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Home My WebLink About2019/02/04 - Agenda Packet - Library Foundation Board FEBRUARY 4, 2019 LIBRARY FOUNDATION BOARD AGENDA PAUL A. BIANE LIBRARY SECOND STORY EXHIBIT SPACE 12505 CULTURAL CENTER DRIVE RANCHO CUCAMONGA, CALIFORNIA A. 6:00 P.M. - CALL TO ORDER Roll Call: President, David Gonzalez Board Member, Jennifer HufnagelF Vice President, Teresa Akahoshi Board Member, Tim Johnson Secretary, Tina Gilfry Board Member, Ruth Leal Board Member, Noelia Chapa Board Member, Laurel Rice Board Member, Pam Easter Board Member, Heidi Soehnel B. PUBLIC COMMUNICATIONS This is the time and place for the general public to address the Library Foundation Board on any item listed on the agenda. State law prohibits the Library Foundation Board from addressing any issue not previously included on the Agenda. The Board may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual or less, as deemed necessary by the Chair, depending upon the number of individual Members of the audience. This is a professional businessmeeting and courtesy and decorum are expected. Please refrain from any debate between audience and speaker, making loud noises or engaging in any activity which might be disruptive to the decorum of the meeting. 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. C1. Consideration to approve the Minutes of January 7, 2019. C2. Consideration to approve Library Foundation Treasurer's Report of December 2018. D. DIRECTOR'S STAFF REPORTS The following items do not legally require any public testimony, although the President may open the meeting for public input. aim FEBRUARY 4, 2019 LIBRARY FOUNDATION BOARD AGENDA D1. Consideration and discussion regarding the Library Status.The oral report will be presented by Julie A. Sowles, Library Director. D2. Consideration and discussion regarding Children's Services, Adult Services and Library Programming. The oral report will be presented by Brian Sternberg, Assistant 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. E1. Consideration and discussion regarding Second Story Fundraising. The Staff Report will be presented by Dianna Lee, Community Partnerships Coordinator. E2. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by Mary Hannah. E3. SUB-COMMITTEE UPDATES. E4. BOARDMEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per Board Member.) F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING This is the time for the 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. ADJOURNMENT 1,Jennifer Palacios, 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 day, Tuesday,January 29,2019, seventy-two(72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. Jennifer Palacios Library Executive Assistant 11 City of Rancho Cucamonga Page 2 of 3 r t r, y , FEBRUARY 4, 2019 LIBRARY FOUNDATION BOARD AGENDA Mission Statement The Rancho Cucamonga Library Foundation supports the Rancho Cucamonga Public Library's innovative programs and services. We believe the Library is the cornerstone of lifelong learning throughout our community and region by transforming knowledge, imagination, and discovery. If you need special assistance or accommodations to participate in this meeting,please contact the Library at(909)477-2720, Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired. Page 3 of 3 Po5 ACtIC UCAfO CA LURRAIRY SERVICES DATE: February 4, 2019 TO: Rancho Cucamonga Library Foundation Board FROM: Julie A. Sowles, Library Director SUBJECT: APPROVAL OF MINUTES RECOMMENDATION: Staff recommends the Library Foundation Board to approve the minutes of January 7, 2019. BACKGROUND: Attached, please find the minutes for the Library Foundation Board compiled by Executive Assistant, Jennifer Palacios. ANALYSIS: None. FISCAL IMPACT: None. COUNCIL GOAL(S) ADDRESSED: Not Applicable ATTACHMENT(S): January 7, 2019 Minutes Page 1 of 1 Item C1-1 CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Regular Meeting A. CALL TO ORDER The meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday, January 7, 2019, in the Second Story Exhibit Space, located at 12505 Cultural Center Drive, Rancho Cucamonga,California.The meeting was called to order at 6:06 p.m. Present were Members Akahoshi, Chapa, Easter, Gilfry, Gonzalez, Hufnagel, Leal and Rice. Also present were Mary Hannah, Library Foundation Board Liaison and Julie A. Sowles, Library Director. B. COMMUNICATIONS FROM THE PUBLIC None were presented. C. CONSENT CALENDAR C1. Consideration to approve Minutes of December 3, 2018. MOTION: Moved by Member Gilf ry to approve the minutes of December 3, 2018, seconded by Member Akahoshi, motion carried, 8-0-2 (with Johnson and Soehnel absent). C2. Consideration to approve Library Foundation Treasurer's Report of November 2018. MOTION: Moved by Member Gilfry to approve the Library Foundation Treasurer's Report of November 2018, seconded by Member Easter, motion carried, 8-0-2 (with Johnson and Soehnel absent). D. LIBRARY DIRECTOR'S STAFF REPORTS D1- Consideration and discussion regarding the Library Status. The oral report will be presented by Julie Sowles, Library Director. Julie A. Sowles, Library Director, reported the Friends of the Library received a special donation containing historic railroad and collectable books.They held a special sale and raised over$2,1100 in just a couple hours. Library Director Sowles reported on December 15, 2018 the Friends of the Library held their annual Holiday Potluck Breakfast on the Second Story.The Friends of the Library made a$46,600 donation, resulting in a total annual gift total of$142,000. Julie A. Sowles, Library Director, reported the new e-book service, CloudLibrary, went live right before the holiday closure. Item C1--2 Library Foundation Board Minutes January 7, 2019 Page Julie A. Sowles, Library Director, reported the City Council meeting on December 19, 2018 was the last meeting for Council Members Diane Williams and Bill Alexander. Kristine Scott was sworn in as a new Council Member, Board Members Akahoshi, G11fry and Leal were recognized for their service with the City and the City Council recognized n all and Janell Lewis for their $1.5 million donation to the Second Story campaign. Library Director Sowles reported the Second Storyhad a last-minute rental on December 21, 2018 fora dance studio recital. Wess Garcia, Programming Coordinator and his team made it work along with several other employees staying late or coming in on their off time. Julie A. Sowles, Library Director, stated the Young Adult Librarians applied for and received California State Library o yct Grant. New programs will launch this year which promote mental health awareness in young adults. . Consideration and discussion regarding Children's Services, Adult Services and Library Programming. The oral report will be presented by Brian Sternberg, Assistant Library Director. Library Director Sowles presented the oral report for Brian Sternberg, Assistant Library Director. Director Sowles shared with the Board upcoming events on the Second Story. BUSINESSE. BOARD 1. Consideration and discussion regarding Seco tory Fundraising. The Staff Report will be presentedDianna Lee, Community Partnerships Coordinator. Library irector Sowles presented the written report for Dianna Lee, Community Partnerships Coordinator. Director Sowles asked the Board if there were any questions they should have about her report she cane ail Dianna Lee for answers. 2. LIBRARY BOARDT LIAISON . An oral report presented by Mary Hannah. Mary Hannah, Library Foundation Board Liaison, reported the Library Board of Trustees held their meeting n December 6, 2018. The Board reviewed staffrepos and enjoyed an informative presentation about Passport Services. SUB-COMMITTEE UPA . Pam aster, Board Member encourage any Directors interested in joining the Fun raisin Subcommittee, to please reach out to David Gonzalez, President. The subcommittee has room for one more Director. Teresa Akahoshi, Vice President stated the Janice Rutherford event was lots of fun and the Gingerbread Library came in 2nd place. Vice President Aoshi stated it was a great outreach event and connected with a potential new donor. Board Members Akahoshi and Easter stated the Transition Subcommittee will be scheduling time to meet soon. Item C1-3 Library Foundation Board Minutes January 7, 2019 Page 3 E4. BOARDMEMBER ANNOUNCEMENTS,. (Comments to be limited to three minutes per Board Member.) Noelia Chapa, Board Member, stated a Doodle poll will be sent in the near future in order to schedule the Board's Strategic Planning event. Pam Easter, Board Member, stated herself and President Gonzalez attended the Carol Durel and Casey Marcarello retirement luncheon. Board Members Easter and Gonzalez thanked them for their hard work and gave Carol a $50 gift card for all her hard or she had one for the Foundation. The Board approved reimbursing Members Easter and Gonzalez for the$50 gift card. Ruth Leal, Board Member, volunteered to post and maintain the Library Foundation's Facebook page and asked that others email or text pictures and posting ideas to her. F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING The Board Strategic Planning Scheduling Doodle Poll. Updated roster with cell phone numbers to distribute to Board Members. G. ADJOURNMENT MOTION: Moved by Member Akahoshi to adjourn to Monday, February 4, 2019, seconded by Member Chapa, motion carried, B-0-2 (with Johnson and Soehnel absent). The meeting adjourned at 7:00 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Jennifer Palacios, Executive Assistant Approved: Item C1--4 a4 , DATE: February 4, 2019 TO: Rancho Cucamonga Library Foundation Board FROM: Julie A. Sowles, Library Director SUBJECT: TREASURER REPORT— DECEMBER 2018 CASH _REPORT BEGINNING MTD MTQENDING CASH CASH December,2018 BALANCE REVENUES EXPENDITURES BALANCE FUND General $44,627.24 $1,500.00 ..$8,510,6!9 M 055 Archibald Children's Bcooks Endowment $40000.00 $40a000 00 Victoria Gardena Books $a aJ25.00 $x .125.00 Adult Literacy $19.400.55 $nALOA1, rad Terri Jabs Literay 565.70 la&§5.70 Play-& Learn IslandsTm 1121472.50 $10$f472.50 Lola,A. Liv e ,Trust y t r $2169601.97 1101.97 Innovation Fund $175,000,00 $175. 0,00 Moving_Forward.Workforce Tech Skills ® Edison $120500.00 $12,500,00 Ceratl�ee Fund K 0 .00000.00 Second_ to!y 12Z,703.20 $1,550.00 -$400.00 121253.20 Unallocated Fundi '7591300, M220-0.00 Page 1 of 2 Item C2-1 TREASURER REPORT— DECEMBER 2018 February 4, 2019 Page 2 TOTAL jj,�l 96�j 6 $3,050.00 ($1f3,916,69) 1556 329.47 LAIF Account $1,441,018.84 Transferred to LAIF Account LAIF Interest Union an Account $115,310.63 Deposits in Transit Less Outstanding Checks ($26,987.59) Total Library Foundation Holdings: $1,529,341.88 Revenues: $3,050.00 Lewis Apt. 05 $ 1,500.00 General Fund Diversified Pacific Development Group $ 500.00 Second Story/D Williams Retirement Event Ben Anderson $ 400.00 Second Story/D Williams Retirement Event Anthony Mize $ 400.00 Second Story/D Williams Retirement Event Jennifer Hufnagel $ 200.00 Second Story Shawn & Bernadine Judson $ 50.00 Second Story Expenditures: $8,916.69 Sponsorship Table $ 400.00 Second Story/D Williams Retirement Event Reimbursement $ 5,000.00 Hispanic Heritage Night and Fall into Fun The Sign Shop $ 1,016.69 National Library Week Banner LSL CPA's $ 2,500.00 2018 Prep for Foundation Taxes Total Holdings $ 1,529,341.88 Outstanding Library Budget $ 207,800.00 Second Story Campaign Commitment $ 500,000.00 Available Funds $ 821,541.88 ATTACHMENT(S): Rancho Cucamonga Public Library Foundation Budget FY2018-2019 Budget. Page 2 of 2 Item C2-2 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BUDGET FY 2018-2019 1 1 LAIF $1,426,463 Union Bank Account $69,884 Total Opening Assets $1,496,347 FY 2018-2019 REVENUES PROJECTED $62,866 Library Foundation Balance(Projected) $1,559,213 Library Foundation Expenditures Total Expenditures Projected ($21,445) Total Balance Remaining In Library Foundation for FY 2018-2019 $1,537,768 PRELIMINARY PROPOSED BUDGET 2018-2019 BUDGET BUDGET YTD BUDGET 2017/2018 2018/2019 ACTIVITY AMT RMNG Rental Income $16,600 $16500 $4,600 $11,900 Interest Earned $5,000 $10,000 $14,556 -$4556 Personal Donations(Incl,direct mail campaign) $5,000 $5,000 $806 $4,194 Other Events $15,000 $18,000 $19,389 $1,389 Corporate Grants $5,000 $5,000 $5,000 Play and Loam IslandTM Revenue $20,000 $20,000 $20,000 Second Story Campaign $75,000 $23,515 $51,485 REVENUE TOTALS $66,800 $149,500 $62,866 $86,633.75 in Conference for Boardmembers ($1,000) ($600) ($600) Board Expenses ($'1„000) (.$1,000) ($385) ($615) Del Mar Apt.5 Utilities $0 ($18'7) ($306) $119 Gyroscope Contract ($26„500) 50 Insurance ($1,041) ($11,050) ($1„ow) Board Training/Strategic Planning ($2„000) ($2,000) ($2,000) Major Direct Mail Piece ($7„000) ($71,000) ($7,000) Annual Calendar ($15„OOtD) $0 Postage $o ($1,000) ('$54) ($946) Publicity ($21,000) ($2,000) ($2„000) $0 Tax Preparation ($11,000) ($2,500) ($2,555) $55 Library Programming Incentives ($1„000) ($1„000) ($894) ($106) 2nd Story Campaign Related Events ($61,000) ($3„800;) ($455) ($31,335) Gil(ryRewis Event $0 ($611,100) ($3,8'7'1 (.$2,,.229) Quakes Skybox Event $0 (5425) ($425) TOTAL OPERATIONAL EXPENDITURES $63,541 $28,662 $10,S39) 518,132 1• • • 1 1 1 1 i 6 1 1 / 2nd Story Development Consultants $0 ($125,000) ($125„000) e Adult Literacy ($10,000) ($10l, ) ($10,000) Children's/Special Programs ($5l,000) $0 $0 Cultural Arts Nights ($15,000) ($15,000) ($5n000) (.$10,000) Corporate Grant ($5,000) ($5,.000) ($5,000) Exhibit Rental ($40,000) So Fund Development Coordinator ($25,000) ($26„800) ($26,800) Star Wars Reads Event $0 ($5„000) ($2,;445) (52355) Matching for Library Grants ($15,000) (S15,000) ($05,000) National Library Week Banner $0 ($15000) ($1,017) $17 Professional Developmentllnnovation Fund ($5,000) ($5„000) ($2„452) ($2,548) TOTAL FOUNDATION EXPENDITURES J$183,541 Item C2-3 ' S21,445 S215,017 r i u n I CII UCAMO GA 13BRARY SERVICES DATE: February 4, 2019 TO: Rancho Cucamonga Library Foundation Board FROM: Julie A. Sowles, Library Director SUBJECT: CONSIDERATION AND DISCUSSION REGARDING SECOND STORY FUNDRAISING RECOMMENDATION: No recommendation. For information only. BACKGROUND: Follow-up contact is on-going with Victoria Gardens regarding a potential donation to the Second Story and Beyond campaign. Victoria Gardens has reached out and requested additional time to review our proposal. Staff should be able to provide an update shortly. As a reminder, there are three prospective donor tours pending: Richards, CORE, and Flynn. If there are any other pending tours, please inform Dianna Lee for coordination. Dianna Lee is having discussions with Alaska Federal Credit Union and Haven City Market regarding overall City-wide opportunities, including our Second Story and Beyond project. A similar request has been received by Dianna from Burrtec Waste Industries. As a reminder, these potential donors give to many City projects already, based upon their priorities and funding limits. Significant campaign progress has been made with the securing of our Naming Sponsor, Randall Lewis and Family. This will lend significant credibility to the campaign and assist in the Foundation's efforts to raise the funds needed for this project. As a reminder, if Board members have new prospects to approach, please get these names to Dianna Lee for clearance to avoid any potential conflicts or double asks. In addition, new prospects must be cleared with the City Manager's Office to avoid City-wide conflicts. It is also time to re-assess any outstanding, pre-cleared prospects and develop a 2019 strategy to engage with each. It is important to share good news in a coordinated manner and ask prospects to participate in out campaign efforts. Staff should be able to supply updated project information once a consultant has been hired to assist with the RFP process. As a part of the 2019 strategy, Dianna Lee is also interested in reviewing our social media program, as this will become very important as we move forward with the campaign. Campaign materials will be reviewed for updates. If copies are needed, please contact Dianna Lee. Dianna has also been reviewing new campaign strategies, attending webinars and will be working with the Campaign Sub-Committee to review what she has learned. Page 1 of 2 Item E1-1 CONSIDERATION AND DISCUSSION REGARDING SECOND STORY FUNDRAISING February 4, 2019 Page 2 Dianna Lee would like to schedule a Foundation fundraising training for new Board Members which will include all the pieces for the Second Story and Beyond capital campaign. If any Board members would like to attend, please inform Dianna Lee. Dianna will send out an "approved/cleared master prospect list' ton Board Members to review in advance ofthat meeting. Board members will have an opportunity to share any connections they may have with existing prospects or add new prospects as well. Dianna Lee is working on a year-end donation reconciliation, allowing the Foundation to send out its year-end tax letters and with an additional thank you letter. ANALYSIS: None. FISCAL IMPACT: None. COUNCIL GOAL(S) ADDRESSED: (if applicable) None. ATTACHMENT(S): None. Page 2 of 2 Item E1-2