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Home My WebLink About10/01/11 (Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. January 11, 2010 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 Ruth Leal, Secretary Teresa Akahoshi, Member Jackie Amsler, Member David Atkins, Member Bruce Bowne, Member Deborah Clark, Member Gino Filippi, Member Tina Gilfry, Member Balbina Kendall, 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 Cucamonga Public Library. Acting in that capacity on , 4/1. G, AU/0 at 3pM I posted a true and correct copy of the meeting agenda date p1 -3to/O at 10500 Civic Center Drive, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on /—b—/d at Rancho Cucamonga. Robert Karatsu, Library Director City of Rancho Cucamonga Vivian Garcia, Senior Administrative Secretary City of Rancho Cucamonga I LIBRARY FOUNDATION BOARD AGENDA JANUARY 119 2010 1 gAwCxo 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: 4 December, 2009. 2. Approval of Minutes: May 11 and December 14, 2009. 7 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. Ad Hoc Subcommittee reports. Discussion led by President Davies. 2. Expiring terms on the Library Foundation Board. Discussion 16 led by President Davies and Library Director Robert Karatsu. 3. Review/Background of Master Plan for Library Foundation Board. Discussion led by President Davies. LIBRARY FOUNDATION BOARD AGENDA JANUARY 119 2010 2 RANCHO GUCA.MONGA 4. Library Foundation Facebook page and use of Social Media by Library Foundation. Discussion led by President Davies and Vice President Gonzalez. (Upon adjournment of meeting, demonstration of using Facebook by Vice President Gonzalez.) 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, January 6, 2010, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. STAFF REPORT LIBRARY SERVICES DEPARTMENT RANCHO Date: January 11, 2010 C,UCAMONGA To: Rancho Cucamonga Library Foundation �/� From: Robert Karatsu, Library Director Subject: TREASURER'S REPORT — DECEMBER, 2009 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH December, 2009 BALANCE REVENUES EXPENDITURES BALANCE FUND General $43,122.52 $1,126.50 ($11,143.81) $33,105.21 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. Livesev 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 $1,097,782.52 $1,126.50 ($11143.81) $1087.765.21 LAIF Account: $1,046,550.08 Union Bank Account* $41,215.13 Total Library Foundation Holdings: $1,087,765.21 Revenues: $1,126.50 Rental Payment $ 800.00 General Fund Calendar 2010 $ 250.00 General Fund Biane Donation Box $ 76.50 General Fund Expenditures: $11,143.81 .Faust Printing, Inc. $ 11,143.81 General Fund 15,000 —2010 Library Calendars Rancho Cucamonga Public Library Foundation CASH REPORT DECEMBER 2009 Beginning Balance $1,097,782.52 Deposits 12/1/2009 46.50 12/7/2009 800.00 12/8/2009 30.00 12/28/2009 250.00 1,126.50 Less Checks #10039 (11,143.81) Faust Printing-Calendars $1,087,765.21 Union Bank Statement Ending Balance $ 41,215.13 Deposits in Transit - Less Outstanding Checks Investments-LAW 1,046,550.08 Adjusted Bank Balance $ 1,087,765.21 87^7EXENT Page 1of1 UnionBank OF Q6 C p M H p g RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number:MONN� 12101/09-12/31109 ONION 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 ■ We've made Online Statements even better.Now you can view images of deposited checks and deposit tickets in addition to your paid checks.Call your Relationship Manager or Global Treasury Management Sales at 800-863-0285 to enroll. Public Fund Checking Summary Account Number-� Days in statement period:Days in statement period:31 Balance on 12/1 $ 51,232.44 Total Credits 1,126.50 Deposits(4) 1,126.50 Total Debits -11,143.81 Checks paid(1) -11,143.81 Balance on 12131 $ 41,215.13 CREDITS Deposits including check and cash credits Date DescriptionlLocation Reference Amount 12/1 CCV DEPOSIT SEQ#1201 ES1810 A-00000000015 90220969 $ 46.50 12/8 UNENCODED COURIER DEPOSIT 45543624 800.00 12/9 CCV DEPOSIT SEQ#1209NCO830 A-0000000001S 90222102 30.00 12129 UNENCODED COURIER DEPOSIT 47563586 250.00 4 Deposits Total $ 1,126.50 DEBITS Check Paid Number Date Amount Number Date Amount 10039 12/24 11,143.81 Daily Ledger Balance Date Ledger Balance Date Ledger Balance 12/1.1217 $ 51,278.94 12/24-12/28 $ 40,965.13 12/8 52,078.94 12129-12/31 41,215.13 12/9-12123 52,106.94 STAFF REPORT LIBRARY SERVICES DEPARTMENT i RANCHO Date: January 11, 2010 C;UCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meetings of May 11 and December 14, 2009. BACKGROUND/ANALYSIS Attached, please find the minutes for the regular meetings of the Library Foundation Board taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Respectfully submitted, Robert Karatsu Library Director CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Adjourned Meeting A. CALL TO ORDER An adjourned meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday, 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 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 Sawver 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, December 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, Clark, Davies, Gilfry, Gonzalez, Kendall, Melillo and White. Michelle Perera, Assistant Library Director and Vivian Garcia, Administrative Secretary were present. B. CONSENT CALENDAR B1. Approval of Library Foundation Treasurer's Report: October and November, 2009. MOTION: Moved by Member White to approve the Treasurer's Report for October, seconded by Member Gilfry,motion carried, 8-0-7 (with Atkins, Bowne, Filippi,Leal,May, Melillo and Pachon absent). MOTION: Moved by Member Akahoshi to approve the Treasurer's Report for November,seconded by Member Gilfry, motion carried, 8-0-7 (with Atkins, Bowne, Filippi, Leal, May, Melillo and Pachon absent). Member Pachon arrived at 6:05 p.m. Member Melillo arrived at 6:06 p.m. Member Bowne arrived at 6:07 p.m. B2. Approval of Minutes: May 11, October 12, October 21 and November 9, 2009. MOTION: Moved by Member Clark to approve the minutes for October 12 (Amsler and Gonzalez abstained), seconded by Member Melillo, motion carried, 9-0-4-2 (with Atkins, Filippi, Leal and May absent). MOTION: Moved by Member Clark to approve the minutes for October 21, seconded by Member White, motion carried, 11-0-4 (with Atkins, Filippi, Leal and May absent). Library Foundation Board Minutes December 14, 2009 Page 2 MOTION: Moved by Member Bowne to approve the minutes for November 9, seconded by Member Gilfry, motion carried, 11-0-4 (with Atkins, Filippi, Leal and May absent). Unable to approve the minutes for May I 1 due to a lack of quorum of the attendees. Member Filippi arrived at 6:12 p.m. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Update: Oral report by Michelle Perera, Assistant Library Director. Michelle Perera, Assistant Library Director, stated that Robert Karatsu, Library Director, was in Sacramento attending a Bandwidth conference sponsored by the California State Library and the Gates Foundation. Michelle Perera, Assistant Library Director, shared the S.P.I.R.I.T. Award the Library Services Department was awarded at the holiday dinner on Saturday, December 5, with the Members. Michelle Perera,Assistant Library Director,reviewed events the Library staff had been involved with the past month. D. BOARD BUSINESS DI. Ad Hoc Subcommittee Reports. Discussion led by President Davies. Member Amsler reviewed the 2010 calendar with the Members. She stated how amazed she is that every day of the week something is going on in the libraries. She stated that Library staff did a wonderfuljob. President Davies thanked Library staff on the 2010 Calendar. Michelle Perera,Assistant Library Director, stated that staff was able to confirm the April 30,2010, date for the "MMM" (new name of event to be decided) fundraising event. She also stated that the staff had applied for a romance literature grant that could be used to help fund this event. Member Gilfry reviewed a possible "South Pacific" fundraising event idea with the Members, and that the Events ad hoc sub-committee would be looking into. Library Foundation Board Minutes December 14, 2009 Page 3 President Davies stated the school ad hoc sub-committee will be delivering 2010 Calendars to schools by attending meetings in the coming weeks. There will be an accompanying presentation that will take about three minutes. She will also be contacting Board Members of different organizations such as the Rotary Club to provide the 2010 Calendars to their members. Member Gonzalez presented the Library Foundation's Facebook page to the Members. D2. By-Laws Revision. Staff report by Library Director Robert Karatsu attached. Discussion led by Member Bowne. Member Bowne reviewed the By-Laws Revisions with the Members. Member Filippi asked Member Clark in the past how often the Executive Committee had met. Member Clark stated never. Member Pachon stated that one had been established by the Library Foundation to mirror the one from the Community Foundation. Member Filippi stated that from his experience the executive committee could be a detriment to the whole group. Member Bowne stated that the clause for the Section of an Executive Committee had already been in the Bylaws. Member Amsler wanted clarification of Section 6, Removal of Directors,on Page 27 on the council. Member Clark suggested starting a new paragraph with the sentence starting with any director and listing City Council instead of council. Member Gilfry asked why there was a need for an Executive Committee. Member Clark stated that there had been difficulty in the past to obtain a quorum of Members when the Community Foundation had a meeting. President Davies stated that Member Ruth Leal was interested in filling the office of Secretary. As President of the Library Foundation, she would appoint Member Leal as Secretary until June,2010. Library Foundation Board Minutes December 14, 2009 Page 4 MOTION: Moved by Member Bowne to approve the By-Laws revision with the amended section under Article V—Board of Directors,under Section 6: Removal of Director to start anew paragraph with "Any Director...... and change the wording to "City Council," seconded by Member Amsler, motion carried, 12-0-3 (with Atkins, Leal and May absent). D3. Foundation Taxes. Update by Michelle Perera, Assistant Library Director. Michelle Perera,Assistant Library Director,stated an extension had been filed for next year's taxes. The accountants which had been preparing the Community Foundation's taxes would be doing the taxes for the Library Foundation. The fee would be $750 to prepare the taxes. D4. Debriefjoint meeting on October 21,2009,with City Council and Library Board of Trustees. Update by Michelle Perera, Assistant Library Director. Michelle Perera,Assistant Library Director,asked the Members their comments on thejoint meeting of the City Council and Library Board on Wednesday, October 21St. Member Gonzalez stated that the meeting went very well. Member Gilfry enjoyed the comment by Council Member Dennis Michael regarding the second floor concept of the Paul A. Biane Library. Member Filippi stated that the City Council Members were receptive to the presentations. President Davies stated that she enjoyed the presentations made by all of the Members of both Boards. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING El. Tutorial for Members on Facebook E2. Master Plan for Library Foundation Board F. COMMUNICATIONS FROM THE PUBLIC None received. Library Foundation Board Minutes December 14, 2009 Page 5 G. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn,seconded by Member Bowne,motion carried, 12- 0-3 (with Atkins, Leal and May absent). The meeting adjourned at 6:50 p.m. Respectfullysub itted, V �tTL4�— cu,cro" Vivian Garcia Administrative Secretary Approved: STAFF REPORT LIBRARY SERVICES DEP:ARTbIENT RANCHO Date: January 11, 2010 C,UCAMONGA To: Rancho Cucamonga Library Foundation Board From: Robert Karatsu, Library Director Subject: EXPIRING TERMS OF LIBRARY FOUNDATION BOARD MEMBERS RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS The following Library Board of Trustee members have terms that expire in July 2010: - David Atkins - Bruce Bowne - David Gonzalez - Dominic Melillo The procedure for reappointment is to express a desire to serve another three-year term and formal approval by the City Council. FISCAL IMPACT None. Respectfully submitted, Robert Karatsu Library Director