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Home My WebLink About11/06/06 ( Agn) Special - Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA SPECIAL MEETING 6:00 p.m. June 6, 2011 Reading Enrichment Room Biane Library 12505 Cultural Center Drive Rancho Cucamonga, California 91739 *�r City Councilmembers L. Dennis Michael, Mayor Sam Spagnolo, Mayor Pro Tem William J. Alexander, Councilmember Chuck Buquet, Councilmember Diane Williams, Councilmember Foundation Members Rebecca Davies, President David Gonzalez, Vice President Ruth Leal, Secretary Teresa Akahoshi, Member Jackie Amsler, 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 T H E C I T Y O F R A N C H O C U C A M O N G A Fax Cover Sheet TO: Wendy Leung — Daily Bulletin FAX: (909) 948-9038 DATE: June 2, 2011 SUBJECT: Special Library Foundation Board Meeting FROM: Vivian Garcia PHONE: (909) 477-2720 Administrative Secreta FAX: (909) 477-2846 EXT.: 5040 NUMBER OF PAGES: 4 Attached is a special meeting agenda information scheduled for Monday, June 6, 2011. Please call the above sender if there are any problems in receiving this transmission. http://www.ci.rancho-cucamonga.ca.us 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 7i�hz a, at 3 PM , I posted a true and correct copy of the Library Foundation Board meeting agenda dated SKAe G,, 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 at Rancho Cucamonga. City of Rancho Cucamonga Vivian Garcia Senior Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA JUNE 6, 2011 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi Amsler , 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 2011. 2. Approval of Minutes: April 18 and May 16, 2011. 8 3. Approval of Resolution LFB11-011 (Foundation Board 14 meeting schedule) 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. Review of Library Foundation Budget for FY 2011-2012. 15 Discussion led by President Davies and Library Director Karatsu. 2. Update on future fundraising event. Discussion led by Member Gilfry. 3. Election of Officers for FY 2011-2012. Discussion led by President Davies. LIBRARY FOUNDATION BOARD AGENDA JUNE 69 2011 2 RANCHO CUCAMONGA 4. Update on other ad hoc sub-committees. Discussion led by President Davies. 5. "Celebrating our Success!' 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,June 2, 2011, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. STAFF REPORT LIBRARY SERVICES DEPARTMENT J RANCHO Date: June 6, 2011 CUCAMONGA To: Rancho Cucamonga Library Foundation a��^ From: Robert Karatsu, Library Director ;41— Subject: TREASURER'S REPORT —APRIL, 2011 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH April 2011 BALANCE REVENUES EXPENDITURES BALANCE FUND General $89,840.32 $2,818.11 ($15,771.44) $76,886.99 Archibald Children's Books Endowment $40,000.00 $40.000.00 Victoria Gardens Books $83,125.00 $83,125.00 Adult Literacy $17,125.00 $17,125.00 Lola A. Livesey Trust Account $218,801.97 $218,801.97 Operating Reserve Fund5$ 000.005�0 Unallocated Funds $759.000.00 $759,000.00 TOTAL $1,212,892.29 $2,818.11 ($15,771.44) $1,199,938.96 LAIF Account $1,053,606.34 LAIF Interest $1,318.11 Union Bank Account $145,014.51 Total Library Foundation Holdings: $1,199,938.96 Revenues: $1,500.00 Telethon 2011 (PayPal) $ 1,500.00 General Fund Expenditures: $15,771.44 Mt. Sac Television Production $ 4,000.00 General Fund Faust Media Services (2011 Calendar) $ 6,465.19 General Fund Bluesilver Video Productions $ 2,000.00 General Fund NEC Corp of America (Phones) $ 562.50 General Fund Mt. Sac Television Production $ 2,743.75 General Fund Rancho Cucamonga Public Library Foundation CASH REPORT -APRIL 2011 Beginning Balance $ 1,212,892.29 Deposits: Electronic credit from PAL account for credit card donations 4/14/2011 1,500.00 LAIF Interest 4/15/2011 1,318.11 Total Deposits 2,818.11 Less Checks: 4/12/2011 Mt. Sac Television Production #010076 4,000.00 4/12/2011 Faust Media Services #010077 6,465.19 4/12/2011 Bluesilver Video Productions #010078 2,000.00 4/12/2011 NEC Corporation of America #010079 562.50 4/12/2011 Mt. Sac Television Production #010080 2,743.75 Total Checks 15,771.44 Ending Balance $ 1,199,938.96 Union Bank, Statement Ending Balance $ 145,014.51 Deposits in Transit - Less Outstanding Checks - Union Bank, Adjusted Statement Ending Balance 145,014.51 Investments - LAW 1,054,924.45 Adjusted Bank Balance $ 1,199,938.96 LAIF Regular Monthly Statement Page I of 1 Local Agency Investment Fund P.O. Box 942809 Sacramento, CA 94209-0001 ww�r.h casurer.ca.May 02, 201 1 (916) 653-3001 May 02, 201 I RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION TREASURER 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA,CA 91729 PMIA Average Monthly Yields Account Number: Transactions April 2011 Statement Tran Type Definitions Effective Transaction Tran Confirm Date Date TYPe Number Authorized Caller Amount 4/15/2011 4/14/2011 QRD 1313877 SYSTEM 1,318.11 Account_Summary Total Deposit: 1,318.11 Beginning Balance: 1,053,606.34 Total Withdrawal: 0.00 Ending Balance: 1,054,924.45 https:Hlaifms.treasurer.ca.gov/RegularStatement.aspx 5/2/2011 4Q41 AyA C G9 4 Page 1 of 1 �J UnionBank O jp G°Q6 G O NJ 4 RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number: 04/01/11 -04/29/11 UNION BANK GOVERNMENT SERVICES- SOUTH 0274 Customer Inquiries POST OFFICE BOX 513840 600-798-6466 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 ■ Methods to commit check fraud are becoming increasingly sophisticated.With Payee Positive Pay,you can get more protection against fraud.This enhancement allows Union Bank to detect inconsistencies to the • payee name—in addition to issue date, check number, and check amount—between your check issue information and checks presented for payment.To learn more, call your relationship manager or contact Global Treasury Management Sales at 800-863-0285. Public Fund Checking Summary Account Number: Days in statement period:Days in statement period:29 Balance on 411 $ 159,285.95 Total Credits 1,500.00 Electronic credits(1) 1,500.00 Total Debits -15,771.44 Checks paid(5) -15,771.44 Balance on 4129 $ 145,014.51 CREDITS Electronic credits Date Description/Location Reference Amount 4/14 PAYPAL TRANSFER PPD"""""'4CYL 54243209 $ 1,500.00 DEBITS Check Paid Number Date Amount Number Date Amount 10076 4/26 4,000.00 10079 4/14 562.50 10077 4/18 6,465.19 10080 4/26 2,743.75 10078 4/27 2,000.00 5 Checks paid Total $ 15,771.4 Dally Ledger Balance Date Ledger Balance Dale Ledger Balance 4/1-4113 $ 159,285.95 4126 $ 147,014.51 4/1414/17 160,223.45 4127-4/29 145,014.51 4/1811/25 153,758.26 STAFF REPORT LIBRARY SERVICES DEPARTMENT RANCHO Date: June 6, 2011 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meetings of April 18 and May 16, 2011. BACKGROUND/ANALYSIS Attached, please find the minutes for the regular and cancelled 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, April 18, 2011, in the Tri-communities Room, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:10 p.m. Present were Members Akahoshi, Amsler, Clark, Davies, Gilfry, Kendall, Leal and May. Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director, Cara Vera, Senior Librarian and Vivian Garcia, Administrative Secretary, were present. B. CONSENT CALENDAR Bl. Approval of Library Foundation Treasurer's Report: March, 2011. MOTION: Moved by Member Amsler to approve the Treasurer's Report for March, seconded by Member Akahoshi, motion carried, 8-0-5 (with Filippi, Gonzalez, Melillo, Pachon and White absent). B2. Approval of Minutes: March 7, 2011. MOTION: Moved by Member Gilfry to approve the minutes for March,2011,seconded by Member Akahoshi, motion carried, 8-0-5 (with Filippi, Gonzalez, Melillo, Pachon and White absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Update: Oral report by Robert Karatsu, Library Director. Robert Karatsu, Library Director, stated that on Friday,May 20, Local History Night will be held at the Biane Library. Michelle Perera, Assistant Library Director, asked the Members to save Tuesday, May 24, as a tentative date for a Technology Petting Zoo. Staff will e-mail the Members on the date and time. Assistant Library Director Michelle Perera reviewed the upcoming Healthy Communities Program which will be held on April 21 in Los Angeles with the Board. Staff will be taking the newest Play and Learn Island—Healthy RC PAL along with the mobile Healthy iCell to the event. Library Foundation Board Minutes April 18, 2011 Page 2 Cara Vera, Senior Librarian, stated that the Passport Division at the Biane Library has been very busy. Last week there eighty (80) passports were processed during the week. Michelle Perera,Assistant Library Director,reviewed where six(6)of the PAL Islands were located now across California. D BOARD BUSINESS Dl. Library Telethon 2011 —Final Update. Discussion led by President Davies and Library staff. President Davies stated that the Library Telethon 2011 was a huge success! The Telethon raised over $114,000! This community values our Library. Thank you to the Members of the Library Foundation Board. She thanked Library Director Robert Karatsu and Assistant Library Director Michelle Perera and the entire Library Staff. President Davies was so impressed by the team. Member Kendall stated that everyone was very friendly. She enjoyed the Phone Bank and did not feel stressed. Member Gilfry stated that everyone is very professional under the stressful conditions. Everyone was so wonderful and positive. She stated that the sound was great. Member Leal stated our hats should be off to the Theatre Cast. President Davies thanked Member Akahoshi for helping her with asking for donations from the crowd at the different events during the Telethon. Library Director Karatsu thanked the Members of the Library Foundation for all the work and help before, during and after the Telethon. Member Amsler stated that as she reflects back to the first Telethon, she is amazed and impressed with how well it has progressed. Thank you Team for a successful event. D2. Future Potential Fundraising Events. Discussion led by President Davies. President Davies stated that the next fundraiser would be an event similar to the MMR. Member Gonzalez will Chair the ad-hoc committee with Member Filippi assisting. Library Foundation Board Minutes April 18, 2011 Page 3 Michelle Perera,Assistant Library Director, stated that Celebration Hall is available on Friday nights in October and November. The theatre would be available but in front of the curtain. Member Gilfry will ask about Rod Gilfry's availability at that time. D3. Future Meeting Date. Discussion led by President Davies. After discussion of future meeting dates, the Members decided to add the first Monday and the first Tuesday and send out to the Members on their availability. D4. Update on other ad hoc sub-committees. Discussion led by President Davies. President Davies asked for volunteers for the table for the Local History Night Event on May 20. Members Leal and Amsler volunteered. ****** E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING El. Future Meeting Dates E2. Budget E3. Elections E4. Year Reports for All Fundraisers F. COMMUNICATIONS FROM THE PUBLIC None were presented. G. ADJOURNMENT MOTION: Moved by Member May to adjourn to Monday, May 16, seconded by Member Clark, motion carried, 8-0-5 (with Filippi, Gonzalez, Melillo, Pachon and White absent). The meeting adjourned at 7:20 p.m. Respectfully submitted, Ruth Leal Secretary, Library Foundation Board Library Foundation Board Minutes April 18, 2011 Page 4 Prepared by, Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA LIBRARY FOUNDATION BOARD Regular Meeting A. CALL TO ORDER The adjourned meeting of the Rancho Cucamonga Library Foundation Board was scheduled for Monday, May 16,2011,at 6 p.m. in the Tri-communities Room of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was canceled. Respectfully submitted, Ruth Leal Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: RESOLUTION NO. LFB 11-001 A RESOLUTION OF THE RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ESTABLISHING A TIME AND PLACE FOR THE ANNUAL MEETING. WHEREAS, SECTION 2 of Article III of the Bylaws of the Rancho Cucamonga Public Library Foundation establishing a"Foundation" in Article I does provide that an annual meeting of the Library Foundation Board shall be established by Resolution of the Library Foundation Board. NOW, THEREFORE, BE IT RESOLVED that the Rancho Cucamonga Public Library Foundation Board of the City of Rancho Cucamonga does hereby establish an annual meeting date as follows: SECTION 1: An annual meeting of the Rancho Cucamonga Public Library Foundation Board shall be held on the first Monday of June at 6:00 p.m. SECTION 2: Regular meetings of the Library Foundation Board shall be held at the Civic Center Complex located at 10500 Civic Center Drive, Rancho Cucamonga, California in a room to be determined. PASSED, APPROVED AND ADOPTED this 6th day of June, 2011. AYES: Akahoshi, Amsler, Clark, Davies, Filippi, Gilfry, Gonzalez, Kendall, Leal, May, Melillo and Pachon NOES: Noes ABSENT: White Rebecca Davies, President ATTEST: Vivian Garcia, Secretary I, Vivian Garcia, SECRETARY, of the Library Foundation Board of the City of Rancho Cucamonga, California,do hereby certify that the foregoing Resolution was duly passed,approved, and adopted by the Rancho Cucamonga Library Foundation Board,California at a special meeting of the said Board held on the 6th day of June, 2011. Executed this 6th day of June, 2011 at Rancho Cucamonga, California. Vivian Garcia, Secretary STAFF REPORT r RANCHO CUCAMONGA PUBLIC LIBRARY RANCHO Date: June 6, 2011 C;UCAMONGA To: Library Foundation Board From: Robert Karatsu, Library Director Subject: LIBRARY FOUNDATION PROPOSED BUDGET FOR FY 2011-2012 RECOMMENDATION Staff recommends approval of Library Foundation budget for FY 2011-2012. BACKGROUND/ANALYSIS As prescribed by Board By-laws (Article IV, Section 3), at the June meeting of the Library Foundation, the Board is required to "adopt a budget for the upcoming fiscal year."Attached is the proposed budget, which includes current balance in LAIF and checking accounts, revenues received in FY 2010-2011 and projected revenues for FY 2011-2012, operational expenses in FY 2010-2011 and projected operational expenses for FY 2011-2012, Foundation donations in FY 2010-2011 and requested donations for FY 2011-2012, and snapshot of recent and projected PAL donations. At the meeting, staff will further elaborate on budget and field any questions. FISCAL IMPACT As presented. Respectfully submitted, Robert Karatsu Library Director RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BUDGET 2011/2012 PROPOSED BUDGET NOTE: All revenues are positive numbers,all expenditures entered as negative numbers. 201112012 Balance Sheet Projection Assets as of June 6,2011 LAW $1,054,924 Union Bank Account $145,015 Total Opening Assets $1,199,939 REVENUES PROJECTED $60,600 Library Foundation Balance $1,260,539 Library Foundation Expenditures Total Expenditures Projected ($97,700) Total Balance Remaining In Library Foundation for FY 2010-2011 $1,162,839 Gain/Loss for Fiscal Year ($37,100) PRELIMINARY PROPOSED BUDGET PROPOSED ACTUAL PROPOSED 2010/11 BUDGET EARNED/SPENT BUDGET 2010/2011 2010/2011 2011/2012 REVENUES Rental Income $9,600 $9,600 $9,600 Interest Earned' $12,000 $5,340 $6,000 Personal Donations $3,000 $2,029 $3,000 Telethon Campaign Income(includes donations from Bridge Family Trust,Supvr.Paul Biane, Boeing Foundation,etc.) $50,000 $101,500 $0 Other Events(Macy's, In-service Program,etc.) $0 $4,110 $8,000 Calendar Advertisements $3,000 $1,500 $3,000 PAL Pledges $31,000 $20,500 $31,000 Lola A. Livesey Trust $40,000 $60,802 $0 Revenue Totals $148,600 $205,381 $60,600 OPERATIONAL EXPENSES ($33,600) ($22,840) ($34,700) Conference for Boardmembers $0 $0 ($1,000) Board Expenses $0 $0 ($1,000) Insurance ($850) ($890) ($900) Board Training/Strategic Planning $0 $0 $0 Major Direct Mail Piece ($7,000) $0 ($7,000) For planned giving brochure Annual Calendar ($20,000) ($21,000) ($20,000) Printing $0 $0 $0 Postage ($3,000) ($200) ($1,000) Business Expenses $0 $0 $0 Publicity ($2,000) $0 $0 Tax Preparation ($750) ($750) ($800) EVENTS ($15,000) ($12,000) ($3,000) Telethon Production/Campaign ($15,000) ($12,000) $0 RRR Event $0 $0 $0 Summer Event 2011 $0 $0 ($3,000) TOTAL OPERATIONAL EXPENDITURES ($48,600) ($34,840) ($37,700) DONATIONS TO LIBRARY ($75,000) ($75,000) ($60,000) Adult Literacy ($15,000) ($15,000) ($15,000) Children's/Special Programs ($15,000) ($15,000) ($15,000) Matching for State Library Grants ($40,000) ($40,000) ($25,000) Library Staff-Professional Development ($5,000) ($5,000) ($5,000) TOTAL FOUNDATION EXPENDITURES ($123,600) ($109,840) ($97,700) 'Based on 1.2%interest from LAW investments NOTE: All revenues are positive numbers,all expenditures entered as negative numbers. PAL Donors Recd as of-612011 Pledges-FY 2011-2012 Borenstein,Howard $500 $500 Burrtec $0 $5,000 Diversified Pacific $15,000 $15,000 Michael,Dennis $0 $500 RC Quakes $5,000 $5,000 San Antonio Hospital $0 $5,000 TOTAL $20,500 $31,000 'Based on 1.2%interest from LAIF investments NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Board Members at their meeting held Monday,June 6,2011,adjourned said meeting to Monday,August 1,2011,at the hour of 6 p.m., in the Tri-Communities Room at the City of Rancho Cucamonga, 10500 Cultural Center Drive, Rancho Cucamonga, California. Said adjournment was passed by the following vote: AYES: Akahoshi, Davies, Gilfry, Gonzalez, Leal, May, Melillo and Pachon NOES: None ABSENT: Amsler, Clark, Filippi, Kendall and White ABSTAIN: None Vivian Garcia, Library Administrative Secretary Rancho Cucamonga Public Library June 7, 2011