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HomeMy WebLinkAbout09/09/14 (Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. September 14, 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 6ff /o� ap�9 at 3 /n I posted a true and correct copy of the meeting agenda date apt. Jq, '2007 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 q -/O-O9 , at Rancho Cucamonga. Robert Karatsu, Library Director City of Rancho Cucamonga By: V, 4,6 L�Ja� Vivian Garcia, Senior Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA SEPTEMBER 14, 2009 1 RANCHO CUC"ONGA A. CALL TO ORDER 1. Roll Call: Akahoshi Amsler Atkins Bowne Clark Davies Filippi Gilfry Gonzalez Leal May 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: August, 4 2009. 2. Approval of Minutes: March 2, April 13, May 11, June 8, and 7 August 10, 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. D. BOARD BUSINESS The following items have been requested by the Library Foundation Board for discussion. They are not public hearing items, although the President may open the meeting for public input. 1. Future coordination of Library Foundation and Community 27 Foundation. Staff report by Library Director Robert Karatsu attached. Discussion led by President Davies and Member Leal. 2. Past due Library Telethon 2009 pledges. Report to be distributed at meeting. Update by Library Director Robert Karatsu. 3. Foundation taxes. Staff report by Library Director Robert 28 Karatsu attached. Update by Library Director Robert Karatsu. LIBRARY FOUNDATION BOARD AGENDA SEPTEMBER 14, 2009 2 RANCHO CUCAMONGA 4. Upcoming joint meeting on October 21, 2009 with City Council and Library Board of Trustees. Update by Library Director Robert Karatsu. 5. Subcommittee reports. Discussion led by President Davies. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING This is the time for Library Foundation Board to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. F. PUBLIC COMMUNICATIONS This is the time and place for the general public to address the Library Foundation Board. State law prohibits the Board from addressing any issue not previously included on the Agenda. G. ADJOURNMENT I, Vivian R. Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, or my designee, hereby certify that a true, accurate copy of the foregoing agenda was posted on Thursday, September 10, 2009, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. STAFF REPORT i r LIBRARY SERVICES DEPARTMENT RANCHO Date: September 14, 2009 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: TREASURER'S REPORT—AUGUST, 2009 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH August, 2009 BALANCE REVENUES EXPENDITURES BALANCE FUND General $102,802.82 $5,905.93 65.25 $108.643.50 Archibald Children's Books Endowment $40,000.00 $40.000.00 Victoria Gardens Books $83,125.00 $83,125.00 Adult Literac $9,535.00 $9,535.00 Lola A. Livesey Trust Account $158,000.00 $158.000.00 Operating Reserve Fund $5,000.00 $5,000.00 Unallocated Funds $759.000.00 $759.000.00 TOTAL $1,157,462.82 $5,905.93 65.25 $1,163,303.50 LAIF Account: $955,374.24 Union Bank Account' $207,929.26 Total Library Foundation Holdings: $1,163,303.50 Revenues: $5,905.93 Rental Payment $ 800.00 General Fund Telethon $ 5.00 General Fund Archibald Donation Box $ 100.93 General Fund Total Wine & More Donation $ 5,000.00 General Fund Expenditures: $65.25 Exclusive Emages—Telethon Donors $ 65.25 General Fund- Stack and Table Plates Rancho Cucamonga Public Library Foundation CASH REPORT AUGUST 2009 Beginning Balance $1,157,462.82 Deposits 8/13/2009 805.00 8/18/2009 100.93 8/25/2009 5,000.00 5,905.93 Less Checks #10034 (65.25) (65.25) Exclusive Emages-Telethon Donor Plates $1,163,303.50 Union Bank Statement Ending Balance $ 207,929.26 Deposits in Transit - Less Outstanding Checks - Investments- LAIF 955,374.24 Adjusted Bank Balance $ 1,163,303.50 �®�'[p�v'[��[��V' Pagel oti J UnionBank F A'('(N®UN P0'rz RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number:2740024461 UNION BANK 08/01/09-08/31/09 GOVERNMENT SERVICES- SOUTH 274 POST OFFICE BOX 513840 Customer Inquiries LOS ANGELES CA 90051-3840 800-798-6466 Thank you for banking with us since 2008 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P O BOX 807 RANCHO CUCAMONGA CA 91729 ■ Union Bank has a new logo,It represents our ongoing commitment to your banking needs,backed by nearly 150 years o/strength and security.While our look has changed,everything also remains the same. No action is required on your part,and your day-to-day banking will continue as before. Public Fund Checking Summary Account Number: Days in statement period:Days in statement period:31 Balance on 8/1 S 202,088-58 Total Credits 5,905.93 Deposits(3) 5,905.93 Total Debits -65.25 Checks paid(1) -65.25 Balance on 8/31 $ 207,929.26 CREDITS Deposits including check and cash credits Date DescriptionlLocation Reference Amount 8/13 CARRIER DEPOSIT 47157235 $ 805.00 8/18 CCV DEPOSIT SEC#081BAE2060 A-OOOOOo0000S 90220131 100.93 8/26 UNENCODED COURIER DEPOSIT 45494800 5,000.00 3 Deposits Total S 5,905.93 DEBITS Check Paid Number Dale Amount Number Date Amount 10034 8/10 65.25 Dally Ledger Balance Date Ledger Balance Date Ledger Balance 8/3-8/9 $ 202,088.58 8/18-8/25 S 202,929.26 8/10-8/12 202,023.33 8/26-8/31 207,929.26 8/13-8/17 202,828.33 STAFF REPORT LIBRARY SER\rICES DEPARTMENT RANCHO Date: September 14, 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 March 2, April 13, May 11, June 8 and August 10, 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, �` I� ate" 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, 40.09, 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 Bl. 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, 42- 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 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 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 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 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 submitted, Vim- ��- 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 carred, 7-0-4 (with Akahoshi, Filippi, Gilfry 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, Inc., 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 B1. 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 Cl. 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 H 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, 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,August 10,2009,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 Bl. 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 carried, 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 DI. 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 Local 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). 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. 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 of October 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 of the 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. 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 of Etiwanda 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. Library Foundation Board Minutes August 10, 2009 Page 4 Planned Giving Deborah Clark and Robert Coberly 2010 Library Calendar Jackie Amsler, David Gonzalez, Ruth Leal, Leslie Mae and Paula Pachon Schools Rebecca Davies, Tina Gilfry and Leslie Mae Community Outreach/Speaker's Bureau Deborah Clark, Robert Coberly and Tina Gilfry Victoria Gardens Walkway Brick Sales Deborah Clark and Ruth Leal Finance Bruce Bowne and David Atkins. Library Director Karatsu also mentioned that staff liaisons will also be assigned to the various committees. 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 the 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. ET 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 of his involvement as President of the Library Foundation Board. F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING F1. Foundation Taxes F2. PAL Cabinet F3. Subcommittee Reports F4. Past due Library Telethon pledges Library Foundation Board Minutes August 10, 2009 Page 6 F5. Upcoming joint meeting with City Council and Library Board of Trustees G. COMMUNICATIONS FROM THE PUBLIC None received. H. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn,seconded by Member May,motion carried, 11-0-2 (with Akahoshi and Atkins absent). The meeting adjourned at 7:13 p.m. c Respectfully submitted, lac'-- Vivian Garcia Administrative Secretary Approved: STAFF REPORT LIBRARY SERVICES DEPARTMENT l RANCHO Date: September 14, 2009 - CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: FUTURE COORDINATION OF LIBRARY FOUNDATION AND COMMUNITY FOUNDATION RECOMMENDATION For information only. BACKGROUND/ANALYSIS At the August 10, 2009, meeting of the Library Foundation Board, there was a discussion about the former Performing Arts and Literacy (PAL) cabinet. (The PAL cabinet was composed of three members of the Library Foundation and three members of the Community Foundation. The purpose of the cabinet was to coordinate joint fundraising efforts between the Foundations.) The future of the former PAL cabinet was not clear. At the meeting, Robert Karatsu, Library Director, stated he would meet with Kevin McArdle, Community Services Director (staff liaison to the Community Foundation), to discuss this issue and how to proceed. After meeting with Mr. McArdle on August 26'", it was decided that at the next meeting of the Community Foundation (they are on hiatus during the summer), he would request that this item be agendized for a future meeting, and that a member of the Community Foundation or staff member would contact the President of the Library Foundation or Library staff and arrange for a meeting between representatives of each Foundation. Initially, this meeting would be to discuss specific ideas such as how the Foundations can best support each other, and to explore how the two Foundations may function together in the future. FISCAL IMPACT None. Respectfully submitted, Robert Karatsu Library Director STAFF REPORT = LIBRARY SERVICES DEPAR:rNIENT l RANCHO Date: September 14, 2009 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: "PAST DUE" BALANCE ASSESSED BY IRS RECOMMENDATION Information only. BACKGROUND/ANALYSIS On August 24, 2009, 1 received a certified letter from the IRS. It stated that the Foundation owed $3,858.28 in past taxes. Upon receiving the letter, I contacted Deborah Clark, who prepared the Foundation taxes in 2008, and shared the letter with her. Ms. Clark reviewed the letter and then was able to contact the IRS case worker assigned to the case. (Ms. Clark is the only person who is authorized by the IRS to discuss the case with them since she is listed as the director on the Foundation's articles of incorporation.) After discussing the case with the IRS, Ms. Clark said that there appeared to be some confusion by the IRS in that they acknowledged receiving a tax form 990 in November 2008, and then a duplicate copy in June 2009. (The duplicate was sent in June 2009 in response to their initial request for the November 2008 990 form. Where the confusion appears to lay is that the IRS thought the June 2009 return was the only 990 form submitted, and therefore was assessing a late penalty. As it turns out, the IRS case worker that Ms. Clark spoke to acknowledged that the IRS did indeed receive the November 2008 return (on time) and that they also received the June 2009 duplicate.) In the conversation with the IRS case worker, it will take the IRS up to 30 days to make a final decision on whether the Foundation does indeed owe any penalties. According to the IRS letter however, we have 10 days to pay the penalty fees without incurring additional penalties. When the IRS case worker was asked if the Foundation should pay the penalty now, the reply was "That is up to YOU." I have discussed this situation with Deborah Clark, Foundation President Davies and Tamara Layne, the City Finance Director, and have decided not to pay the penalty at tliis time. Based on the information as presented, it appears clear to me that the IRS is at fault in this instance, and after their review of this case, they will realize this and waive the penalty which never should have been assessed in the first place. FISCAL IMPACT Until the IRS makes its final decision, fiscal impact is unknown. Respectfully submitted, Robert Karatsu Library Director