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Home My WebLink About12/11/05 Library Foundation Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Monday 6:00 p.m. November 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 David Gonzalez, Member Leslie May, Member Christian Nelson, Member Heidi Soehnel, Member Kathy Sommer, Member Darren Vilardo, Member Chris White, Member 1 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 (0-,Io(oer 30, Z at ; 30 awl , I posted a true and correct copy of the Library Foundation Board meeting agenda dated /'ydyewLl-e .5 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 By: Vivian Garcia Senior Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA NOVEMBER 5, 2012 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Amsler Davies Gilfry Gonzalez Leal May Nelson Soehnel Sommer Vilardo _ and White B. ITEMS OF BUSINESS'WITH NEWLY APPOINTED_ OFFICIALS 1. Administration of Oath of Office — The Oath of Office will be administered by City Clerk Janice Reynolds to Christian Nelson and Heidi Soehnel. C. 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: August 4 and September, 2012. 2. Approval of Minutes: September 17 and October 1, 2012. 15 D. 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. E. .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. Welcome to new board members. Discussion led by President Leal. 2 LIBRARY FOUNDATION BOARD AGENDA NOVEMBER 5, 2012 2 RANCHO CUCAMONGA 2. Discussion of Library Foundation Bylaws. Discussion led by President Leal. 3. Discussion of December 16, 2012 holiday fundraising event and approval of preliminary budget. Discussion led by Secretary Gilfry. 4. Potential new board members. Discussion led by President Leal. 5. Review of Foundation pages in Annual Calendar. Discussion led by Assistant Library Director, Michelle Perera. 6. Update on ad hoc sub-committees. Discussion led by President Leal. F. 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. G. 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. H. 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 Tuesday, October 30, 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: November 5, 2012 i CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director !L tC i Subject: TREASURER'S REPORT —AUGUST, 2012 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH August 2012 BALANCE REVENUES EXPENDITURES BALANCE FUND General $90,664.06 908.072($ 00.00) $91.372.13 Archibald Children's Books Endowment $40.000.00 $40,000.00 Victoria Gardens Books $83.125.00 $83.125.00 Adult Literacy $19.400.55 $19.400.55 Greg & Terri Jacobs- Literacy5$ .000.00 $5,000.00 Play & Learn IslandsTM $6,000.00 $6,000.00 Lola A. Livesey 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 $1,220,991.58 $6,908.07 ($200.00) $1227699.65 LAW Account $1,169,330.49 Transferred to LAW Account $0.00 LAIF Interest $0.00 Union Bank Account $58,569.16 Outstanding Check $200.00 Total Library Foundation Holdings: $1,227,699.65 Revenues: $6,908.07 Rental Payment $ 900.00 General Fund Purchase of PAL from SBPL $ 6,000.00 General Fund PAS Vending Machine $ 8.07 General Fund 4 TREASURER'S REPOR:r-AUGUS"1',2012 PAGE 2 NOVEMBER 5,2012 Expenditures: $200.00 Refund of Deposit for Apt. #104 $ 200.00 General Fund 5 Rancho Cucamonga Public Library Foundation CASH REPORT AUGUST 2012 Beginning Balance $1,220,991.58 LAIF Interest Earned - Deposits 8/1/2012 900.00 8/16/2012 8.07 8/21/2012 6,000.00 6,908.07 Less Checks #010100 (200.00) Ending Balance $ 1,227,699.65 Union Bank, Statement Ending Balance $ 58,569.16 Less Outstanding Checks #010100 (200.00) Deposits in Transit Investments - LAIF 1,169,330.49 Adjusted Bank Balance $ 1,227,699.65 Page 1 of 1 UnionBank ((,' OO (IIJ b RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number: 08/01/12-08/31/12 UNION BANK GOVERNMENT SERVICES- SOUTH 0274 Customer Inquiries POST OFFICE BOX 513840 800.798-5456 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 ■ Access account information and key online services using your smartphone with Union Bank's Mobile Business Center. Check balances, make intra-bank transfers, approve wires securely, and view and make decisions on Positive Pay exceptions wherever you have mobile Internet service.To enroll in mobile banking,go to the Online Business Center.To learn more, call your treasury relationship manager or contact Global Treasury Management Sales at 800.883-0265. Public Fund Checking Summary Account Number:l� Days in statement period:Days in statement period:31 Balance on 811 $ 51,681.09 Total Credits 6,908.07 Deposits(3) 6,908.07 Total Debits -20.00 Checks paid(1) -20.00 Balance on 8131 S 58,569.16 CREDITS Deposits including check and cash credits Date Descriptior✓Location Reference Amount 8/2 CCV DEPOSIT SEQ#0802M01230 A-00000000015 90222224 $ 900.00 8/21 UNENCODED COURIER DEPOSIT 45567148 8.07 8/22 UNENCODED COURIER DEPOSIT 45617148 6,000.00 3 Deposits Total $ 6,908.07 DEBITS Check Paid Number Date Amount Number Date Amount 10099 8/31 20.00 Daily Ledger Balance Date- Ledger Balance Date Ledger Balance 8/1 $ 51,681.09 8/22-8/30 $ 58,589.16 612-8/20 52,581.09 8/31 58,569.16 8/21 52,589.16 7 LAIF Regular Monthly Statement Page 1 of 1 Local Agency Investment Fund www.ti,easurer.ca.gov//pmin P.O. Box 942809 -laif Sacramento,CA 94209-0001 September 10; (916)653-3001 2012 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION TREASURER PMIA Avernee Monthly Yields 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA,CA 91729 Account Number: rl� Tran Tvpe Definitions August 2012 Statement Account Summary Total Deposit: 0.00 Beginning Balance: 1,169,330.49 Total Withdrawal: 0.00 Ending Balance: 1,169,330.49 littps:Hlaifms.treasurer,ca.gov/RegularStatement.aspx 9/10/2012 $ STAFF REPORT LIBRARY SERVICES DEPARTMENT RANCHO Date: November 5, 2012 i CUCAMONGA Ute" To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director ' 1 , Gv Subject: TREASURER'S REPORT— SEPTEMBER, 2012 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH September 2012 BALANCE REVENUES EXPENDITURES BALANCE FUND General $91,372.13 $1,533.83 $925.00 $91,980.96 Archibald Children's Books Endowment $40.000.00 $40.000.00 Victoria Gardens Books $83,125.00 $83.125.00 Adult Literacy $19,400.55 $19,400.55 Greg & Terri Jacobs- Literacy $5,000.00 $5,000.00 Play & Learn Islands'"" $6,000.00 $6,000.00 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 $1,227,699.65 $1,533.83 925.00 $1,228,308.48 LAIF Account $1,169,330.49 Transferred to LAIF Account $0.00 LAIF Interest $0.00 Union Bank Account $59,177.99 Outstanding Check $200.00 Total Library Foundation Holdings: $1,228,308.48 Revenues: $1,533.83 Rental Payment $ 900.00 General Fund Facility Rental — UC Riverside 1/2012 $ 120.00 General Fund Cash Management Book Trsf $ 8.83 General Fund 9 TREASURER'S REPORT SEPTEMBFR,2012 PAGE 2 NOVEMBER 5,2012 Grapevine $ 5.00 General Fund Donation — Lynda Lee $ 500.00 General Fund Expenditures: $925.00 Patchett & Associates $ 925.00 General Fund 10 Rancho Cucamonga Public Library Foundation CASH REPORT SEPTEMBER 2012 Beginning Balance $1,227,699.65 LAIF Interest Earned - Deposits 9/6/2012 500.00 9/17/2012 120.00 9/20/2012 900.00 9/26/2012 5.00 1,525.00 Cash Management Book Trsf 9/13/2012 8.83 Less Checks #010101 (925.00) Ending Balance $ 1,228,308.48 Union Bank, Statement Ending Balance $ 59,177.99 Less Outstanding Checks #010100 (200.00) Deposits in Transit Investments - LAI F 1,169,330.49 Adjusted Bank Balance $ 1,228,308.48 11 �D9�9®09Bank S T A T E M E N T Page I of 2 OF ACCOUNTS RANCHO CUCAMONGA PUBLIC LIBRAR H UNION BANK Statement Number. GOVERNMENT SERVICES- SOUTH 0274 9/1/12.9/28/12 POST OFFICE BOX 513840 LOS ANGELES CA 90051-3840 Customer Inquiries 800.798.6466 Thank you for banking with us since 2008 CY30 M 1 10000 0003004006007 965960 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P 0 BOX 807 RANCHO CUCAMONGA CA 91729 ■ Access account information and key online services using your smortphone with Union Bank's Mobile Business Center. Check balances, make intro-bank transfers, approve wires securely, and view and make decisions on Positive Pay exceptions wherever you have mobile Internet service. To enroll in mobile banking, go to the Online Business Center. To learn more, call your treasury relationship manager or contact Global Treasury Management Sales 01 800-883.0285. PUBLIC FUND CHECKING SUMMARY Account Number: Days in statement period: 28 Beginning balance on 9/1 $ 58,569.16 Total Credits 1,533.83 Deposits (4 1 1,525.00 Electronic credits I 1 8.03 Total Debits -925.00 Checks paid ( 1 I -925.00 Ending Balance on 9/28 $ 59,177.99 CREDITS Deposits including check Dole Dmm lion Reference Amount and cash credits 9/10 UNENCODED COURIER DEPOSIT 47652122 $ 500.00 9/18 UNENCODED COURIER DEPOSIT A5099983 120.00 9/25 CCV DEPOSIT SEQ#092SAW0220 A•00000000015 90220217 900.00 9/27 CCV DEPOSIT SEO#0927VP0020 A-00000000005 90222710 5.00 4 Deposits Total amount $ 1,525.00 Electronic credits Date Delcriplion Re/erenm Amount 9/13 CASH MANAGEMENT BKTRANSFER 93090589 $ 8.63 DEBITS Checks paid - Nvmber Dote Amount Number Dote Amount Number Dale Amovnl 10101 9/24 $ 925.00 DAILY LEDGER BALANCE Dote Ledoer Bvlonce Dula Lerlaer Bolonce Dale Leda.,Balance C 9/19/9 $ 58,569.16 9/189/23 $ 59,197.99 9/27-9/28 $ 59,177.99 9/109/12 59,069.16 9/24 58,272.99 9/13-9/17 59,077.99 9/259/26 59,172.99 LL l MI% mixes FSG —, .a... 2 FSC C103300 2 Page 2 of 2 U No nBank Sktement Num6er.IMMMM� H 9/1/12 9/28/12 vuwo4vw2wm.Lrwueum.xn rowmnwi 010101 PFtAlcY,* d hy'VAAs oe tp 1p b• p122pOp L96V 294aa 24L61.' 1 MI% w 000300A-00600B FSC101�°'ClD3,v. FSC'CID3300 13 LAIF Regular Monthly Statement Page 1 of 1 Local Agency Investment Fund P.O. Box 942809 www.treasurer.ca.gov/omia Sacramento,CA 94209-0001 -laif (916)653-3001 October 10,2012 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION TREASURER PMIA Averaee Monthly Yields 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA,CA 91729 Account Number: i Tran Type Definitions September 2012 Statement Account Summary Total Deposit: 0.00 Beginning Balance: 1,169,330.49 Total Withdrawal: 0.00 Ending Balance: 1,169,330.49 https:Hlaifms.treasurer.ca.gov/RegularStatement.aspx 10/10/201?4 STAFF REPORT LIBRARY SERVICES DEPARTMENT RANCHO Date: November 5, 2012 C,UCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meetings of September 17 and October 1, 2012. BACKGROUND/ANALYSIS Attached, please find the minutes for the special and cancelled meetings of the Library Foundation Board taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Respectfully submitted, Robert rtu m ' Library Director 15 CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Special Meeting A. CALL TO ORDER A special meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday, September 17, 2012, in Tri-communities Room, located at City of Rancho Cucamonga at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:08 p.m. Present were Members Akahoshi, Amsler, Davies, Gilfry, Leal, May, Sommer 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: July and August, 2012. MOTION: Moved by Member Davies to approve the Treasurer's Report for July and August,2012, seconded by Member Amsler, motion carried, 8-0-2 (with Gonzalez and Vilardo absent). B2. Approval of Minutes: August 6 and 18, 2012. MOTION: Moved by Member Sommer to approve the minutes for August 6 and 18,2012,seconded by Member Akahoshi, motion carried, 8-0-2 (with Gonzalez and Vilardo absent). B3. Approval of 2013 Library Foundation Board Meetings. MOTION: Moved by Member May to approve the 2013 Library Foundation Board Meetings with the change of going "dark" in the month of September, seconded by Member Sommer, motion carried, 8-0-2 (with Gonzalez and Vilardo absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Update: Oral report by Robert Karatsu, Library Director. Library Director Karatsu reviewed the power outage at the Archibald Library with the Members. 16 Library Foundation Board Minutes September 17, 2012 Page 2 Michelle Perera, Assistant Library Director, stated on Friday, September 28, Hispanic Heritage Cultural Arts Night will be held at the Cultural Center from 7 to 9 p.m. On Monday, October 15, there will be a special Council Meeting in the Celebration Hall starting at 6 p.m. A flyer was passed out to the Members about the different activities that are planned for the evening. D. BOARD BUSINESS DI. Discussion of Library Foundation Bylaws. Discussion led by President Leal. Member Davies requested the item be held over to the next meeting. D2. Debrief of Library Foundation board development workshop on Saturday, August 181h. Discussion led by Assistant Library Director Perera. Assistant Library Director Perera asked for comments on the workshop that the Members attended. Member White stated that she enjoyed the facilitator in that he captured everyone's interest. President Leal stated that the workshop flowed well. The time went by quickly and the facilitator kept everyone interested. Member Akahoshi felt comfortable and she learned a lot. Member Gilfry stated he was prepared and very knowledgeable. She took what she learned and applied it in her life. She learned what she does in conflict—this was different than other workshops she has attended. President Leal stated that strategic planning would be the next step for the Members. She asked the Members if they would like staff to obtain a proposal from Ray Pachett. Member Gilfry stated she would to have Ray Patchett as the facilitator. Member Davies suggested also obtaining a proposal from Kevin McArdle. Assistant Library Director Perera stated staff could Request a Proposal which would list when and what the Board would like to have presented at the workshops. Library Director Karatsu stated that Kevin McArdle's background would be more with the fundraising aspect. Ray Pachett's background would be more of the strategic planning aspect. The focus would depend on what the Foundation Members would want. 17 Library Foundation Board Minutes September 17, 2012 Page 3 President Leal stated that strategic planning would come first listing the Goals, Mission Statement and Values of the Board. Member Gilfry asked if the focus would not be the fundraising for the Members. President Leal thought this would be the second phase. Library Director Karatsu stated that the focus for the Library Foundation Board is fundraising. The Policy Board is the Library Board of Trustees. After discussion, the Members decided the Executive Committee would review and return back to the Board with proposals. D3. Discussion of December 16, 2012, holiday fundraising event. Discussion led by Secretary Gilfry. Member Gilfry stated that "A Very Gilfry Christmas" will be held on Sunday, December 16, at 4 p.m. in the Lewis Family Playhouse. The doors will open at 3 p.m. with treats available. The cost is $35 per person. This will be a family oriented event which will include children. She stated that we are looking for a sponsor at this time. Each Member is requested to sell ten (10) tickets each. Assistant Library Director Perera stated that staff will prepare the half sheet information sheet on purchasing the tickets. The contact would fill out the form and it could be returned to the box office for tickets. Library Director Karatsu stated that the Board had approved a budget of$3,000 for the event. Some would be used to pay for Rod Gilfry's pianist, Chris Denny. The seats will be assigned by the Box office when tickets are purchased. D4. Potential new board members. Discussion led by President Leal President Leal asked the Members to think about new potential board members for the Board. D5. Review of Foundation Board Roster. Discussion led by President Leal. President Leal circulated a roster of board members. She requested Members to note how they would like their information to be listed on this roster. D6. Update on ad hoc sub-committees. Discussion led by President Leal 18 Library Foundation Board Minutes September 17, 2012 Page 4 President Leal reviewed the handout with the Members. She also reviewed the Business Brochure. The Brochure will be e-mailed to the Members. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING E1. Bylaws E2. Budget for December 16 Event E3. Potential Names of New Members. E4. 2013 Calendar F. COMMUNICATIONS FROM THE PUBLIC None were presented. G. ADJOURNMENT MOTION: Moved by Member Amsler to adjourn,seconded by Member Sommer,motion carried,8- 0-2 (with Gonzalez and Vilardo absent). The meeting adjourned at 7:05 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: 19 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, October 01, 2012, 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, Tina Gilfry Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: 20