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HomeMy WebLinkAbout2009/08/10 - Minutes - Library Foundation BoardCITY 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, August ] 0, 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 6:01 p.m. Present were Members Amsler, Bowne, Davies, Filippi, Gilfry, Gonzalez, Leal, Melillo and White. City Clerk Janice Reynolds, 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 B1. Administration of Oath of Office. City Clerk Janice Reynolds administered the Oath of Office to new appointee Deborah Clark. Member May arrived at 6:06 p.m. **:*** C. CONSENT CALENDAR Cl . Approval of Library Foundation Treasurer's Report: July, 2009. MOTION: Moved by Member Filippi to approve the Treasurer's Report, seconded by Member Melillo, motion carried, 11-0-2 (with Akahoshi and Atkins absent). Member Davies stated that more funds should be transferred into the LAIF account. Robert Coberly, Library Board of Trustees President arrived. MOTION: Moved by Member Bowne for transfer of funds from the general Library Foundation account into the LAIF account, seconded by Member Clark, motion carried, 11-0-2 (with Akahoshi and Atkins absent). C2. Approval of Minutes: March 2, April 13, May 11, June 8 and July 13, 2009. Library Foundation Board Minutes August 10, 2009 Page 2 MOTION: Moved by Member Bowne to approve the minutes for July 13, 2009 (Members Amsler and Clark abstained), seconded by Member Gilfry, motion carved, 9-0-2-2 (with Akahoshi and Atkins absent). Unable to approve the other sets of minutes due to a lack of quorum of the attendees. ****** D. LIBRARY DIRECTOR'S STAFF REPORTS D 1. Library Status Update: Oral report by Robert Karatsu, Library Director. a. Acceptance of grant for $10,000 from California State Library and Digital Storytelling Program for Local History and request for matching funds. Report attached. Robert Karatsu, Library Director, reviewed the Digital Storytelling Program for Loyal History Grant with the Board. Staff requested an additional $10,000 as matching funds from the Library Foundation. MOTION: Moved by Member Clark to approve the Grant and the $10,000 matching funds from the Library Foundation, seconded by Member May, motion carried 11-0-2 (with Akahoshi and Atkins). 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. Robert Karatsu, Library Director, reviewed the special meeting which will be recognizing corporate donors, Friends of the Library and members of the Library Foundation Board. 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. Robert Karatsu, Library Director, asked Library Foundation Members to save the date ofOctober 21 at 3 p.m. for a special joint meeting with the City Council and the Library Board. d. Event at Total Wine & More on Thursday, August 20, 2009, at 6 p.m. Robert Karatsu, Library Director, stated that the grand opening ofthe Total Wine & More would be on August 20 at 6 p.m. Total Wine and More will be presenting a check for $5,000 to the Library Foundation that evening. Please let Vivian Garcia know if you will be attending x**~** Library Foundation Board Minutes August 10, 2009 Page 3 E. BOARD BUSINESS E1. Introduce Prospective Board Members. President Davies introduced the prospective Board Members and asked them to talk about their background and why they would like to join the Library Foundation Board. , Paula Pachon, Management Analyst III with Community Services, reviewed her background and her interest in joining the Library Foundation Board. Balbina Kendall, Assistant Principal ofEtiwanda Intermediate School, reviewed her background and her interest for the Library Foundation Board. Library Director Karatsu mentioned that their names would be submitted to the City Council Library subcommittee for review, and then the subcommittee would make a recommendation to the City Council. The process will take approximately one month to six weeks, depending on when the subcommittee can convene. E2. Review of Library Foundation Board Role and Mission Foundation Bylaws attached. Discussion led by President Davies. President Davies asked the Members to review the Bylaws. She reviewed the following sections, Purpose, page 25 and Limitations, paragraph 2, page 26 with the Board. Member Amsler left at 6:17 p.m. Member Amsler returned at 6:20 p.m. Member Melillo left at 6:30 p.m. E3. Discussion on possible new Library Foundation ad hoc subcommittees. Report attached. Discussion led by President Davies. President Davies requested Members to review the ad hoc subcommittees listed on page 40 of the agenda packet and to request the committees they would like to be part of. After review of the different committees the following Members volunteered: Events Committee Bruce Bowne, Gino Filippi, Tina Gilfry, David Gonzalez, Ruth Leal and Chris White. Staff: Robert Karatsu and Michelle Perera Library Foundation Board Minutes August 10, 2009 Page 4 Planned Giving Deborah Clark and Robert Coberly. Staff: Robert Karatsu. 2010 Library Calendar Jackie Amsler, David Gonzalez, Ruth Leal, Leslie Mae and Paula Pachon. Staff: Michelle Perera. Schools Rebecca Davies, Tina Gilfry and Leslie Mae. Staff: Renee Tobin. Community Outreach/Speaker's Bureau Deborah Clark, Robert Coberly and Tina Gilfry. Staff: Michelle Perera. Victoria Gardens Walkway Brick Sales Deborah Clark and Ruth Leal. Staff: Robert Karatsu. Finance Bruce Bowne and David Atkins. Staff: Robert Karatsu. E4. Update on "Concert Under the Starts." Update by Member Amsler. Member Amsler stated that when she contacting the Foundation, there were not any tickets available at this time. E5. Future Library Foundation Events. Discussion led by President Davies and Assistant Library Director Michelle Perera. Michelle Perera, Assistant Library Director, reviewed with the Board the upcoming date of September 24 will be the 15`h Anniversary of the Library. The Events ad hoc subcommittee could review the date and [he timeframe for a potential fundraiser. After discussion of the Members, the timeframe was considered to be very tight. Robert Karatsu, Library Director, stated that staff will work on an awareness, program of the Library's 15`h anniversary independently of a special event. Library Foundation Board Minutes August 10, 2009 Page 5 E6. Discussion regarding the reconvening of PAL Cabinet. Discussion led by President Davies and Member Leal. President Davies asked Member Leal to discuss with the Board her thoughts on the PAL Cabinet. Member Leal stated that her understanding at the last meeting was not to eliminate the PAL Cabinet but to continue meeting in the future. The Cabinet did request to the Community Foundation and the Library Foundation Boards to divide the funds from the account. Member Leal stated that the members of the PAL Cabinet stated they would like to have quarterly meetings in the future. Time and effort were involved in creating the Cabinet. Members Bowne and Clark agreed that this was also their understanding at the last meeting of the PAL Cabinet. President Davies, Member Gonzalez and Member Leal will meet with Robert Karatsu, Library Director and Michelle Perera, Assistant Library Director to discuss the PAL Cabinet. E7. Past due Library Telethon 2009 pledges. Report to be distributed at meeting. Discussion led by Library Director Robert Karatsu. Robert Karatsu, Library Director, reviewed the report listing the past due Library Telethon 2009 pledges. The Members of the Board divided up the outstanding pledges and will make contact with the donors. E8. Share appreciation of past President Bruce Bowne. President Davies thanked past President Bowne for his time as President. Robert Karatsu, Library Director, presented past President Bowne with a gavel in appreciation ofhis involvement as President of the Library Foundation Board. ****** F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING F1. Foundation Taxes F2. PAL Cabinet -Update F3. Subcommittee Reports F4. Past due Library Telethon pledges F5. Upcomingjoint meeting with City Council and Library Board of Trustees Library Foundation Board Minutes August 10, 2009 Page 6 ****** G. COMMUNICATIONS FROM THE PUBLIC None received. ****** H. ADJOURNMENT MOTION: Moved by MemberFilippitoadjourn,secondedbyMemberMay,motioncamed,ll-0-2 (with Akahoshi and Atkins absent). The meeting adjourned at 7:13 p.m. Respectfully su milted, ~~ x.~.u-~-- Vivian Garcia Administrative Secretary Approved: September 14, 2009