HomeMy WebLinkAbout12/03/05 Libary Foundation Board LIBRARY FOUNDATION BOARD
AGENDA
CITY OF RANCHO CUCAMONGA
REGULAR MEETING
First Monday
6:00 p.m.
March 5, 2012
Tri-communities Room
City of Rancho Cucamonga
10500 Civic Center Drive
Rancho Cucamonga, California 91730
City Councilmembers
L. Dennis Michael, Mayor
Sam Spagnolo, Mayor Pro Tem
William J. Alexander, Councilmember
Chuck Buquet, Councilmember
Diane Williams, Councilmember
Foundation Members
Ruth Leal, President
Teresa Akahoshi, Vice President
Tina Gilfry, Secretary
Jackie Amsler, Member
Rebecca Davies, Member
Gino Filippi, Member
David Gonzalez, 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
zte k 15F at 3D I posted a true and correct copy of
the meeting agenda date Ma,, e-A tr, o2o/a 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.
Robert Karatsu, Library Director
City of Rancho Cucamonga
By: I/ trLfr c -a uc�
Vivian Garcia, Senior Administrative Secretary
City of Rancho Cucamonga
LIBRARY FOUNDATION BOARD AGENDA
MARCH 5, 2012 1
RANCHO
CUCMONCA
A;' CALL
TO ORDER „
1. Roll Call: Akahoshi Amsler Davies
Filippi Gilfry Gonzalez , Leal
May Melillo Pachon_and White
B ".CONSENT�GALENDAR ,�c '
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
2012.
2. Approval of Minutes: February 6, 2012. 9
C . LIB RARVRIRECTOR'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 BOA ABUSINE3S
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 on ad hoc sub-committees and ad hoc sub- 14
committees restructuring. Discussion led by President Leal.
2. Needs assessment for computers for the Tech Center at
Biane Library. Oral report by Robert Karatsu, Library Director.
3. Future dates for Foundation events. Discussion led by
President Leal and Michelle Perera, Assistant Library Director.
4. Expiring terms on Library Foundation Board. Oral report by
Robert Karatsu, Library Director.
2
LIBRARY FOUNDATION BOARD AGENDA
MARCH 5, 2012 2
RANCHO
CUCAMONGA
5. Strategic planning for Library Foundation Board. Staff report 18
attached. Discussion led by President Leal and Michelle
Perera, Assistant Library Director.
6. Possible by-laws revisions for Library Foundation Board. 21
Discussion led by President Leal.
E -IDENTIFICATION OF`ITEIVIS FOR THE`NEXT
..z.`^3G i r �i�.�'.- �rd �• ,-B"„x _. ,a 4 ax�'`� { _ t.k �.t
`" ` ` •`<; �' �`":,.<'" � .= 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 P.UBLICCOMMUNICATIQNSY,,.`; .'� " t
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.
C
k
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,
March 1, 2012, seventy two (72) hours prior to the meeting per
Government Code 54954.2 at 10500 Civic Center Drive.
3
STAFF REPORT
LIBRARY SERVICES DEPARTMENT
RANCHO
Date: March 5, 2012 CUCAMONGA
To: Rancho Cucamonga Library Foundation V
From: Robert Karatsu, Library Director
Subject: TREASURER'S REPORT—JANUARY. 2012
CASH REPORT BEGINNING MTD MTD ENDING
CASH CASH
January 2012 BALANCE REVENUES EXPENDITURES BALANCE
FUND
General $99,459.80 $1,311.17 ($15,667.07) $85,103.90
Archibald Children's Books Endowment $40.000.00 $40.000.00
Victoria Gardens Books $83.125.00 $83.125.00
Adult Literacy $84,125.00 $84.125.00
Greg &Terri Jacobs- Literacy $5,000.00 5 000.00
Lola A. Livesev Trust Account $218.801.97 $218,801.97
Operating Reserve Fund $5,000.00 $5,000.00
Unallocated Funds $759.000.00 $759.000.00
TOTAL $1,224,787.32 $6,311.17 ($15,667.07) $1,216,467.32
LAI F•Account $1,136,189.07
LAIF Interest $1,035.90
Union Bank Account $79,242.35
Total Library Foundation Holdings: $1,216,467.32
Revenues: $6,311.17
Donation Greg &Terri Jacobs $ 5,000.00 Literacy
Rental Payment $ 750.00 General Fund
Donation Forest City $ 250.01 General Fund
Donation L. Wasserman $ 250.00 General Fund
PAB Donation Box $ 51.00 General Fund
PAB Vending Machine $ 10.16 General Fund
4
TREASURER'S REPORT-JANUARY,2012 PAGE 2
MARCH 5,2012
Expenditures: $15,667.07
Kevin McArdle Consulting $ 2,000.00 General Fund
Lance, Soll & Lunghard (Taxes) $ 750.00 General Fund
Faust Printing, Inc. (2012 Calendars) $ 12,917.07 General Fund
5
Rancho Cucamonga Public Library Foundation
CASH REPORT JANUARY 2012
Beginning Balance $1,224,787.32
LAIF Interest Earned 1,035.90
Deposits 1/10/2012 5,000.00
1/12/2012 750.00
1/19/2012 0.01
1/25/2012 301.00
1/26/2012 250.00
1/26/2012 10.16
6,311.17
Less Checks #10093 - Voided
#10094 (2,000.00) Kevin McArdle Consulting-Workshops
#10095 (750.00) Lance, Soll & Lunghard-Tax Return Prep
#10096 (12,917.07) Faust Media-Calendars
(15,667.07)
Ending Balance $ 1,216,467.32
Union Bank, Statement Ending Balance $ 79,242.35
Less Outstanding Checks -
Deposits in Transit
Investments-LAI F 1,137,224.97
Adjusted Bank Balance $ 1,216,467.32
Q1
UnionBank STATEMENT Page 1 of 3
OF ACCOUNTS RANCHO CUCAMONGA PUBLIC LIBRAR H
UNION BANK Statement Number.
GOVERNMENT SERVICES- SOUTH 0274 12/31/11 . 1/31/12
POST OFFICE BOX 513840
LOS ANGELES CA 90051-3840
Customer Inquiries
800-798.6466
Thank you for banking with us
since 2008
CY30 M 410000 0016975-067784 915859
RANCHO CUCAMONGA PUBLIC LIBRARY
FOUNDATION
P 0 BOX 807
RANCHO CUCAMONGA CA 91729
■ Now you can view and make decisions on Positive Pay exceptions and submit issued check
data through your smonphone device with Union Bank's Mobile Business Center. You can also
view balances and transactions, access detailed transoctions, schedule internal transfers, and
approve wire transfers through your mobile phone..To learn more, call your treasury relationship
manager or contact Global Treasury Management Sales at 806883-0285.
_PUBLIC FUND CHECKING SUMMARY Account Number:
Days in statement period: 32
Beginning balance on 12/31 $ 88,648.25
Totcil Credits 6,311:17
Deposits (4 6,061.16
Electronic credits (2 250.01
Total Debits -15,717.07
Checks paid (4( :15,717.07
Ending Balance on 1/31 $ 79,242.35
CREDITS
Deposits
including check Dale 'Description Reference Amount
and cash credits 1/11 UNENCODED.COURIERDEPOSIT 47791841 $ 5,000.(X1
1/12 UNENCODED COURIER DEPOSIT 47825229 750.00
1/25 CARRIER DEPOSIT 47407243 301.00
1/26 UNENCODED COURIER DEPOSIT 47424630 10.16
4 Deposits Total amount $ 6,061.16
Electronic credits
Dote Description Reference Amount
1/19 FC FACILITATOR ACHPMT CCD 2000318856 56468815 $ 0.01
1/26 FC FACILITATOR ACHPMT CCD 2080322700 59872541 ? 250.00
2 Electronic credits Total amount $ '250.01
DEBITS
Checks paid
Number Dote Amount Number Dote Amount Number .Date Amount
10094 1/13 $ 2,000.00 10096 1/13 $ 12,917.07 $
10095 1/11 750.00 10151• 1/11 50.00
4 Checks paid Total amount $ 15,717.07
Checks missing in sequence.Out of sequence check numbers my aba be bcmed in Ihe Elsdmnic debie section of yourviatement.
R
0
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O
LL
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LAIF Regular Monthly Statement Page 1 of 1
Local Agency Investment Fund
P.O. Box 942809 www.treasurer.ca.eov/amia
Sacramento, CA 94209-0001 -laif
(916)653-3001 February 03,
2012
RANCHO CUCAMONGA PUBLIC LIBRARY
FOUNDATION
TREASURER
10500 CIVIC CENTER DRIVE
RANCHO CUCAMONGA, CA 91729 PMIA Avernee Monthly Yields
Account Number:4�'
Transactions
Tran Type Definitions January 2012 Statement
Effective Transaction Tran Confirm
Date Date Type Number Authorized Caller Amount
1/13/2012 1/12/2012 QRD 1346814 SYSTEM 1,035.90
Account Summary
Total Deposit: 1,035.90 Beginning Balance: 1;136,189.07
Total Withdrawal: 0.00 Ending Balance: 1,137,224.97
https://Iaifins.treasurer.ca.gov/RegularStatement.aspx 2/3/2012 8
STAFF REPORT -
LIBRARY SERVICES DEPARTMENT
RANCHO
Date: March 5, 2012 CUCAMONGA
To: Rancho Cucamonga Library Foundation
From: Robert Karatsu, Library Director
Subject: APPROVAL OF MINUTES
RECOMMENDATION
Approval of the minutes of the meeting of February 6, 2012.
BACKGROUND/ANALYSIS
Attached, please find the minutes for the regular meeting of the Library Foundation Board taken and
compiled by Library Administrative Secretary, Vivian Garcia.
FISCAL IMPACT
None.
Respectfully submitted,
Robert Karatsu
Library Director
9
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,February 6, 2012, in the Tri-Communities Room, located at located at the City of Rancho
Cucamonga at 10500 Civic Center Drive,Rancho Cucamonga, California. The meeting was called
to order at 6:03 p.m. Present were Members Akahoshi,Davies, Gilfiy, Gonzalez,Leal,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: November and December, 2011.
MOTION: Moved by Member Pachon to approve the Treasurer's Reports for November and
December,2011,seconded by Member Akahoshi,motion carried, 7-0-4(with Amsler,Filippi,May
and Melillo absent).
B2. Approval of Minutes: November, December 5, 2011 and January 2, 2012.
MOTION: Moved by Member Davies to approve the minutes, seconded by Member Gonzalez,
motion carried, 7-0-4 (with Amsler, Filippi, May and Melillo absent).
C. LIBRARY DIRECTOR'S STAFF REPORTS
C I. Library Status Update: Oral report by Robert Karatsu, Library Director.
Robert Karatsu, Library Director, presented an oral report on the status of the Redevelopment
Agency with the Members.
Member Davies inquired the age of the computers that staff had looked at replacing.
Library Director Karatsu stated that the computers for the Biane Library were purchased in 2005.
10
Library Foundation Board Minutes
February 6, 2012
Page 2
Member Pachon asked what the cost would be to replace the computers in the Tech Center.
Library Director Karatsu stated that the cost would be approximately $20,000.
Member Pachon asked what the procedure would be for the Library Foundation Board to replace the
computers. She requested staff to research and update the Board at the next meeting.
Michelle Perera,Assistant Library Director,stated the Cultural Arts Night,Black History Month will
be presented on Friday,February 10,at 7 p.m.at the Biane Library. She reviewed the events for the
evening with the Board. She handed out tickets for the event to the Members.
Assistant Library Director Perera presented an oral report updating the Board on the Staff Innovation
Grant. She reviewed the training sessions and process that has been completed so far. She reviewed
the grant"pitches" with the Members.
Library Director Karatsu stated that a progress report will be presented by the Library staff on the
individual grants from the SIF.
Robert Karatsu, Library Director, updated the Board on the Rancho KIDS V Grant, PALS across ,
California.
+*�r■s
D BOARD BUSINESS
DI. Potential new members for Library Foundation Board. Discussion led by President Leal
President Leal opened the discussion with the Members on recruiting new Library Foundation
Members.
After the discussion,the Foundation Members decided to invite potential new members to attend the
March 5 meeting. Library staff will send out the application form to the Board Members.
D2. Ad-hoc sub-committee reorganization and breakdown. Discussion led by President Leal.
President Leal passed out a new ad hoc sub-committee list with the Members. She reviewed changes
with the Board.
Member Pachon reminded the Members about costs associated with the use of the Lewis Family
Playhouse. She expressed concern and caution in over extending the Members time and resources.
11
Library Foundation Board Minutes
February 6, 2012
Page 3
Member Pachon stated that she preferred to have the strategic planning and board development prior
to the updating of the ad hoc sub-committee list.
Member Gonzalez left at 7:08 p.m.
President Leal stated that the strategic planning process could take six (6) to eight (8) months to
complete. She stated she would like to complete the ad hoc sub-committee reorganization now and
then update the list after the strategic planning.
Library Director Karatsu stated that the discussion tonight from staffs'prospection was good---the
Members were stepping back and reviewing who they are. The Library Foundation Board is
contemplating who they are, where they are going and what they want to do.
Robert Karatsu,Library Director,suggested involving the new members,so that they are involved in
the decisions and being a part of the direction the Library Foundation plans on going.
D3. Strategic Planning for Library Foundation Board. Discussion led by President Leal
Member Pachon stated she had sent a draft on strategic planning to President Leal.
President Leal tabled the item for the next meeting.
E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING
E1. Needs assessment for computers for the Tech Center
E2. Potential New Members
E3. Update on ad hoc sub-committees
E4. PAL meeting assessment
E5. Strategic Planning
E6. 2013 Telethon Date
ET Staff Innovation Fund Grant
F. COMMUNICATIONS FROM THE PUBLIC
None were presented.
12
Library Foundation Board Minutes
February 6,2012
Page 4
G. ADJOURNMENT
MOTION: Moved by Member Akahoshi to adjourn,seconded by Member White,motion carred,6-
0-5 (with Amsler,Filippi, Gonzalez,May and Melillo absent). The meeting adjourned at 7:45 p.m.
Respectfully submitted,
Tina Gilfry
Secretary, Library Foundation Board
Prepared by,
Vivian Garcia
Administrative Secretary
Approved:
13
Library Foundation Committees Reorganization &
Breakdown
Proposed Existing Proposed Number of Foundation Staff Member Committee Responsibilities I
Committee Committee Chair Members Members Liaison Notes
Name
Music Event Events Tina 4 Michelle Focus on logistics of the event:
talent, show schedule, location,
volunteers, auction, food, budget,
etc.
Telethon Events Ruth 3 Robert Focus on the logistics of the
Telethon including phone bank,
talent, show schedule, hosts,
production, and budget.
Sponsorship n/a(new) David 5 Michelle Focus on sponsorship campaigns
such as annual mailings of letters
for donations (monetary& items),
sponsorships for events, library
calendar and corporate/annual
donors, donations for Telethon &
online, donors for Library items
such as tables and bricks, tickets
sales to events, planned giving
program, budget, etc.
PR Committee Library Calendar Rebecca 5 Michelle Focus on the public relations of the
Foundation and its committees
including media, print and images
such as website, Facebook, flyers,
brochures, event programs,
invitations, library calendar, pictures
for use in media and print, and
budget.
Schools& Community Teresa 3 Renee Focus on outreach to the schools
Community Outreach and community organizations for
library calendar, flyers for events
and talent needed at
Telethon/Music Event; liaison to
school and community, participate
in campaigns that reach these vital
sources.
VG Brickwalk Fold into Sponsorship Committee
Sales
Planned Giving Fold into Sponsorship Committee
Finance Fold into Exec Committee
-Each board member would sit on two committees (not counting chair positions)
- Each committee would submit a budget for board approval
- Each committee will submit a written report one week prior to board meeting to President
-Committees need a description of committee and responsibilities(template attached)
LTIj
RC Library Foundation
Sponsorship Committee
(proposed)
Chair: David Gonzalez
Members: 4 board members (incl. Communications Officer); community volunteers
Staff: TBD
Draft Statement of Purpose: The Sponsorship Committee provides the structured plan
for the sponsorship and donor programs of all foundation events and activities,
oversees the database of sponsors and donors, instructs and assists the Library
Foundation board on soliciting sponsors/donors and sales of event tickets/library items,
and manages annual mailing campaign, planned giving, and online donations.
Committee Meeting Date: TBD by committee
Committee Objectives
• Create and maintain the sponsorship and donor program(s).
• Develop a sponsorship structure including levels of sponsorship and benefits of
sponsorship.
• Instruct and assist the Library Foundation board in soliciting and contacting potential
sponsors/donors and sales of events tickets and Library items.
• Develop and maintain a database of past, present, and potential sponsors and donors.
Work with Library Foundation board members to identify potential sponsors and donors.
• Oversee the annual mailing campaign of letters for sponsorships and donations (monetary &
items).
• Create budget and committee meeting reports for submission one week prior to board
meetings to President
Committee Responsibilities
• Sponsorship program for events (Music Event, Telethon)
• Sponsorships and ads for the Library Calendar
• Corporate/annual donors
• Donations (monetary/magic word items) for Telethon
• Sales of Library items such as tables and stacks; VG Walkway bricks
• Oversee ticket sales to events
• Create Planned Giving program
• Online donations via PayPal
16
Public Relations Subcommittee Meeting Notes -January 2011
Facebook Charter CityPrinted Library Website You-Tube Target Notes for Mtg
Channel 3-TV Publications Materials Audience in March
Completed: Move page from Completed: Completed:get Continuing: To Do: have our own To Do: To Do: develop Twitter:on hold.
open group to fan page revise/simplify main schedule of Prepare tab on library nav bar place video focused message-
slide deadlines for recruitment and homepage-left of our events 'brand"
Grapevine/Rancho brochure side
Reporter
Completed: Change logo from Completed:add Continuing:notice On Hold: business To Do:annual new On Hold: develop continue
Library card To Do: slide with board of events included cards for board photo to be placed on our own logo discussion on
Increase size of new logo to fit members names in future Grapevines members website and review facebook
space. Consider additional narrative presence
logos
Completed:Add page Continuing: Completed:article To Do:stationary To Do:Add group photo Continuing: Logo logo/direction on
administrators(Ruth, Rebecca, additional slides for in Spring 2012 template on main page development- hold pending
David,Teresa, Paula, Michelle, events/fundraising Grapevine/Rancho inside/Francie(1st strategic planning
Tina) Reporter. choice)-outside
"Foundation graphic artist(2nd
Champions Library choice)
Cause"
To Do: Develop policies and To Do: Remove To Do:table To Do: our own domain Paula brought
guidelines snow on mountains covering for use at page copy of previous
(photo) events recruitment
brochure
To Do: Develop/determine Continuing: Continuing: revise our Ask City to"like"
strategy for outreach and target general brochure pages-build them out us.
audience about Foundation
Continuing:Work with Friends On Hold: develop Completed: Include a FB posting-try
and Library staff on developing note cards for use link to new Facebook for 1 per week
postings and posting schedule by board members page
To Do: Determine schedule of Note:Waiting for To Do: Robert working
who will do postings Strategic Planning on PayPal updating.
Continuing: Get people to
move from old group page to
new fan page
Continuing:Ask Foundation Subcommittee Members: Rebecca Davies, Ruth Leal,Teresa Akahoshi,Tina
board members to"ask'their Gilfry, Paula Pachon, David Gonzalez, Michelle Perera
friends to"like"the new page
r
STAFF REPORT
LIBRARY SERVICES DEPARTMENT
RANCHO
Date: March 5, 2012 CUCAMONGA
To: Library Foundation Board
From: Robert Karatsu, Library Director
By: Michelle Perera, Assistant Library Director
Subject: LIBRARY FOUNDATION WORKSHOP PROPOSAL
RECOMMENDATION
Staff recommends approval of proposal for a Library Foundation Workshop — "Know Your
Leadership Strengths: Communicate Effectively and Build Board Excellence" with Patchett &
Associates to be conducted in Spring 2012.
BACKGROUND/ANALYSIS
Per discussion at the February 6'", 2012 Library Foundation Board Meeting and further discussion
at the February 27`", 2012 Library Foundation Executive Committee Meeting, staff worked with
Patchett & Associates to create a workshop for Library Foundation members in the area of team
building, communication, and board excellence.
The workshop will be fours hours. Staff will coordinate via a Doodle poll to determine the date that
works best for Library Foundation Members. The primary goals of the workshop will be to help the
board understand the positive benefits of differing personality strengths, understand how other
people work, foster more effective communication, manage differences effectively and enhance
board excellence.
FISCAL IMPACT
The total cost of the workshop will be $1325-$1475 (depending on the number of Foundation
Members in attendance) which includes professional services fees for Patchett & Associates ($925
plus $20 per Strength Deployment Inventory Assessment Instrument, one for each member).
Respectfully submitted,
Robert Karatsu
Library Director
18
Proposal to Provide Consulting Services to:
The Rancho Cucamonga Library Foundation
Submitted by:
Ray Patchett
Patchett & Associates
February 15, 2012
Background:
The Rancho Cucamonga Library Foundation Board wishes to retain the
services of a consultant to facilitate a Strength Deployment Inventory workshop.
The primary goals of the workshop are first to help the board understand the
positive benefits of differing personality strengths, understand how other people
work, foster more effective communication, manage differences effectively and
enhance board excellence.
Proposed Services:
Patchett & Associates proposes to provide the services of Ray Patchett to
provide consulting support as follows:
➢ Facilitate the Know Your Leadership Strengths: Communicate
Effectively and Build Board Excellence
Cost of Proposed Services
Workshop Facilitation:
➢ Preparation-One (1) hour
➢ Workshop-Four (4) hours
Total Hours: Five (5) hours
Total Professional Services Fee: $ 925.00
Strength Deployment Inventory Assessment Instruments (15-20):
➢ At Cost-$20 per instrument or quantity used.
1s
Workshop Handouts:
➢ At cost or provided by client.
Total project cost will need to be determined upon completion of the
workshop. Assuming the proposed approach is agreed to, estimated consulting fees
and costs would be between $1325--$1475.
Thank you for the opportunity to submit a proposal for the Rancho Cucamonga
Library Foundation Board workshop. Should we move forward on this project,
dates I am available are:
➢ February 28 & 29
➢ March 5, 12 & 19
➢ Coordinate on other available dates
Ideally, Foundation Board representatives and Ray Patchett will collaborate on the
final workshop design to ensure that the workshop content aligns with the board's
objectives. Should there be any questions or need for clarification, please contact
Ray Patchett.
Patchett & Associates
2181 Twain Ave.
Carlsbad, Ca. 92008
Patchettr@aol.com
760-579-9954
20
BYLAWS OF THE RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION
ARTICLE I - NAME AND ADDRESS
SECTION 1. NAME
The name of this corporation shall be the Rancho Cucamonga Public Library Foundation,hereinafter
referred to as the "Foundation".
SECTION 2: CHANGE OF ADDRESS
The address of the principal executive office of the Foundation shall be located at the Rancho
Cucamonga Public Library,7368 Archibald,Rancho Cucamonga,California,or at such other place
as the Board of Directors hereafter may designate by noting the changed address and effective date
below, and such changes of address shall not be deemed an amendment of these Bylaws:
Dated: 20
Dated: 20
ARTICLE H - PURPOSES AND LIMITATIONS
SECTION 1: PURPOSE
The purpose of the Foundation is to provide support to:
(a) Aid and assist the Rancho Cucamonga Public Library, hereinafter referred to as the
"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.
(b) Undertake any programs or projects which will serve the purpose stated above and are
deemed appropriate and advisable by the Library Director and the duly appointed
members of the Rancho Cucamonga Public Library Board of Trustees;
(c) Operate exclusively for charitable, literary, or educational purposes, including but not
limited to, merchandising and to soliciting and receiving contributions, gifts,
endowments, or bequests in any negotiable form, banking or investing the receivables,
and distributing these assets for the benefit of the Library;
(d) Encourage understanding and appreciation of the work of the Rancho Cucamonga Public
Library
To accomplish these purposes the corporation may receive,hold and disburse gifts,bequests,devises
and other funds and may own and maintain or lease suitable real estate and buildings, and any
1
21
personal property which is deemed necessary for these purposes;and to enter into,make and perform
and carry out contracts of any kind for any lawful purpose without limit as to amount.
SECTION 2: LIMITATIONS
The Foundation is organized, and at all times shall be operated, exclusively for the benefit of, to
perform the function of,and to carry out the purposes of,the Library,within the meaning of 509(a)
(3) (A) of the Internal Revenue Code of 1954, as amended, the Regulations thereunder, and the
corresponding provision of any applicable future United States Internal Revenue Law and
Regulations, such Code and Regulations hereinafter collectively referred to as the "Code".
In carrying out such purpose, the Foundation shall not, in any manner, be utilized to discharge the
obligation of the City of Rancho Cucamonga,hereinafter to be referred to as the"City". The support,
promotion and advancement of the Library afforded by this Foundation is in addition to, and
supplementary to, any budgeting program sponsored by the City.
No part of the Foundation shall inure to the benefit of any private individual,and no part of the direct
or indirect activities of this Foundation shall consist of carrying on propaganda, or otherwise
attempting to influence legislation,or of participating in,or intervening in(including the publication
or distribution of statements), any political campaign on behalf of any candidate for public office.
Notwithstanding any other provision hereof, this Foundation shall not conduct or carry on any
activities not permitted to be conducted or carried on by an organization exempt under Section 501
(c)(3)of the Code or by an organization contributions to which are deductible under Section 170(c)
(2) of such Code.
ARTICLE III - SHARES
SECTION 1: SHARES
The corporation shall not have or issue shares of stock and shall declare no dividends.
ARTICLE IV- MEETINGS
SECTION I: BROWN ACT REQUIREMENTS
All meetings, regular and special shall be notified, posted and conducted in every way consistent
with the requirements set forth in the Brown Act.
SECTION 2: QUORUM
A majority of the actual number of directors constitutes a quorum.
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SECTION 3: REGULAR MEETINGS
Annual Meeting of the Foundation. The Board shall conduct an annual meeting in the month of June
for all members of the Foundation. Held at such time and place designated by the Board, at a
minimum, the Board shall present a summary of the events and activities of the year, a Treasurer's
report of the receipts,expenditures,and state of the monies and property of the Foundation,present
and adopt a budget for the upcoming fiscal year and elect the officers of the Board for the ensuing
year.
Other Regular Meetings. Other regular meetings of the Board of Directors shall be held each month
on a day and time agreed upon by the Board of Directors then seated.
SECTION 4: SPECIAL MEETINGS
Authority to Call. Special meetings of the Board of Directors for any purpose may be called at any
time by the President, the Vice President or any two directors.
Notice. Written notice, stating the time and place of any special meeting and its purpose shall be
given to each member of the Board at least four days before such meeting.
Action Without Meeting. Any action required or permitted to be taken by the Board of Directors .
may be taken without a meeting,if all members of the Board,individually or collectively,consent in
writing to that action. Such action by written consent shall have the same force and effect as a
unanimous vote of the Board of Directors. Such written consent or consents shall be filed with the
minutes of the proceedings of the Board.
ARTICLE V - BOARD OF DIRECTORS
SECTION 1: POWERS
Authority. The decisions and acts of a majority of the members of the Board of Directors qualified
and serving shall constitute an exercise of the Foundation powers and discretions conferred upon the
Board of Directors and the decisions and acts of such majority of the Board of Directors shall
constitute and be taken as the decisions and acts of the entire Board of Directors.
Rules of Procedure. The Board of Directors may adopt rules of procedures which shall not be
inconsistent with the terms of this Foundation.
Amending of Bylaws. A simple majority of the Board may amend the Bylaws at any meeting.
However, no such amendment or modification shall alter the intention of the Donors that this
Foundation be operated exclusively for charitable,literary and educational purposes,and in a manner
which shall make this Foundation tax exempt and the donations to it deductible from taxable income
to the extent allowed by the provisions of the Code and other applicable legislation and regulations
as they now exist or as they may hereafter be amended. Every amendment or modification of these
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bylaws shall be in writing, shall be signed by a majority of the Board of Directors then serving and
shall be delivered to each of the members of the Board then in office and to the Investment Trustee
then in office.
SECTION 2: NUMBER
The total number constituting the Board of Directors shall be no less than 9 and no more than 21.
The Library Director shall serve as an ex officio member of the Board.
SECTION 3: QUALIFICATIONS OF DIRECTORS
The members of the Board of Directors shall be filled by individuals through an application and
selection process and must be appointed by the City Council.
SECTION 4: TERMS
The terms shall be four(4)years. The terms of office for board members shall be offset so that one-
quarter of the board members would be up for election or re-election each year. Note: to that end
board members were classified by lot so that two of their number go out of office at the end of the
first year,three at the end of one year thereafter,two at the end of two years thereafter,and two at the
end of three years thereafter.
SECTION 5: VACANCIES
All vacancies occurring because of the expiration of terms or for other reasons will be filled by the
appointing body.
SECTION 6: REMOVAL OF DIRECTORS
Directors missing three consecutive meetings, without good cause, may be replaced by a majority
vote of the remaining Directors on the Board and the appointing body asked to appoint a new
candidate to the Board.
Any Director of the Library Foundation may be removed at any time by a majority vote of the entire
City Council without cause.
SECTION 7. CHANGES IN BOARD OF DIRECTORS
Any change in the number and qualifications of members of the Board of Directors shall be made
only by amendment to these Bylaws.
SECTION 8. STATEMENT OF NON-LIABILITY
No Investment Trustee or member of the Board of Directors shall be answerable for loss in
investments made in good faith. No Investment Trustee or member of the Board of Directors shall
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be liable for the acts or omissions of any other member of the Board, or of any accountant, agent,
counsel or custodian selected with reasonable care. Each Investment Trustee or member of the
Board shall be fully protected in acting upon any instrument, certificate, or paper, believed by
him/her to be genuine and to be signed or presented by the proper person or persons and no
Investment Trustee or member of the Board shall be under any duty to make any investigation or
inquiry as to any statement contained in any such writing but may accept the same as conclusive
evidence of the truth and accuracy of the statement therein contained.
SECTION 9. COMPENSATION AND EXPENSES
Compensation. The Board of Directors shall serve without compensation in pursuit of their regular
duties. However,Directors and members of committees may receive compensation,if any,for their
services and such reimbursement of expenses, as may be determined by resolution of the Board of
Directors to be just and reasonable.
ARTICLE VI - OFFICERS
SECTION 1. NUMBER OF OFFICERS
The Board shall elect a President, Vice President and a Secretary at the annual meeting. The
President may appoint officers if an office becomes vacant prior to the annual meeting.
SECTION 2. TERM OF OFFICE
Their terms of office are one year. Officers may serve for only two consecutive terms. One year
must pass before a Director may again assume the same office.
SECTION 3. REMOVAL OF OFFICERS
Officers may be removed from office with or without cause by a majority of the Foundation Board at
any meeting.
SECTION 4. DUTIES OF THE PRESIDENT
The President shall preside at all meetings of the Board and have responsibility for general
supervision of its activities.
The President,with assistance from the Library Director and the Investment Trustee,shall present a
budget for approval of the Board at the annual meeting.
SECTION 5. DUTIES OF THE VICE PRESIDENT
The Vice President shall preside at meetings in the absence of the President.
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SECTION 6. DUTIES OF THE SECRETARY
The Secretary shall present and execute minutes.
ARTICLE VII - COMMITTEES
SECTION 1. COMMITTEES OF DIRECTORS
The Board of Directors may, by resolution adopted by a majority of the directors then in office,
designate one or more committees,each consisting of two or more directors,to serve at the pleasure
of the Board.
Such committees may consist of persons who are not also members of the board. These additional
committees shall act in an advisory capacity only to the board and shall be clearly titled as"advisory"
committees.
By a majority vote of its members then in office,the Board may at any time revoke or modify any or
all of the authority so delegated, increase or decrease but not below two (2) the number of its
members, and fill vacancies therein from the members of the Board. The Committee shall keep
regular minutes of its proceedings,cause them to be filed with the corporate records and report the
same to the board from time to time as the board may require.
SECTION 2: EXECUTIVE COMMITTEE
At the discretion of the Board, an Executive Committee may be established by the Board. If so
established it shall be chaired by the President, shall consist of the President, Vice President and
Secretary. The Executive committee shall have the power to act between meetings of the entire
Board, to make recommendations to the Board, to pay bills, answer legal and taxing authority
correspondence, and to accept gifts, bequeaths, endowments, and donations less than $50,000.
Authority remains with the Board and any interim action must be ratified by the Board at its next
meeting.
The Executive Committee, to the extent provided in the resolution of the Board, shall have all the
authority of the Board, except that no committee, regardless of board resolution, may:
(a) Take any final action on matters which,under the Nonprofit Corporation Law of California,
requires approval of the entire Board;
(b) Fill vacancies on the Board of Directors or in any committee;
(c) Amend or repeal Bylaws or adopt new Bylaws;
(d) Amend or repeal any resolution of the Board of Directors which by its express terms is not
so amendable nor repealable;
(e) Appoint any other committees of the Board of Directors or the members of these
committees;
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(f) Approve any transaction (a) to which the corporation is a party and one or more of the
directors have a material financial interest;or(b)between the corporation and one or more of
its directors or between the corporation or any person in which one or more of its directors
have a material financial interest.
By a majority vote of its members then in office,the Board may at any time revoke or modify any or
all of the authority so delegated, increase or decrease but not below two (2) the number of its
members. The Executive Committee shall keep regular minutes of its proceedings,cause them to be
filed with the corporate records and report the same to the board from time to time as the board may
require.
ARTICLE VIII - USE OF THE FOUNDATION
SECTION 1. POWERS OF THE BOARD
The Board of Directors shall have power to apply the Foundation for the purposes set forth in Article
II. In furtherance thereof,the Board of Directors shall have the power and authority and is directed
to distribute the distributable income of the Foundation as they may determine, to the uses and
purposes set forth in Article I1.
SECTION 2. DEFINITION OF DISTRIBUTABLE INCOME
Unless the restricted donation provides otherwise,as used in Section 1,"distributable income"means
the total holdings of the Foundation, principle and interest, less $2,500 which will serve as the
minimum holding of the Foundation.
ARTICLE IX - EXECUTION OF INSTRUMENTS, INVESTMENTS, DEPOSITS AND
DONATIONS
SECTION 1. EXECUTION OF INSTRUMENTS
The Board of Directors,except as otherwise provided in these Bylaws,may by resolution authorize
any officer or agent of the corporation to enter into any contract or execute and deliver any
instrument in the name of and on behalf of the corporation, and such authority may be general or
confined to specific instances.
SECTION 2. INVESTMENTS
Investment Trustee. The Finance Director of the City of Rancho Cucamonga shall serve as the
Investment Trustee for the Foundation. He/she shall have the powers and authority set out in Section
2.
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Powers and duties of the investment trustee. The powers of the Investment Trustee shall be limited
to investment of the Foundation property and shall have the following discretionary powers:
(a) To hold the principal and all money or property given to the Trustee to invest and
reinvest, unless the deed or legacy of a particular gift or gifts specifically authorizes or requires its
retention and/or use for a specific project.
(b) To invest and reinvest the principal and undistributed income of the Foundation funds on
deposit with the Trustee in such property, real, personal or mixed and in such manner as it shall
deem proper for the growth of capital and the production of income,and from time to time to change
investments as he/she shall deem advisable; to invest in or retain any stocks, shares, bonds,notes,
obligations, or personal or real property bonds, notes, obligations, or personal or real property
(including without limitation any interest in or obligations of any corporation,association,business
trust, investment trust, common trust fund or investment company) although some or all of the
property so acquired or retained is of a kind or size which but for this express authority would not be
considered proper and although all of the Foundation funds are invested in the securities of one
company. No principal or income,however,shall be loaned,directly or indirectly,to the Investment
Trustee or any member of the Board or to anyone else, corporate or otherwise,who has at any time
made a contribution to this Foundation, nor to anyone except on the basis of an adequate interest
charge and with adequate security.
(c) To sell, lease,or exchange any personal,mixed, or real property,at public auction or by
private contact,for such consideration and on such terms as to credit or otherwise,and to make such
contracts and enter into such undertakings relating to the Foundation property, as it considers
advisable,whether or not such leases or contracts may extend beyond the duration of the Foundation.
(d) To borrow money for such periods, at such rates of interest, and upon such terms as it
considers advisable, and as security for such loans to mortgage or pledge any real or personal
property with or without power of sale;to acquire or hold any real or personal property, subject to
any mortgage or hold any real or personal property, subject to any mortgage or pledge on or of
property acquired or held by this Foundation.
(e) To execute and deliver deeds, assignments, transfers, mortgages, pledges, leases,
covenants,contracts,promissory notes,releases,and other instruments, sealed or unsealed,incident
to any transaction in which it engages.
(0 To vote,to give proxies,to participate in the reorganization,merger or consolidation of
any concern or in the reorganization, merger or consolidation of any concern or in the sale, lease,
disposition, or distribution of its assets; to join with other security holders in acting through a
committee, depositary,voting trustees, or otherwise and in this connection to delegate authority to
such committee, depositary,or trustees and to deposit securities with them or transfer securities to
them; to pay assessments levied on securities or to exercise subscription rights in respect of
securities.
(g) To hold Foundation property without indication of fiduciary capacity but only in the
name of a registered nominee,provided the Foundation property is at all times identified as such on
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the books of the Foundation fund;to keep any or all of the Foundation property or funds in anyplace
or places in the United States of America.
SECTION 3. CHECKS AND NOTES
Except as otherwise specifically determined by resolution of the Board of Directors,or as otherwise
required by law, checks, drafts, promissory notes, orders for the payment of money, and other
evidence of indebtedness of the corporation shall be signed by the Investment Trustee or his/her
agent and the signature of either the President or the Vice President.
SECTION 4. DEPOSITS
All funds of the corporation shall be deposited from time to time to the credit of the corporation in
such banks, trust companies or other depositories as the Investment Trustee selects.
SECTION 5. ACCEPTANCE OF DONATIONS
General Donations. The Board of Directors may receive donations from the Donors or from any
other source in cash or in other property acceptable to them. All donations so received shall be
deposited with an Investment Trustee by the Board of Directors and thereafter held, managed,
administered and disposed of by the Investment Trustee and the Board of Directors pursuant to the
terms of the Agreement.
Restricted Use Donations. The Board of Directors may accept donations which restrict their uses
and purposes,provided such restrictions are within the uses and purposes set forth in Article II,and
which limit the time, manner, amount, or other terms of distribution; but, unless otherwise
specifically required,the Board of Directors may mingle such restricted donations with other assets
of the Foundation.
ARTICLE X - CORPORATE RECORDS AND REPORTS
SECTION 1. MAINTENANCE OF CORPORATE RECORDS
The corporation shall keep at its principal office:
(a) Minutes of all meetings of directors and of committees of the board,indicating the time and
place of holding such meetings,whether regular or special,how called,the notice given,and
the names of those present and the proceedings thereof;
(b) A copy of the corporation's Articles of Incorporation and Bylaws as amended to date,which
shall be open to inspection by the members,if any,of the corporation at all reasonable times
during office hours.
The corporation shall keep at the office of the Investment Trustee:
(a) Adequate and correct books and records of account,including accounts of its properties and
business transactions and accounts of its assets, liabilities,receipts,disbursements,gains and
losses;
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SECTION 2. DIRECTORS' INSPECTION RIGHTS
Every director shall have the absolute right at any reasonable time to inspect and copy all books,
records and documents of every kind.
SECTION 3. REGULAR ACCOUNTING REPORTS
The Investment Trustee shall render an accounting of the investment transactions concerning the
Foundation to the Board of Directors at least annually. No person or entity other than the Board of
Directors may require an accounting or bring any action against the Investment Trustees with respect
to the Foundation. The Investment Trustee may at any time initiate legal action or proceedings for
the settlement of its accounts and, except as otherwise required by law, the only necessary party
defendant to such action or proceedings shall be the Board of Directors.
SECTION 4. ANNUAL REPORT
The Board of Directors shall make a report annually of its uses of the Foundation and shall distribute
copies thereof to all members at the regular annual meeting held in June.
ARTICLE XI FISCAL YEAR
The fiscal year of the Foundation shall be from July 1 through June 30th.
ARTICLE XII - TERM OF FOUNDATION
SECTION 1. TERM OF THE FOUNDATION
The Foundation shall continue in perpetuity; it may however,at any time be dissolved and the assets
distributed with the assent of two-thirds of the Board of Directors,the Library Board of Trustees and
the Rancho Cucamonga City Council.
SECTION 2. DISSOLUTION
Upon any such dissolution, the assets of this Foundation shall revert to the City of Rancho
Cucamonga,to be distributed exclusively for such purpose or purposes, as are consistent with the
purpose of the Foundation.
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ARTICLE XIII-AMENDMENT OF BYLAWS
SECTION 1. AMENDMENT
Subject to any provision of law applicable to the amendment of Bylaws of public benefit nonprofit
corporation,these Bylaws, or any of them, may be altered, amended, or repealed and new Bylaws
shall be adopted by assent of at least two thirds majority approval of the Board of Directors.
ARTICLE XIV—AMENDMENT OF ARTICLES
SECTION 1. AMENDMENT OF ARTICLES
Any amendment of the Articles of Incorporation may be adopted by approval of the Board of
Directors.
SECTION 2. CERTAIN AMENDMENTS
Notwithstanding the above sections of this Article,this corporation shall not amend its Articles of
Incorporation to alter any statement which appears in the original Articles of Incorporation of the
names and addresses of the first directors of this corporation,nor the name and address of its initial
agent, except to correct an error in such statement or to delete such statement after the corporation
has filed a "statement by a Domestic Non-Profit Corporation" pursuant to Section 6210 of the
California Nonprofit Corporation Law.
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RECORD OF BYLAWS AMENDMENTS
Amended December 14, 2009
Approved by:
President Rebecca DaviesF' 1 2 s
Vice President David Gonzalez
Theresa Akahoshi
c
Jackie Amsler
David Atkins
Bruce Bowne
Deborah Clark
Gino Filippi I ,
Tina Gilfry
Balbina Kendall L22, °
Ruth Leal
Leslie May
Dominic Melillo
Paula Pachon
Chris White
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