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Home My WebLink About13/08/05 (Agn) Library Foundation Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Monday 6:00 p.m. August 5, 2013 Tri-communities Room City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Council Members L. Dennis Michael, Mayor Sam Spagnolo, Mayor Pro Tem William J. Alexander, Council Member Marc Steinorth, Council Member Diane Williams, Council Member 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 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 7�y 30, -;W/3at f0M , I posted a true and correct copy of the Library Foundation Board meeting agenda dated st - 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 7- at Rancho Cucamonga. City of Rancho Cucamonga By: V t; , arc.«. Vivian Garcia Senior Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA AUGUST S, 2013 2 RANCHO CUCAbfONGA F. 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 Executive Board Meeting of 7/29/13. Discussion led by President Leal. 2. Review of Tour de Fork fundraising event. Discussion led by President Leal. 3. Approval of proposed FY 2013-2014 Foundation Budget. Discussion led by President Leal. 4. Library Foundation Strategic Planning Workshop. Discussion led by President Leal and Michelle Perera, Assistant Library Director. 5. Update on ad hoc sub-committees. Discussion led by President Leal. G. 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. H. 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. I. 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, July 30, 2013, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. 1 LIBRARY FOUNDATION BOARD AGENDA AUGUST 5, 2013 I RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Amsler Davies Gilfry Gonzalez Leal May Nelson Soehnel Sommer Vilardo and White B. ELECTION OF BOARD OFFICERS 1. Election of Officers for FY 2013-2014 as mandated by Library Board of Trustees By-Laws. Presided over by Ruth Leal, President. C. PUBLIC PRESENTATION 1. Community Services Needs Assessment presentation. D. 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: May and June, 2013. 2. Approval of Minutes: June 3 and July 1, 2013. IF E .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 and Michelle Perera, Assistant Library Director. 2 STAFF REPORT LIBRARY SERVICES DEPARTMENT ' l' RANCHO Date: August 5, 2013 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director (i it— tN Subject: TREASURER'S REPORT— MAY. 2013 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH May 2013 BALANCE REVENUES EXPENDITURES BALANCE FUND General $98,765.70 $1,485.00 $100,250.70 Archibald Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $83,125.00 $83,125.00 Adult Literacv $19.400.55 $19,400.55 Greg &Terri Jacobs - Literacy $5.000.00 $5.000.00 Play & Learn Island STM ($36,270.00) ($36,270.00) Lola A. Livesey Trust Account $218.801.97 $218,801.97 Innovation Fund $75.000.00 $75,000.00 Operating Reserve Fund5$ .000.005$ ,000.00 Unallocated Funds $759,000.00 $759,000.00 TOTAL $1,267,823.22 $1,485.00 $0.00 $1,269,308.22 LAIF Account $1,172,139.60 Transferred to LAIF Account $0.00 LAIF Interest $0.00 Union Bank Account` $97,168.62 Outstanding Checks $0.00 Total Library Foundation Holdings: $1,269,308.22 3 'MEASURER's REPORT—NL\Y,2013 PAGE 2 AUG US'r 5,2013 Revenues: $1,485.00 Tour de Fork Fundraiser $ 400.00 General Fund Donation — Cucamonga District Host Lions $ 75.00 General Fund Archibald Library Donation Box $ 60.00 General Fund Donation — Kristine Pompeo $ 50.00 General Fund Rental Payment (May) $ 900.00 General Fund 4 Rancho Cucamonga Public Library Foundation CASH REPORT MAY 2013 Beginning Balance $1,267,823.22 LAIF Interest Earned - Deposits 5/1/2013 1,200.00 5/8/2013 210.00 5/23/2013 75.00 1,485.00 Transfers - Less Checks Ending Balance $ 1,269,308.22 Union Bank, Statement Ending Balance $ 97,168.62 Less Outstanding Checks - Deposits in Transit Investments - LAIF 1,172,139.60 Adjusted Bank Balance $ 1,269,308.22 5 UnlonBank 11V V Page 1 1 ®F ACCOUNTS RANCHOO CUCAMONGA PUBLIC LIBRARY Statement Number:IMONNOW UNION BANK 05/01/13-05/31/13 GOVERNMENT SERVICES- SOUTH 0274 POST OFFICE BOX513840 Customer Inquiries LOS ANGELES CA 90051-3840 600-798.6466 Thank you for banking with us since 2008 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P0BOX 807 RANCHO CUCAMONGA CA 91729 ■ Conveniently access account information and key online services using your smartphone with Union Bank's Mobile Business Center without enrollment through the Online Business Center.Check balances, initiate transfers, approve wires securely, manage stops, and view and make decisions on Positive Pay exceptions wherever you have mobile Internet service.To learn more, call your treasury relationship manager or contact Global Treasury Management Sales at 800-883-0285. Public Fund Checking Summary Account Number:IMMONNUM Days in statement period:Days in statement period:31 Balance on 511 $ 95,683.62 Total Credits 1,485.00 Deposits(3) 1,485.00 Total Debits 0.00 Balance on 5/31 $ 97,168.62 CREDITS Deposits including check and cash credits Date Descdption/Location Reference Amount 5/2 CARRIER DEPOSIT 45793468 $ 1,200.00 5/10 CARRIER DEPOSIT 46056631 2.10,00 5/24 UNENCEDODCOURIER DEPOSIT 47957652 75.00 3 Deposits Total $ 1,485.00 f DEBITS Daily Ledger Balance Date Ledger Balance Date Ledger Balance 511 $ 95,683.62 5/10-5/23 $ 97,093.62 5/2-5/9 - 96,883_62 5/24-5/31 '97,168.62 6 AIF Regular Monthly Statement Page 1 of 1 ocal Agency Investment Fund Box 942809 tcramento,CA 94209-0001 www.treasurerca.00v/pmia-1ai1 mia-tail 46)653-3001 June 04,2013 tANCHO CUCAMONGA PUBLIC LIBRARY OUNDATION PMIA Average Monthly Yields ['REASURER .0500 CMC CENTER DRIVE tANCHO CUCAMONGA,CA 91729 Account Number: INNOMM Tran Type Definitions May 2013 Statement Account Summary Total Deposit: 0.00 Beginning Balance: 1,172,139.60 Total Withdrawal: 0.00 Ending Balance: 1,172,139.60 ps://laifms.treasurer.ca.gov/RegWarStatement.aspx 6/4/201 7 STAFF REPORT LIBRARY SERVTCES DEPART,LENT RANCHO Date: August 5, 2013 / CUCAMONGA To: Rancho Cucamonga Library Foundation1 J4/AA From: Robert Karatsu, Library Director ; Subject: TREASURER'S REPORT— JUNE, 2013 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH June 2013 BALANCE REVENUES EXPENDITURES BALANCE FUND General $100,250.70 $8,355.00 $108,605.70 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 Island STM ($36.270.00) ($36.270.00) Lola A. Livesey Trust Account $218.801.97 $218.801.97 Innovation Fund $75,000.00 $75,000.00 Operating Reserve Fund5$ ,000.005$ ,000.00 Unallocated Funds $759.000.00 $759,000.00 TOTAL $1,269,308.22 $8,355.00 $0.00 $1,277,663.22 LAW Account $1,172,139.60 Transferred to LAIF Account $47,000.00 -AIF Interest $0.00 Union Bank Account' $57,373.62 Deposits in Transfer $1,150.00 Total Library Foundation Holdings: $1,277,663.22 8 "I7zr:AsuM;Ws Ri;i,owr—JUN r,2013 PAGe 2 AUGUST 512013 Revenues: $8,355.00 Tour de Fork Fundraiser $ 7,150.00 General Fund Donation — Inland Empire Fan Force $ 100.00 General Fund PAB Library Donation Box $ 180.00 General Fund Donation — Edison Employee $ 25.00 General Fund Rental Payment $ 900.00 General Fund 9 Rancho Cucamonga Public Library Foundation CASH REPORT JUNE 2013 Beginning Balance $1,269,308.22 LAIF Interest Earned - Deposits 6/5/2013 2,625.00 6/6/2013 1,100.00 6/11/2013 380.00 6/12/2013 1,400.00 6/18/2013 650.00 6/19/2013 300.00 6/20/2013 450.00 6/25/2013 300.00 6/27/2013 200.00 6/27/2013 950.00 8,355.00 Transfers - Less Checks Ending Balance $ 1,277,663.22 Union Bank, Statement Ending Balance $ 57,373.62 Less Outstanding Checks - Deposits in Transit 1,150.00 Investments - LAIF 1,219,139.60 Adjusted Bank Balance $ 1,277,663.22 10 UnionBank STATEMENT Page 1 of 1 OF ACCOUNTS RANCHO CUCAMONGA PUBLIC LIBRAR H UNION BANK Statement Number:MWAMMI GOVERNMENT SERVICES- SOUTH 0274 6/1/13-6/28/13 POST OFFICE BOX 515840 LOS ANGELES CA 90051-5840 Customer Inquiries 800.798-6466 Thank you for banking with us since 2008 CY30 MZ 0 B 0000 0205086240206 344519 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P 0 BOX 807 RANCHO CUCAMONGA CA 91729 ■ Conveniently access account informotion and key online services using your smortphone with Union - Bank's Mobile Business Center without enrollment through the Online Business Center. Check balances, initiate transfers, approve wires securely, manage stops, and view and make decisions on Positive Pay exceptions wherever you have mobile Internet service. To learn more, call your treasury relationship manager or contact Global Treasury Management Sales at 800883-02B5. i PUBLIC FUND CHECKING SUMMARY Account Number:$ Days in statement period: 28 Beginning balance on 6/1 $ 97,168.62 i Total Credits 7,205.00 Deposits ( 8 ( 7,205.00 Total Debits •47,000.00 Other debits, fees and adjustments ( 1 ( -47,000.00 Ending Balance on 6/28 $ 57,373.62 CREDITS Deposits including check Dole Description Relemnos Amount and cash credits 6/6 CARRIER DEPOSIT 45803663 $ 2,625.00- 6/10 CARRIER DEPOSIT 47422303 1,100.00 6/12 CARRIER DEPOSIT 46610595 380.00 6/13 CARRIER DEPOSIT 47552692 1,400.00 6/19 CARRIER DEPOSIT 47717259 650.00 6/20 CARRIER DEPOSIT 47732007 450.00 6/20 UNENCODED COURIER DEPOSIT 47724229 300.00 6/26 CARRIER DEPOSIT 47881636 300.00 8 Deposits Total amount $ 7,205.00 DEBITS Oder debitsfees and cAustments Dale Dmaiption R.I renoe Amoenf 6/10 LAIF INVESTMENT 99350640 $ 47,000.00 DAILY LEDGER BALANCE Dote Led9er8alance Dore Ledger Balani Date lecher 8.6. 6/1.6/5 $ 97,168.62 6/12 $ 54,273.62 6/20-6/25 $ 57,073.62 6/6-6/9 99,793.62 6/13.6/18 55,673.62 6/26-6/28 57,373.62 6/10.6/11 53,693.62 6/19 56,323.62 YIX .�.. FBC'at011Be 11 LAIF Regular Monthly Statement Page 1 of 1 Local Agency Investment Fund P.O. Box 942809 Sacramento, CA 94209-0001 www.treasurer.ca.aov/pm, 2013 f (916) 653-3001 July 10, 201 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION PMIA Avemee Monthly Yields TREASURER 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA,CA 91729 Account Number: Tran Type Definitions June 2013 States s i Effective Transaction Tran Confirm Date Date Type Number Authorized Caller Amount 6/10/2013 6/10/2013 RD 1399588 SANDRA G.RAMIREZ 47,000.00 Account Summary Total Deposit: 47,000.00 Beginning Balance: 1,172,139.60 i Total Withdrawal: 0.00 Ending Balance: 1,219,139.60 i https:/Aaifms.treasurer.ca.gov/RegularStatement.aspx 7/10/2013 12 STAFF REPORT "' 7 . LIBRARY SERVICES DEPARTMENT t RANCHO Date: August 5, 2013 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meetings of June 3, 2013 and July 1, 2013. 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 13 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, June 3, 2013, in the Tri-Communities Room, located at the City of Rancho Cucamonga at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6 p.m. Present were Members Akahoshi, Amsler, Davies, Gilfry, Nelson, Soehnel and Sommer. Also present were Robert Karatsu,Library Director,Michelle Perera,Assistant Library Director and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR Bl. Approval of Library Foundation Treasurer's Report: April, 2013. Member Gonzalez arrived at 6:05 p.m. MOTION: Moved by Member Davies to approve the Treasurer's Report for April,2013,seconded by Member Amsler, motion carried, 8-0-4 (with Leal, May, Vilardo and White absent.) B2. Approval of Minutes: May 6, 2013. MOTION: Moved by Member Gonzalez to approve the minutes, seconded by Member Gilfry, motion carried, 8-0-4 (with Leal, May, Vilardo and White absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Update: Oral report by Robert Karatsu, Library Director. Robert Karatsu, Library Director, thanked Member Nelson for helping with a $5,000 Grant from Southern California Edison for computer program classes which will include learning social media. Michelle Perera, Assistant Library Director, stated that on Friday, May 10, approximately 100 children graduated from the Back to Basics program. Following the Graduation, Local History Cultural Arts night began at 7 p.m. with approximately 500 attendees at the Biane Library. She reviewed the events with the Members. 14 Library Foundation Board Minutes June 3, 2013 Page 2 Assistant Library Director Perera reviewed the events for the Summer Reading Program kick-off event, "Summer in the City"which was held on Thursday, May 23,at Central Park from 4 to 8 p.m. Michelle Perera, Assistant Library Director, stated that on Saturday, May 25, from 1 to 4 p.m., Star Wars Day was held at the Biane Library. As a kick-off to the event, Darth Vader followed a procession of Storm Troopers into the Courtyard holding the National Medal. D. BOARD BUSINESS DI. Discussion of potential fundraising events. Discussion led by President Leal. Michelle Perera, Assistant Library Director,reviewed with Members an update on ticket sales for the Tour de Fork. D2. Election of Board Officers for FY 2013-2014. Discussion led by President Leal. Robert Karatsu, Library Director,stated that at the next Library Foundation meeting,the election of officers will be held. Vice President Akahoshi stated that anyone interested in an Office,to please let the other Members know. Library Director Karatsu, reminded the Members of the By-Laws change. D3. Discussion of proposed FY 2013-2014 Foundation budget. Discussion led by President Leal. Library Director Karatsu and Assistant Library Director Perera reviewed the proposed Fiscal Year 2013-2014 Foundation Budget with the Members. D4. Update on ad hoc sub-committees. Discussion led by President Leal Member Gonzalez suggested that the Members share the Tour de Fork information on Face Book. Library Director Karatsu presented a PowerPoint Presentation on the 2013 National Medal Award ceremony with the Board. 15 Library Foundation Board Minutes June 3, 2013 Page 3 E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING El. Election of Officers E2. Tour de Fork wrap up E3. FY 2013-2014 Foundation Budget F. COMMUNICATIONS FROM THE PUBLIC None were presented. G. ADJOURNMENT MOTION: Moved by Member Nelson to adjourn to Monday, August 5, seconded by Member Amsler, motion carried, 8-0-4(with Leal, May,Vilardo and White absent). The meeting adjourned at 6:53 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: 16 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, July 1, 2013, 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 due to a lack of a quorum. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: 17 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BUDGET FY 2013.2014 PROPOSED BUDGET Assets as of June 30,2013 LAIF $1,219,139 Union Bank Account $58,523 Total Opening Assets $1,277,662 FY 2013-2014 REVENUES PROJECTED $229,800 Library Foundation Balance $1,507,462 Library Foundation Expenditures Total Expenditures Projected ($106,900) Total Balance Remaining in Library Foundation for FY 2013-2014 $1,400,562 Gain/Loss for Fiscal Year $122,900 PRELIMINARY PROPOSED BUDGET PROPOSED ACTUAL PROPOSED 2012/13 BUDGET EARNED/SPENT BUDGET 2012/2013 2012/2013 201312014 REVENUES Rental Income $10,000 - $10,800 $10800 Interest Earned $5000 $3,846 $4,000 Personal Donations(incl.direct mail campaign) $3,000 $9,067 $5,000 Telethon Campaign Income $50,000 $0 $50,000 Other Events(MMM,Gilfry coned,etc.) $10,000 $11,130 $5,000 Calendar Advertisements $2,000 $0 $0 PAL Pledges $500 $500 $0 Corporate Grants $0 $0 $5,000 Play and Learn island"'Revenue $1,000 $0 $75,000 Staff Innovation Fund''"Revenue $0 $75,000 $75,000 Revenue Totals $81,500 $110,343 $229,800 OPERATIONAL EXPENSES ($35,200) ($16,691) ($39,900) Conference for Boardmembers ($1,000) $0 ($1,000) Board Expenses ($1,000) ($300) ($1,000) Insurance ($900) ($1,041) ($1,100) Board Training/Strategic Planning ($1,500) ($1,400) ($5,000) Major Direct Mail Piece ($7,000) $0 ($7,000) Annual Calendar (520,000) ($13,200) ($20,000) Printing $0 $0 $0 Postage ($1,000) $0 ($1,000) Publicity ($2,000) $0 ($2,000) Tax Preparation ($800) ($750) ($800) Library Programming Incentives $0 $0 ($1,000) EVENTS ($15,000) ($3,000) ($12,000) Telethon Production/Campaign ($12,000) $0 ($12,000) D2R Event December 2012 ($3,000) ($3,000) $0 TOTAL OPERATIONAL EXPENDITURES ($50,200) ($19,691) ($51,900 DONATIONS TO LIBRARY ($80,000) ($65,000) ($55,000) Adult Literacy ($10,000) ($10,000) ($10,000) Children's/Special Programs ($15,000) ($15,000) ($15,000) Matching for State Library Grants ($50,000) ($40,000) ($25,000) Library Staff-Professional Development ($5,000) $0 ($5,000) TOTAL FOUNDATION EXPENDITURES ($130,200) ($84,691) ($106,900) PAL Donors Pledges-FY 2013.2014 TOTAL $0 18 NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Board Members at their meeting held Monday,August 5,2013,adjourned said meeting to Saturday,August 24,2013,at the hour of 9 a.m.,in the upstairs Conference Room at the Cultural Center, 12505 Cultural Center Drive, Rancho Cucamonga, California. Said adjournment was passed by the following vote: AYES: Akahoshi, Amsler, Davies, Gilfry, Gonzalez, Leal, May, Nelson, Soehnel, Sommer and White NOES: None ABSENT: None ABSTAIN: None Vivian Garcia, Library Administrative Secretary Rancho Cucamonga Public Library August 6, 2013