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.
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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".
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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.
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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.
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