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Home My WebLink About2018/04/02 - Agenda Packet - Library Foundation Board �II k .ro p'EJ APRIL 2, 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, Rebecca Davies Vice President, David Gonzalez. Board Member, Pam Easter Secretary, Tina Gilfry Board Member, Ruth Leal Board Member, Teresa Akahoshi 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 March 5, 2018. C2. Consideration to approve Library Foundation Treasurer's Report of February 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. v APRIL 2, 2018 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 of Second Story sustaining funds. The discussion will be led by Library Director, Julie Sowles. E3, LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by Mary Hannah. E4. SUB-COMMITTEE UPDATES. E5. 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. IG. 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, Wednesday,March 28,2018,seventy-two(72) hours priorto the meeting per Government Code 54954.2 at 10500 Civic Center Drive. Page 2of3 0 A + r APRIL 2, 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 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 REPORT r , LIBR:IRY SERVICES DEPARTMENT Date: April 2, 2018 Ct3CAM ONGA 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 March 5, 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 GOALS) ADDRESSED: Not Applicable. ATTACHMENTS: Attachment 1 -- March 5, 2018 Minutes Item C1-1 CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Regular Meeting LIBRARY DIRECTOR ANNOUNCEMENTS The Library Board Director opened the meeting up for announcements at 6:02 p.m. Present were Members Davies, Gonzalez, Scott and Soehnel. Also present were Mary Hannah, Library Foundation Board Liaison, Julie A. Sowles, Library Director, Cara Vera, Library Services Manager, Dianna Lee, Community Partnerships Coordinator and Jennifer Palacios, Administrative Secretary. Julie A. Sowles, Library Director, presented a certificate to Kathy Sommer that acknowledged her terms of service as a Board Member with the Foundation Board. Library Director Sowles presented another certificate to Jackie Amsler that acknowledged her service as the Library Foundation Board Liaison. A celebration of cake and punch took place after certificate announcements. Library Director Sowls welcomed Mary Hannah, Library Board of Trustees as then Library Foundation Board Liaison and Sarah Tompkins, Library Board of Trustees as the alternate Foundation Board Liaison. Julie A. Sowl , Library Director, announced the Vacancy Notice with the Library Foundation Board went live on the City's webpage March 5, 2018. Review date will be on March 15, 2018 and close on March 29, 2018. A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday, March 5, 2018, inthe Tri-Communities Room, located at the it of Rancho Cucamonga at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:26 p.m. Present were Members Davies, Gonzalez, Leal, Scott and Soehnel. Board Member Leal arrived 6:26 p.m. Also present were Mary Hannah, Library Foundation Board Liaison, Julie A. Sowles, Library Director, Cara Vera, Library Services Manager, Dianna Lee, Community Partnerships Coordinator and Jennifer Palaclos, Administrative Secretary. B. COMMUNICATIONS FROM THE PUBLIC None were presented. Item C1—2 Library Foundation Board Minutes March 5, 2018 Page 2 C. CONSENT CALENDAR C1. Consideration to approve Minutes of February 5, 2018. MOTION: Moved by Member Davies to approve the minutes of February 5, 2018, seconded by Member Easter, motion carried, 5-0-4 it Akahoshi, Easter, Gilfry and May absent). C2. Consideration to approve Library Foundation Treasurer's Report of January 2018. MOTION: Moved by Member Gonzalez to approve the Library Foundation Treasurer's Report of January 2018, seconded by Member Davies, motion carried, 5-0-4 (with Akahoshi, Easter, Gilf ry and May 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 Victoria Gardens will no longer host our de Fork. Library Director SowI reminded the Board, Serving with a Purpose Conference will be held on Wednesday, May 2, 2018 at the Ontario Convention Center. 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. Cara Vera, Library Services Manager presented the report for Brian Sternberg, Assistant Library Director. Library Services Manager Vera invited the Board to save the date for Star Wars Reads which will be held on Saturday, May 26, 2018. The Library Foundation Board will have a booth set-up. Library Services Manager Vera reported Read Across Rancho will be Saturday March 10, 201 B.Second Story kicked off the month of March with a three-day program called Little Scientist (for ages 4 to 7 years old).The program started on March 2, 2018 and will take place each Friday through March 14, 2018. Cara Vera, Library Service Manager, reported the Second Story will also be holding a Robotics Challenge course for children ages 10 to 15 years old. The five-day class will take place the week of Spring Break, March 26 through 30, 2018. Julie A. Sowles, Library Director, stated the Friends oft Library committed$10,000 to launch a scholarship fund for families that may need financial aid to attend Second Story fee classes. Item C1-3 Library Foundation Board Minutes March 5, 2018 Page 3 E. BOARD BUSINESS El. Consideration and discussion regarding Second Story Fundraising. The Staff Report will be presented by Dianna Lee, Community Partnerships Coordinator. Dianna Lee, Community Partnerships Coordinator, reviewed the Donor Profile or out with the Board and invited the Board to attend the Campaigner Update Workshop on Tuesday, March 27, 201 8. E2. Consideration and discussion regarding the Library Foundation Board 2017/18 Fiscal Year Budget. The oral report will be presented by Julie Sowles, Library Director. Julie A. Sowles, Library Director, discussed the draft of a monthly update oft Foundation's Annual Library Budget. Member Soehnel thanked staff forte information displayed on the Foundation's Annual Library Budget. The Board was pleased with the information not and would like to continue to receive the report int format. E3. Consideration and discussion regarding the date change for the Board meeting dates in July and September 2018. The discussion will be led by Kristine Scott, President. Member Scott brought back the discussion with the Board to change the meeting dates in July and September 2018. Member Scott proposed to change the Monday, July 2, 2018 meeting date to Monday, July 9, 2018. MOTION: Moved by Member Davies to approve the new meeting date to Monday, July 9, 2018, seconded by Member Soehnel, motion carried, 5-0-4 (with Akahoshi, Easter, Gilfry and May absent). Member Scott proposed to change the Monday, September 3, 2018 meeting date to Monday, September 10, 2018. MOTION: Moved by Member Gonzalez to approve the new meeting date to Monday, September 10, 2018, seconded by Member Soehnel, motion carried, 5-0-4 (with Akahoshi, Easter, Gilfry and May absent). E4. Consideration and discussion regarding Board Member attendance and Article V, Section 6 of the Foundation Byl of Directors. The discussion will be led by Kristine Scott, President. Member Scott stated with the new City Policy of Board Member attendance, Board Member May has missed the last nine Board Meetings. Member Davies stated is it appropriate to move forward and have her removed from the Board. Item C1-4 Library Foundation Board Minutes March 5, 2018 Page 4 Member Soeho suggested a leave of absence to be offered to Member May. The Board agreed to offer Member May a leave of absence. Member Scott stated she would reach out to Member May to off er her a leave of absence. E5. SUB-COMMITTEE UPDATES. Member Davies stated the Recruitment Brochure Sub-Committee met last week. Library Director Sowles will present a draft brochure for review and comments at the April 2, 2018 meeting. Member Scott stated the Campaign Sub-Committee met last week to draft Thank You Letters for Support from City Officials to accompany the application when applying for Grants. Member Gonzales stated Member Gilfry and himself are working on the name forte Gilfry-Lewis event. Member Gonzalez presented the new fundraising amounts on the Campaign Goal Thermometer. E6. BOARDIVIEMBER ANNOUNCEMENTS. F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING Review and comment on the Recruitment Brochure. G. ADJOURNMENT MOTION: Moved by Member Davies to adjourn to Monday, April 2, 2018, seconded by Member Gonzalez, motion carried, 5-0-4 (with Akahoshi, Easter, Gilfry and May absent). The meeting adjourned at 7:04 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Jennifer Palacios Administrative Secretary Approved: Item C1—5 STAFF REPORT ..................... LIBRARY SERNrICEs DEJ3 AR n,IE I' kAN&0 DATE: April 2, 2018 CUCAM ONGA TO: Rancho Cucamonga Library Foundation Board FROM: Julie A. Sowles, Library Director SUBJECT: TREASURER'S REPORT– FEBRUARY 2018 .................... CASH REPORT BEGINNING MTD MTD ENDING Februarv92 1 CE REVENUES EXPENDITURES CASH BALANCE FUND General11&4,9147.29 $1,400.00 $1,488,54 .29 Archibald Children's Books Endowment14Q90-0-00 $40,000. 0 Victoria Gardens Books $83.125.00 $83.125-00 Adult Literacy 112,400.55 Gre &Terri Jacobs- Llterac 5 .70 $3,565.70 Play& Learn IslandsTm 72.50 $89.972.50 122&_ Lola A. Li egg Trust Account l21g&01.97 $218,001.9 Innovation Fund $j�000MOO $175,000.00 Mgain q_Forward.Workforce Tech Skill!g ?: i , n, 1 &0-0-00 $12,500"00 Operating Reserve Fund K920-00 000,00 Second Sto[y JILIS2.82 1591 2 Unallocated Funds 759 00-000 =190-000 TOTAL J2370,695.83 IIA20-00 j52jQ00.00 $2,910,09 .03 Item C2-11 TREASURER'S REPORT— FEBRUARY 2018 April 2, 2018 Page 2 LAIF Account $1,421,175.31 Transferred tc LAIF Account LAIF Interest Union Bank Account $129,371.98 Deposits in Transit Less Outstanding Checks $62,OOOW Total Library oun a i n Holdings: 1,468,547x29 Revenues: $1,400.00 Lewis Apt. 005 $ 1,400.00 General Fund Expenditures: $62,000.00 Friends of the Library (Deposited into wrong acct.) $ 62,000.00 General Fund Total Holdings $ 1,488,547.29 Outstanding Library Budget $ 124,083.00 Second Story Campaign Commitment $ 500,000.00 Available Funds $ 925,064.29 Item C2-2 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BUDGET FY 2017-2018 BUDGET 2017-2018 YTD REVENUES Rental Income $16,800 $4,426 Interest Earned $5,000 $11,697 Personal Donations(incl.direct mail campaign) $5,000 $5 PAB&Arch Snack Machine $98 Biane Donation Box $288 Other Events (TDF, Big Give,etc.) $15,000 $5,970 Corporate Grants $5,000 Better World Books $191 RC Comm Fd(McNay Fund) $55 Play and Learn IslandTm Revenue $20,000 Second Story Campaign $36,265 Revenue Totals $66,800 J$68,996 TOTAL FOUNDATION REVENUES $66,800 $58,996 REMAINING 2017-2018 YTD BUDGET OPERATIONAL EXPENSES Conference for Boardmembers $1,000 $1,000 Board Expenses $1,000 $298 $702 Insurance $1,041 $1,041 Board Training/Strategic Planning $2,000 $1,775 $225 Major Direct Mail Piece $7,000 $7,000 Annual Calendar $15,000 $15,000 Publicity $2,.000 $2,000 Del Mar Apt 5 Utlities $190 Tax Preparation $1,000 $2,062 ($1,062) Library Programming Incentives $1„000 $1,000 G rosea a Contract` 1$26.500 J$26,500 Iso OPERATIONAL EXPENSES SUB TOTAL J$57,541 J$30,825 J$26,906 EVENTS 2nd Stoty Campaign Related Events $6,000 1$3,633 1$2,367 EVENTS SUB TOTAL 1$6,000 J$3,633 J$2,367 TOTAL OPERATIONAL EXPENDITURES $63,541 34 4583S 1,639 DONATIONS TO LIBRARY Adult Literacy $10,000 $10,000 Children's/Special Programs $5„000 $5,000 Cultural Arts Events $15,000 $15,000 Professional Development $5,000 $5,000 Innovation Fund $5„000 $5,000 Matching for Library Grants $15,000 $15,000 Fund Development Coordinator $25,000 $25,000 $0 Exhibit Rental J$40,000 J$40,000 DONATIONS TO LIBRARY SUB TOTAL J$120,000 $25,000 $951000 TOTAL FOUNDATION EXPENDITURES $183,541 $59,468 REMAINING FOUNDATION EXPENDITURES $124,083 Item C2-3 ,, .. STAFF REPORT � � p LIBRARY SERVICES DEPARTMENT Date: April 2„ 2018RANCHO UCAMONGA To: Rancho Cucamonga Library Foundation Board 0. From: Julie A„ Sowles, Library Director 6W Initiated By: Dianna Lee, Community Partnerships Coordinator Subject: CONSIDERATION AND DISCUSSION REGARDING SECOND STORY FUNDRAISING RECOMMENDATION: No recommendation. For information only. BACKGROUND: The Library Foundation Donor History List was created and emailed to all Foundation members last month for a review of potential) donors. Please ensure that Dianna Lee has been provided with any new donor prospects to incorporate into this list. A donor follow-up meeting was conducted this month with Cucamonga Valley Water District. Library Foundation members and staff are moving forward and await a date to make a formal presentation to their organization. Solicitation packets have been mailed out to a list of new contacts that was created by Dianna Lee. Staff is planning to encourage these potential donors and contacts to take a tour of library facilities. A follow up refresher training for Library Foundation members and campaign support partners was offered last week using new materials and notebooks. ANALYSIS: None. FISCAL IMPACT: None. COUNCIL GOAL(S) ADDRESSED: Not applicable. ATTACHMENTS: None. Item E1-1