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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. b f M 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. Page 2of3 ® • � ® � � 1 ( r f r i�� � � 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 1 „ 2 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: C2 —4 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. E2 —3