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HomeMy WebLinkAbout2009/09/14 - 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, September 14, 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 p.m. Present were Members Akahoshi, Amsler, Atkins, Clark, Davies, Filippi, Gilfry, Gonzalez, Melillo and White. Library Board of Trustees President Robert Coberly, Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director, Paula Pachon, Management Analyst III and Vivian Garcia, Administrative Secretary were present. *+~*** B. CONSENT CALENDAR B1. Approval of Library Foundation Treasurer's Report: August, 2009. MOTION: Moved by Member Clark to approve the Treasurer's Report, seconded by Member Melillo, motion carried, 10-0-3 (with Bowne, Leal and May absent). B2. Approval of Minutes: March 2, April 13, May 11, June 8 and August 10, 2009. MOTION: Moved by Member Gilfry to approve the minutes for March 2 (Filippi, Melillo and White abstained), June 8 (Filippi and Gonzalez abstained) and August 10, 2009. (Akahoshi and Atkins abstained), seconded by Member Filippi, motion carried, 10-0-3 (with Bowne, Leal and May absent). Unable to approve the other sets of minutes due to a lack of quorum of the attendees. ~~**r* 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 Council Library sub-committee would be meeting on October 7`h to review the applicants for the Library Foundation Board. Once approved the new members would be sworn-in prior to the joint meeting with the City Council and the Library Board on October 21. Library Foundation Board Minutes September 14, 2009 • Page 2 Robert Karatsu, Library Director, reviewed the donation of $5,000 from Total Wine & More at their grand opening on August 20. He also reviewed the Council recognition ofthe Foundation Board on September 2. Michelle Perera, Assistant Library Director, reviewed the Big Read events with the Board. The kick- off will be this coming Friday, September 18, at 7 p.m. at the Paul A. Biane Library. Over 550 tickets have been given out. On October 2, Edward James Olmos will be the Keynote Speaker at 7 p.m. at Celebration Hall. Michelle Perera, Assistant Library Director, reminded the Members of the Literacy Celebration which will be this Sunday, September 20 at 2 p.m. at the Paul A. Biane Library at the Cultural Center. Michelle Perera, Assistant Library Director, reviewed the September 10 meeting with Gyroscope with the Board. *r**~* D. BOARD BUSINESS D1. Future coordination of Library Foundation and Community Foundation.` Staff report by Library Director Robert Karatsu attached. Discussion led by President Davies and Member Leal. Robert Karatsu, Library Director, stated that the Community Foundation Board would like to have representatives from both Boards meet in the future. President Davies stated there should be a review of the Foundation Bylaws with the Foundation Board before the meeting is arranged. ` D2. Pas[ 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. D3. Foundation Taxes. Staff report by Library Director Robert Karatsu attached. Update by Library Director Robert Karatsu. Robert Karatsu, Library Director, reviewed the content of the IIZS letter with the Board. Library Foundation Board Minutes September 14, 2009 Page 3 Member Clark reviewed her conversation with the IRS with the Boazd. She stated that she will follow-up with them this week. Robert Karatsu, Library Director, stated staffwill follow up with the Boazd on the outcome once it is resolved. Robert Karatsu, Library Director, discussed the future preparation of taxes with the Board. Member Clark stated that she will help with the Telethon information for the taxes. However, with the addition of the planned giving, it was her recommendation that the Board contract with a professional tax preparation service. President Davies said she would talk to Member Bowne about possible recommendations. Robert Karatsu, Library Director said he would also talk to the City's Finance Director about the auditors they use for the Community Foundation's taxes. D4. Upcoming joint meeting on October 21, 2009, with City Council and Library Board of Trustees. Update by Library Director Robert Karatsu. Robert Karatsu, Library Director, and the Members discussed what they would like to cover at the joint meeting of the City Council and Library Board on Wednesday, October 21 ~`, starting at 2 p.m. in Celebration Hall at the Cultural Center. His preference is for an update of the activities of the Board to the Council and requests that the Board gives this presentation. President Davies asked if any of the Members wanted to volunteer to meet with staffto review items for the joint meeting. President Davies, Members Gilfry, Gonzalez and Filippi will meet with Library Director Robert Karatsu and Assistant Library Director Michelle Perera. This ad hoc committee wolrld meet prior to the next regular meeting of the Board to review the presentation. D5. Ad Hoc Sub-committee Reports. Discussion led by President Davies. President Davies asked Member Amsler to update the Board on the 2010 Library Calendar ad hoc sub-committee. Member Amsler reviewed the meetings and of the committee with the Board. Member Amsler reviewed the recommendations of the ad hoc sub-committee with the Board. After discussion of the Board and staff, the following motion was made. Library Foundation Board Minutes September 14, 2009 Page 4 MOTION: Moved by Member Melillo to approve the sales of advertising in the 2010 Library Calendar to off set the cost of printing the 2010 Library Calendar, seconded by Member Clark, motion carried, 10-0-3 (with Bowne, Leal and May absent). Member Filippi thanked the ad hoc sub-committee for all of their work. Member Gonzalez reviewed the check presentation from Total Wine & More with the Board. Library staff will display the "check" at the Library. President Davies requested staff to send out formal letters of thanks from the Library Foundation Board to Total Wine & More and the Friends of the Library for their donations. Member Filippi reviewed the meeting of the Events ad hoc sub-committee with the Board. Member Filippi stated that there will be an event in the fall of 2009. The committee will work on this and report back to the Board next month. Member Filippi stated that there will be an MMM event in spring of 2010 with Rod Gilfry. He will e-mail the notes of the meeting out to the Members. Member Akahoshi stated that she had been contacted by Di Kroll ofthe Soroptimist International of Baldy View. She asked if Member Akahoshi would attend their Tuesday evening meeting for a check presentation to the Library Foundation. Member Akahoshi stated she would attend as the representative of the Library Foundation Board. President Davies asked if the Victoria Gardens Walkway Brick ad hoc sub-committee would attend the Big Read kick-off this Friday. ****** E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING E1. Foundation Taxes E2. Bylaws Review E3. Upcoming joint meeting with City Council and Library Board of Trustees E4. Subcommittee Reports *r***~ Library Foundation Board Minutes September 14, 2009 Page 5 F. COMMUNICATIONS FROM THE PUBLIC None received. *+**** G. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn, seconded by Member White, motion tamed, 10-0- 3 (with Bowne, Leal and May absent). The meeting adjourned at 7:15 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: October 12, 2009