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Home My WebLink About10/05/10 (Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. May 10, 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 s*+ 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 Cucamonga Public Library. Acting in that capacity on t't 4ikl (v, �o 10 at V 4,h'/ , I posted a true and correct copy of thethe Library Board meeting agenda dated May /C" ?-C/() 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 5%(p /0 at Rancho Cucamonga. City of Rancho Cucamonga By: V �t✓�l a — �7f I a tz ✓ Vivian Garcia Senior Administrative Secretary City of Rancho Cucamonga - LIBRARY FOUNDATION BOARD AGENDA MAY 109 2010 1 RANCHO CUCA.NONGA 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: April, 4 2010. 2. Approval of Minutes: May 11, 2009 and April 12, 2010. 9. 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 Foundation Board. Oral report by President Davies and Member Pachon. 2. Review of "RRR" fundraiser. Discussion led by Member 18 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 President Davies. LIBRARY FOUNDATION BOARD AGENDA MAY 109 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 Thursday, May 6, 2010, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. STAFF REPORT r I ' 1 LIBRARY SERVICES DEPARTMENT RANCHO Date: May 10, 2010 C,UCAMONGA To: Rancho Cucamonga Library Foundation C N" " From: Robert Karatsu, Library Director ; H Subject: TREASURER'S REPORT —APRIL, 2010 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH April 2010 BALANCE REVENUES EXPENDITURES BALANCE FUND General $43,717.39 $4,990.39 ($1,094.00) $47,613.78 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 $1,098,377.39 $4,990.39 ($1,094.00) $1102273.78 LAIF Account: $1,048,145.09 LAIF Interest $1,439.91 Union Bank Account' $52,688.78 Total Library Foundation Holdings: $1,102,273.78 'Union Bank ending bank balance of$53,782.78 less two outstanding checks in the amount of$1,094. Revenues: $3,550.48 Rental Payment $ 800.00 General Fund Grapevine $ 1.00 General Fund PAB Donation Box $ 140.00 General Fund Big Read Book Sales $ 40.00 General Fund Donation $ 50.00 General Fund RRR Event $ 2,450.00 General Fund Corporate Matching Donation (Abbott Lab) $ 69.48 General Fund TR1iASURER'S REPORT-APRIL,2010 PAGE 2 NLAY 10,2010 Expenditures: $1,094.00 Philadelphia Insurance Companies $ 844.00 General Fund Aurelien Eulert $ 250.00 General Fund Rancho Cucamonga Public Library Foundation CASH REPORT APRIL 2010 Beginning Balance $1,123,377.39 LAIF Interest Earned 1,439.91 Deposits 4/8/2010 251.00 4/8/2010 40.00 4/12/2010 800.00 4/13/2010 40.00 4/14/2010 1,100.00 4/19/2010 700.00 4/22/2010 200.00 4/29/2010 419.48 3,550.48 Less Checks #10043 - (Voided) #10044 (25,000.00) City of R.C.-Rmb. Donation #10045 (844.00) Philadelphia Ins.Co.-Insurance #10046 (250.00) Aurelien Eulert-Svcs.April Event (26,094.00) $1,102,273.78 Union Bank Statement Ending Balance $ 53,782.78 Deposits in Transit - Less Outstanding Checks #10045 (844.00) #10046 (250.00) (1,094.00) Investments-LAIF 1,049,585.00 Adjusted Bank Balance $ 11102,273.78 STATEN EHIQ Page 1of2 UnionBank (D[F A C 6 Q U H Q @ RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number:S 04/01/10-04/30/10 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 2006 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P O BOX 807 RANCHO CUCAMONGA CA 91729 N Get important information about your Union Bank accounts—via email, text message, or voice mail— quickly and easily with alerts.Alerts are a convenient and cuslomizable way to get the information you need to keep track of your account balances and detect unusual activity. To learn more, call your Relationship Manager, contact Global Treasury Management Sales at 800-883-0285 or visit us at unionbank.com. Public Fund Checking Summary Account Number:s Days in statement period:Days in statement period:30 Balance on 4/1 $ 75,232.30 Total Credits 3,550.48 Deposits(8) 3,550.48 Total Debits -25,000.00 Checks paid(1) -25,000.00 Balance on 4130 $ 53,782.78 CREDITS Deposits including check and cash credils Date Description/Location Reference Amount 418 CARRIER DEPOSIT 46260788 $ 251.00 4113 CCV DEPOSIT SEO#0413VP2300 A-0000000000S 90223930 40.00 4113 UNENCODED COURIER DEPOSIT 44374224 800.00 4115 CCV DEPOSIT SEQ#0415971340 A-0000000000N 90231405 40.00 4/15 UNENCODED COURIER DEPOSIT 44415775 1,100.00 4120 UNENCODED COURIER DEPOSIT 47605645 700.00 4/23 UNENCODED COURIER DEPOSIT 47700264 200.00 4130 UNENCODED COURIER DEPOSIT 45749813 419.48 8 Deposits Total $ 3,550.48 DEBITS Check Paid Number Date Amount Number Date Amount 10044 4112 25,000.00 Page 2 of 2 RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number: 04/01/10-04/30/10 Daily Ledger Balance Date Ledger Balance Date Ledger Balance 411-417 $ 75,232.30 4/15-4/19 $ 52,463.30 4/8-4111 75,483.30 4/20-4/22 53,163.30 4112 50,483.30 41234129 53,363.30 4/134/14 51,323.30 4/30 53,782.78 STAFF REPORT ?_ 7�' LIBRARY SERVICES DEPARTMENT RANCHO Date: May 10, 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 April 12, 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, _1/Z F-av- "f-� - 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-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 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. +ars** 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, April 12, 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 6:10 p.m. Present were Members Bowne, Filippi, Gilfry, Gonzalez, Kendall, Leal, May, Melillo, Pachon and White. Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director and Vivian Garcia, Administrative Secretary, were present. B. CONSENT CALENDAR Bl. Approval of Library Foundation Treasurer's Report: March, 2010. MOTION: Moved by Member Filippi to approve the Treasurer's Report for February, seconded by Member Melillo, motion carried, 10-0-4 (with Akahoshi, Amsler, Clark and Davies absent). B2. Approval of Minutes: May 11, 2009 and March 8, 2010 (Bowne abstained). MOTION: Moved by Member Filippi to approve the minutes for March 8, seconded by Member Pachon, motion carried, 9-0-4-1 (with Akahoshi, Amsler, Clark and Davies 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, presented an oral report on the Big Read Kick-off on Saturday, April 10, at the Paul A. Biane Library to the Members. Michelle Perera, Assistant Library Director, reviewed the coming week's event to the Members. Michelle Perera, Assistant Library Director, reminded the Members of the invitation for Thursday, April 15, from 3 to 5 p.m. to view the Play and Learn Islands. Library Foundation Board Minutes April 12, 2010 Page 2 Michelle Perera, Assistant Library Director, reviewed the two State LSTA Grants that staff had applied for. One is to build more Play and Learn Islands to loan out and eventually renting them to other libraries. The second is a Healthy RC Grant for funds to purchase a book vending machine. The machine would hold materials in Spanish and English. The grant would also provide environment programming funds which would start in March 2011. Also included would be three cooking classes during a six week timeframe. One class would be for Adults,the second for Teens and the third a Children's Cooking Class. Robert Karatsu, Library Director,updated the Members on the Lola Livesay Trust Fund. The Library has received$158,000 from the Trust. The law firm contacted the library staff stating that additional funds were located. Another check should be coming in approximately three to four weeks to the Library from the Trust. D. BOARD BUSINESS DI. Update of goal setting and tracking documents for Library Foundation Board. Oral report by Vice President Gonzalez and Member Pachon. Vice President Gonzalez reviewed with the Members that they were to e-mail Member Pachon the goals, objectives and outcomes to her on the ad hoc sub-committees. Member Pachon stated she updated the spreadsheet with the information received from Member Davies and Member Filippi. She had not received any more updates. Vice President Gonzalez requested the Chairs to please take the time and send to Member Pachon the information by the next meeting. Vice President Gonzalez thanked Member Bowne and Member Melillo for sitting at the Library Foundation table during the Big Read Event on Saturday. D2. Update on "RRR" fundraiser. Discussion led by Member Filippi. Member Filippi reviewed the Events ad hoc sub-committee meeting with the Members. Member Filippi stated that 68 tickets had been sold through the box office. Due to the need for providing accurate catering count,we are unable to have last minute or have walk-ups for this event. The program will start at 6:30 p.m. with tastings. The Gilfry family will start at 8 p.m. We are asking Board Members to commit to purchasing two tickets each. Library Foundation Board Minutes April 12, 2010 Page 3 Michelle Perera, Assistant Library Director, reviewed the auction prizes with the Board. One is a condo rental;the second is the"Dine and Dash"from the Fire Department;the third is dinner for ten at your home from Spaggi's; and the fourth is a dinner prepared by the Gilfry family at their home for six people. Member Leal stated that they would like to have as many Foundation Members present to work at the event as possible. She stated that we are the hosts and need to pitch in and start working at 5:30 p.m. The Members can be at the check-in table greeting the attendees to the event. Members are also needed to work the tables and the stations. Member Filippi stated that the Members would be promoting the"South Pacific"Fundraiser at this event. Member Clark arrived at 6:30 p.m. Michelle Perera, Assistant Library Director,will e-mail a list of all the attendees that are confirmed. Member Filippi asked Members to update anyone they know who is interested in attending to call the box office or go on-line to purchase their tickets ahead of time. D3. Update on "South Pacific" fundraiser. Discussion led by Members Filippi and Gilfry. Member Gilfry presented an oral report to the Members on the information for the South Pacific fundraiser. The scheduled date is Saturday,June 19,at 2 p.m. at the Ahmanson Theatre. A souvenir magnet from South Pacific can be purchased for $2.55 and could be used as identification of the attendees in a lanyard. Other items available for purchase are the poster for $8.50 and the program for$6.80. A signed play bill by the cast will given to all who purchase tickets for this event. There will also be an opportunity to meet some of the cast members,including Rod Gilfry. The ticket price for the balcony seats is $55. (Price for bus ride, etc., will be extra.) Member Filippi stated that Member Gilfry had gone above and beyond in preparing for this fundraiser. D4. Update on other ad hoc sub-committees. Discussion led by Vice President Gonzalez. Vice President Gonzalez stated he did not have any updates from the other ad hoc sub-committees. D5. Joint Meeting with the Executive Committee of the Community Foundation Discussion led by Robert Karatsu, Library Director. Library Foundation Board Minutes April 12, 2010 Page 4 Robert Karatsu,Library Director, stated staff is working the Community Services staff on a date for a meeting. The date of May 12 at 10 a.m. had been suggested. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING E1. Goal Setting Document E2. RRR Update E3. South Pacific Update F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn, seconded by Member Melillo,motion carried, I I- 0-4 (with Akahoshi, Amsler and Davies absent). The meeting adjourned at 6:50 p.m. Respectfully submitted, Ruth Leal Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: • PHMADELPHLA Ii:slrx.ANCE COD4P.6014ES POBM70=51 Confirmation of Coverage PFLA="J Pfc`.1s51VtVn 19176-0252 Confirmation Date: 04/19/2010 Binder Number: 4100307 Account Number: 78828327 Policy Number: PHSD513425 Policy Holder: Rancho Cucamonga Public Library Foundation 7368 ARCHIBALD AVE RANCHO CUCAMONGA, CA 91730 Product: FF - Flexi Plus Five Policy Effective Date: 04/12/2010 Policy Expiration Date: 04/12/2011 • Policy Term Premium: $844.00 Taxes/Fees/Surcharges: $0.00 Payment Plan: FIXED ANNUAL Agent: HUB INTERNATIONAL OF CALIFORNIA INS. SERV. INC. PO BOX 5345 4371 Latham Street, Suite 101, Riverside, CA 9250 RIVERSIDE, CA 92517 Invoice to Follow after Policy Issuance • 17 STAFF REPORT LIBRARY SERF'ICES DEPARTMENT J RANCHO Date: May 10, 2010 C;UCAMONGA To: Rancho Cucamonga Library Foundation Board From: Robert Karatsu, Library Director Subject: FINAL ACCOUNTING FOR RR&R FUNDRAISER RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS The following are revenues from RR&R event: - $6,100. Ticket sales (purchased through box office) - $2,800. Ticket sales (paid directly to Foundation or at check in table at event) - $1,000. Sponsorship (Pete Pitassi) - $3,900. Auction packages (4 total) Expenditures were as follows: - $3,941.75 Catering (Impressions) - $250. Rod Gilfry's accompanist. - $150. Piano tuning. (Cucamonga Music) FISCAL IMPACT Altogether, 178 tickets were sold and the profit after expenses was $9,458.75. Respectfully submitted, Robert Karatsu Library Director