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HomeMy WebLinkAbout09/12/14 (Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. December 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 Balbina Kendall, Member Ruth Leal, Member Leslie May, Member Dominic Melillo, Member Paula Pachon, 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 Cucamon a Public Library. Acting in that capacity on eC. q m00% -, at Avon , I posted a true and correct copy of the meeting agenda date f7t.�, iN , aoc'j 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 !a- 9-p`! at Rancho Cucamonga. Robert Karatsu, Library Director City of Rancho Cucamonga Vu By: n "Z.� Vivian Garcia, Senior Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA DECEMBER 14, 2009 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi Amsler Atkins Bowne , Clark Davies Filippi Gilfry , Gonzalez , Kendall _, Leal May , Melillo _, Pachon _ 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: October 4 and November, 2009. 2. Approval of Minutes: May 11, October 12, October 21 and 12 November 9, 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 Michelle Perera, Assistant 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. Ad Hoc Subcommittee reports. Discussion led by President Davies. 2. By-Laws revision. Staff report by Library Director Robert 25 Karatsu attached. Discussion led by Member Bowne. 3. Foundation taxes. Update by Michelle Perera, Assistant Library Director. - LIBRARY FOUNDATION BOARD AGENDA DECEMBER 149 2009 2 RANCHO CUCAMONGA 4. Debrief joint meeting on October 21, 2009, with City Council and Library Board of Trustees. Discussion led by Michelle Perera, Assistant Library Director. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING This is the time for Library Foundation Board to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. F. PUBLIC COMMUNICATIONS This is the time and place for the general public to address the Library Foundation Board. State law prohibits the Board from addressing any issue not previously included on the Agenda. G. ADJOURNMENT I, Vivian R. Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, or my designee, hereby certify that a true, accurate copy of the foregoing agenda was posted on Wednesday, December 9, 2009, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. STAFF REPORT - LIBRARY SERVICES DEPART NIENT RANCHO Date: December 14, 2009 C,UCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director - CL/ ' Subject: TREASURER'S REPORT— OCTOBER. 2009 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH October, 2009 BALANCE REVENUES EXPENDITURES BALANCE FUND General $40.027.27 $5,422.84 ($3.858.28) $41,591.83 Archibald Children's Books Endowment $40,000.00 $40.000.00 Victoria Gardens Books $83,125.00 $83.125.00 Adult Literacy9 5$ 35.00 $9,535.00 Lola A. Livesey Trust Account $158.000.00 $158,000.00 Operating Reserve Fund5$ ,000.005$ .000.00 Unallocated Funds $759.000.00 $759.000.00 TOTAL $1.094,687.27 $5,422.84 ($3.858.28) $1,096,251.83 LAIF Account: $1,044,374.24 LAIF Interest $2,175.84 Union Bank Account' $49,701.75 Total Library Foundation Holdings: $1,096,251.83 'Union Bank ending bank balance of$53,560.03 less one outstanding check in the amount of$3858.28 Revenues: $3,247.00 Rental Payment $ 800.00 General Fund Telethon $ 10.00 General Fund Big Read Book Sales $ 88.00 General Fund Edward James Olmos VIP Tickets $ 1,032.88 General Fund Calendar 2010 $ 1,250.00 General Fund Corporate Matching Donation (Abbott Lab) $ 66.12 General Fund 112EASURER'S REPORT-OCTOBER,2009 PAGE 2 DECEMBER 14,2009 Expenditures: $3,858.28 IRS $ 3,858.28 General Fund Penalty and Interest Rancho Cucamonga Public Library Foundation CASH REPORT OCTOBER 2009 Beginning Balance $1,094,687.27 Deposits 10/14/2009 2,582.88 10/28/2009 664.12 3,247.00 LAW Interest 2,175.84 Less Checks #10038 (3,858.28) United States Treasury- Penalty and Interest $1,096,251.83 Union Bank Statement Ending Balance $ 53,560.03 Deposits in Transit Less Outstanding Checks #10038 (3,858.28) Investments-LAW 1,046,550.08 Adjusted Bank Balance $1,096,251 83 STATEMENT Page Iof1 j UnionBank ©[F Q(C C(DUG! 7 S RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number 10101/09-10/30/09 UNION BANK GOVERNMENT SERVICES- SOUTH 274 Customer Inquiries POST OFFICE BOX 513840 800-798-6466 LOS ANGELES CA 90051-3840 Thank you for banking with us since 2008 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P O BOX 807 RANCHO CUCAMONGA CA 91729 ■ Union Bank is your strong financial partner With nearly 150 years of helping businesses prosper, our - conservative lending practices,responsible management and strong capital base have kept us strong and secure.Talk to your relationship manager today to discuss solutions to improve your treasury management efficiency. Public Fund Checking Summary Account Number Days in statement period:Days in statement period:30 Balance on 1011 $ 50,353.26 Total Credits 3,247.00 Deposits(2) 3,247.00 Total Debits -40.23 Checks paid(1) -40.23 Balance on 10130 $ 53,560.03 CREDITS Deposits including check and cash credits Date Description/Location Reference Amount 10/15 CARRIER DEPOSIT 44935299 $ 2,582.88 10/28 CARRIER DEPOSIT 45094630 664.12 2 Deposits Total $ 3,247.00 DEBITS Check Paid Number Date Amount Number Date Amount 10037 10/1 40.23 Daily Ledger Balance Date Ledger Balance Date Ledger Balance 10/1-10/14 $ 50,313.03 10/28-10/30 $ 53,560.03 10/15-10/27 52,895.91 STAFF REPORT - LIBRARY SERVICES DEPARTMENT RANCHO Date: December 14, 2009 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director , (� Subject: TREASURER'S REPORT — NOVEMBER, 2009 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH November, 2009 BALANCE REVENUES EXPENDITURES BALANCE FUND General $41,591.83 $1,530.69 $43,122.52 Archibald Children's Books Endowment $40.000.00 $40,000.00 Victoria Gardens Books $83,125.00 $83,125.00 Adult Literacy $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 $1,096,251.83 $1,530.69 $1.097,782.52 LAW Account: $1,046,550.08 Union Bank Account' $51,232.44 Total Library Foundation Holdings: $1,097,782.52 Revenues: $1,530.69 Rental Payment $ 800.00 General Fund Telethon $ 100.00 General Fund Grapevine $ 10.00 General Fund Archibald Donation Box $ 53.69 General Fund Calendar 2010 $ 500.00 General Fund Biane Donation Box $ 67.00 General Fund Rancho Cucamonga Public Library Foundation CASH REPORT NOVEMBER 2009 Beginning Balance $1,096,251.83 Deposits 11/3/2009 605.00 11/5/2009 120.69 11/9/2009 800.00 11/19/2009 5.00 1,530.69 Less Checks - $1,097,782.52 Union Bank Statement Ending Balance $ 51,232.44 Deposits in Transit - Less Outstanding Checks Investments-LAI F 1,046,550.08 Adjusted Bank Balance $ 1,097,782.52 Page 1 of 1 t J UnionBank (DF QC C®U H 4 @ RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number:IMNIMIMEIL 10/31/09-11/30/09 UNION BANK GOVERNMENT SERVICES- SOUTH 274 Customer Inquiries POST OFFICE BOX 513840 800-798-6466 LOS ANGELES CA 90051-3940 Thank you for banking with us since 2008 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P O BOX 807 RANCHO CUCAMONGA CA 91729 ■ Protect your business against check fraud with Positive Pay from Union Bank.Whether you issue many checks per day, or just a few,Positive Pay gives you greater control and early detection of unauthorized payments—with the convenience of online access.View our demo at:unionbank.com/positivepay.To learn more, call your Relationship Manager or Global Treasury Management Sales at 800-883-0285. Public Fund Checking Summary Account Number Days in statement period:Days in statement period:31 Balance on 10/31 $ 53,560.03 Total Credits 1,530.69 Deposits(4) 1,530.69 Total Debits -3,858.28 Checks paid(1) -3,858.28 Balance on 11130 $ 51,232.44 CREDITS Deposits including check and cash credits Date Description/Location Reference Amount 11/3 CARRIER DEPOSIT 44048664 $ 605.00 11/5 CCV DEPOSIT SEO#1105ES1650 A-00000000015 90220662 120.69 11/10 UNENCODED COURIER DEPOSIT 46856950 800.00 11/19 CCV DEPOSIT SEO#1119VP1400 A-OOOOD000OOS 90222569 5.00 4 Deposits Total $ 1,530.69 DEBITS Check Paid Number Date Amount Number Date Amount 10038 11/2 3,858.28 Daily Ledger Balance Date Ledger Balance Date Ledger Balance 11/2 $ 49,701.75 11/10-11/18 $ 51,227.44 11/3-11/4 50,306.75 11/19-11/30 51,232.44 11/5-11/9 50,427.44 LAIF Regular Monthly Statement Page 1 of 1 Local Agency Investment Fund P.O. Box 942809 Sacramento, CA 94209-0001 wwvr.tt•easurer.ca.gov/pmia-laif (916) 653-3001 December 04, 2009 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION TREASURER 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA, CA 91729 PMIA Average Monthly Yields Account Number: Transactions Tran Type Derinilio is November 2009 Statement Account Summary_ Total Deposit: 0.00 Beginning Balance: 1,046,550.08 Total Withdrawal: 0.00 Ending Balance: 1,046,550.08 i https:Hlaifms.treasurer.ca.gov/RegularStatement.aspx 12/4/2009 STAFF REPORT LIBRARY SERVICES DEPARTMENT 'J RANCHO Date: December 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 May 11, October 12, October 21 and November 9, 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. Also attached are the minutes for the special meeting of October 21 taken by Assistant City Clerk Debra McNay. 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, 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. gas**+ B. CONSENT CALENDAR Bl. 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, 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. �♦s*a� F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Amsler to adj ourn, 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, October 12, 2009, in the Tri-communities Room of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6 p.m. Present were Members Akahoshi, Atkins, Bowne, Clark, Davies, Filippi, Gilfry, Melillo and White. City Clerk Janice Reynolds, Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director and Vivian Garcia, Administrative Secretary were present. B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS BI. Administration of Oath of Office. City Clerk Janice Reynolds administered the Oath of Office to new appointees Balbina Kendall and Paula Pachon. C. CONSENT CALENDAR Cl. Approval of Library Foundation Treasurer's Report: September, 2009. MOTION: Moved by Member Akahoshi to approve the Treasurer's Report, seconded by Member Filippi, motion carried, 11-0-4 (with Amsler, Gonzalez, Leal and May absent). Member Leal arrived at 6:10 p.m. C2. Approval of Minutes: April 13, May 11 and September 14, 2009. MOTION: Moved by Member Bowne to approve the minutes for April 13, 2009 (Members Clark, Davies,Kendall,Melillo and Pachon abstained),seconded by Member Gilfry,motion carried,7-0-3 (with Amsler, Gonzalez and May absent). MOTION: Moved by Member Clark to approve the minutes for September 14, 2009 (Members Bowne, Kendall, Leal and Pachon abstained), seconded by Member Gilfry, motion carried, 8-0-3 (with Amsler, Gonzalez and May absent). Unable to approve May I 1`h minutes due to a lack of quorum of the attendees. Library Foundation Board Minutes October 12, 2009 Page 2 D. LIBRARY DIRECTOR'S STAFF REPORTS DI. Library Status Update: Oral report by Robert Karatsu, Library Director. Robert Karatsu, Library Director, presented an oral report updating the Board on the status of the libraries. Michelle Perera, Assistant Library Director, stated there were approximately 400 attendees for the Edward James Olmos,"We're all in the same Gang"event on Friday,October 2"d. She presented an oral update of the event to the Board. Member Pachon stated that the reception held for Edward James Olmos was very nice. President Davies stated, "Great Job, Everyone." Michelle Perera, Assistant Library Director, reviewed the quarterly Newsletter with the Library Foundation Members. Robert Karatsu, Library Director, reviewed the Literacy Celebration event with the Members and presented each Member with a copy of the new book, "Our Journey: Learning Literacy Life." This is the second publication of stories,poems and letters by the learners of the adult Literacy Program at the Rancho Cucamonga Public Library. E. BOARD BUSINESS El. Presentation of gavel to past President Bowne. President Davies presented Member Bowne with a gavel and thanked him for his terms as President for the Library Foundation Board. E2. Subcommittee Reports. Discussion led by President Davies. President Davies asked the ad-hoc sub-committees to review their updates with the Board. Member Akahoshi stated she attended a meeting of the Soroptimist of Baldy View where they presented a check for $500 to the Library Foundation Board. Robert Karatsu,Library Director,stated a thank you letter had been sent to them and a plaque listing the club was placed on one of the tables at the Archibald Library on the second floor. Michelle Perera,Assistant Library Director,updated the Board on the 2010 calendar. She stated that staff would like to have the ads by the end of this week. Library Foundation Board Minutes October 12, 2009 Page 3 Member Filippi stated that a date with Rod Gilfry had been set for Friday, April 30. He will be working with staff on securing a location and the time. President Davies stated that a table had been set-up the evening of the Hispanic Heritage Cultural Night at the Paul A. Biane Library for the walk way bricks. Members Leal and Pachon assisted in handing out brochures and answering questions. E3. By-Laws revision. Staff report by Library Director Robert Karatsu attached. Discussion led by Member Bowne. Member Bowne reviewed the changes requested on the By-laws with the Members of the Board. After discussion of the Members,the proposed changed under Article V-Board of Directors;Section 3 on page 17 of the agenda will go back to the ad hoc sub-committee for further discussion. E4. Foundation Taxes. Update by Library Director Robert Karatsu. Robert Karatsu, Library Director, presented an oral update to the Board on the Foundation Taxes. E5. 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, reviewed the agenda packet with the Board. After discussion of the Members, the following motion was made in support of the second floor of the Paul A. Biane Library. MOTION: Moved by Member Gilfry that the Library Foundation Board would support$50,000 for the second floor concept being presented to the City Council on October 21 for the Paul A Biane Library in their budget for a period of three(3)years, seconded by Member Pachon,motion carried, 12-0-3 (with Amsler, Gonzalez and May absent). Member Akahoshi left at 7:22 p.m. Member Leal left at 7:22 p.m. ****** F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING F1. By-laws Revision F2. Foundation Taxes Library Foundation Board Minutes October 12, 2009 Page 4 G. COMMUNICATIONS FROM THE PUBLIC None received. H. ADJOURNMENT MOTION: Moved by Member Melillo to adjourn,seconded by Member Clark,motion carried, 10-0- 5 (with Akahoshi, Amsler, Gonzalez, Leal, and May absent). The meeting adjourned at 7:25 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: October 21, 2009 CITY OF RANCHO CUCAMONGA CITY COUNCIL, LIBRARY BOARD AND LIBRARY FOUNDATION BOARD SPECIAL JOINT MEETING MINUTES A. CALL TO ORDER A special joint meeting of the Rancho Cucamonga City Council/Fire Protection District/Redevelopment Agency, Library Board of Trustees and the Library Foundation Board was held on Wednesday, October 21, 2009, at the Cultural Center, located at 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting of the Library Board of Trustees and the Library Foundation Board was called to order at 3:04 p.m.by Mayor Pro Tem L. Dennis Michael. Present were Agencymembers/Boardmembers/Councilmembers: Sam Spagnolo and Vice Chairman/Vice President/Mayor Pro Tem L. Dennis Michael, Chairman/President/Mayor Donald J. Kurth, Agencymember/ Boardmember/Councilmember Rex Gutierrez and Agencymember/Boardmember/Councilmember Diane Williams were absent. Present were Library Board of Trustee Boardmembers: Jackie Amsler, Luella Hairston, President Pro Tem Sharon Nagel and President Robert Coberly. Boardmember Scott Haddon was absent. Present were Library Foundation Boardmembers:Teresa A.Akahoshi,Jackie Amsler, Deborah Clark,Gino L. Filippi, Tina Gilfry, Ruth Leal, Chris White, Vice President David Gonzalez and President Rebecca Davies. Boardmembers Bruce Bowne, Balbina Kendall, Leslie May, Dominic Mello and Paula Pachon were absent. Boardmember David Atkins arrived at 3:35 p.m. Also present were: Jack Lam, City Manager; Pamela Easter,Assistant City Manager; Robert Karatsu, Library Director; Michelle Perera, Assistant Library Director; Vivian Garcia,Administrative Secretary/Library; Renee Tobin, Principal Librarian; Cara Vera, Senior Librarian; Karye Hood, Librarian ll;Angelica Trummell, Children's Librarian; Margaret Hatanaka, Children's Librarian; Barb Tuckerman, Circulation Supervisor and Debra L. McNay, Records Manager/Assistant City Clerk. B. PUBLIC COMMUNICATIONS No communication was made from the public. The Consent Calendar was skipped pending a quorum of the City Council.The update by the Library Board of Trustees and the Library Foundation Board was given at this time. D. ITEM(S) OF BUSINESS 1. UPDATE ON ITEMS BY THE LIBRARY BOARD OF TRUSTEES AND LIBRARY FOUNDATION BOARD. Library Board of Trustee President Coberly noted that library usage has gone up by 30%. Attendance at programs, computer classes and story times has shown similar kinds of increases. He indicated that Library services are being provided to more people with a smaller budget and less staff. Boardmember Amsler reported that the Board is aggressively pursuing grant applications and indicated that grant funding of almost $150,000 has been obtained since January 2009. She reported that the feasibility study forthe second floorof the Biane Library was fully funded with grant monies and discussed how the Library is using the funds obtained by grants. Boardmember Hairston thanked the Library Foundation for their recent donation of$10,000.These funds will be used to match grant funding from the California State Library to do an innovative local history project in the City. She indicated that they hope to capture first-hand stories of Rancho Cucamonga on video, and then making these stories available on the Internet and show it in conjunction with Historical Preservation Month (May, 2010). President Pro Tem Nagel summarized some of the partnerships undertaken by the Library in order to provide services to the community. In closing, President Coberly reported that the Board recently attended a team building session and has established a Library Board Speaker's Bureau in order to advocate for the Library in the community. Library Foundation President Davies read the mission statement of the Library Foundation. She noted that the Library Foundation has been very busy this past year raising funds in support of the Library. Vice President Gonzalez noted that over$250,000 has been raised from various events, including the 2009 Library Telethon, donation from Total Wine & More, the VIP reception held in conjunction with the presentation by Edward James Olmos and Baldy View Soroptimist Club. Recently, $200,000 was received from the Lola A. Livesey Family Trust. Boardmember Leal reported that each year, the Foundation determines funding priorities. She noted that it was a priority for the Foundation to provide the matching funds for grants awarded to the Library. The Foundation matched the grant to perform a feasibility study and recently provided$45,000 to begin prototyping small-scale exhibits. Also, the Library Foundation provided $10,000 to match the grant from the California State Library for the history project. Boardmember Gilfry reported that the Foundation plans to host another Music, Mystery and Merlot Event and hopes to sell ad space in the 2010 library calendar. Boardmember Clark stated that the Library Foundation is planning a campaign to introduce library patrons to the Library's Planned Giving Program. She noted that this is a wonderful way to remember someone while making a meaningful contribution to the community for years to come. In closing, President Davies noted that the conceptual design for the second floor of the Biane Library is innovative and exciting. She indicated that the Library Foundation supports the project 100% and pledged financial support. The 2011 Telethon will include new sponsorships and naming opportunities. President Davies stated the Library Foundation's commitment to provide$50,000 annually for the first three years in order to ensure fresh, innovative exhibits for the second floor. Agencymember/Boardmember/Councilmember Diane Williams arrived at 3:20 p.m. The meeting of the Rancho Cucamonga City Council/Fire Protection District/Redevelopment Agency was called to order at 3:21 p.m. by Mayor Pro Tem L. Dennis Michael. ffikff C. CONSENT CALENDAR 1. APPROVAL OF MINUTES: Special Joint Meeting, October 13, 2008 MOTION: Moved by Williams, seconded by Spagnolo, to approve the minutes of October 13, 2008. Motion carried 3-0, Chairman/President/Mayor Donald J. Kurth and Agencymember/Boardmember/Councilmember Rex Gutierrez were absent. 2. WORKSHOP ON FUTURE DEVELOPMENT FOR THE SECOND FLOOR OF THE PAUL A. BIANE LIBRARY AT VICTORIA GARDENS. Special Joint Meeting Minutes of the Rancho Cucamonga City Council/Fire Protection District/Redevelopment Agency, Library Board of Trustees and Library Foundation Board October 21, 2009-- Page 2 of 4 Robert Karatsu, Library Director, noted that a$50,000 grant was received from the California State Library to conduct a needs assessment and feasibility study for the second floor of the Biane Library. Matching funds were provided by the Library Foundation. Mr. Karatsu noted that today's workshop was scheduled to discuss the findings of the feasibility study and needs assessment. He introduced Michelle Perera, Assistant Library Director, who discussed the results of the community needs assessment. Ms. Perera reported that the City retained Gyroscope. Inc. to conduct the feasibility study. The study's objectives were to evaluate the Rancho KIDS concept and to create a model for possible use by other libraries. For the Community Needs Assessment,Gyroscope conducted interviews,facilitated on-line and paper surveys and held focus group interviews with local residents. President Pro Tem Nagel expanded on her participation in one such focus group. The Assistant Library Director noted that 540 members of the community were surveyed. The five surveys completed showed a high level of interest in the Rancho KIDS project, and a majority supported a hands-on children's museum or science center. People visit the Library 3-4 times per month and visit the Victoria Gardens Shopping Center 3-4 times per month looking for children's activities. Respondents indicated a desire for family-oriented learning experiences and were willing to drive up to 30 miles to visit one. Ms. Perera stated that the surveys showed that people were willing to pay for the Rancho KIDS experience. The focus groups indicated that they were willing to pay$10 per visit. Ms. Perera provided pictures and listed examples of possible models for Rancho KIDS. Concepts discussed included displays and activities for babies and toddlers, ways to explore the outdoors, learn about the local market, develop skills in arts and crafts, play with light and shadow, incorporate science themes and enhance performing arts skills. Also, there would be changing exhibitions. The Assistant Library Director addressed the project's potential, noting that this would be a model project providing a unique type of service to the community. President Pro Tem Nagel spoke about the need to provide children with purposeful play activities and pointed out that 1.2 million children live in a 50 mile radius from the City. Ms. Perera noted that this project will help to strength our relationship with the State Libraryand potentially provide a new library model for other public libraries. Ms. Perera reported that the California State Library has awarded a second grant of $45,000 to begin prototyping small-scale interactive exhibits. As previously mentioned, this grant was matched by the Library Foundation. She showed conceptual drawings of several displays, including an art station, big build station, discovery dig and commotion in motion exhibit. In conclusion, Ms. Perera discussed the next steps in the process, which include using the grant to proto-type and test the exhibits, design a "play" symposium to introduce the concept of play to staff and local libraries,develop a plan to explore entrepreneurial opportunities and strengthen the relationship with the California State Library. Library Director Karatsu referred to the staff recommendation to formally approve the interactive concept and authorize staff to continue the preliminary design process and explore options for eventual exhibit design, construction and operations budget. With this recommendation, he recognized several policy decisions that should be made. Based on the feasibility study and survey process, the second floor should be developed as a "blended model"of interactive children's museum exhibits with the best"traditional"elements of a public library. He expected that there would be an admissions fee for the second floor and stated that the second floor may require different operating hours than the present Library. Mr. Karatsu indicated that the capital cost estimates are about$2 million for the tenant improvements(office space, elevator, mechanical, plumbing, etc.) and between $3 and $4 million for the interactive exhibits. In speaking with the Redevelopment Director, he noted that some funding has been set aside forthe construction of the second floor.Also, he asked the Council not to underestimate the Library's ability to acquire grants or the Foundation's ability to fundraise. The cost estimate for operations for the first three years is estimated at $774,000. Mr. Karatsu noted that Gyroscope also produced an annual income projection of$380,000 with an estimated net cost of$394,000. This amount may be offset by additional revenue from grant opportunities, unique partnerships with organizations such as the Institute of Museum and Library Services and entrepreneurial endeavors with the California State Library. Special Joint Meeting Minutes of the Rancho Cucamonga City Council/Fire Protection District/Redevelopment Agency, Library Board of Trustees and Library Foundation Board October 21, 2009-- Page 3 of 4 The Library Director discussed the timeframe of the project, noting that it is difficult to establish a firm start date due to the current economic condition. Mr. Karatsu indicated that the expansion could be done without closing the first floor of the Library, though he expected that some parts of it would be inaccessible for certain periods of time. In response to Councilmember Williams, the Library Director confirmed that free access to the second floor and the special exhibits could be provided to low-income youth. He stated that it is common practice for businesses to sponsor groups or special events that would be free of charge. Boardmember Amsler noted that a free pass could be distributed as a reward for completing the summer reading program. Councilmember Spagnolo concurred with the concepts presented today and noted that there are a lot of opportunities for sponsorships to help offset the operational cost. In response to Boardmember Filippi, President Pro Tem Nagel confirmed that 1.2 million children could positively benefit from these exhibits. Mayor Pro Tem Michael loved the concepts and couldn't wait to take his grandchildren to visit the second floor of the Biane Library. He noted that the City Council gave this direction a year ago and there is no reason to change direction now. Mayor Pro Tem Michael was frustrated with the State raiding Redevelopment funds. This has resulted in the City postponing the construction of the water park. This project really has a potential and Mayor Pro Tem Michael challenged staff to figure out how to make it a reality. Councilmember Williams noted that she would like to put the traditional concept to rest and confirm the Council's desire to build an interactive exhibit space. MOTION: Moved by Williams, seconded by Spagnolo, to approve the staff recommendations in the staff report. Motion carried 3-0, Chairman/President/Mayor Donald J. Kurth and Agencymember/Board member/ Councilmember Rex Gutierrez was absent. Mayor Pro Tem Michael thanked the Library Board of Trustees, the Library Foundation Board and staff for their hard work. He invited all of them to help the City Council present this project to the community. D. ADJOURNMENT Mayor Pro Tem L. Dennis Michael adjourned the meeting at 4:20 p.m. Respectfully submitted, Debra L. McNay, MMC Assistant City Clerk/Records Manager Approved by Library Board of Trustees: Approved by Library Foundation Board: Approved by City Council/Fire Protection District/Redevelopment Agency: November 4, 2009 Special Joint Meeting Minutes of the Rancho Cucamonga City Council/Fire Protection District/Redevelopment Agency, Library Board of Trustees and Library Foundation Board October 21, 2009 — Page 4 of 4 CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA LIBRARY FOUNDATION BOARD Adjourned Meeting A. CALL TO ORDER An adjourned meeting of the Rancho Cucamonga Library Foundation Board was scheduled for Monday, November 9, 2009, at 6:00 p.m. in the Tri-communities Room at the City of Rancho Cucamonga, located at 10500 Civic Center Drive Rancho Cucamonga, California. The meeting was canceled. Respectfully submitted, V� —Ae� Vivian Garcia Administrative Secretary Approved: STAFF REPORT - f LIBRARY SERVICES DEPARTMENT RANCHO Date: December 14, 2009 C,UCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: REVISIONS TO RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD BYLAWS RECOMMENDATION To review existing Foundation Board bylaws, discuss, and revise as needed. BACKGROUND/ANALYSIS On Tuesday, September 22, 2009, an ad hoc sub committee of Rebecca Davies, Bruce Bowne and Paula Pachon met with staff to discuss revisions to the existing Foundation Board bylaws. Subsequent to this meeting, after a discussion by the full Foundation Board, additional revisions were recommended. Attached are recommended changes. Many of the changes were simply modifications in language. However, there are four primary changes that are now being proposed: - That the office of Secretary be created. - That the make up of the executive committee be revised and now consist of the President, Vice President and Secretary. - That the bylaws can only be amended with a two-thirds majority vote. - That section on Qualifications of Directors be revised. FISCAL IMPACT None. Respectfully submitted, Robert Karatsu V' Library Director Proposed Rancho Cucamonga Public Library Foundation By-Laws Amendments Was: ARTICLE V - BOARD OF DIRECTORS 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. Proposed change: ARTICLE V - BOARD OF DIRECTORS SECTION 3: QUALIFICATIONS OF DIRECTORS One (1) fnember e� the Board af Direeters shall may be the eleeted President of thee Library Beard of Trustees or his,1hef designee ffem the Library Beard of TFustees. One (1) fnember of the Beard of Direeters shall inay be filled by a member of the Ffiends of the Ranehe Gueamenga Publie Librafy, appointed by the President of that erganization. The rernaining 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. Was: 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. Proposed change: 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 without cause. Was: ARTICLE VI - OFFICERS SECTION 1. NUMBER OF OFFICERS The Board shall elect a President and a Vice President at the annual meeting. Proposed change: ARTICLE VI - OFFICERS SECTION 1. NUMBER OF OFFICERS The Board shall elect a President, and a Vice President and a Secretary at the annual meeting. The President may appoint officers if an office becomes vacant prior to the annual meeting. Was: 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. Proposed change: SECTION 2. TERM OF OFFICE Their terms of office are one year. Officers may serve for only two consecutive terms. One year must pass before a Director may again assume the same office. New: SECTION 6. DUTIES OF THE SECRETARY The Secretary shall present and execute minutes. Was: ARTICLE VII - COMMITTEES 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... Proposed change: ARTICLE VII - COMMITTEES 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 and Secretary. Library BeaFa representative and Friends of the Libra y Was: 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. Proposed change: 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 name of and on behalf of the corporation, and such authority may be general or confined to specific instances. Was: 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. Proposed change: 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 shall be adopted by assent of at least two thirds majority approval of the Board of Directors.