The URL can be used to link to this page

Home My WebLink About2018/10/01 - Agenda Packet - Library Foundation Board f 1. OCTOBER 1 , 2018 LIBRARY FOUNDATION BOARD AGENDA PAUL A. BIANE 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, 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 September 10, 2018. C2. Consideration to approve Library Foundation Treasurer's Report of August 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. ® Ir I- dI Ia w OCTOBER 1 , 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 the recommended revenue goal for Second Story Campaign for Fiscal Year 2018-19 Budget. The oral report will be presented by the Fundraising Subcommittee. E2. Consideration and discussion regarding orientation of new Foundation Directors. 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. 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, September 25, 2018, seventy-two(72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. Page 2 of 3 OCTOBER 1 , 2018 LIBRARY FOUNDATION BOARD AGENDA Jennifer Palacios Library Executive Assistant City of Rancho Cucamonga Mission t ter ent 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 r W... ']e%IM 0 t,4 iCrt'A I 121 RAIR Y 'SE IZ ''II' !III DATE: October 1, 2018 TO: Rancho Cucamonga Library Foundation Rpard 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 September 10, 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): September 10, 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 special meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday, September 10, 2018, in the Biane Conference Room, located at the Paul A. Biane Library at 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:04 p.m. Present were Members Akahoshi, Chp , Easter, 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, Executive Assistant. . 0 FROM THE PUBLIC None were presented. C. CONSENT CALENDAR C1. Consideration to approve Minutes of August 6, 2018. MOTION: Moved by Member Soefinel to approve the minutes of August 6, 2018, seconded by Member Gilfry, motion carried, 7-0-1 (with Leal absent). C2. Consideration to approve Library Foundation Treasurer's Report of July 2018. MOTION: Moved by Member Akahoshi to approve the Library Foundation Treasurer's Report of July 2018, seconded by Member Soehnel, motion carried, 7-0-1 (with Leal absent). Q. 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. Sowles, Library Director, reported on August 10, 2018 the Library held their annual Staff Development Day. The Keynote speaker was Dr. Steve Albrecht who specializes in Library Security. to was taught how to handle challenging and difficult situations with practical tools to make the Library a safe environment. Staff also had the opportunity to participate in guided meditation sessions with Dr. Rishi Chavan, MD. Library Director Sowles stated on August 16, 2018, Brian Sternberg, Assistant Library Director, Cara Vera, Library Services Manager and herself attended an Open+ Workshop at a Venture County Library branch facility.The workshop addressed methods for extending library access and service hours through technology without impacting personnel budgets. It C1-2 Library Foundation Board Minutes September 10, 2018 Page 2 Julie A. Sowles, Library Director, reported on August 22, 2018 staff met with Facilities personnel to discuss a refresh of the Biane Library's Children's Story Theater. The refresh will include new carpeting for the sitting steps and wall coverings. Library Director Sowls stated on September 8, 2018 the Library had their No Fines & No Fees kickoff event at both libraries. Every patron that came to the event was greeted with a cupcake, library book bag and the announcement that the library no longer charges overdue fines or audio- visual lending fees. Julie A. owl s, Library Director, shared some library metrics with the Board. Since July 1, 2018 the Library had cleared over 3,400 blocked accounts. Library holds are up to 50%. Circulation of DVD's are up 193%. Library Director Sowles reported the Archibald Tech Center will be closed on September 14, 2018 to install 24 new PC's. 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, reported on August 29, 2018 the Library's Teen Staff worked with Community Service Department's Teen Center at Lions West and showcased a program on photography. Teens learned the history of photography, tips and tricks, applications for photo editing and hands on use of Canon 80D Cameras, funded by the Illuminated Grant from the California State Library. Assistant Library Director Sternberg reported Hispanic Heritage Night will be on Friday, September 28, 2018. The the will be, Dfa de los. Muertos. Brian Sternberg, Assistant Library Director, stated August 25, 2018 was Super Hero Day at the Biane Library. The event featured Captain Marvel, Spiderman, Black Panther and many more. The day ended with a Spidey Says game and a Super Hero dance off. Assistant Library Director Sternberg reported on August 11, 2018 the Bookmobile attended a Back to School themed event at Victoria Gardens. Brian Sternberg, Assistant Library Director, discussed handouts for upcoming Second Story events including the Proactive Parenting series on October 131h, November 3rd and December 15, 2018. A Mental Health in Aid course will be held on September 22, 2018 and Ready Open Play sessions will be held on November 30, December 1, 4 and 8, 2018. E. BOARD BUSINESS El. Consideration and discussion regarding Second to Fundraising. The Staff Report will be presented by Dianna Lee, Community Partnerships Coordinator. Dianna Lee, Community Partnerships Coordinator, discussed with the Board installment pledges and when we can expect the donations to arrive. Item C1—3 Library Foundation Board Minutes September 10, 2018 Page 3 Ruth Leal, or Member arrived at 6:29 p.m. E2. Consideration and discussion regarding Library Foundation 2018/19 Budget. The oral report will be presented by Julie A. Sowles, Library Director. Continued from August 6,2018. Julie Sowles, Library Director, reported the Transition Committee met three times but is still in the information gathering stage. The Committee will report out once they gather the information needed for an updated 2018-19 Budget. Library Director Sole discussed with the Board the corrected cells in the 2018-19 Budget that changed the amount on the line its Gain/Loss for Fiscal Year. Kristine Scott, President recommended having the Fundraising Subcommittee discuss a Second to fundraising revenue goal for the 2018-19 fiscal year budget and to bring it back for discussion at the October 1, 2018 meeting. MOTION: Moved by Member Soehnel to have the Fundraising Subcommittee discuss a projected Second Story revenue goal for 2018-19 fiscal year and bring back at the October 1, 2018 meeting, seconded by Member Akahoshi, motion carried, 8-0-0. 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. Continued from August 6,2018. Julie Sowles, Library Director, asked Member as if she was able to review the Strategic Plan. Noelia Chapa, Board Member discussed with the Board a Strategic Planning preliminary agenda. Member Chapa proposed an option of survey dates to have the Board meet. The Board discussed the potential dates and due to conflicted times with some members, it was agreed to meet at a later time that would work for all parties and after then Directors are sworn in. The Board agreed to bring back the Strategic Planning schedule for dates in January 2019 at the November 5, 2018 meeting. E4. Consideration to approve changing the location of future meetings to the Paul A. Biane Library's Conference Room, located at 12505 Cultural Center Drive, Rancho Cucamonga, CA 91739. Discussion lead by Julie A. Sowles, Library Director. Julie A. Sowles, Library Director, stated the recommended change in location is due to it Hall doors being locked at 6:00 p.m. MOTION: Moved by Member Gilfry to approve changing the location of future meetings to the Paul A. Biane Library's Conference Room, located at 12505 Cultural Center Drive, Rancho Cucamonga, CA 91739, seconded by Member Easter, motion carried, B-0-0. E5. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report presented by Mary Hannal . �— Item C1—4 Library Foundation Board Minutes September 10, 2018 Page 4 Mary Hannah, Library Foundation Board Liaison, stated the Library Board of Trustees reviewed the Libraries Technology Policy and approved the staff recommended changes and approved the elimination of the Confidentiality of Library Records and the USA Patriot Act Policy, Library Dress Code Policy and Library Patron Policy. Board Liaison Hannah shared interesting facts about the Bookmobile presentation by Jason Daly, Bookmobile Librarian. E6. SUB-COMMITTEE UPDATES. President Scott reported the Gilfry/Lewis Event is set with the food and beverage menu as well as the departing gift for guests. President Scott asked if a Board Member will be willing to assist with wrapping the gifts. Member Soehnel volunteered to assist with wrapping the its the week of September 24, 2018. Member Leal offered to assist Member Soehnel if she needed additional assistance. Member Akahoshi reported the Transition Committee is progressing well with collecting information. Member Chapa stated the committee was able to meet with the Finance Department and get answers to a list of questions they had. Member Easter stated there may be a potential collaboration with the other Foundation Boards to see how they are progressing. Member Soehnel reported the Committee interviewed three potential board members and the committee was pleased with all three of them. The Board agreed to move forward with the recruitment process and recommended that all three potential candidates be considered for appointment by the it Council Library Subcommittee at its September 19, 2018 meeting. E8. BOARDIMEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per Board r.) Member Soehnel recommended to have a welcoming reception for the new members when they are or in. Member Easter reported the Skybox event was a success and under budget. This was a great way tonetwork and bring inn donors. F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING Second Story revenue budget line item 2018-19 Fiscal Year Item C1—5 Library Foundation Board Minutes September 10, 2018 Page 5 Q. ADJOURNMENT MOTION: Moved by Member Soehnel to adjourn to Monday, October 1, 2018, seconded by Member Akahoshi, motion carried, 8-0-0. The meeting adjourned at 7:26 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Jennifer Palacios, Executive Assistant Approved: Item C1-6 � w (__AUCAINIOl I G A I,WARY SERN,NCE5 DATE: October 1, 2018 TO: Rancho Cucamonga Library Foundation card FROM: Julie A. Sowles, Library Director SUBJECT: TREASURER REPORT—AUGUST 2018 CASH REPORT BEGINNING MTD MTD ENDING CASH July.201 NCE REVENUES EXPENDITURES C SFI BALANCE FUND General $24155.66 jq .00 x,741.49 23,595,17 Archibald Children's Books Endowment igao0e00 40®000,00 Victoria Gardens Books 5 ,i25.QC➢ 2,125000 Adult Literacy 1. 00,55 199400055 Cre Terri�Iacc� s - Literacy505,70 13,565.70 Play& Learn IslandsTIVI 121272.50 jjaj500.00 112EA72.50 Lala A. Livgagy Trust Account 1 eQ01,97 210 501,97 Innovation Fund 17LO 0.00 'x1 '5-00000 Movinq Forward.Workforce Tech Skills- Edison M15-00.00M120--0.00 C eratir2 12agnre Fund 5 t}0o,4 119-0-0.00 .0 Second Stga x mA51,73 X12,019.99 JZjg8112 UnallocatedFunds IM&O0o00 M.900a00 Page 1 of 2 Item C2-1 TREASURER REPORT—AUGUST 2018 October 1, 2018 Page 2 TOTAL LIR&O 9—1.10 LAIF Account $1.433,231.58 Transferred to LAIF Account LF Interest Union Bank Account 1 4,545.52 22p2sits in Transit Less Outstanding Checks 0.00 Total Libra(y Foundatio , $1,537,757.10 Revenues: $30,607.99 Archibald Donation Box $ 88.00 General Fund PAL Islands $ 18,500.00 Play & Learn Islands Cucamonga Valley Water District $ 5,000.00 Second Story Robert Karatsu $ 2,500.00 Second Story Doug Morris $ 500.00 Second Story United Health Group $ 19.99 Second Story Ryan Hutchison $ 1,000.00 Second Story/ Gilfry/Lewis Event Tina Gilfry $ 1,000.00 Second Story/ Gilfry/Lewis Event Julie Sowles $ 1,000.00 Second Story/ Gilfry/Lewis Event James Reeder $ 1,000.00 Second Story/Gilfry/Lewis Event Expenditures: $747.49 PSA Print/ N. Chapa Business Cards $ 38.79 Operational Board Expenses Lewis Apartment/ May'l 8/June'l 8 $ 96.21 Operational Del Mar Apt. 5 Utilities Library Programming/ Die Cut Machine $ 295.00 Donations to Library/Children's/Special Programming Dianna Lee/ Mileage/Expense Reimb. $ 105.96 Operational Board Expenses USPS Postage/ Board Agendas $ 53.60 Operational Postage Office Depot/ Cannon Ink &photo paper $ 40.93 Events/ Gilfry/Lewis Event Etsy.com/Book $ 117.00 Events/Gilfry/Lewis Event Total Holdings $ 1,537,757.10 Outstanding Library Budget $ 207,800.00 Second Story Campaign Commitment $ 500,000.00 Available Funds $ 829,957.10 ATTACHMENT(S): Rancho Cucamonga Public Library Foundation Budget FY2018-2019 Budget. Page 2 of 2 Item C2-2 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BUDGET FY 2018-2019 LAIF $1„426,463 Union Bank Account $69,884 Total Opening Assets $1,496,347 FY 2018-2019 REVENUES PROJECTED $74,500 Library Foundation Balance(Projected) 51,570,847 Library Foundation Expenditures Total Expenditures Projected (5236,462) Total Balance Remaining in Library Foundation for FY 2018-2019 S1,334,385 PRELIMINARY PROPOSED BUDGET ACTUAL PROPOSED 2018-2019 BUDGET EARNED/SPENT BUDGET 2017/2018 2017/2018 2018/2019 Rental Income $16,800 $8,627 $16,500 Interest Earned $5,000 $16,985 $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 $o $5,000 Play and Learn Islands°'Revenue $20,000 $18,500 $20,000 Second Story Campaign $42,357 REVENUE TOTALS $66,800 $94,596 $74,500 Conference for Boardmembers ($1,004:1) $35 ($600) Board Expenses ($1,000) $642 ($-1,1000) Del Mar Apt.5 Utilities $0 $190 ($18'7) Gyroscope Contract ($26,500) $26,500 $0 Insurance ($1,,041) $1,041 (s.1"050) Board Training/Strategic Planning (,$2,000) $1,775 ($2g4:D4:10) Major Direct Mail Piece ($71,000) $0 ($7;,000) Annual Calendar ($15„000) $o $0 Postage $0 $0 ($1,000) Publicity ($2,000) $o ($2,,000) Tax Preparation ($1,4.100) $2,062 ($2„500) Library Programming Incentives ($1„ocn) $0 ($1,000) 2nd Story Campaign Related Events ($6.000) $3,633 ($3„800) Gilfry/Lewis Event $0 $0 ($6,100) Quakes Skybox Event $o $0 ($425) TOTAL OPERATIONAL EXPENDITURES ($63,541) $35,878 ($28,662) ® ® ' m`® r 712 2nd Story Development Consultants $0 $0 ($1125,000) Adult Literacy ($10„000) $0 ($10„000) Children's/Special Programs ($5,000) $4,324 $0 Cultural Arts Nights ($15000) $6,000 ($15,000) Corporate Grant ($5,,000) $0 ($5000) Exhibit Rental ($40,000) $0 $0 Fund Development Coordinator ($25„4100) $25,000 ($26„,800) Star Wars Reads Event $0 $0 ($5,,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 ($183,541) $71,202 (5236,462) Item C2-3