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HomeMy WebLinkAbout10/02/08 (Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. February 8, 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 r** 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 r-Eh• 3, ao/0 at m , I posted a true and correct copy of the meeting agenda date Fes- S" 0-0/0 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? — at Rancho Cucamonga. Robert Karatsu, Library Director City of Rancho Cucamonga By: Vivian Garcia, Senior Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA FEBRUARY 812010 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: January, 4 2010. 7 2. Approval of Minutes: May 11, 2009 and January 11, 2010. 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. Status of Library Calendar Distribution. Discussion led by President Davies. 3. Master Plan for Library Foundation Board. Staff report 15 attached. Discussion led by President Davies. 4. Date/concept for potential "South Pacific' Fundraiser. Discussion led by Members Filippi and Gilfry. LIBRARY FOUNDATION BOARD AGENDA FEBRUARY 89 2010 2 RANCHO CUCAMONGA 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, February 3, 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: February 8, 2010 CUCAMONGA To: Rancho Cucamonga Library Foundation �1 From: Robert Karatsu, Library Director Subject: TREASURER'S REPORT —JANUARY, 2010 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH January, 2010 BALANCE REVENUES EXPENDITURES BALANCE FUND General $33,105.21 $6,358.33 $39,463.54 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 $1,087,765.21 $6,358.33 $1.094,123.54 LAIF Account: $1,046,550.08 LAIF Interest $1,595.01 Union Bank Account* $45,978.45 Total Library Foundation Holdings: $1,094,123.54 Revenues: $4,763.32 IRS $ 3,881.18 General Fund Rental Payment $ 800.00 General Fund Grapevine $ 5.00 General Fund Corporate Matching Donation (Abbott Lab) $ 77.14 General Fund Rancho Cucamonga Public Library Foundation CASH REPORT JANUARY 2010 Beginning Balance $1,087,765.21 Deposits 1/5/2010 3,881.18 1/13/2010 5.00 1/19/2010 800.00 1/26/2010 77.14 4,763.32 LAW Interest Earned 1,595.01 Less Checks - $1,094,123.54 Union Bank Statement Ending Balance $ 45,978.45 Deposits in Transit - Less Outstanding Checks Investments - LAIF 1,048,145.09 Adjusted Bank Balance $ 1,094,123.54 SQQQEMEN7 Page l oft UnionBank ®p ACC @ UJ N Q g RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number:3111411118211110- 01/01/10-01/29/10 UNION BANK GOVERNMENT SERVICES- SOUTH 274 Customer Inquiries POST OFFICE BOX 513640 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 ■ Save money, reduce trips to the bank and get credit for deposits sooner with Remote Deposit from Union Bank.You can scan,review and securely transmit your deposits right from your place of business.Al Union Bank,you can benefit from same-day ledger credits for deposits scanned until 8 p.m.PT.To learn more, call your Relationship Manager, contact Global Treasury Management Sales at 800-883-0285 or view our demo at unionbank.comAemotedeposit. Public Fund Checking Summary Account Number[ Days in statement period:Days in statement period:29 Balance on 111 $ 41,215.13 Total Credits 4,763.32 Deposits(4) 4,763.32 Total Debits 0.00 Balance on 1129 $ 45,978.45 CREDITS Deposits including check and cash credits Date Description/Location Reference Amount 1/6 UNENCODED COURIER DEPOSIT 45033288 $ 3,861.18 1114 UNENCODED COURIER DEPOSIT 46212486 5.00 1121 UNENCODED COURIER DEPOSIT 44666090 800.00 1/27 UNENCODED COURIER DEPOSIT 44872845 77.14 4 Deposits Total $ 4,763.32 DEBITS Daily Ledger Balance Date Ledger Balance Date Ledger Balance 1/4-1/5 $ 41,215.13 1/21-1/26 $ 45,901.31 1/6-1/13 45,096.31 1/27-1129 45,978.45 1/14-1/20 45,101.31 STAFF REPORT = - LIBRARY SERVICES DEPARTMENT t RANCHO Date: February 8, 2010 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, 2009, and January 11, 2010. 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 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 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-mai I. 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 hoe 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 El. 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, V�.A� 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,January 11,2010, 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, Bowne, Clark, Davies,Filippi,Gilfry,Gonzalez,Leal,May,Melillo and White. Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director and Vivian Garcia, Administrative Secretary, were present. B. CONSENT CALENDAR BI. Approval of Library Foundation Treasurer's Report: December, 2009. MOTION: Moved by Member Clark to approve the Treasurer's Report for December, seconded by Member Akahoshi, motion carried, 11-0-4 (with Amsler, Atkins, Kendall and Pachon absent). B2. Approval of Minutes: May 11 and December 14, 2009. President Davies stated the Library Foundation Members received an updated handout of the minutes for December 14, 2009. MOTION: Moved by Member Filippi to approve the minutes for December 14 (Leal and May abstained),seconded by Member Melillo,motion carried,9-0-4-2(with Amsler,Atkins,Kendall and Pachon absent). Unable to approve the minutes for May 11 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 staff was working on the Budget at this time. He will know by next week any adjustments that need to be made. Member Pachon arrived at 6:08 p.m. Library Foundation Board Minutes January 11, 2010 Page 2 Michelle Perera, Assistant Library Director, stated that staff was in the process of planning for the fourth annual Black History Cultural Arts Night on Friday, February 19`h from 7 to 9 p.m. The theme will be the Underground Railroad. Library staff is also working on the Big Read and National Library Week. D. BOARD BUSINESS D1. Ad Hoc Sub-committee Reports. Discussion led by President Davies. President Davies asked for any updates from the sub-committees. Member Kendall arrived at 6:12 p.m. Member Filippi stated that the Events Ad Hoc Sub-committee confirmed Friday, April 30, for the Rod, Riesling and Romance event. The sub-committee plans on meeting with Michelle Perera this month. He also confirmed the date with Sandy from Impressions. Member Filippi stated that the sub-committee is working on a date for a bus trip to see the show South Pacific which will run during the end of May and the month June. President Davies reviewed the spreadsheet"Meeting to Distribute 2010 Library Calendars"that was a hand out to the Board. The spreadsheet lists dates of meetings and presenters to distribute the 2010 Library Calendars. She asked the Members that if there is a group that they would like to add to the list, please let her know. She also requested that if any of the Members are able to team up with a one of the presenters, please call them and let them know you are available. President Davies presented a three minute presentation of how she presents the calendar at the meetings to the Members. She stated that Michelle Perera, Assistant Library Director, prepared "talking points" that she could share with anyone that is interested. Robert Karatsu, Library Director, stated that staff had received the first check as a donation for the Library from the calendar ad. President Davies stated that she is keeping a master list of the groups and meetings attended. The Walk Way and Brick Ad Hoc Sub-committee will have their first event for this year on Friday, February 19, starting at 7 p.m. at the Cultural Center. Library Foundation Board Minutes January 11, 2010 Page 3 D2. Expiring terms on the Library Foundation Board. Discussion led by President Davies and Library Director Robert Karatsu. Robert Karatsu, Library Director, stated that if the Members listed with their terms expiring in June 2010 could please let him know if they are interested in being reappointed to the Board by sending him an e-mail. President Davies requested the Members on the list to please let Robert Karatsu know at their earliest convenience of their decision. D3. Review/Background of Master Plan for Library Foundation Board. Discussion led by President Davies. President Davies stated the Member Amsler was unable to attend the meeting this evening and sent an e-mail expressing why she wanted to review and establish a Master Plan for the Library Foundation Board. President Davies read the e-mail to the Board. Vice President Gonzalez stated that if you have a passion for something,your passion will pull you through and make you feel energized to keep on going. President Davies stated that she and Vice President Gonzalez will be meeting with staff regarding the Master Plan. Member Pachon requested that the past documents on the Master Plan be sent by e-mail to the Members. The item will return to be discussed at the next meeting. D4. 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, there would be a demonstration of using Facebook by Vice President Gonzalez.) President Davies opened the discussion by asking Members to decide if they would like to have a Facebook Page for the Library Foundation. Member Filippi requested that could the Members that were present review the Facebook Page. Vice President Gonzalez brought up the Facebook Page created for the Library Foundation Board. Library Foundation Board Minutes January 11, 2010 Page 4 After discussion, the following motion was made. MOTION: Moved by Member Filippi to institute a Facebook Page for the Library Foundation Board, seconded by Member White, motion carried, 13-0-2 (with Amsler and Atkins absent). E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING El. Calendar Distribution E2. Goal Setting 2010 E3. Budget E4. Dates for "South Pacific' Fundraiser F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member May to adjourn,seconded by Member Bowne,motion carried, 13-0-2 (with Amsler and Atkins absent). The meeting adjourned at 6:40 p.m. Respectfully submitted, Ruth Leal Secretary, Library Foundation Board Prepared by, V Ute^ Jd ,r,1 Vivian Garcia Administrative Secretary Approved: STAFF REPORT - RANCHO CUCAMONGA PUBLIC LIBRARY RANCHO Date: February 8, 2010 C,UCAMONGA To: Library Foundation Board From: Robert Karatsu, Library Director Subject: MINUTES FROM PREVIOUS STRATEGIC PLAN SESSIONS RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Attached are minutes from most recent previous strategic planning sessions. They are dated October 8, 2007 and May 12, 2008, FISCAL IMPACT None. Respectfully submitted, Robert Karatsu Library Director AGENDA RANCHO CUCAMONGA PUBLIC LIBRARY _ LIBRARY FOUNDATION BOARD 1 Adioumed Meeting October 8, 2007—6:30 p.m. City of Rancho Cucamonga Tri-Corrummities Room 10500 Civic Center Drive Rancho Cucamonga, CA 91730 A. CALL TO ORDER I. Roll Call: Akahoshi Atkins , Bowne ,Davies , Filippi Gonzalez Leal , Melillo , Sakala , Silver and Williams B. ITEMS OF BUSINESS I. Approval of Minutes: March 12, April 16, May 14, August 13 and September 10,2007. 2. Strategic Thinking Process Session Presentation by Library Director Deborah Kaye Clark C. COMMUNICATIONS FROM THE PUBLIC This is the time and place for the general public to address the Rancho Cucamonga Public Library Board of Trustees. State law prohibits the Board from addressing any issue not previously included on the agenda. D. ADJOURNMENT OF THE LIBRARY BOARD OF TRUSTEES I,Vivian Garcia,Library Administrative Secretary of the City of Rancho Cucamonga,hereby certify that a true,accurate copy of the foregoing agenda was posted on Wednesday,October 3,2007 twenty-four(24)hours prior to the meeting per Government Code 54953 at 10500 Civic i Center Drive. Ii 1 Library Foundation Strategic Thinldng Process The information below is to provide you an outline of steps that the Library Foundation will be using to develop and share their thoughts for their Strategic Thinking Process. Steps 1 &2 as outlined below are for the Foundation Members to complete prior to their October 10°i Board meeting. We request that your completed information on the attached Worksheet be returned to staff by no later than Saturday,October 6•'. You may mail,e-mail or fax your completed Worksheet to Deborah Clark at: Rancho Cucamonga Public Library, 7368 Archibald, Rancho Cucamonga, CA 91729; or to dclark@cityofre.com; or by fax to(909)477-2721. Individual responses will be kept confidential. All responses will be recorded anonymously as submitted and will be presented to the full Board at your October 8°i Board Meeting. Ptnposes and Goals for Strategic Thinking Process • To "paint a picture"of the future success for the Libraty Foundation • To honestly assess the current strengths, weakwesses, opportunities and threats of the Library Foundation • To idents possible methods for addressing the Library Foundation's strengths, weaknesses, opportunities and threats in a positive manner • To identify short and long term strategies to enable the Library Foundation to succeed with the vision of the ideal future Step l —Describe the ideal vision of success for the Library Foundation for the next 5-10 years (see attached Worksheet) • Foundation Board Members to answer visioning exercise questions and return them to staff for compilation and distribution prior to the October 8 Board meeting. • Board Members will discuss the compiled results at the October 8 meeting and develop some consensus on a vision of success for the future. Step 2 —Identify the current strengths, weaknesses, opportunities and threats of the Library Foundation (see attached Worksheet) • Library Board Members to complete the SWOT chart exercise and return it to staff for compilation prior to the October 8 Board meeting. • Board Members will discuss the compiled results and the October 8 meeting and develop some consensus on the SWOT list. Step 3—Identify potential actions for each SWOT which would effectively move the Foundation towards the ideal vision of success • At the October 8 Board meeting, Members will discuss each SWOT and brainstorm potential actions relating to each issue which might have a positive impact on the future of the Foundation. All suggestions will be listed for consideration. • Following the brainstorming/listing of all ideas, Board Members may utilize a consensus building exercise and follow-up discussion to identify preferred actions for working with the SWOT list. Library Foundation Stratellic Thinking Process Step 4—Identification of future strategies of the Library Foundation to accomplish the ideal vision of the future • At the October 10 meeting, or at a follow-up meeting if necessary, Board Members will utilize the vision for an ideal future and the identified SWOT action items to create a list of strategies to guide future planning. This discussion might be effective in smaller groups, with each group sharing their suggested strategies for consensus building with all Board Members. i I Rancho Cucamonga Library Foundation Strategic Thinking Process Worksheet Describe your ideal vision of success for the Library Foundation for the next 5-10 years: 1. If the Library Foundation continues to successful, how will others describe the Foundation in 10 years? 2. How will the Foundation know if it is successful? Is it community involvement; money; leadership; publicity; other factors? 3. What are the specific goals for the Library Foundation for the next 5-10 years? 4. How can the Foundation Board evolve in the future to best represent and access the full community? 5. How do you see the relationship evolving between the City and the Library Foundation in the future? 6. What other elements are a part of your vision of the future for the Foundation? 7. For you as an individual, what will motivate you to be the most effective Board Member you can be in the future? Identify the current strengths,weaknesses, opportunities and threats of the Community Foundation. As identified in the Rancho Cucamonga Library Foundation's By-Laws, the purposes of the Library Foundation are as follows: o Aid and assist the Rancho Cucamonga Public Library in any manner which will benefit the Library and its programs and which will improve its potential to provide service to the citizens of the City of Rancho Cucamonga. o Undertake any programs or projects which will serve the purpose stated above... • Operate exclusively for charitable, literary, or educational purposes... • Encourage understanding and appreciation of the work of the Rancho Cucamonga Public Library Since April 2003, the Library Foundation together with the Rancho Cucamonga Community Foundation, have focused their efforts to raise funds in support of the Victoria Gardens Cultural Center. Given the current operations of the Library Foundation, Board Members are requested to share their opinions of the current Strengths, Weaknesses, Opportunities and Threats of the Community Foundation, using the table below. Strengths Weaknesses •Whet is the Foundation doing well? -What limitations does the Foundation have? -What unique resources does the Foundation have to draw on? -What could the Foundation improve on? -What do others see as the Foundation's strengths? -What are others likely to see as the Foundation's weaknesses? •Where does the Foundation have fewer resources then other organizations? 2 Opportunities Threats -What good opportunities are there for the Foundation? -What threats do the Foundation's weaknesses expose them to? -What trends could the Foundations take advantage of? •What trends could harm the Foundation? -How can the Foundation tum their strengths into opportunities? -What are other organizations doing that the Foundation can not do? 3 STAFF REPoRT ; LIBRARY SERVICES DEPAR-rmENP RANCHO Date: May 12, 2008 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Work Plan for 2007/08: Review and discussion of current structure of the Library Foundation Board. RECOMMENDATION: That the Library Foundation review the work that has been conducted this past year in the area of mission and goals, and the Strategic Thinking Process from Fall of 2007. BACKGROUND/ANALYSIS: In Fall of 2007, the Library Foundation Board was considering a major change in structure. As part of the process, the members were asked to participate in a Strategic Thinking Process. (Process sheets and compiled results attached.) Since three of our members were new appointees (Atkins, Gonzalez and Melillo) and since we have recently welcomed two new appointees (Gilfry and White) it seems appropriate to have a brief discussion of the points that were raised to bring all members "up to speed". Staff also asks the question as to whether any of the process should be repeated, based on the experience of the former new members and the addition of our most recent appointees. FISCAL IMPACT: None. incer ly, Deborah Kaye Cla Library Director RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION MISSION STATEMENT: The purpose of the Rancho Cucamonga Public Library Foundation is to augment resources and to increase visibility of the Rancho Cucamonga Public Library through an organized fund raising program. 2007/2008 GOALS: 1) To assist in the production of and fund raising for the 2007 Library Telethon 2) To develop liaisons with the schools to provide a strong support network for Telethon promotion through the Youth Subcommittee 3) To provide support for the 2007 PAL Campaign House Raffle 4) To explore alternate models for the future of the Library Foundation: Continue PAL Campaign as is, split from the PAL Campaign and the partnership with the Community Foundation or other alternatives. Library Foundation Strategic Thinking Process The information below is to provide you an outline of steps that the Library Foundation will be using to develop and share their thoughts for their Strategic Thinking Process. Steps I & 2 as outlined below are for the Foundation Members to complete prior to their October 10"Board meeting. We request that your completed information on the attached Worksheet be returned to staff by no later than Saturday,October 6"'. You may mail,e-mail or fax your completed Worksheet to Deborah Clark at: Rancho Cucamonga Public Library, 7368 Archibald, Rancho Cucamonga, CA 91729; or to dclark@cityofrc.com;or by fax to (909)477-2721. Individual responses will be kept confidential. All responses will be recorded anonymously as submitted and will be presented to the full Board at your October 8`h Board Meeting. Purposes and Goals for Strategic Thinking Process • To "paint a picture" of the future success for the Library Foundation • To honestly assess the current strengths, weaknesses, opportunities and threats of the Library Foundation • To identify possible methods for addressing the Library Foundation's strengths, Weaknesses, opportunities and threats in a positive nein ner • To idenift short and long term strategies to enable the Library Foundation to succeed with the vision of the ideal future Step 1 — Describe the ideal vision of success for the Library Foundation for tine next 5-10 years(see attached Worksheet) • Foundation Board Members to answer visioning exercise questions and return them to staff for compilation and distribution prior to the October 8 Board meeting. • Board Members will discuss the compiled results at the October 8 meeting and develop some consensus on a vision of success for the future. Step 2— Identify the current strengths, weaknesses, opportunities and threats of the Library Foundation (see attached Worksheet) _ • Library Board Members to complete the SWOT chart exercise and return it to staff for compilation prior to the October 8 Board meeting. • Board Members will discuss the compiled results and the October 8 meeting and develop some consensus on the SWOT list. Step 3— Identify potential actions for each SWOT which would effectively move the Foundation towards the ideal vision of success • At the October 8 Board meeting, Members will discuss each SWOT and brainstorm potential actions relating to each issue which might have a positive impact on the future of the Foundation. All suggestions will be listed for consideration. • Following the brainstorming/listing of all ideas, Board Members may utilize a consensus building exercise and follow-up discussion to identify preferred actions for working with the SWOT list. Library Foundation Strategic Thinking Process Step 4 — Identification of future strategies of the Library Foundation to accomplish the ideal vision or the future • At the October 10 meeting, or at a follow-up meeting if necessary, Board Members will utilize the vision for an ideal future and the identified SWOT action items to create a list of strategies to guide future planning. This discussion might be effective in smaller groups, with each group sharing their suggested strategies for consensus building with all Board Members. I 2 Rancho Cucamonga Library Foundation Strategic Thinking Process Worksheet Compilation Describe your ideal vision of success for the Library Foundation for the next 5-10 years: 1. If the Library Foundation continues to successful, how will others describe the Foundation in 10 years? An organization that has successfully funded many programs, services, and materials for the community to participate in that may not have been available otherwise. Successful with fundraising activities, strong outreach programs to the community in general and to the school community, visible in the community. Board members enjoy their participation. Worked well with staff to publicize the Library services and helped with funding projects unique to the Library. As a group of dedicated community volunteers who came together to enhance the lives of the people in our community. 2. How will the Foundation know if it is successful? Is it community involvement; money; leadership; publicity; other factors? Our success will be from a combination of factors such as programs we've sponsored, items we've funded, strength and diversity of our board, awareness of our purpose, and continual efforts to maintain those above. All the above. To me the ultimate goal is community involvement, since all of its departments of the City including the Library are to serve the community at large. I feel the Foundation should take its lead from the Library Director as to how best to accomplish this goal. I believe all of the above are very important dictators on whether or not we are successful. We need to establish goals in those areas and use it as a barometer. 3. What are the specific goals for the Library Foundation for the next 5-10 years? Before we make goals we have to clearly identify as best as possible what needs wemight be in 5-10 years. Once we identify those needs we can then make specific goals. Continue to assist in raising money for the Library as outside funding becomes more difficult to receive. Help spread the word to the community about what the Library has to offer in the way of services. Continue with Telethons, continue outreach activities to share the many resources available to the community, continue with additional fundraising activities, work on structuring the PAL Campaign fund, decide on the future direction of the PAL Campaign, decide if the two . foundations will continue joint efforts and/or go their separate ways. The goals are to provide the support for the libraries as determined, continue to raise awareness for the programs and services of the library and the foundation, and maintain an active and strong board. 4. How can the Foundation Board evolve in the future to best represent and access the full community? In order to represent the community, we as a board need to continually seek those interested in community service who believe in our purpose and goals. Not sure. Continue to have diverse membership on the Board and have Board members be active in the community to educate it about the Library and the services it offers. We can create a Community Outreach committee whose responsibility is to create awareness to the full community. 5. How do you see the relationship evolving between the City and the Library Foundation in the future? I don't have a clear enough picture on what it's like right now. I feel that the relationship is very good and will continue to be that way. City staff continues to support the Foundation's activities and directives. I see the relationship as a partnership with the Library Foundation the active member and the City as a supporting member. 6. What other elements are a part of your vision of the future for the Foundation? To plan our fundraising efforts and spending to cover all three current libraries where the needs arise, which include programs, services, construction, etc. Need more time to think on this. I would like to raise enough money for an endowment fund to assist in providing services unique to Library as determined by staff to set it apart from other libraries. To come up with ways to educate and involve the community more in our fundraising efforts. T.E.A.M "Together Everyone Achieves More". 2 7. For you as an individual, what will motivate you to be the most effective Board Member you can be in the future? To have a 100% dedicated board that has clearly defined goals and collectively working toward our objectives. Being aware of the goals of the staff and the services the Library offers in order to better educate the community about the Library. Information and visuals provided to me regarding the benefits and beneficiaries of the programs, services, construction that we are fundraising to provide. I feel that is helpful for me to put my time and efforts into projects that I feel are worthy. Identify the current strengths, weaknesses, opportunities and threats of the Library Foundation. As identified in the Rancho Cucamonga Library Foundation's By-Laws, the purposes of the Library Foundation are as follows: • Aid and assist the Rancho Cucamonga Public Library in any manner which will benefit the Library and its programs and which will improve its potential to provide service to the citizens of the City of Rancho Cucamonga. • Undertake any programs or projects which will serve the purpose stated above... • Operate exclusively for charitable, literary, or educational purposes... • Encourage understanding and appreciation of the work of the Rancho Cucamonga Public Library Since April 2003, the Library Foundation together with the Rancho Cucamonga Community Foundation, have focused their efforts to raise funds in support of the Victoria Gardens Cultural Center. Given the current operations of the Libraryy Foundation, Board Members are requested to share their opinions of the current Strengths, Weaknesses, Opportunities and Threats of the Library Foundation, using the table below. r d S { 1 1 f 3 Strengths Weaknesses •What is the Foundation doing well? -What limitations does the Foundation have? •What unique resources does the Foundation have to draw on? -What could the Foundation improve on? •What do others see as the Foundation's strengths? -What are others likely to see as the Foundation's weaknesses? -Where does the Foundation have fewer resources than other Camaraderie amongst the Board members organizations? Willingness of members to accept challenges Loss of members Howdyshell and Wimberly Relationships with stall,Community Board,local schools districts and City of Rancho Cucamonga Board and staff members have limited time for Foundation activities Existence of funds In the bank. Could Improve on Goal setting,follow through on decisions,taking Fundraising, action Community leaders who have a large sphere of influence. Past successes. Opportunities Threats -What good opportunities are there for the Foundation? •What threats do the Foundation's weaknesses expose them to? -What trends could the Foundations take advantage of? -What trends could harm the Foundation? -How can the Foundation rum their strengths into opportunities? -What are other organizations doing that the Foundation can not do? Community involvement with Library through Foundation Reduction of government funding for libraries committees,such as schools and events Increase costs of providing existing services Better investment opportunities for existing funds More competition for available funding from others Joint ventures with the Community Foundation Economy,lack of new fundraising Ideas,lack of growth We still have a large base of potential donors that haven't been touched. City is well known and continues growing. Lots of opportunity. 4