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Home My WebLink About2018/08/06 - Agenda Packet - Library Foundation Board AUGUST 6, 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, Noelia Chapa 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 July 16, 2018. C2. Consideration to approve Library Foundation Treasurer's Report of June 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. AUGUST 6, 2018 LIBRARY FOUNDATION BOARD AGENDA D1. Consideration and discussion regarding the Library Status.The oral report will be presented by Julie A. 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 Library Foundation 2018119 Budget. The oral report will be presented by Julie A. Sowles, Library Director. E3. Consideration and discussion regarding the updates for the Foundation Boards Strategic Plan and Goals. The oral report will be presented by Noelia Chapa, Board Member. E4. Consideration and discussion regarding the Lewis apartment. The oral report will be presented by Julie A. Sowles, Library Director. E5. LiBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by Mary Hannah. E6. SUB-COMMITTEE UPDATES. E7. 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, Page 2of3 r, AUGUST 6, 2018 LIBRARY FOUNDATION BOARD AGENDA Wednesday, August 01, 2018, seventy-two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. Jennifer Palacios Library Executive Assistant City of Rancho Cucamonga Mission Statement The Rancho Cucamonga library f=oundation 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 r WU191YNANIIMIIWyWVMM. W" y Alf b L III B R A R1 Y 'S E IIIR V1 C:E DATE: August 6, 2018 TO: Rancho Cucamonga Library Foundation Board FROM: Julie A. Sowles, Library Director SUBJECT: APPROVAL OF MINUTES ------------ RECOMMENDATION: Staff recommends the Library Foundation Board to approve the minutes of the special meeting of July 16, 2018. BACKGROUND: Attached, please find the minutes for the special meeting of the Library Foundation Board taken and compiled by Administrative Secretary, Jennifer Palacios. ANALYSIS: None. FISCAL IMPACT: None. COUNCIL GOAL(S) ADDRESSED: Not Applicable ATTACHMENT(S): July 16, 2018 Minutes Page 1 of 1 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, July 16, 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 6:01 p.m, Present were Members Akahoshi, Chapa, Davies, Easter, 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, Executive Assistant. B. COMMUNICATIONS FROM THE PUBLIC None were presented C. CONSENT CALENDAR C1. Consideration to approve Minutes of June 4, 2018 MOTION: Moved by Member Soehn to approve the minutes of June 4, 2018, seconded by Member Akahoshi, motion carried, 6-0-3 (with Gonzalez. Gilfry and Leal absent), C2. Consideration to approve Library Foundation Treasurer's Report of May 2018. MOTION, Moved by Member Davies to approve the Library Foundation Treasurer's Report of May 2018, seconded by Member Chapa, motion carried, 6-0-3 (with Gonzalez, Gilfry and Leal absent), D. LIBRARY DIRECTOR'S STAFF REPORTS D1. Consideration and discussion regarding the Library Status. The oral report will be presented by Julie Sowles, Library Director. Julie A. owl s, Library Director, reported on June 6, 2018 the it Council voted to accept the Board's recommendation to eliminate the fifty-cent fee on non-picked up holds and the proposed rental rates forte Second Story. Both it went into effect on July 1, 2018 Library Director Sowl reported on June 15, 2018 the Library raised the limits on the maximum number of items borrowed from 25 it to 75 it and materials without holds may be renewed three times instead of two times. Julie A. Sowles, Library Director, reported that Board Member Noelia Chapa was appointed by the it Council to the Library Foundation Board on June 20, 2018. ItemC1-2 Library Foundation Board Minutes July 16, 2018 Page 2 Library Director Sowles reported on June 21, 2018, the City Council approved the City's 2018/19 Fiscal Year Budget, is began on July 1, 2018. The budget includes the Library's new Fine Free practice (elimination of overdue fines) as well as the elimination of rental fees to borrow CDs, DVDs and audio books. Julie A. Sowles, Library Director, reported that she and Brian Sternberg attended the American Library Association (ALA) conference in New Orleans on June 21-26, 2018. Library Director Sowles reported Brittany Garcia,Teen Librarian was approved for a YALSA Teen Tech Week Grant on July 6, 2018 and Megan Houng started her new position as a Children's Librarian on July 9, 2018. Julie A. Sowles, Library Director, stated on July 12, 2018 the Library Foundation Board website was updated and the Board recruitment was posted online and at it Hall. Library Director Sotyles stated Freegal, the Library's music service to download and stream music, will be discontinued on July 29, 2018 due to the lack of use from the community and the service being too costly to offer for such a limited audience. Julie A. Sowles, Library Director distributed tote Board a flier oft Brown Act Rules and Regulations as a reminder. Library Director Sowles stated the final revision of the Bylaws and the new Commitment Description have been distributed for Board Member signatures. D2. Consideration and discussion regarding Children's Services, Adult Services and Library Programming. The oral report will be presented by Cara Vera, Library Services Manager. Cara Vera, Library Services Manager, reported the Summer Reading Program iso its final week and the Teen Finale is Friday, July 21, 2018, the Adult Finale is Thursday, July 26, 2018 and the Children's Finale is Saturday, July 28, 201& Library Services Manager Vera stated that the Second Story rental policy has been approved as weII as the Scholarship program. Ruth Leal, Board Member arrived at 6:18 p.m. Cara Vera, Library Services Manager, stated Second Story contract classes have been a success with Little Medical School and Little Veterinarian School held the week of June 18, 2018 and Little Scientists, Dino Explorers started on July 13, 2018 which is a three-week course held on Fridays ending July 27, 2018. Brian Sternberg, Assistant Library Director stated the Little Scientist Dino Explorer classes have become so popular there is a waitlist fort classes coming up in Fall. E. BOARD BUSINESS El. Consideration and discussion regarding Second Story Fundraising. The Staff Report will be presented by Dianna Lee, Community Partnerships Coordinator. Item C1—3 Library Foundation Board Minutes July 16, 2018 Page 3 Dianna Lee, Community Partnerships Coordinator, distributed a handout tot Board of the available donors and gave an update on the Second Story Campaign. E2. Election of Secretary— Rancho Cucamonga Library Foundation Board Secretary. Kristine Scott, President stated that at the previous Board Meeting,the Board decided to postpone the Secretary appointment until Board Member Gilfry could be contacted to determine ifs was willing to continue her role as Library Foundation Board Secretary. Board Member Davies stated she and Board Member Soehnel reached out to Board Member Gilfry and Board Member Gilfry indicated that she is willing to serve as Secretary of the Library Foundation Board. MOTION: Moved by Board Member Davies to re-elect Board Member Tina Gilfry as Secretary, seconded by Board Member Leal, motion carried, 7-0-2 (with Gonzalez and Gilfry absent). E1 Consideration and discussion regarding drafts of new policies: Confidentiality Policy, Conflict of Interest Policy, Conflict of Interest Disclosure Statement, Corporate Support Policy, Donor Privacy Policy, Gift Acceptance Policy, Gifts-In-Kind Policy, and Gift Policy and Disclosure Form. The oral report will be presented by Noelia Chapa. Noelia Chapa, Board member presented the new policies and asked for the Board to comment if changes are needed. MOTION: Moved by Board Member Davies to approve the drafts of all the new policies: Confidentiality Policy, Conflict of Interest Policy, Conflict of Interest Disclosure Statement, Corporate Support Policy, Donor Privacy Policy, Gift Acceptance Policy, Gifts-In-Kind Policy, and Gift Policy and Disclosure Form, seconded by Board Member Easter, motion carried, 7-0-2 (with Gonzalez and Gilfry absent). E4. Consideration and discussion regarding strategic planning and goals for Foundation Board. The oral report will be presented by Julie A. Sowles, Library Director. Continued from June 4, 2018. Julie A. Sowles, Library Director asked the Board if they wanted to create a new Strategic Plan and a new set of goals. President Scott stated it is important to incorporate the Second Story into the strategic I . Library Director Sowles asked the Board if they wanted to hire an outside consultant or if the Board can facilitate the strategic planning process on it own. Board Member Chapa stated she can look at the strategic plan and that she may be willing to facilitate the Board's efforts to update the document. The Board decided to bring this item back for review once Noelia has been able to review the current Strategic Plan, E5, Consideration and discussion regarding the Lewis apartment. The oral report will be presented by Julie A. Sowles, Library Director. Item C1—4 Library Foundation Board Minutes July 16, 2018 Page 4 Julie A. Sowles, Library Director stated the Lewis apartment is vacant and after speaking with the City's Attorney, Staff recommends the Board approve a monthly rental rate of $1 500, is is the low end oft fair market value range. Board Member Akahoshi offered to work with Board Member Gonzalez to review the apartment's contract and evaluate potential risks tot Foundation. MOTION: Moved by Board Member Ak to approve the increase in the Lewis apartment's monthly rental rate $1,500, seconded by Board Member Leal, motion carried, 7-0-2 (with Gonzalez and Gilfry absent). E6. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report presented by Mary Hannah. Mary Hannah, Library Foundation Board Liaison stated she did not have a report as the Library Board of Trustees did not meet in July. E7. SUB-COMMITTEE UPDATES. President Scott gave an update on vendors, to and the agenda oft Lewis Glifry event and asked the Board for approval oft estimated cost. The Board approved the cost for the Lewis Gilfry event. Board Member Easter gave an update on the cost of food and drink fort Quakes Skybox fundraising opportunity on Thursday, August 16, 2018 and asked the Board for approval of cost. The Board approved the cost of food and drink for the Quakes Skybox event. E8. BOARDMEMBEIR ANNOUNCEMENTS. (Comments to be limited to three minutes per Board ember.) Rebecca Davies, Board Member, reported she is retiring from the Library Foundation Board but will continue to support the Library Board in any way she can. Julie A. Sowles, Library Director, thanked Board Member Davis for her service and her contributions tot Library, the Library Foundation Board and the community of Rancho Cucamonga. Kristine Scott, President, thanked Board Member Davies for her service and all her hard work. Pam Easter, Board Member thanked Board Member Davies for her support and guidance. F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING Strategic Planning and Goals. Lewis Apartment rental agreement. Item C1—5 Library Foundation Board Minutes July 16, 2018 Page 5 G. ADJOURNMENT MOTION: Moved by Board Member Davies to adjourn to Monday, August 6, 2018, seconded by Board Member Akahoshi, motion carried, 7-0-2 (with Gonzales and Gilfry absent), The meeting adjourned at 7:46 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Jennifer Palacios, Executive Assistant Approved: Item C1--6 f/ IWAOWIWNW�::: I d)l,. A N("A l R d lllR Y DATE: August 6, 2018 TO: Rancho Cucamonga Library Foundation Board FROM: Julie A. Sowles, Library Director SUBJECT: TREASURER REPORT—JUNE 20 CASH REPORT BEGINNING MTD MTQ ENDING CACI i CASH June, 2015 5A—L—A REVENUES EXPENDITURES 6A NICE N General 2U 37.64 $195.00 , ,78. 9 X25,454.25 Archibald Children's Rooks Endowment 1200.00 40.200100 Victoria Gardena Books 122,125.00 83.125.00 Adult Literacy 1 .408.55 19,40].55 Creo &Terri Jacobs d Literacy555.70 5F5.70 Flay& Learn I landsm89Q972. E19,J72.50 Lola A. i eaelr Trust Account X218,801,97IZIM01.97 Innovation Fuad 1171000.00 X175.000.00 oving Forward.Workforce Tech Skills - Edison x121500.00 12Q500.00 erafin R9A2a9 Fund IM20.00 0 0.00 Second Stora M2&47.70 $3,314.03 IQQ61.73 Unallocated Funds lgoo.00 759,20 00 Page 1 of 2 Item C2-1 TREASURER REPORT—JUNE 2018 July 16, 2018 Page 2 TOTAL® 3 509.03 ELAEL560.09 IF Account $1,4260462,91 Transferred to LAIF Account LAIF Interest Union Sank Account $69,883.61 [deposits in Transit Less Outstanding Checks Total Library Foundation Holdings: $1,496,346,52 Revenues: $3,509.03 Biane Donation Box $ 195.00 General Fund 50111 Legion $ 196.29 Second Story/- $8.71 PayPal chg (orig amt$204) Jessie Gargas $ 1955.70 Second Story/- $44.30 PayPal chg (orig amt$2,000) Rishikesh Chavan $ 195.30 Second Story/- $4.70 PayPal chg (orig amt $200) Erica Mercado $ 375.74 Second Story/- $8.76 PayPal chg (orig amt $384.50) Expenditures: $1,878.39 Star Wars Day $ 1,878.39 General Fund Foundation Booth Books Total Holdings $ 1,496,346.52 Outstanding Library Budget $ 112,529.00 Second Story Campaign Commitment $ 500,000.00 Available Funds $ 683,817.52 ATTACHMENT(S): Rancho Cucamonga Public Library Foundation Budget FY2017-2018 Budget. Page 2 of 2 Item C2-2 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BUDGET FY 2017-2018 BUDGET 20117-20`18 REVENUES Rental Income $16,800 $8,626 Interest Earned $5,000 $16,985 Personal Donations (incl, direct mail campaign) $5,000 $114 PAB &Arch Snack Machine $98 Donation Boxes $483 Other Events (TDF, BigGive, etc.) $15,000 $6,993 Corporate Grants $5,000 Better World Books $383 RC Comm Fd (McNay Fund) $55 Play and Learn Isl nd7"`Revenue $20,000 Second Story Campaign $42,357 Revenue Totals TOTAL TION REVENUES HI-8-0-0 JIL094 REMAINING 2017-2018 YTD BUDGET OPERATIONAL EXPENSES-- Conference for Boardmembers $1,000 5 $965 Board xses $1,000 $ $358 Insurance 1,041 1,041 $0 Board Train In 1 trate is 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 $1,00 r sco a Contract $26.500 $26,500 0 OPERATIONALT $57.541 32,245 , EVENTS 2nd Story Campaign Related-Events $6,000 $3,633 $2,367 EVENTS3, 33 $2,367 TOTAL OPERATIONAL EXPENDITURES111,541 3 �27,852 DONATIONSI Adult Literacy $10,000 $10,000 Children's/Special Programs $5,000 $4,324 $ 7 Cultural Arts Events $15,000 $6,000 $9,000 Professional Development $5,000 $5,000 Innovation Fund $5,000 $ ,000 Matching for Library Grants $15,000 $15,000 Fund Development Coordinator $25,000 $25,000 $ Exhibit Rental $40,000 40,000 kTIONS TO LIBRARYT 1$35,324 1$84,6 TOTAL TI IT 1183,641 11111629 REMAINING I IT $112,339 I - L IP II'''I RA II'R'Y 5 iE�"'V Iy C III.... DATE: August 6, 2018 TO: Rancho Cucamonga Library Foundation Board FROM: Julie A. Sowles, Library Director INITIATED BY: Dianna Lee, Community Partnershi Coordinator SUBJECT: CONSIDERATION AND DISCUSSION REGARDING SECOND STORY FUNDRAISING RECOMMENDATION: No recommendation. For information only. BACKGROUND: The Foundation has a Second Story speaking event on August 8, 2018 with the Sons of Italy. This presentation will be led by Board Member Ruth Leal and Board Member Tina Gilfry, Secretary. There currently are no additional speaking engagements on the calendar. The Rancho Cucamonga V.I.P. Club is planning to invite the Library Foundation to give an update on the Second Story project, sometime next year. Invoices are being prepared by Dianna Lee, Community Partnerships Coordinator, to send to potential attendees who have committed to purchasing a ticket to the:"Second Story and Beyond: A Night to Remember Concert Dinner." There are no new ask sheets, corrections or additions to the Master Prospect list since the July Board Meeting. The Victoria Gardens proposal is still under consideration. ANALYSIS: None. FISCAL IMPACT: None. COUNCIL GOAL(S) ADDRESSED: (if applicable) Not applicable. ATTACHMENT(S): None. Page 1 of 1 Item E1-1 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION PROPOSED BUDGET FY 2018-2019 Assets as of Jure 30,2018 LAIF $1,426,463 Union Bank Account $69,884 Total Opening Assets $1,496,347 FY 20,18-20,19 REVENUES PR(:)JECTED $93,000 Library Foundation Balance $1,589,347 Library Foundation Expenditures Total Expenditures Projected $176,836 Total Balance Remaining in Library Foundation for FY 2018-2019 $1,766,183 Gain/Loss for Fiscal Year $269,836 PRELIMINARY PROPOSED BUDGET PROPOSED ACTUAL PROPOSED 2018.2019 BUDGET EARNEDISPENT BUDGET 2017/2018 2017/2018 2018/2019 REVENUES Rental Income $11,400 $6,62-7 $16,500 Interest Earned $5,000 $116,985 $10,000 Personal Donations(incl.direct mail campaign) $5,000 $1,134 $5,000 Other Events $15,000 $6,993 $18,000 Corporate Grants $5,000 $0 $5,000 Play and Learn IslandTm Revenue $20,000 $0 $38,500 Second Story Campaign $42„,357 Revenue Totals $61,400 $76,096 $93,000 OPERATIONAL EXPENSES 535,041 $5,555 $21,150 Conference for Boardmembers $1,0100 $35 $600 Board Expenses $1„000 $612 $1,000 Insurance $1,041 $1x041 $1,050 Board Training/Strategic Planning $5„000 $1,,,775 $5,000 Major Direct Mail Piece $7,000 $0 $7,000 Annual Calendar $15,000 $0 SO Postage $1,000 $0 51,000 Publicity $2,000 $0 $2,000 Tax Preparation $1,000 $2,052 $2,500 Library Programming Incentlives $1,000 $0 $1,000 EVENTS S12,500 S3,633 $10,325 2nd Story Campaign Related Events $6,000 $3,633 $3,800 Gilfry/Lewis Event $0 $0 $6,100 Music Event $5,000 50 $0 Quakes Skybox Event $0 $0 $425 Trivia $1,500 $0 $0 TOTAL OPERATIONAL EXPENDITURES S47,541 $9,188 $31,475 DONATIONS TO LIBRARY $120,000 $167,648 5207,800 2nd Story Development Consultants $125,000 Adult Literacy $10,000 $83,824 510,000 Children's/Special Programs $5,000 $4,324 $0 Cultural Arts Nights $15,000 $6,000 $15,000 Corporate Grant $5,000 $0 $5,000 Exhibit Rental $401,000 $0 $0 Fund Development Coordinator $25,000 $25,000 $26,800 Funding of PALS $0 $48,500 $0 Star Wars Reads Event $0 $0 55,000 Matching for Library Grants $15,000 $0 $15,000 National Library Week Banner $0 $0 $1,000 Professional Development/Innovation Fund $5,000 $0 $5,000 TOTAL FOUNDATION EXPENDITURES $167,541 $176,836 $239,275 Item E2-1