HomeMy WebLinkAbout2018/01/08 - Agenda Packet - Library Foundation Board ®
JANUARY 8, 2018
LIBRARY FOUNDATION BOARD AGENDA
TRI-COMMUNITIES ROOM
CITY OF RANCHO CUCAMONGA
10500 CIVIC CENTER DRIVE
RANCHO CUCAMONGA, CALIFORNIA
A. 6:00 P.M. - CALL TO ORDER
Roll Call:
President, Kristine Scott Board Member, Pam Easter
Vice President, David Gonzalez Board Member, Ruth Leal
Secretary, Tina GilfryBoard Member, Leslie May .rrrrr,,,,,,,,,,,,,,,,,,,
Board Member,Teresa Akahoshi Board Member, Heidi Soehne[
Board Member, Rebecca Davies 11 .....................—, Board Member, Kathy Sommer
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 Library Foundation Treasurer's Report of November 2017.
C2. Consideration to approve the Minutes of December 4, 2017.
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JANUARY 8, 2018
LIBRARY FOUNDATION BOARD AGENDA
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.
D1. Consideration and discussion regarding the Library Status.The oral report will be presented
by Julie Sowles, 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. Consideration and discussion regarding Travel and Meeting Expense Policy.The oral report
will be presented by Julie Sowles, Library Director.
E3. Consideration and further discussion regarding Second Story Fundraising Goals,Tracking
and Reporting of Activities.The discussion will be led by Kristine Scott, President.
E4. Consideration and discussion regarding the Library Foundation Board 2017/1 B Fiscal Year
Budget. The oral report will be presented by Julie Sowles, Library Director.
E5. SUB-COMMITTEE UPDATES.The oral report for the Capital Campaign Committee
provided by Kristine Scott, President.
E6. BOARDMEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per
Board Member.)
CF. 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.
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JANUARY 8, 2018
LIBRARY FOUNDATION BOARD AGENDA
G. ADJOURNMENT
I,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,
Thursday,January 04,201 B, seventy-two(72)hours prior to the meeting per Government Code
54954.2 at 10500 Civic Center Drive.
Jennifer Palacios
Library Administrative Secretary
City of Rancho Cucamonga
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
STAFF REPQRT
LIBRARY SERVICES DEPARTMENT
RANCHO
DATE: January 8, 2018 UCAMONGA
TO: Rancho Cucamonga Library Foundation Board
FROM: Julie A. Sowles, Library Director
SUBJECT: TREASURER'S REPORT–NO MBER 2017
CASH REPORT BEGINNING I
CASH CASH
November,2017 BALANCE REVENUES EXPENDITURES
FUND
General $67,562.65 $1,240.23 IM2,551.85 $26,251.03
Archibald Cit r 's Books
Endowment ,
VictoriaGardens Books $83,125.00 $83,125.00
Adult Literacy $19,400.55 lilio-0.55
Greg rri Jo -Literacy_ .7
lav __I _arn_lslan_srm $89,972.50 $89,972.50
Lola . Livesey Trust Account $218,1301.97 $218,801.97
Innovation Fund1 , 1
Moving Forward:Workforce Tec
Skills-Edison $2.5-00001
perafinq Reserve Fund000.005
,000.00
Second tory 1 2. i4, 2
Unallocated u 7 e 0. M2.0-0-0-00
TOTAL 1 1. J. 2 1-_851 IIAM,799.57
1 1
TREASURER'S REPORT— NOVEMBER 2017
JANUARY 8, 2018
PAGE 2
LAIF Account1, 1 ,
Transferred to LAIFAccount
LAIF Interest
Union Bank Account' $46,691.24
Deposits in Transit
Less Outstanding Checks ($16,669.76)
Total Library Foundation Holdings: $1,446,799.57
Revenues: $1,240.23
Biane Donation Box $ 210.00 General Fund
Donation (Kris Swaim) $ 977.77 General Fund
Better Build Books $ 52.53 General Fund
Expenditures: $41,801.85
City of Rancho Cucamonga $ 25,000.00 General Fund
(Fund Development Coord. Position)
Lewis Management Corp. $ 69.15 General Fund
(Utilities—Water, Sewer and Trash for Apt. for September)
Julie Sowles $ 112.09 General Fund
(Reimbursement for Donor Lunch)
Gyroscope, Inc. $ 16,500.00 General Fund
Lewis Management Corp. $ 76.07 General Fund
(Utilities—Water, Sewer and Trash for Apt. for October)
Lewis Management Corp. $ 33.54 General Fund
(Reimbursement for Apt.for SoCal Gas Payment)
SoCal Gas $ 11.00 General Fund
(Apt.for Oct 15 to Nov 15 2017)
'Per the request of Doug Morris, the donation funds were moved
to Second Story in the amount of$750.00
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STAFF REPORT
Lin.ARY SERVICES DEPART\IENT
ANCHO
Date: January 8, 2018 UCAMONGA
To: Rancho Cucamonga Library Foundation Board
From: Julie A. Sowles, Library Director
Subject: APPROVAL OF MINUTES
RECOMMENDATION:
Approval of the minutes of the regular meeting of December 4, 2017.
BACKGROUND:
Attached, please find the minutes for the regular meeting of the Library Foundation Board taken and
compiled by Library Administrative Secretary, Vivian Garcia.
ANALYSIS:
None.
FISCAL IMPACT:
None.
COUNCIL GOAL(S) ADDRESSED:
Not Applicable.
ATTACHMENTS:
Attachment 1 — December 4, 2017 Minutes
1
CITY OF RANCHO CUCAMONGA
RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD
Regular Meeting
A. CALL TO ORDER
The regular meeting of the Rancho Cucamonga Public Library Foundation Board was held on
Monday, December 4, 2017, 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 6:29 p.m. Present were Members Easter, Gilfry, Gonzalez, Leal, Scott and
Soehnel.
Also present were Mary Hannah, Library Board of Trustees Member, Julie A. Sowles, Library
Director, Brian Sternberg, Assistant Library Director, Cara Vera, Library Services Manager,
Dianna Lee, Community Partnerships Coordinator, Jennifer Palacios, Office Specialist 11 and
Vivian Garcia, Administrative Secretary.
B. COMMUNICATIONS FROM THE PUBLIC
None were presented.
C. CONSENT CALENDAR
C1. Consideration to approve Library Foundation Treasurer's Report of October 2017.
MOTION: Moved by Member Soehnel to approve the Library Foundation Treasurer's Report of
October 2017, seconded by Member Giilfry, motion carried, 6-0-4 (with Akahoshi, Davies, May
and Sommer absent).
C . Consideration to approve Minutes of November 6, 2017.
MOTION: Moved by Member Easter to approve the minutes, seconded by Member Gilfry, motion
carried, 6-0-4 (with Akahoshi, Davies, May and Sommer absent),
Q. LIBRARY DIRECTOR'S STAFF REPORTS
D1. Consideration and discussion regarding the Library Status. The oral report will be
presented by Julie A. Sole , Library Director.
Julie A. Sowles, Library Director, stated that State of the City address would be held on Thursday,
February 22, from 5 to 9 p.m. She also stated that at the Holiday event on Saturday, December
2, the Library staff received the S.P.I.R.I.T. Award for 2017.
Library Director Sowl es gave a "shout out" to Member Gilfry for her presentation on the Second
Story to the Community and Arts Foundation.
C2 —2
Library Foundation Board Minutes
December 4, 2017
Page 2
Library Director Sowles stated that Library staff is working with Finance to have a credit card with
the Library Foundation account available for the Members to use. The Travel and Meeting
Expense Policy with the City of Rancho Cucamonga was passed out to the Members for their
review. The policy will be on the agenda for the next meeting for discussion.
E. BOARD BUSINESS
Ell. Consideration and discussion regarding Second Story Fundraising. The report will be
presented by Dianna Lee, Community Partnerships Coordinator.
Dianna Lee, Community Partnerships Coordinator, handed out and reviewed the Library
Foundation Asks in Process with the Members. She did request that any updates, additions or
changes for the list be sent to her.
Dianna Lee, Community Partnerships Coordinator, handed out a folder to each Member which
contained Second Story Overview Recognition Opportunities and the Tiers of Facilities Gifts. She
reviewed the information with the Members.
Member Easter stated that she really liked the information and the handouts were very well done,
Dianna Lee, Community Partnerships Coordinator, stated that staff would prepare a notebook for
each Member for the next meeting.
E2. Consideration and further discussion regarding Second Story Fundraising Goals, Tracking
and Reporting of Activities. The discussion will be led by Kristine Scott, President.
President Scott discussed with the Members the Goals, the cultivation of Donors, tracking and
reporting of activities of the Second Story Fundraising. She stated that the $500,000 that the
Library Foundation Board will be donating to the Second Story does not apply to the $750,000
trigger amount that the Board will be raising for the Campaign. She stated that we need to start
moving forward to do the ask.
F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING
None were identified.
G. ADJOURNMENT
MOTION: Moved by Member Soehnel to adjourn to Monday, January 8, 2018, seconded by
Member Easter, motion carried, 6-0-4 (with Akahoshi, Davies, May and Sommer absent). The
meeting adjourned at 7:13 p.m.
C2 —3
Library Foundation Board its
December 4, 2017
Page 3
Respectfully submitted,
Tina Gilfry
Secretary, Library Foundation Board
Prepared by,
Vivian Garcia
Administrative Secretary
Approved:
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STAFF REPORT "rv �
LIBRARY SERVICES DEI?ART\IE\T
Date: January 8, 2018 A
NCHO
UCAMONGA
To: Rancho Cucamonga Library Foundation Board
From: Julie Sowles, Library Director
Initiated By: Dianna Lee, Community Partnerships Coordinator
Subject: CONSIDERATION AND DISCUSSION REGARDING SECOND STORY
FUNDRAISING
RECOMMENDATION:
No recommendation. For information only.
BACKGROUND:
Revised Second Story campaign materials have been copied and notebooks have been made for Library
Foundation members. Every binder contains two copies of each campaign piece to ensure Foundation
members have one to give to a donor prospect and one for personal use. If Foundation members require
additional copies, please contact Dianna Lee.
The California Edison Grant was formally approved and the SoCal Gas Company grant is currently in
process. We have identified additional grants to apply for in early 2018, and will be completing those
applications as soon as possible.
A number of follow up meetings are being set with potential donors for the next quarter; please inform
Dianna Lee of your prospect meetings, follow-ups and results for report tabulation. The Campaign Sub-
Committee is meeting regularly to discuss 2018 strategies, with calendared and measurable milestone
goals.
The Silent Phase list is currently being reviewed to identify campaign teams and then match Foundation
members with potential donors on the list. If Library Foundation members have identified new potential
donors to cultivate, please share this information with Dianna Lee.
ANALYSIS:
None.
FISCAL IMPACT:
None.
COUNCIL GOALS) ADDRESSED:
Not applicable.
ATTACHMENTS:
None.
1 1
CITY OF RANCHO CUCAONA
i
r
TRAVEL AETING
® EXPENSE POLICY
141
POLICY NO.: 300-06
PAGE I OF 4
EFFECTIVE: March 5,2001
REVISED: June 19,2006
APPROVED: June 22,2006
PURPOSE: To establish a policy whereby any employee, or official (i.e., Councilmembers and
members of a City Agency, Commission or Standing Committee), of the City of Rancho
Cucamonga who is required to travel in the performance of his/her duties or to attend an
authorized meeting, conference or other activity which is of benefit to the City, shall be
reimbursed for reasonable expenses incurred for transportation, meals, lodging, and incidentals
including the expense of guests of the City when the City benefits because of those expenditures.
Travel and other expenses are not reimbursable for departmental meetings attended by City staff
only, unless a meeting scheduled during normal business hours would not serve the same
purpose.
I. GENERAL POLICY
A. Verification of available funding in the respective departmental budget must occur prior
to incurring any costs to attend an authorized meeting, conference or other activity which
is of benefit to the City. Substitution of one budgeted meeting for another will require
prior approval of the Department Head and the City Manager.
B. Travel is distinguished between Iocal and overnight. Local travel must be completed
during the same work day and only automobile travel is authorized for these trips unless
previously noted in the budget. Any reimbursement for the use of a personal vehicle
while on City business will require:
1) Verification from Administrative Services Department that a City vehicle was
unavailable from the City's car pool; or
2) Prior written approval of a Department Head.
Lodging and meals are authorized for overnight travel in accordance with Section D of
this policy.
E2 —1
Travel and Meeting Expense Policy
Page 2 of 4
C. Reimbursement for use of a personal vehicle for local travel is available for City officials
and employees when a City vehicle is unavailable or when prior written approval has
been obtained from a Department Head for use of a personal vehicle. Reimbursement is
not available to employees receiving an automobile allowance. These employees may,
however, receive reimbursement if travel is beyond a one way fifty (50) mile radius of
Rancho Cucamonga. Automobile mileage is reimbursed at Internal Revenue Service
rates presently in effect(see www.irs.gov).
D. All employees and City officials requesting a travel and meeting expense reimbursement
must complete an Expense Report (Attachment A) and attach ori `nal receipts for
reimbursable expenses. Note the following:
1) Expenses for meals consumed while conducting City business are permissible up
to a maximum per day of$100 for overnight trips; or$20 for breakfast, $30 for
lunch, and$50 for dinner for partial day travel and meetings, including tax and tip
charges. Itemized receipts must be provided for all meals submitted for
reimbursement.
2) Except as otherwise provided herein, all reimbursements shall be for actual
expenses of employees and City officials only.
3) Any deviation from the above will require prior approval of the Deputy City
Manager/Administrative Services and/or the City Manager for employees, and
approval by the City Manager as to City officials.
4) Personal charges(i.e.,movie charges, dry cleaning, etc.) are the responsibility of
the employee or City official.
5) Any costs associated with alcoholic beverages will not be considered
reimbursable.
6) Telephone, hotel fax,and internet charges will be reimbursed for business
purposes. Reasonable telephone costs incurred for contacting home while on City
business will also be reimbursed.
7) Reimbursable travel expense amounts that are not specified in this Policy or in
Internal Revenue Service Publications must be approved in a public meeting
prior to the expense being incurred.
8) The required Expense Report, accompanied by original receipts,must be
submitted to the Finance Department,Accounts Payable Division,within ten (10)
working days of incurring the expense. Approval of the Expense Report by the
respective Department Head and the Finance Officer is required. The Expense
Report shall include justification for requesting reimbursement for persons who
are not employees or City officials. City officials must provide a brief oral report
E2 —2
Travel and Meeting Expense Policy
Page 3 of d
at the next regular meeting of the Council, Agency, Commission or Committee, as
applicable.
9) If an original receipt is lost or misplaced and a duplicate receipt cannot be
provided by the vendor, an Expense Report Replacement Receipt(Attachment
) can replace the missing receipt. Habitually losing City credit card receipts will
result in loss of City credit card privileges.
10) All documents related to or filed in support of reimbursable expenditures are
public records, subject to public disclosure.
E. Travel arrangements must be made through whatever method provides the most
economical and reasonable rates. This may include rates obtained via the Internet.
Government and group travel and lodging rates must be requested, if such rates are
available at the time of booking.
F. A travel advance, if needed, must be requested in writing at least two (2) weeks in
advance of date needed. The travel advance check will be made payable to the employee
or City official attending the activity and will be available no earlier than four (4) days
preceding the meeting, unless approved by the City Manager.
G. Outstanding expense statements which have not been completed and returned within ten
(10) working days of a previous meeting will preclude future travel requests from being
processed.
1Q. TRANSPORTATION REIMBURSEMENT
A. 1n addition to the travel reimbursement requirements set forth in Section 1.13, above,
reimbursement of transportation expenses to a meeting or other approved activity shall be
air coach or similar tourist class fare, plus airport bus, bus fare or other ground
transportation to and from an airport or depot. Those who anticipate utilizing airline
transportation are encouraged to make reservations well in advance to take advantage of
discount fares which may be available. Charges for rental vehicles may be reimbursed if
it is determined that using a rental vehicle is more economical than other forms of
transportation. In making such a determination, the cost of the rental vehicle, parking
and gasoline will be compared to the combined cost of such other forms of transportation.
Reimbursement for travel shall be on the basis of actual cost.
B. Bus, train, or other methods of public travel not authorized under Section ILA, above,
will be authorized for justifiable cause under special circumstances which indicate such
modes are more appropriate and economical.
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