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Home My WebLink About2018/02/05 - Agenda Packet - Library Foundation Board t r FEBRUARY 5, 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 Rall Call: President, Kristine Scott Board Member, Pam Easter Vice President, David Gonzalez. Board Member, Ruth Leal Secretary, Tina Gilfry Board Member, Leslie May Board Member, Teresa Akahoshi Board Member, Heidi Soehnel Board Member, Rebecca Davies 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 B, 201 B. C2. Consideration to approve Library Foundation Treasurer's Report of December 2017. 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. t � W FEBRUARY 5, 201 S LIBRARY FOUNDATION BOARD AGENDA D1. Consideration and discussion regarding the Library Status. The oral report will be presented by Julie 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. Consideration and discussion regarding the Library Foundation Board 2017118 Fiscal Year Budget. The oral report will be presented by Julie Sowles, Library Director. E3. Consideration and discussion regarding 2018 Rancho Cucamonga Council/ Commissions/ Boards Meeting Dates. The discussion will be led by Kristine Scott, President. E4. Consideration and discussion regarding participation of non-Board Members with Foundation activities. Discussion will be led by Pamela Easter, Board Member. E5. SUB-COMMITTEE UPDATES. E6. 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 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, Wednesday, January 31, 2018, seventy-two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. Page 2 of 3 ,a r FEBRUARY 5, 2018 LIBRARY FOUNDATION BOARD AGENDA 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 leaming 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 REPORT L[BF-Attl'SrxtgtCts]DEPARTMENT Date: February 5, 2018 UGAMONGA 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 January 8, 2018. BACKGROUND: Attached, please find the minutes for the regular meeting of the Library Foundation Board taken and compiled by Library Administrative Secretary, Jennifer Palacios„ ANALYSIS: None. FISCAL IMPACT: None. COUNCIL GOAL(S) ADDRESSED: Not Applicable. ATTACHMENTS: Attachment 1 —January 8, 2018 Minutes Item C1-1 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, January 8, 2018, 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 6:15 p.m. Present were Members Davies, Easter, Gilfry, Gonzalez and Scott. 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 and Jennifer Palacios, Administrative Secretary. B. COMMUNICATIONS FROM THE PUBLIC None were presented. C. CONSENT CALENDAR C1. Consideration to approve Library Foundation Treasurer's Report of November 2017. MOTION, Moved by Member Davies to approve the Library Foundation Treasurer's Report of November 2017, seconded by Member Gilfry, motion carried, 5-0-4 (with Akahoshi, Leal, May and Soehnel absent). CZ Consideration to approve Minutes of December 4, 2017. MOTIOK Moved by Member Easter to approve the minutes, seconded by Member Gilfry, motion carried, 5-0-4 (with Akahoshi, Leal, May and Soehnel absent). Q. LIBRARY DIRECTOR'S STAFF REPORTS D1. Consideration and discussion regarding the Library Status. The oral report will be presented by Julie A. Sowles, Library Director. Julie A. Sowles, Library Director, stated on December 15, 2017 the Friends of the Library held their Annual Friends Breakfast on the Second Story. it was most of the Members first time being on the second floor and they were excited to be there. The Friends of the Library made a $62,000 donation, resulting in a record annual gift total of$152,000. Library Director Sowles reported that she met with other City Department Heads and Superintendents of local school districts and learned Central School District is building a new District Administrative Office at 8316 Red Oak. Item C1—2 Library Foundation Board Minutes January 8, 2018 Page 2 December 20, 2017 the Foundation received a CA State Library Innovation Station Project Grant for$10,000 and received a $10,000 Edison Grant for Second Story STEAM programming. December 20, 2017, the City Council adopted Resolution No. 17-120 establishing a meeting attendance policy for all City Council appointed Boards, Commissions, Committees and Foundations. Brian Sternberg, Assistant Library Director is currently conducting a comprehensive review of the Library Policies and Procedures with Staff. The Library's Rules of Conduct were revised and recommended by the Library Board of Trustees and will be forwarded for City Council approval in February. Board Member Leal arrived at 6:24 p.m. A revised City Ordinance is going to be presented to City Council on January 17, 2018, which prohibits fee-based businesses from operating in City Libraries, The Ordinance also permits the use of alcohol at fundraising events held at the Paul A. Blane Library, on "Main Street" and on the second floor. Kathy Sommer, Board Member, resigned from her position on the Foundation Board. A recruitment will be initiated to appoint a replacement for the remainder of her term(s), Library Director Sowles will report back at the next meeting regarding recognition of Member Sommer's Board service. The Del Mar Apartment has been rented. Move in was on December 27, 2017. During the months the apartment was vacant, the Treasure's Report reflects a loss of revenue because the Foundation is responsible for paying the unit's utilities when the apartment is not rented. E. BOARD BUSINESS El. Consideration and discussion regarding Second Story Fundraising. The report will be presented by Dianna Lee, Community Partnerships Coordinator, Dianna Lee, Community Partnerships Coordinator, reviewed the new Donor Notebooks with each Member. Dianna provided an additional insert that discusses the Second Story Recognition Opportunities. Kristine Scott, President, thanked staff for their help and for setting up the Second Floor for meetings with potential donors. E2. Consideration and discussion regarding Travel and Meeting Expense Policy. The oral report will be presented by Julie A. Sowles, Library Director. Library Director Sowles. discussed with the Members the need for a policy to regulate the use of the Foundation's new credit card, and offered Section D of the City's Travel and Expense Policy as a potential set of guidelines for Members to follow. Item C1—3 Library Foundation Board Minutes January 8, 2018 Page 3 President Scott commented that she likes the City's policy. MOTION: Moved by Member Davies to adopt the use of the City of Rancho Cucamon ga's Travel and Meeting Expense Policy as noted in Section D, seconded by Member Easter, motion carried, 6-0-3 (with Akahoshi, May and Soehnel absent). E3. Consideration and further discussion regarding Second Story Fundraising Goals,Tracking and Reporting of Activities. The discussion will be led by Kristine Scott, President. (This item was duplicated on the agenda. See item E5.) E4. Consideration and discussion regarding the Library Foundation Board 2017/18 Fiscal Year Budget. The oral report will be presented by Julie Sowles, Library Director. Library Director Sowles suggested the idea of providing a monthly update of the Foundation's annual Library Budget. The update would indicate the amount of the budget expended as well remaining balances on line items. This item will be revisited at the next meeting in a draft format to obtain feedback from Board Members E& SUB-COMMITTEE UPDATES. The oral report for the Capital Campaign Sub-Committee provided by Kristine Scott, President. (Duplicated on agenda as item E3.) Kristine Scott, President, reported that the Sub-Committee met and received updates from Dianna Lee regarding Second Story fundraising, and discussed potential meetings with new contacts to develop relationships and to schedule tours for potential donors. David Gonzalez, Vice President commented that a vision board will be created to keep track of the Foundation's monthly and quarterly goals. Board Member Easter, complimented the staff for all their hard work and putting the donor materials together for the Second Story fundraiser. E6. BOARDMEMBER ANNOUNCEMENTS. Board Member Davies, spoke about Library Board of Trustees Member, Mary Hannah and the possibility of her joining the Library Foundation Board as a Liaison if the By-Laws and rules permit it. Library Director Sowles commented that the discussion of appointing a Library Board of Trustees Liaison will appear on the Trustees Board's February meeting agenda. She will report back on their decision at the next meeting. Board Member Easter, reported that the Recruitment Brochure Development Sub-Committee would be meeting soon and progress would be reported at the next meeting. F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING None were identified. Item C1--4 Library Foundation Board Minutes January 8, 2018 Page 4 G. ADJOURNMENT MOTION: Moved by Member Easter to adjourn to Monday, February 5, 2018, seconded by Member Gilfry, motion carried, 6-0-3 (with Akahoshi, May and Soehnel absent). The meeting adjourned at 7:13 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Jennifer al is Administrative Secretary Approved: Item C1-5 STAFF REPORT LIBR.-1R1'SERV ICES DEPARTMENT DATE: February 5, 2018 RANCHO U TO: Rancho Cucamonga Library Foundation Board FROM: Julie A. Sowles, Library Director J3 SUBJECT: TREASURER'S REPORT— DECEMBER 2017 CASH REPORT BEGINNING MTQ MTD ENDING December,2017 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $26,251.03 78.00 $26,329.03 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 $3,565.70 $3,565.70 Play& Learn IslandsTM $89,972.50 $89,972.50 Lola A. Livesey Trust Account $218,801.97 $218,801.97 Innovation Fund $175,000.00 $175.000.00 Moving Forward:Workforce Tech Skills- Edison $12,500.00 $12.500.00 Operating Reserve Fund $5,000.00 $-5000.00 Second Story $14.182.82 $1,000.00 $15,182.82 Unallocated Funds $759,000.00 $759,000.00 TOTAL $1.446.799.57 $1,078.00 $1.447,877.57 LAW Account $1.416,798.09 Transferred to LAIF Account LAW Interest Union Bank Account' $31.079.48 Deposits in Transit Less Outstanding Checks Total Library Foundation Holdings: $1.447,877.57 Item C2--1 TREASU RE,,R'S REPORT ., DECENIBER 2017 Februaq 5, 2018 Page 2 Revenues: $1,078.00 Biane Donation Box $ 78.00 General Fund Donation (Easter& Miller Family) $ 1,000.00 General Fund Expenditures: $0 Item C2-2 Rancho Cucamonga Public Library Foundation CASH REPORT DECEMBER 2017 Beginning Balance $1,446,799.57 LAW Interest Earned Deposits Check Reversal - 12/19/2017 1,000.00 12120/2017 78.00 1,078.00 Less Checks Ending Balance $1,447,877.57 Union Bank, Statement Ending Balance $ 31,079.48 Less: Outstanding Checks - Add: Deposits in Transit Add: Investments - LAW 1,416,798.09 Adjusted Bank Balance $ 1,447,877.57 I'VINANC E1LIBRARYFOUNDATIOPACashRoport.xis Dec2017 11S 1 111 Item C2-3 pm k0 UnionBank• STATEMENT Page 1 of 2 OF ACC 0 U N T S RANCHO CUCAMONGA PUBLIC LIBRAR H UNON BANK SAfement Nwn6w: 6OVERNMENT SERVICES- SOUTH 0274 12/1/17. 12/29/17 POST OFFICE BOX 513840 LOS ANGELES CA 90051-3840 ..... Customer Inquiries 800.798.6466 Thank you for banking With us since 2008 CY30M S 10000 0013825.082585 674102 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P O BOX 807 RANCHO CUCAMONGA CA 91729 PUBLIC FUND CHECKING SUMMARY Accouni Number: Days in statement period: 29 Belli nni n9 balance on 12/1 $ 46,691.24 Total Credits 1,078.00 Deposits(2) 1,078.00 Total Debits .16,689.76 Checks paid (5 ) •16,689.76 Ending Balance on 12/29 S 31,079.48 CREDITS De its including check Dote Description 11eFerMMA Amount and cash credits 12/20 UNENCODED COURIER DEPOSIT 46140553 $ 1,000.00 12/21 CCV DEPOSIT SEGN 1221P50360 A•000000000IN 90231935 78.00 2 Deposits Total amount $ 1,078.00 DE BITS Checks smid Number Dob Amount Number Dot* Amourd Number Dab Amount 10201 12/5 $ 69.15 10204 12/5 $ 76.07 10206 12/8 $ 11.00 10203* 12/6 16,500.00 10205 12/11 33,54 5 Cheeks peal Total amount $ 16,689.76 Cfveb missing in sequence_Out of segvence check numbers may obo be 6coted in the Electronic debits section of your statement. DAILY LEDGER BALANCE Dante Wgar8clarxe Dwe bod-h atWoms Dab tedger8a6we 12/1.12/4 $ 46,691.24 12/8.12/10 $ 30,035.02 12/21-12/29 $ 31,079.48 12/5 46,546.02 12/11.12/19 30,001.48 12/6.12/7 30,046,02 12/20 31,001.48 MIX Item C2-4 LAIF Regular Monthly Statement Page 1 of 1 Local Agency lnvestmenl Fund P.O,8oz 942809 Sacramento,CA 94209-0001 www.treasurer.co.¢ovipmia-WVlgif an (916)653-3001 January 16,2018 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION TREASURER te PMIA.AveraMonthly Yields 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA,CA 91729 Account Number. Tian Tie D6nitioos December 2017 Statement Account Summary Total Deposit: 0.00 Beginning Balance: 1,416,798 09 Total Withdrawal: 0.00 Ending Balance: 1,416,798 09 Item C2-5 1/16/2418 STAFF REPORT : JABRARY SERVICES DEPAR7r\1ENT Date: February 5, 2018 ANCHO To: Rancho Cucamonga Library Foundation Board UCAMONCA From: Julie Sowles, Library Director aJ Initiated By: Dianna Lee, Community Partnerships Coordinator Subject: CONSIDERATION AND DISCUSSION REGARDING SECOND STORY FUNDRAISING RECOMMENDATION: No recommendation. For information only. BACKGROUND: A Second Story Campaign donor tracking tool has been created, and once finalized, it will be made available for online access and updating by all campaigners. Thank you letters to all our recently received donations and grants have been mailed. The solicitation list has been updated. A Second Story campaigner refresher training is being planned for campaign volunteers to update them on the new campaign materials generated, including all the recent changes. Board members are welcome to attend this training. Other items suggested by the campaign sub- committee to be covered include: • Revisiting the prospect list and assignments • Prospect cultivation best practices • Revisiting the priority list and recruiting more volunteers The Silent Phase list will have additional names added, as a result of recent meetings,which have resulted in new leads or contacts. It will be submitted for approval this month. If Library Foundation members have any additional new potential donors to cultivate, please share this information with Dianna Lee. Two follow up meetings have been set with interested prospects. The results of these meetings will be reported out when information is available. The Rancho Reporter, to be released later this month, will feature a sponsorship opportunities article on the Second Story and the RC Sports Center. Sponsorship cross marketing has resulted in additional packets being mailed out to potential new prospects. ANALYSIS: None. FISCAL IMPACT: None. Item E1-1 CONSIDERATION AND DISCUSSION REGARDING SECOND STORY FUNDRAISING FEB RU-kRy 5,2018 PAGE 2 COUNCIL GOAL(S) ADDRESSED: Not applicable. ATTACHMENTS: None. Item E1-2 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BUDGET FY 2017-2018 BUDGET 50% Remaining REMAINING 2017-2018 YTD BUDGET REVENUES Rental Income $16,800 $3,026 Interest Earned $5,000 $7,,320 Personal Donationsincl direct mail campaign) $5,000 $5 PAB'&Arch Snack Machin ' e 98 ;,Biane�Dona6on,Box 8 Other Events(TDF, Big Give, etc.) $15,000 $4,993 Coorate Grants $5,000 Betfier World Books , $191 RtCammFd^,(McNa �Fund} m. 0 w. Play and learn IslandTm Revenue $20,000 Second Story Campaign j$36265 Revenue Totals J$66,800 J$52,241 OPERATIONAL EXPENSES Conference for Boardmembers $1,000 Board Expenses $1,000 $298 $702 Insurance $1,041 Board Training/Strategic Planning $2,000 $1,775 $225 Major Direct Mail Piece $7,000 Annual Calendar $15,000 Publici� $2,000 /r i i r ii 'ISO .om,.,,,,.l.,rm-r-,..�`.�c,J', �,h�.�,...�w�. ,,.� ,,,,,,,,G✓d.,r . i. ,,,;U,,, r ,.� ylrR„n „m„! .✓� ,.�o „„?, , ,..rz..,a „ . .. .,, Tax Preparation $11000 $2,062 ($1,062) Library Programming Incentives $1,000 G Tosco a Contract IL$26,500 1$26,500 0 OPERATIONAL EXPENSES SUB TOTAL J$57,541 J$30,826 ($135) EVENTS 2nd Story Cam ai n Related Events $6,000 1$3,633 1$2,367 EVENTS SUB TOTAL $6,000 J$3,633 J$2,367 TOTAL OPERATIONAL EXPENDITURES $63,541 134,468 $1,530 DONATIONS TO LIBRARY Adult literacy $10,000 Children'stSpecial Programs $5,000 Cultural Arts Events $15,000 Professional Development $5,000 Innovation Fund $5,000 Matching for Library Grants $15,000 Fund Development Coordinator $25,000 $25,000 $0 Exhibit Rental $40,000 DONATIONS TO LIBRARY SUB TOTAL J$120,000 J$25,000 $0 TOTAL FOUNDATION EXPENDITURES $183,541 59 458 $1,530 Item E2-1 2 T 3 _ = � _ s 2 3 4 5 6 2 3 2 3RC Council/ 7 8 9 10 11 12 13 4 ,6°. 8 . g 10 4 6 8 9 xo � 14 16 18 19 20 11. .]2." ommissions 13.. 15 i6 i 17 11 12 13 14 15 16 17 21 22 2 2 2 26' 2 1$. ,2A 2 22 2 3 4 5 -� ,.e � 324_ x8 1g 20 3 24 28 29 30 31 25:; 26 27. 28 25 26 :27 28 29 30 31 BoaT 17F — MelepTiLng Dates M _ _ _ - - 1 3 6 ^ 1 4 5, 1 8 9 10 11 12 13 14 6 8 9 10 11 12 5 — 8 9 - 15 16 17 19 20 21 13 14 15 17 18 19 10 it 12 13 14 15 16 22 23 24 25 26 27 28 2 221 22 23 24 25 26 17 18 19 21 22_ 23 - - - m '29 30 27 s 29 30 31 24 25 26 27 28 29 30 M - I M t 3 � 67 3 4 8 9 10 11� 12 i4 d 6 7 8 9 _. 10 11 4 7 8 15 16 17 19 �20, 21, �12 13 14 16 17 18 9 10 it < 12 13 14 15 2 -5 16 1 1$` 20 21 22 .2 23 24 25j 26 27 .28 19 20 21 23 24 22 7 29 30 31 26 _27 28 29 30 31 •a3 24 25 a6 27 28 29 - — 30 Council Meeting 7Pm Planning&Historic � � _` _ _ Preservation Comm. 7Pm 2 6 2 3 Library Board of 7 8 9 10 11 12 13 4 6 8 9 10 2 4 - 7 8 Trustees 6 m 14 15 16 18 19 20 11 13 14 15 16 17 9 10 11 12 13 144115 Library Foundation bpm 21 22 23 24 25 26 27 18 19 20, : 23 24 16 17 � 18 20 '21 22 � Park&Recreation 28 29 30 31 25 26 27 28 29 30 23 26 2.7 28 29 Comm. m Community&Arts 30 31 Foundation 51)m