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HomeMy WebLinkAbout10/04/12 (Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. April 12, 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 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 Senior Administrative Secretary of the Rancho Cucamon a Public Library. Acting in that capacity on r, I R -.o/U , at 119M , 1 posted a true and correct copy of the Library Foundation Board meeting agenda dated / }�� / 1.-2, ac/0 to be held in the Tri-communities Room located 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 L-/-9-10 at Rancho Cucamonga. City of Rancho Cucamonga By: 1,/ -,—!d X !� Vivian Garcia Senior Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA APRIL 12, 2010 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi Amsler 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: March, 4 2010. 2. Approval of Minutes: May 11, 2009 and March 8, 2010. 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. Update of goal setting and tracking documents for Library 15 Foundation Board. Oral report by Vice-President Gonzalez and Member Pachon. 2. Update on "RRR" fundraiser. Discussion led by Member Filippi. 3. Update on "South Pacific' fundraiser. Discussion led by Members Filippi and Gilfry. 4. Update on other ad hoc sub-committees. Discussion led by Vice-President Gonzalez. LIBRARY FOUNDATION BOARD AGENDA APRIL 12, 2010 2 RANCHO CUCA.MONGA 5. Joint Meeting with the Executive Committee of the Community Foundation Discussion led by Robert Karatsu, Library Director. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING This is the time for Library Foundation Board to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. F. PUBLIC COMMUNICATIONS This is the time and place for the general public to address the Library Foundation Board. State law prohibits the Board from addressing any issue not previously included on the Agenda. G. ADJOURNMENT I, Vivian R. Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, or my designee, hereby certify that a true, accurate copy of the foregoing agenda was posted on Thursday, April 8, 2010, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. STAFF REPORT r - LIBRARY SERVICFS DEPARTNIENT RANCHO Date: April 12, 2010 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director . �1 Subject: TREASURER'S REPORT— MARCH. 2010 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH March 2010 BALANCE REVENUES EXPENDITURES BALANCE FUND General $39,907.39 $3,810.00 $43.717.39 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 $158.000.00 Operating Reserve Fund5$ .000.00 $5,000.00 Unallocated Funds $759,000.00 $759.000.00 TOTAL $1,094,567.39 $3,810.00 $1,098,377.39 LAIF Account: $1,048,145.09 Union Bank Account' $75,232.30 Total Library Foundation Holdings: $1,098,377.39 Revenues: $3,810.00 'Check Deposited by Error $ 25,000.00 Rental Payment $ 800.00 General Fund Grapevine $ 10.00 General Fund Cucamonga District Host Lions $ 3,000.00 General Fund VrATENEH7 Pagel oft IJ UnionBank QO 1p A° C C QO U b Q g RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number: 02/27/10-03/31/10 UNION BANK GOVERNMENT SERVICES- SOUTH 274 Customer Inquiries POST OFFICE BOX 513840 800-798-6466 LOS ANGELES CA 90051-3840 Thank you for banking with us since 2008 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P O BOX 807 RANCHO CUCAMONGA CA 91729 ■ Public Fund Checking Summary Account Number: Days in statement period:Days in statement period:33 Balance on 2127 $ 46,422.30 Total Credits 28,810.00 Deposits(4) 28,870.00 -Total Debits 0.00 Balance on 3131 $ 75,232.30 CREDITS Deposits including check and cash credits Date Description/Location Reference Amount 3/11 CCV DEPOSIT SEQ#031IJB2520 A-0000000001S 90221113 $ 10.00 3/11 UNENCODED COURIER DEPOSIT 45929919 25,000.00 3/16 UNENCODED COURIER DEPOSIT 44662217 800.00 3/17 UNENCODED COURIER DEPOSIT 44703620 3,000.00 4 Deposits Total $ 28,810.00 DEBITS Daily Ledger Balance Date Ledger Balance Date Ledger Balance 3/1-3/10 $ 46,422.30 3/16 $ 72,232.30 3/11-3/15 71,432.30 3/17-3/31 75,232.30 Rancho Cucamonga Public Library Foundation CASH REPORT MARCH 2010 Beginning Balance $1,094,567.39 Deposits 3/9/2010 25,000.00 3/11/2010 10.00 3/15/2010 800.00 3/16/2010 3,000.00 28,810.00 Less Checks - $1,123,377.39 Union Bank Statement Ending Balance $ 75,232.30 Deposits in Transit - Less Outstanding Checks - Investments-LAW 1,048,145.09 Adjusted Bank Balance $ 1,123,377.39 STAFF REPORT LIBRARY SERVICES DEPARTMENT r RANCHO Date: April 12, 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 March 8, 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 Bl. Approval of Library Foundation Treasurer's Report: March, 2009. MOTION: Moved by Member Davies to approve the Treasurer's Report, seconded by Member Melillo, motion carried, 7-0-4 (with Akahoshi, Filippi, Gilfry and White absent). B2. Approval of Minutes: January 12, February 9, March 12 and April 13, 2009. Unable to pass due to a lack of quorum of the attendees. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Update: Oral report by Robert Karatsu, Library Director. Robert Karatsu,Library Director,updated the Board on the Lola A.Livesey Trust Account. He also mentioned that tentatively, at the June 17, City Council meeting, the Council will recognize the Verizon Foundation, the Friends of the Library and the Library Foundation for their contributions and work to the Library Telethon 2009. a. Meeting with Gyroscope, Inc., on Rancho KIDS project. Oral report by Robert Karatsu, Library Director and Deborah Clark, Library Consultant. Robert Karatsu, Library Director, reviewed the meeting with Gyroscope with the Board. He stated that the results of the surveys were very interesting. The next step will be a web conference on Wednesday, May 20. Library staff will e-mail the link to the Board Members. b. Telethon 2009. Final bills..Oral report by Robert Karatsu, Library Director. Library Foundation Board Minutes May 11, 2009 Page 2 Robert Karatsu, Library Director, reviewed the final invoices of Telethon 2009 with the Board. C. Big Read 2009-2010. Grants received. Oral report by Robert Karatsu, Library Director. Robert Karatsu, Library Director,stated that the Library had received two Big Read Grants from the NEA. Bless Me Ultima will be the Big Read for the Fall of 2009. Tom Sawyer will be the Big Read for Spring of 2010. The grants total $40,000 ($20,000 for each Big Read program). D. BOARD BUSINESS D I. 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. rtrrrr 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, March 8, 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, Amsler, Davies, Filippi, Gilfry, Gonzalez, Kendall, Leal, 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: February, 2010. MOTION: Moved by Member Filippi to approve the Treasurer's Report for February, seconded by Member Akahoshi, motion carried, 10-0-4 (with Bowne, Clark, May and Pachon absent). Members May and Pachon arrived at 6:04 p.m. B2. Approval of Minutes: May 11, 2009 and February 8, 2010. MOTION: Moved by Member Amsler to approve the minutes for February 8 (Akahoshi, Filippi, Leal and White abstained), seconded by Member Melillo, motion carried, 8-0-2-4(with Bowne and Clark 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 the libraries have been very busy. Library Foundation Board Minutes March 8, 2010 Page 2 Michelle Perera, Assistant Library Director, stated that some of the library staff will be flying up to San Jose on Tuesday, March 9, to review progress on the Play and Learn (PAL) Islands as they are being fabricated. Library staff is hoping that the PAL Islands will be delivered the week of March 28. If they are ready, the date of April 7 has been set aside from 3 to 5 p.m. for the City Council, Library Board and the Library Foundation Members to come and see them. Michelle Perera, Assistant Library Director, stated that National Library Week is the week of April 11. The kick off for National Library Week and Big Read will be on Saturday,April 10, from 2 to 4 p.m. at the Paul A. Biane Library. Ray Bradbury will be the guest speaker on Friday evening, April 16 at the Paul A. Biane Library. D. BOARD BUSINESS DI. Informational update. Oral Report by President Davies. President Davies reviewed the Library Board of Trustees meeting she attended on February 11 with the Members. President Davies reviewed the Friends of the Library Annual Dinner she attended on Saturday, February 28 with the Members. D2. Events Ad Hoc Sub-committee updated on "RRR" fundraiser. Discussion led by Chair Filippi. Member Filippi stated that the Events ad hoc sub-committee had met with Sandy from Impressions Catering. Sandy presented the sub-committee with a draft menu for the April 30 event. Member Filippi stated that the goal was to have 150 attendees. Member Filippi stated that Member Gonzalez had updated the Foundation's Facebook page with the information on the event. He also stated that Michelle Perera, Assistant Library Director, had prepared a PDF of the flyer for the event for Members' use. Member Filippi reviewed the post cards, reservation slips and poster with the Members. Member Filippi asked the Members if they knew of a sponsor that could donate $1500 towards the event. D3. Events Ad Hoc Sub-committee update on "South Pacific" fundraiser. Discussion led by Chair Filippi and Member Gilfry. Library Foundation Board Minutes March 8, 2010 Page 3 Member Gilfry reviewed the information she had for the South Pacific fundraiser. The Ahmanson Theatre requested ten percent down to hold the selection of tickets. She discussed the date and prices for the different seat selections at the venue. D4. Review of goal setting documents for Library Foundation Board. (Draft documents attached.) Discussion led by President Davies, Vice President Gonzalez and Member Pachon. President Davies reviewed the two draft documents on pages 16 and 17 with the Members. After discussion, the Members decided that they preferred the draft spreadsheet on page 16. D5. Convene to ad hoc sub-committee for goal development: Events, VG Appeals, Planned Giving and Calendar. (Reconvene after 30 minutes. Revised sub-committee rosters attached.) The Members convened to ad hoc sub-committees starting at 6:40 p.m. Member Melillo left at 6:40 p.m. The Library Foundation Board reconvened at 7:10 p.m. D6. Reports by ad hoc sub-committees on goal development. Member Filippi reviewed with the Members what the Events ad hoc sub-committee decided on moving forward with the"South Pacific"fundraiser. The date would be a matinee on Saturday,June 12. The price for the ticket would be $125. The experience would include a bus ride to the Ahmanson Theatre, "South Pacific" ticket, and a light appetizer/mixer to meet Rod Gilfy and possibly cast members. Also included would be a signed show poster. A block of 100 seats will be requested by Member Gilfry. Member Amsler reviewed with the Members what the Calendar ad hoc sub-committee discussed. They will be presenting information to the Members at the May meeting. The goals is for ads to be increased by fifty percent. The number of calendars printed would be increased to 20,000 copies. President Davies reviewed the goals and the objectives of the Speaker's Bureau,VG Appeals and the Schools ad hoc sub-committees with the Board. President Davies stated that the VG Appeals title had been changed to the Library Appeals ad hoc sub-committee. President Davies requested the Chairs to send their updates to Member Pachon to include in the Rancho Cucamonga Library Foundation Goals spreadsheet. *�►�rs Library Foundation Board Minutes March 8, 2010 Page 4 E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING E1. Goals Draft E2. RRR Update E3. South Pacific Update E4. Schedule a Joint Meeting of the Executive Group of the Community Foundation F. COMMUNICATIONS FROM THE PUBLIC None received. ****** G. ADJOURNMENT MOTION: Moved by Member May to adjourn,seconded by Member White,motion carried, 11-0-3 (with Bowne, Clark and Melillo absent). 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