HomeMy WebLinkAbout2018/05/07 - Agenda Packet - Library Foundation Board r'
MAY 79 2018
LIBRARY FOUNDATION BOARD AGENDA
SPECIAL MEETING
RANCHO CUCAMONGA PUBLIC LIBRARY
BIANE CONFERENCE ROOM
12505 CULTURAL 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 April 2, 2018.
C2. Consideration to approve Library Foundation Treasurer's Report of March 2018.
F� 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.
MAY 73 2018
LIBRARY FOUNDATION BOARD AGENDA
SPECIAL MEETING
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 to recommend appointment of new Library Foundation
Member to City Council Subcommittee. The oral report will be presented by Kristine Scott,
President.
E3. Consideration and discussion regarding Library Foundation Board Member Commitment
Description document.The oral report will be presented by Rebecca Davies, Board Member.
E4. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by
Mary Hannah.
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.
Page 2of3
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MAY 712018
LIBRARY FOUNDATION BOARD AGENDA
SPECIAL 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,
Tuesday, May 01, 2018, 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 teaming 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
LIBRARY SERVICES DEPARTMENT
ANC
Date: May 7, 2018 C .AMOO
..�.
y RNGA
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 April 2, 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 —April 2, 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, April 2, 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
6:00 p.m. Present were Members Akahoshi, Gilfry, Gonzalez, Scott and Soehnel.
Also present were Mary Hannah, Library Foundation Board Liaison, 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 Minutes of March 5, 2018.
MOTION: Moved by Member Soehnel to approve the minutes of March 5, 2018, seconded by
Member Gonzalez, motion carried, 5-0-3 (with Davies, Easter, and Leal absent).
C2. Consideration to approve Library Foundation Treasurer's Report of February 2018.
MOTION: Moved by Member Soehnel to approve the Library Foundation Treasurer's Report of
February 2018, seconded by Member Gilfry, motion carried, 5-0-3 (with Davies, Easter, and Leal
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 a card is going around for retired Board Member,
Leslie May to thank her for her years of service. Library Director, Sowles also stated Board
Member May will not be able to attend a celebration, but the thank you card and certificate will be
mailed.
Library Director Sowles reported the Friends of the Library held their annual dinner on Sunday,
March 25, 2018 and presented to the Library a check donation in the amount of $25,000.
Attachment 1 Item C1-2
Library Foundation Board Minutes
April 2, 2018
Page 2
Julie A. Sowles, Library Director stated she, Margaret Hatanaka, Adult and Teen Supervisor and
Brian Sternberg, Assistant Library Director attended the 2018 Public Library Association (PLA)
Conference in Philadelphia, PA on March 20th to the 24th.
Library Director Sowles reported the Library Foundation Board recruitment deadline has been
extended to April 6, 2018.
Julie A. Sowles, Library Director stated she will be attending the City Council dinner meeting on
Wednesday to share with them changes to the Foundation Member recruitment process.
Pam Easter, Board Member arrived at 6:04 p.m.
Library Director Sowles stated a subcommittee needs to be created to go through the applications
and have preliminary interviews for potential candidates. The subcommittee would then make a
recommendation to the Library Foundation Board and take the Board recommendation to the City
Council Subcommittee.
Kristine Scott, President stated she would like to volunteer to be part of the new subcommittee.
Library Director Sowles stated three members are needed to create the subcommittee.
David Gonzalez, Board Member stated he would like to volunteer to be part of the subcommittee.
Heidi Soehnel, Board Member stated she would like to volunteer to be part of the subcommittee.
Library Director Sowles thanked the volunteers of the new subcommittee and stated a review of
the applications and preliminary interviews will be scheduled before the next Library Foundation
Board meeting.
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.
Brian Sternberg, Assistant Library Director reviewed with Board the Book to Action Grant April
Programming flier which will be combined with the Asian Pacific Cultural Arts Night on
May 4, 2018 at the Paul A. Biane Library. Celebrating kindness and compassion with the
community themed around, 'The Book of Joy: Lasting Happiness in a Changing World," by the
Dalai Lama and Desmond Tutu" with a variety of Children's programs, a Family Saturday and a
special finale event. The Library will also be partnering with the Family Resource Center for a
Food Drive.
Assistant Library Director Sternberg reported April is National Poetry month with an upcoming
poetry slam program on April 25, 2018 at the Biane Library. The event features award-winning
Los Angeles poet, Matthieu Callier who will be sharing some of his poetry and offering tips and
advice to aspiring poets.The Literacy Services will also have a National Poetry month celebration
held on April 26, 2018 at the Archibald Library.
Brian Sternberg, Assistant Library Director reported for the Children's programming an upcoming
Family Saturday, Earth Day event will be on April 21, 2018 at Archibald and Biane Libraries. The
Library is partnering up with the City's Engineering Department to offer special Family Storytime's
Item C 1—3
Library Foundation Board Minutes
April 2, 2018
Page 3
in honor of Earth Day. A special performance from an interactive science experiment group "Mad
Science" as well as Earth Day crafts reminding families to reduce, reuse and recycle.
Assistant Library Director stated the Second Story will be holding another Ready Open Play event
on April 7, 2018. The theme will be eighties retro with music, crafts and activities.
Brian Sternberg, Assistant Library Director stated the Second Story will also hold a Study Skills
for Academic Success contract class taught by a college professor. The course guides students
though and understanding of various study skills and organizational methods to improve
academic achievement.
Assistant Library Director reported the Second Story is piloting a Mental Health First Aid Training
on April 28, 2018 to the public.
Library Director Sowles stated Chaff ey College reached out to the Library to have their educators
take a Mental Health First Aid Training Class.
Brian Sternberg, Assistant Library Director reported the Second Story will have a Young
Engineers four-day program every Friday starting on April 13, 2018 to May 4, 2018. The program
will teach the basics of coding a robotic and testing the robot in a tournament.
E. BOARD BUSINESS
El. Consideration and discussion regarding Second Story Fun raising. The Staff Report will
be presented by Dianna Lee, Community Partnerships Coordinator.
Dianna Lee, Community Partnerships Coordinator, distributed and discussed campaign
handouts.
Community Partnerships Coordinator thanked those who attended the campaign training on
March 27, 2018.
Board Member Easter stated it was an informative workshop.
E2. Consideration and discussion of Second Story sustaining funds. The discussion will be
led by Library Director, Julie Sowles.
Julie A. Sowles, Library Director, distributed and reviewed the Naming Opportunities and Donor
Recognition handout and the Ongoing Second Story Fundralsing Needs handout.
E3. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented
by Mary Hannah.
Mary Hannah, Library Foundation Board Liaison stated Serving with a Purpose conference will
on Wednesday, May 2, 2018.
Board Liaison Hannah reported on the Library Services Technology Services presentation that
took place at the Library Board of Trustees meeting on March 1, 2018.
Item C1—4
Library Foundation Board Minutes
April 2, 2018
Page 4
4. SUB-COMMITTEE UPDATES.
Board Member Easter presented the Board the Library Foundation Board Brochure.
Board Member, Scott was delighted with how the brochure is presented and laid-out. She was
pleased to see the section in the brochure of"how to become involved."
Board Member Easter thanked staff for all their hard work assisting with the lay-out of the
brochure.
Library Director Sowles stated Carol Durkel, Library Technician, made it possible.
Board Member Scott thanked the subcommittee and staff for their time and commitment.
The Library Foundation Board Members agreed to move forward to print the recruitment
brochures.
Board Member Easter asked the Board if it would be possible to create a list of expectations of
what is expected to serve on the Library Foundation Board with what is already noted in the
Library Foundation bylaws summarized.
The Library Foundation Board agreed.
Board Member Easter offered Noelia Chapa, a potential new Board Member and herself to review
and update any modifications to the Library Foundation bylaws, working directly with staff and
presenting a draft for the Board to review in a future meeting.
Board Member Scott thanked Board Member Easter for volunteering and felt confident the new
update to the bylaws will be accurate
5. BOARDMEMBER ANNOUNCEMENTS. (Comments to be limited to three
minutes per Board Member.)
Board Member Gonzalez reported the Quakes opening day will be on April 12, 2018. He
encouraged everyone to attend to this fun filled event.
F. IDENTIFICATION F ITEMS FOR THE NEXT MEETING
G. ADJOURNMENT
MOTION: Moved by Member Akahoshi to adjourn to Monday, May 7, 2018,seconded by Member
Easter, motion carried, 5-0-2 (with Davies and Leal absent). The meeting adjourned at 7:11 p.m.
Item C1-5
Library Foundation Board Minutes
April 2, 2018
Page 5
Respectfully submitted,
Tina Gilfry
Secretary, Library Foundation Board
Prepared by,
Jennifer Palacios
Administrative Secretary
Approved:
Item C1—6
STAFFREPORT.................................................................................................................................................................................... ....................................................................................................................................................................................................................................
LIBRARY SERVICES DEPARTMENT
kANCHO
DATE: May 7, 2018 CUCA
TO: Rancho Cucamonga Library Foundation Board
FROM: Julie A. Sowles, Library Director
SUBJECT: TREASURER'S REPORT– MAR 2018
............... .............................................................................................
CASH REPORT BEGINNING MTQ MTQ ENDING
CASH
March,201 8 BALANCE REVENUES EXPENDITURES CASH BALANCE
FUND
General IIAM547.29 $3,400.00 j9j.E1.64 $1,485,795 65
Archibald Children's Books
Endowment
Victoria Gardens Books 121125.00 I93125.00
Adult it racy 1124OO.55 1124OO-55
Greg&"Ferri jacobs-_Literacy
Ela' &.L%,ffn_Ls Ian d s`r� e 72,50 $69.972.50
Lola A. Livesgy Trust Account $219,801.97 219a01.97
Inn ovationFund $izgi�00.OQ 175, ,0
c: in Forward:Workforce Tech
Skills ® Edison1 f50 03 1m50 0
QRgMfiffl_a2jkEkfUfLd 5ao-0,00 Aq�00 0
Second Sto 11A,182.82 $800.00 11
Unallocated Funds 0. 759.000.00
TOTAL j2a1_�.095.8�3 jgjE1.64 $Z908.144.19
Item C2-11
TREASURER'S REPORT— MARCH 2018
May 7, 2018
Page 2
LAIF Account $1,421,175.31
Transferred to LAIF Account
LAW Interest
Union ccount $71,420.34
Deposits in Transit
Less Outstanding Checks $6,000.00
Total Library Foundation
Holdings, $1,486,595.65
Revenues: $4,200.00
Lewis Apt. 005 $ 1,400.00 General Fund
Lester & Rebecca Davies $ 2,000.00 2018 Lewis & Gilfry Concert
Doug Morris $ 800.00 Second Story
Expenditures: $6,000.00
Black History Cultural Arts Night $ 3,000.00 General Fund
Asian Pacific Islander Cultural Arts Night $ 3,000.00 General Fund
Total Holdings $ 1,486,595.65
Outstanding Library Budget $ 117,931.00
Second Story Campaign Commitment $ 500,000.00
Available Funds $ 868,664.00
ATTACHMENTS:
Attachment 1 — Rancho Cucamonga Public Library Foundation Budget FY2017-2018 Budget
Item C2-2
RANCHO CUCAMONGA
PUBLIC LIBRARY FOUNDATION D ET
Y 2017-2018 BUDGET
2017.2018 YTD
REVENUES
Rental Income $16,800 $5,826
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 $7,970
Corporate Grants $5,000
Better World Books $191
RC Comm Fd (McNay Fund) $55
Play and Learn IslandTm Revenue $20,000
Second Story Campaign $37,065
,Revenue Totals $66,800 J$63,196
TOTAL FOUNDATION REVENUES g6,800 M.1
REMAINING
2017-2018 YTD BUDGET
OPE TIL X S
Conference for Boardembers $1,000 $1,000
Board Expenses $1,000 $450 $550
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
Gyroscope Contract $26,500 $26,500 Iso
JOPERATIONAL EXPENSES SUB TOTAL J$57,541 J$30,976 J$26,764
EVENT
2nd Story Campaign Related Events $6,000 $3,633 $2,367
EVENTS SUB TOTAL $6,000 $3,633 $2,367
TOTAL OPERATIONAL EXPENDITURES 63 541 610 $29,121
DONATIONS TO LIBRARY
Adult Literacy $10„000 $10,000
Children's/Special;Programs $5„000 $5,000
Cultural Arts Events $15,000 $6,000 $9,000
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 $40,000 $40,000
DONATIONS TO LIBRARY SUB TOTAL 1$120,000 J$31,000 J$89,000
TOTAL FOUNDATION EXPENDITURES $183,541 $65,610
REMAINING FUNATI X NDIT $117,931
Attachment I Item 2-
STAFF REPORT M
UBR.mi,SEM ICES Dr-PARTNIUNT ,o
M., ..,,
RANCHO
Date: May 7, 2018 AM A
To: Rancho Cucamonga Library Foundation Board
From: Julie A. Sowles, Library Director e
Initiated By: Dianna Lee, Community Partnerships Coordinator
Subject: CONSIDERATION AND DISCUSSION REGARDING SECOND STORY
FUNDRAISING
RECOMMENDATION:
No recommendation. For information only.
BACKGROUND:
The donor software (Raisers Edge) used to track the Foundation's fundraising efforts has been updated to
include all identified Second Story donations received to date.
Campaign Sub Committee members are collecting support letters needed for presentation packets.
Cucamonga Valley Water District Sub Committee and staff toured the Second Story space this month.The
tour was very successful. The Library Foundation Campaign Team awaits a date to make a formal
presentation to their organization.
Additional "ask meetings" need to be scheduled. Once meetings are set, Dianna Lee will update the list
and send it out. Please let Dianna Lee know when Foundation members are ready to schedule an "ask
meeting" or any presentation meetings.
ANALYSIS:
None.
FISCAL IMPACT:
None.
COUNCIL GOALS] ADDRESSED:
Not applicable.
ATTACHMENTS:
None.
Item E7-1
RANCHOMW'
' • � . s
'LABRA Y
� Library Foundation Board Member Commitment Description
The mission of the Rancho Cucamonga Library Foundation is to support 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.
The City's Library Foundation is led by a Board of Directors appointed by the City Council. As a 501(c)(3)
organization,we support the work of the City's Library, through fundraising for major projects, programs
and services; raising awareness and support of our Library system;and advocating at the local, state and
national levels.
The Role of the Board of Directors
1. Ensure fiscal and legal responsibility of the Foundation and help raise resources.
2. Define and oversee our mission and keep it relevant to the needs of our community.
3.Provide strategic guidance to the Foundation.
4.Serve as an ambassador/spokesperson for the Foundation in the community.
S. Ensure continuous Board improvement.
Board Member Responsibilities
As a Foundation Board Member, I commit to:
A. Attendance:Attending Board meetings and Foundation events. Board meetings are held on the
first Monday of the month from 6-7:30 p.m.As needed,the Board occasionally holds a
retreat/planning session and 3-4 special events each year.As stated in City Council Resolution
NO. 17-120, Foundation members are required to attend 66%of regularly scheduled meetings
during a calendar year. (Attachment 1)
B. Fundraising:Participating in fundraising. Fundraising may include prospect research, making
thank you calls, meeting with donors, and/or serving on a fund development committee and
promoting special events.All Board Members are expected to make at least one personally
significant contribution per year.This contribution is the largest gift I am able to comfortably
make,and one of my three largest philanthropic investments for the year. I will make a good
faith effort to raise as much money as I can for the Library Foundation.
C. Committees:Participating on at least one standing or ad hoc committee. Standing committees:
Board Development, Executive, Finance, Fund Development and Public Relations(PR).Ad-hoc
committees are created as needed and dissolved upon completion of the project.
D. Commitment to Rancho Cucamonga Public Library: Learning about RCPL and its operations so
that i can be an effective advocate for the Library.As a leading advocacy voice and support
system for the Library,it is essential that Board decisions reflect the Library's needs and goals.
E. Participation: Understanding my roles and responsibilities and becoming sufficiently
knowledgeable about the Library Foundation to make informed decisions.Members are
expected to read the materials sent in advance of meetings and come to Board meetings
Item E3—t
prepared. Members are also expected to ask for clarification on any matters of confusion before
making a decision.
F. Speaking with one voice:Working towards those decisions and solutions that are in the Library
Foundation's best interest. I will listen respectfully to other Board Members and staff with an
open mind and an objective perspective,and will support Board decisions.
G. Confidentiality: Respecting the confidentiality of the Board's business.
H. Conflict of interest:Acting in the best interest of the organization and excusing myself from
discussions, decisions and votes where I have a conflict of interest.
I. Terms and Board Positions:Serving on the Foundation Board is for ofour-year term.There are
no term limits for this uncompensated,volunteer position.The Foundation has a President,Vice
President and Secretary.
Library Foundation Responsibilities
In turn,the Library Foundation will be responsible to me in several ways:
1. 1 will receive monthly financial reports and an update of organizational activities that allow me
to meet the"prudent person"section of the law.
2. Information and opportunities will be offered to me to participate in the Library's programs,
goals and activities;additionally,I may request such opportunities.
3. Board members and staff will respond in a straightforward fashion to questions I have that I feel
are necessary to carry out my fiscal, legal and moral responsibilities to the Library Foundation.
Fellow Board members and staff will work in good faith with me towards achievement of our
goals.
4. The Rancho Cucamonga Public Library Administration will assist in the development of goals,
activities and projects of the Rancho Cucamonga Library Foundation by presenting unfunded
wish lists and helping to lead brainstorming sessions to identify appropriate projects.
5. If the Library Foundation does not fulfill its commitments to me, I may call on the Board
President /or staff to discuss these responsibilities and any concerns I may have.
6. The Library Foundation will carry Directors'and Officers' liability insurance.
As a Foundation Board member, I understand I am required to be fiscally and legally responsible, along
with other Board members, to the Library Foundation. I accept the Foundation Bylaws and Articles of
Incorporation(Attachment 2)and will be morally responsible for the health and well-being of the Library
Foundation.
If I am not able to meet my obligations as a Foundation Board member, I will offer my written resignation
to the Foundation Board President or Library Director.
Print Name—Board Member Signature—Board Member Date
Print Name—Board President Signature—Board President Date
Item E3-2
Attachment 1
RESOLUTION NO. 17-120
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO CUCAMONGA, CALIFORNIA, ESTABLISHING A
MEETING ATTENDANCE POLICY FOR CITY COUNCIL
APPOINTED BOARDS, COMMISSIONS, COMMITTEES AND
FOUNDATIONS
WHEREAS, the City Council from time to time establishes Advisory Committees to the
City Council to review certain community issues, solicit community input, and provide advisory
recommendations to the City Council; and
WHEREAS, the City of Rancho Cucamonga has an exceptional pool of talented residents
that are willing to contribute their time and efforts on committees to help make their city a place
to live, work and enjoy; and
WHEREAS, the City Council appoints members to the following:The Community and Arts
Foundation, Design Review Committee, Library Board of Trustees, Library Foundation Board,
Planned Community Citizens Oversight Committee, Parks and Recreation Commission,
Planning/Historic Preservation Commission, West Side Citizens Oversight Committee, and the
Public Art Committee.
WHEREAS, the City Council anticipates that members appointed to the City's Boards,
Commissions, Committees and Foundations will make every reasonable effort to attend all
meetings of their respective Boards, Commissions, Committees and Foundations, to be
prepared to discuss matters on their respective agendas.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,
HEREBY RESOLVES, City Boards, Committees, Commissions and Foundations appointed by
the City Council adhere to the following meeting attendance policy:
Attendance Requirements
1. A Board, Commission, Committee or Foundation member shall be required to attend 66%
percent of regularly scheduled meetings during a calendar year. For persons not serving
for an entire calendar year, the 66% attendance requirement shall apply to meetings held
during the portion of the year during which the person served.
2. A member of a Board, Commission, Committee or Foundation absent from 33% or more
of the regularly scheduled meetings of such body, in a calendar year, may be terminated
by the City Council.
3. Absence rates will be calculated based on a one-year period, beginning on January
list of each year and ending on December 31st of the following year.
4. If a member arrives more than 30 minutes after the start of a meeting, they will be counted
as absent for purposes of attendance at the meeting
5. A Member who cannot attend a Regularly Scheduled Meeting is required to inform the
Board, Commission, Committee or Foundation staff liaison 48 hours prior to the meeting,
except in emergency situations.
6. When an absence by a member occurs after the posting of the agenda, which results in
lack of a quorum and therefore, cancellation of the meeting, the attendance of Boards,
Item E3-3
Commissions, Committees and Foundations for the noticed meeting will be recorded on
the attendance report, noting who could or could not have made the meeting.
Leaves of Absence for Members.
1. Any member who feels that unique circumstances (family or medical reasons) may lead to
numerous absences, can request a leave of absence.
2. The member must submit to the City Clerk a request for a leave of absence.
3. Members may request a leave of absence from the position for up to 6 months in a 12-month
period.
Attendance Reports Required Annually.
1. Department Director or staff liaisons to appointed Boards, Commissions, Committees and
Foundations shall monitor attendance requirements for non-compliance and send a letter to
any member who is in danger of violation of the attendance requirement, asking them to be
mindful of said requirement.
2. In December of each year, the secretary for each Board, Commission, Committee or
Foundation shall prepare a written report of attendance, noting the number of meetings
attended, regular and special meetings, meetings missed, and a delineation of 33% percent or
more absences of members for the calendar year. The report shall be delivered to the City
Clerk no later than December 30th of each year. The City Clerk shall forward the report to the
Mayor and City Councilmembers in January.
3. Prior to the annual attendance report being submitted for City Council review, the Department
Director or liaison shall provide the report to each Board, Commission, Committee and
Foundation for review and comment.
4. All applicants for Boards, Commissions, Committees and Foundations shall be notified prior to
City Council appointment regarding time requirements for serving and this policy regarding
removal.
PASSED, APPROVED, AND ADOPTED this 201h day of December 2017.
Item E3-4
Attachment 2
Placeholder for Bylaws/Articles of Incorporation
To The added after the Bylaws are revised and adopted by the Fouriidarti'Dri Board.
J,Articles qflncorporal-ion will not, be revised, Mit iapj,:)eor as the,final page nf the Bylcym�s
document.]
Item E3-5