, a Treasurer's report of the receipts, expenditures, and state of the monies and property of the Foundation,present and adopt a budget for the upcoming fiscal year and elect the officers of the Board for the ensuing year. Other Regular Meetings. Other regular meetings of the Board of Directors shall be held each month on a day and time agreed upon by the Board of Directors then seated. SECTION 4: SPECIAL MEETINGS Authority to Call. Special meetings of the Board of Directors for any purpose maybe called at any time by the President, the Vice President or any two directors. Notice. Written notice, stating the time and place of any special meeting and its purpose shall be given to each member of the Board at least four days before such meeting. Action Without Meeting. Any action required or permitted to be taken by the Board of Directors may be taken without a meeting, if all members of the Board,individually or collectively,consent in writing to that action. Such action by written consent shall have the same force and effect as a unanimous vote of the Board of Directors. Such written consent or consents shall be filed with the minutes of the proceedings of the Board. ARTICLE V - BOARD OF DIRECTORS SECTION 1: POWERS Authority. The decisions and acts of a majority of the members of the Board of Directors qualified and serving shall constitute an exercise of the Foundation powers and discretions conferred upon the Board of Directors and the decisions and acts of such majority of the Board of Directors shall constitute and be taken as the decisions and acts of the entire Board of Directors. Rules of Procedure. The Board of Directors may adopt rules of procedures which shall not be inconsistent with the terms of this Foundation. Amending of Bylaws. A simple majority of the Board may amend the Bylaws at any meeting. However, no such amendment or modification shall alter the intention of the Donors that this Foundation be operated exclusively for charitable,literary and educational purposes,and in a manner which shall make this Foundation tax exempt and the donations to it deductible from taxable income to the extent allowed by the provisions of the Code and other applicable legislation and regulations as they now exist or as they may hereafter be amended. Every amendment or modification of these 3 bylaws shall be in writing, shall be signed by a majority of the Board of Directors then serving and shall be delivered to each of the members of the Board then in office and to the Investment Trustee then in office. SECTION 2: NUMBER The total number constituting the Board of Directors shall be no less than 9 and no more than 21. The Library Director shall serve as an ex officio member of the Board. SECTION 3: QUALIFICATIONS OF DIRECTORS One (1) member of the Board of Directors shall be the elected President of the Library Board of Trustees or his/her designee from the Library Board of Trustees. One (1)member of the Board of Directors shall be filled by a member of the Friends of the Rancho Cucamonga Public Library, appointed by the President of that organization. The remaining members of the Board of Directors shall be filled by individuals through an application and selection process and must be appointed by the City Council. SECTION 4: TERMS The terms shall be four(4)years. The terms of office for board members shall be offset so that one- quarter of the board members would be up for election or re-election each year. Note: to that end board members were classified by lot so that two of their number go out of office at the end of the first year,three at the end of one year thereafter,two at the end of two years thereafter,and two at the end of three years thereafter. SECTION 5: VACANCIES All vacancies occurring because of the expiration of terms or for other reasons will be filled by the appointing body. SECTION 6: REMOVAL OF DIRECTORS Directors missing three consecutive meetings, without good cause, may be replaced by a majority vote of the remaining Directors on the Board and the appointing body asked to appoint a new candidate to the Board. Any Director of the Library Foundation may be removed at any time by a majority vote of the entire council. SECTION 7. CHANGES IN BOARD OF DIRECTORS Any change in the number and qualifications of members of the Board of Directors shall be made only by amendment to these Bylaws. 4 SECTION 8. STATEMENT OF NON-LIABILITY No Investment Trustee or member of the Board of Directors shall be answerable for loss in investments made in good faith. No Investment Trustee or member of the Board of Directors shall be liable for the acts or omissions of any other member of the Board, or of any accountant, agent, counsel or custodian selected with reasonable care. Each Investment Trustee or member of the Board shall be fully protected in acting upon any instrument, certificate, or paper, believed by him/her to be genuine and to be signed or presented by the proper person or persons and no Investment Trustee or member of the Board shall be under any duty to make any investigation or inquiry as to any statement contained in any such writing but may accept the same as conclusive evidence of the truth and accuracy of the statement therein contained. SECTION 9. COMPENSATION AND EXPENSES Compensation. The Board of Directors shall serve without compensation in pursuit of their regular duties. However,Directors and members of committees may receive compensation,if any, for their services and such reimbursement of expenses, as may be determined by resolution of the Board of Directors to be just and reasonable. ARTICLE VI - OFFICERS SECTION 1. NUMBER OF OFFICERS The Board shall elect a President and a Vice President at the annual meeting. SECTION 2. TERM OF OFFICE Their terms of office are one year. Officers may serve for only two terms. One year must pass before a Director may again assume the same office. SECTION 3. REMOVAL OF OFFICERS Officers may be removed from office with or without cause by a majority of the Foundation Board at any meeting. SECTION 4. DUTIES OF THE PRESIDENT The President shall preside at all meetings of the Board and have responsibility for general supervision of its activities. The President,with assistance from the Library Director and the Investment Trustee,shall present a budget for approval of the Board at the annual meeting. 5 SECTION 5. DUTIES OF THE VICE PRESIDENT The Vice President shall preside at meetings in the absence of the President. ARTICLE VII - COMMITTEES SECTION 1. COMMITTEES OF DIRECTORS The Board of Directors may, by resolution adopted by a majority of the directors then in office, designate one or more committees,each consisting of two or more directors,to serve at the pleasure of the Board. Such committees may consist of persons who are not also members of the board. These additional committees shall act in an advisory capacity only to the board and shall be clearly titled as"advisory" committees. By a majority vote of its members then in office,the Board may at any time revoke or modify any or all of the authority so delegated, increase or decrease but not below two (2) the number of its members, and fill vacancies therein from the members of the Board. The Committee shall keep regular minutes of its proceedings, cause them to be filed with the corporate records and report the same to the board from time to time as the board may require. SECTION 2: EXECUTIVE COMMITTEE At the discretion of the Board, an Executive Committee may be established by the Board. If so established it shall be chaired by the President,shall consist of the President,Vice president,Library Board representative and Friends of the Library representative. The Executive committee shall have the power to act between meetings of the entire Board, to make recommendations to the Board, to pay bills, answer legal and taxing authority correspondence, and to accept gifts, bequeaths, endowments, and donations less than $50,000. Authority remains with the Board and any interim action must be ratified by the Board at its next meeting. The Executive Committee, to the extent provided in the resolution of the Board, shall have all the authority of the Board, except that no committee, regardless of board resolution, may: (a) Take any final action on matters which,under the Nonprofit Corporation Law of California, requires approval of the entire Board; (b) Fill vacancies on the Board of Directors or in any committee; (c) Amend or repeal Bylaws or adopt new Bylaws; (d) Amend or repeal any resolution of the Board of Directors which by its express terms is not so amendable nor repealable; (e) Appoint any other committees of the Board of Directors or the members of these committees; 6 (f) Approve any transaction (a) to which the corporation is a party and one or more of the directors have a material financial interest;or(b)between the corporation and one or more of its directors or between the corporation or any person in which one or more of its directors have a material financial interest. By a majority vote of its members then in office,the Board may at any time revoke or modify any or all of the authority so delegated, increase or decrease but not below two (2) the number of its members. The Executive Committee shall keep regular minutes of its proceedings,cause them to be filed with the corporate records and report the same to the board from time to time as the board may require. ARTICLE VIII - USE OF THE FOUNDATION SECTION 1. POWERS OF THE BOARD The Board of Directors shall have power to apply the Foundation for the purposes set forth in Article 11. In furtherance thereof, the Board of Directors shall have the power and authority and is directed to distribute the distributable income of the Foundation as they may determine, to the uses and purposes set forth in Article H. SECTION 2. DEFINITION OF DISTRIBUTABLE INCOME Unless the restricted donation provides otherwise,as used in Section 1,"distributable income"means the total holdings of the Foundation, principle and interest, less $2,500 which will serve as the minimum holding of the Foundation. ARTICLE IX - EXECUTION OF INSTRUMENTS, INVESTMENTS, DEPOSITS AND DONATIONS SECTION 1. EXECUTION OF INSTRUMENTS The Board of Directors, except as otherwise provided in these Bylaws,may by resolution authorize any officer or agent of the corporation to enter into any contract or execute and deliver any instrument in the mane of and on behalf of the corporation, and such authority may be general or confined to specific instances. Unless so authorized, no officer, agent, or employee shall have any power or authority to bind the corporation by any contract or engagement or to pledge its credit or to render it liable monetarily for any purpose or in any amount. SECTION 2. INVESTMENTS Investment Trustee. The Finance Director of the City of Rancho Cucamonga shall serve as the Investment Trustee for the Foundation. He/she shall have the powers and authority set out in Section 2. 7 Powers and duties of the investment trustee. The powers of the Investment Trustee shall be limited to investment of the Foundation property and shall have the following discretionary powers: (a) To hold the principal and all money or property given to the Trustee to invest and reinvest, unless the deed or legacy of a particular gift or gifts specifically authorizes or requires its retention and/or use for a specific project. (b) To invest and reinvest the principal and undistributed income of the Foundation funds on deposit with the Trustee in such property, real, personal or mixed and in such manner as it shall deem proper for the growth of capital and the production of income,and from time to time to change investments as he/she shall deem advisable; to invest in or retain any stocks, shares, bonds, notes, obligations, or personal or real property bonds, notes, obligations, or personal or real property (including without limitation any interest in or obligations of any corporation, association,business trust, investment trust, common trust fund or investment company) although some or all of the property so acquired or retained is of a kind or size which but for this express authority would not be considered proper and although all of the Foundation funds are invested in the securities of one company. No principal or income,however, shall be loaned,directly or indirectly,to the Investment Trustee or any member of the Board or to anyone else, corporate or otherwise,who has at any time made a contribution to this Foundation, nor to anyone except on the basis of an adequate interest charge and with adequate security. (c) To sell, lease, or exchange any personal,mixed, or real property, at public auction or by private contact, for such consideration and on such terms as to credit or otherwise,and to make such contracts and enter into such undertakings relating to the Foundation property, as it considers advisable,whether or not such leases or contracts may extend beyond the duration of the Foundation. (d) To borrow money for such periods, at such rates of interest, and upon such terms as it considers advisable, and as security for such loans to mortgage or pledge any real or personal property with or without power of sale; to acquire or hold any real or personal property, subject to any mortgage or hold any real or personal property, subject to any mortgage or pledge on or of property acquired or held by this Foundation. (e) To execute and deliver deeds, assignments, transfers, mortgages, pledges, leases, covenants,contracts,promissory notes,releases,and other instruments, sealed or unsealed,incident to any transaction in which it engages. (f) To vote, to give proxies, to participate in the reorganization, merger or consolidation of any concern or in the reorganization, merger or consolidation of any concern or in the sale, lease, disposition, or distribution of its assets; to join with other security holders in acting through a committee, depositary, voting trustees, or otherwise and in this connection to delegate authority to such committee, depositary, or trustees and to deposit securities with them or transfer securities to them; to pay assessments levied on securities or to exercise subscription rights in respect of securities. 8 (g) To hold Foundation property without indication of fiduciary capacity but only in the name of a registered nominee,provided the Foundation property is at all times identified as such on the books of the Foundation fund;to keep any or all of the Foundation property or funds in anyplace or places in the United States of America. SECTION 3. CHECKS AND NOTES Except as otherwise specifically determined by resolution of the Board of Directors,or as otherwise required by law, checks, drafts, promissory notes, orders for the payment of money, and other evidence of indebtedness of the corporation shall be signed by the Investment Trustee or his/her agent and the signature of either the President or the Vice President. SECTION 4. DEPOSITS All funds of the corporation shall be deposited from time to time to the credit of the corporation in such banks, trust companies or other depositories as the Investment Trustee selects. SECTION 5. ACCEPTANCE OF DONATIONS General Donations. The Board of Directors may receive donations from the Donors or from any other source in cash or in other property acceptable to them. All donations so received shall be deposited with an Investment Trustee by the Board of Directors and thereafter held, managed, administered and disposed of by the Investment Trustee and the Board of Directors pursuant to the terms of the Agreement. Restricted Use Donations. The Board of Directors may accept donations which restrict their uses and purposes,provided such restrictions are within the uses and purposes set forth in Article H, and which limit the time, manner, amount, or other terms of distribution; but, unless otherwise specifically required, the Board of Directors may mingle such restricted donations with other assets of the Foundation. ARTICLE X - CORPORATE RECORDS AND REPORTS SECTION 1. MAINTENANCE OF CORPORATE RECORDS The corporation shall keep at its principal office: (a) Minutes of all meetings of directors and of committees of the board, indicating the time and place of holding such meetings,whether regular or special,how called,the notice given,and the names of those present and the proceedings thereof; (b) A copy of the corporation's Articles of Incorporation and Bylaws as amended to date,which shall be open to inspection by the members,if any,of the corporation at all reasonable times during office hours. The corporation shall keep at the office of the Investment Trustee: 9 (a) Adequate and correct books and records of account, including accounts of its properties and business transactions and accounts of its assets, liabilities,receipts,disbursements,gains and losses; SECTION 2. DIRECTORS' INSPECTION RIGHTS Every director shall have the absolute right at any reasonable time to inspect and copy all books, records and documents of every kind. SECTION 3. REGULAR ACCOUNTING REPORTS The Investment Trustee shall render an accounting of the investment transactions concerning the Foundation to the Board of Directors at least annually. No person or entity other than the Board of Directors may require an accounting or bring any action against the Investment Trustees with respect to the Foundation. The Investment Trustee may at any time initiate legal action or proceedings for the settlement of its accounts and, except as otherwise required by law, the only necessary party defendant to such action or proceedings shall be the Board of Directors. SECTION 4. ANNUAL REPORT The Board of Directors shall make a report annually of its uses of the Foundation and shall distribute copies thereof to all members at the regular annual meeting held in June. ARTICLE XI FISCAL YEAR The fiscal year of the Foundation shall be from July 1 through June 30th. ARTICLE XII - TERM OF FOUNDATION SECTION 1. TERM OF THE FOUNDATION The Foundation shall continue in perpetuity; it may however,at any time be dissolved and the assets distributed with the assent of two-thirds of the Board of Directors,the Library Board of Trustees and the Rancho Cucamonga City Council. SECTION 2. DISSOLUTION Upon any such dissolution, the assets of this Foundation shall revert to the City of Rancho Cucamonga, to be distributed exclusively for such purpose or purposes, as are consistent with the purpose of the Foundation. 10 ARTICLE XIII - AMENDMENT OF BYLAWS SECTION 1. AMENDMENT Subject to any provision of law applicable to the amendment of Bylaws of public benefit nonprofit corporation, these Bylaws, or any of them, may be altered, amended, or repealed and new Bylaws adopted by approval of the Board of Directors. ARTICLE XIV—AMENDMENT OF ARTICLES SECTION 1. AMENDMENT OF ARTICLES Any amendment of the Articles of Incorporation may be adopted by approval of the Board of Directors. SECTION 2. CERTAIN AMENDMENTS Notwithstanding the above sections of this Article, this corporation shall not amend its Articles of Incorporation to alter any statement which appears in the original Articles of Incorporation of the names and addresses of the first directors of this corporation, nor the name and address of its initial agent, except to correct an error in such statement or to delete such statement after the corporation has filed a "statement by a Domestic Non-Profit Corporation" pursuant to Section 6210 of the California Nonprofit Corporation Law. 11 ARTICLES OF INCORPORATION OF THE RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION I The name of this corporation is the Rancho Cucamonga Public Library Foundation. I1 A. This corporation is a nonprofit public benefit corporation and is not organized for the private gain of any person. It is organized under the Nonprofit Public Benefit Corporation Law for charitable purposes. B. The specific purpose of this corporation is to lessen the burdens of government ofthe Cityof Rancho Cucamonga by assisting the Rancho Cucamonga public Library in improving the quality of library services to the citizens of the City of Rancho Cucamonga. III The name and address in the State of California of this corporation's initial agent for service of process is: Robert Karatsu, 7368 Archibald, Rancho Cucamonga CA 91730. IV A. This corporation is organized and operated exclusively for Library purposes within the meaning of Section 501 (c) (3) of the Internal Revenue Code. B. No substantial part of the activities of this corporation shall consist of carrying on propaganda or otherwise attempting to influence legislation and the corporation shall not participate or intervene in any political campaign (including the publishing or distribution of statements) on behalf of any candidate for public office. C. Not withstanding any other provision of these articles,the corporation shall not carry on any other activities not permitted to be carred on [a] by a corporation exempt from Federal income tax under section 501 (c) (3) of the Internal Revenue Code of 1986 [or the corresponding provision of any future United States Internal Revenue law] or [b] by a corporation contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code of 1986 [or corresponding provision of any future United States Internal Revenue law]. V The property of this corporation is irrevocably dedicated to Rancho Cucamonga Public Library purposes and no part of the net income or assets of this corporation shall ever inure to the benefit of any director,officer,or member thereof or to the benefit of any private person. Upon the dissolution 12 or winding up of the corporation,its assets remaining after payment,or provision for payment,of all debts and liabilities of this corporation shall be distributed to the City of Rancho Cucamonga exclusively for public library purposes. Date (Signature of Incorporator) (Type name of Incorporator) I hereby declare that I am the person who executed the foregoing Articles of Incorporation, which execution is my act and deed. (Signature of Incorporator) 13 Absenteeism See Board of Directors: Restricted .............................................. 10 Removal of Directors Executive Committee Accounting Reports 11 Duties of.................................................. 7 Action Without Meeting See Meetings: Limitations of Authority......................... 7 Written Consent Minutes ................................................... 7 Address Fiscal Year 11 Change of................................................ 1 Friends of the Library Principal Address of the Foundation....... 1 Representation on the Foundation .......... 4 Annual Report 11 Inspection Rights See Board of Directors: Articles of Incorporation 10, 13 Inspection Rights Amendment........................................... 12 Investment Trustee 6 Initial Agent for Service of Process...... 13 Powers and Duties....................... 8, 10, 11 Board of Directors Investments See Investment Trustee Appointed by...........................................4 Liability See Board of Directors: Compensation ......................................... 5 Liability Duties.................................................... 11 Library Board of Trustees I Inspection Rights................................... 10 Representation on the Foundation .......... 4 Liability................................................... 5 Library Director 1, 6 Number ................................................... 4 Ex Officio................................................ 4 Power...................................................... 3 Limitations 2 Powers..................................................... 8 Loans to Trustees Qualifications.......................................... 4 Prohibition Against................................. 9 Reimbursement....................................... 5 Meetings Removal of Directors.............................. 5 Annual..................................................... 3 Terms ...................................................... 4 Minutes ................................................. 10 Vacancies................................................ 5 Notice...................................................... 3 Brown Act See Meetings: Brown Act Quorum................................................... 3 Requirements Regular.................................................... 3 Budget6 Special..................................................... 3 Bylaws 10 Written Consent...................................... 3 Amendments..................................... 4, 11 Minimum Holding 8 Checks and Notes Officers Signatures Required.............................. 10 Cause for Removal.................................. 6 City, Responsibility of 2 Duties of.................................................. 6 Committees Number of............................................... 6 Advisory Members.................................. 6 Terms of Office....................................... 6 Executive..........See Executive Committee Political Campaigns 2, 13 Membership of........................................ 6 Purpose 1 Minutes ................................................... 7 Quorum See Meetings: Quorum Contracts 2 Real Estate 2, 9 Corporate Records 10 Rules of Procedure 4 Dissolution 10, 11 Shares 2 Distributable Income 8 Term of the Foundation See Dissolution Donations Treasurer General.................................................. 10 Reports.................................................... 3 14 RECORD OF BYLAWS AMENDMENTS Amended February 13, 2006 Approved by: President Ruth Leal I LVA Vice President Frances Howdyshell Theresa Akahoshi Bruce Bowne Stefani Carrasco Rebecca Davies Gino Filippi Ned Leonard Ron Sakala Gilda Silver Paul Williams Ray Wimberly 15 STAFF REPORT LIBRARY SERVICES DEPARTMENT , Date: August 10, 2009 RANCHO CUCAMONGA To: Rancho Cucamonga Library Foundation Board From: Robert Karatsu, Library Services Director Subject: POSSIBLE NEW LIBRARY FOUNDATION AD HOC SUBCOMMITTEES After a discussion with President Davies, Board Member Filippi and Assistant Library Director Perera, there were some possible ad hoc sub committees that could be formed to better reflect where the Library Foundation is headed in 2009 and beyond. For historical perspective, attached are the last ad hoc sub committees of the Library Foundation from 2007. Listed below to stimulate discussion are some ad hoc sub committees that were felt could be useful for the current Foundation: 1). Events Committee Focus on fundraising events such as the Library Telethon, "Music, Mysteryand Merlot" and any other special events sponsored by the Foundation. 2). Planned Giving Based on the planned gift of Lola A. Livesey, having a more formal planning giving program is an avenue that could prove to be beneficial to the Foundation. Perhaps create a brochure, some kind of FAQs, and publicize the planned giving program. 3). 2010 Library Calendar The 2009 Library Calendar has proven to be very successful as a PR and marketing tool. There are potential advertising opportunities in the 2010 calendar that could be explored. 4). Schools To promote library fundraisers and activities to the school community: class rooms, Superintendents, School Boards and PTA's. During Telethon years, focus is on fund development and participation in Junior Trivia Challenge and performances. 5). Community Outreach /Speaker's Bureau Perhaps in concert with the Library Board of Trustees, go out into the community and publicize Library events, the future direction of the Library (i.e., the 2nd floor at Biane Library), and talk about fundraising opportunities. 6). Victoria Gardens Walkway Brick Sales The brick walk at Victoria Gardens is a very visible form of donor recognition and it still only about half-sold. Respectfully submitted, Robert Karatsu Library Director LIBRARY FOUNDATION AD HOC SUB-COMMITTEES HOUSE RAFFLE COMMITTEE Chair: Tony Mize Secretary: Members: Dominic Melillo, Library Foundation, Ron Sakala, Library Foundation and Paul Williams, Library Foundation. Project: Working in conjunction with the Community Foundation, to conduct the raffle of a house in Rancho Cucamonga. PAL CAMPAIGN STEERING COMMITTEE Co-Chairs: Tony Mize and Paul Williams Members: Bruce Bowne, Library Foundation President, Ruth Leal, Library Foundation Past President; Paul Williams, Library Foundation; (Ron Sakala, Library Foundation Alternate); Tony Mize, Community Foundation;David Parker,Community Foundation;Dr.Harvey Cohen,Community Foundation. Staff: Kevin McArdle, Community Foundation; Paula Pachon, Community Foundation; Deborah Clark, Library Foundation. Project: To coordinate efforts on the "Performing Arts and Literacy Campaign" between the Library Foundation and the Community Foundation. SCHOOL/YOUTH COMMITTEE Chair: Teresa Akahoshi Secretary: Bruce Bowne Members: Teresa Akahoshi, Library Foundation, David Atkins, Library Foundation, Bruce Bowne, Library Foundation, Rebecca Davies, Library Foundation, Gilda Silver, Library Foundation. Staff: Renee Tobin. Additional membership from education community. Project: To promote library fundraisers and activities to the school community: class rooms,Superintendents, School Boards and PTA's. During Telethon years, focus is on fund development and participation in Junior Trivia Challenge and performances. TELETHON PRODUCTION COMMITTEE Chair: Ruth Leal Secretary: Vacant Members: Ruth Leal, Library Foundation; Paul Williams, Library Foundation. Staff: Robert Karatsu and Michelle Perera. Project: To create and design Telethon format, contact and book entertainment and celebrity guests for the Telethon and to line up show hosts for the broadcast. SPECIAL EVENT & MARKETING COMMITTEE Chair: Gino Filippi Secretary: Members: Bruce Bowne, Library Foundation, Stefani Carrasco, Library Foundation, Gino Filippi, Library Foundation,Dominic Melillo,Library Foundation and Ruth Leal,Library Foundation. Staff: Deborah Clark and Karye Hood. Project: To recommend special events;to coordinate logistics of events;plan entertainment;plan author visits. MEMBERS AND AD HOC SUB-COMMITTEE ASSIGNMENTS TERESA AKAHOSHI School/Youth Committee DAVID ATKINS School/Youth Committee BRUCE BOWNE Pal Campaign Steering Committee School/Youth Committee Special Event&Marketing Committee STEFANI CARRASCO Special Event&Marketing Committee REBECCA DAVIES School/Youth Committee GINO FILIPPI Special Events &Marketing Committee DAVID GONZALEZ House Raffle Committee RUTH LEAL Special Event&Marketing Committee Pal Campaign Steering Committee Telethon Production DOMINIC MELILLO House Raffle Committee Special Event &Marketing Committee RON SAKALA House Raffle Committee Pal Campaign Steering Committee Alternate GILDA SILVER School/Youth Committee PAUL WILLIAMS House Raffle Committee PAL Campaign Steering Committee Telethon Production August 13,2007