HomeMy WebLinkAbout2018/11/05 - Agenda Packet - Library Foundation Board NOVEMBER 5, 2018
LIBRARY FOUNDATION BOARD AGENDA
PAUL A. BIANE LIBRARY
SECOND STORY EXHIBIT SPACE
12505 CULTURAL CENTER DRIVE
RANCHO CUCAMONGA, CALIFORNIA
A. 6:00 P.M. - CALL TO ORDER
Roll Call:
President, Kristine Scott Board Member, Jennifer Hufnagell
Vice President, David Gonzalez Board Member, Tim Johnson
Secretary, Tina Gilfry Board Member, Ruth Leal
Board Member, Teresa Akahoshi Board Member, Laurel Rice
Board Member, Noelia Chapa Board Member, Heidi Soehnel
Board Member, Pam Easter
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 October 1, 2018.
C2. Consideration to approve Library Foundation Treasurer's Report of September 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.
NOVEMBER 5, 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. Determination of partial and full terms for new Directors. Process will be conducted by Julie
A. Sowles, Library Director.
E2. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by
Mary Hannah.
E3. SUB-COMMITTEE UPDATES.
E4. 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.
F� 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,
Monday, October 29, 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
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NOVEMBER 5, 2018
LIBRARY FOUNDATION BOARD AGENDA
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.
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II I3IICRARY " III!E RVICES
DATE: November 5, 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
October 1, 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):
October 1, 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 meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday,
October 1, 2018, in the Paul A. Biane Library Conference Room, located at 12505 Cultural Center
Drive, Rancho Cucamonga, California.The meeting was called to order at 6:01 p.m. Present were
Members Akahoshi, Chapa, Easter, Gilfry, Scott and Soehnel.
Also present were Mary Hannah, Library Foundation Board Liaison, Julie A. owl s, Library
Director, Brian Sternberg, Assistant Library Director and Jennifer Palacios, Executive Assistant.
B. COMMUNICATIONS FROM THE PUBLIC
None were presented.
C. CONSENT CALENDAR
C1. Consideration to approve Minutes of September 10, 2018.
MOTION: Moved by Member Soehn to approve the minutes of September 10, 2018, seconded
by Member Easter, motion carried, 6-0-2 (with Gonzalez and Leal absent).
C2. Consideration to approve Library Foundation Treasurer's Report of August 2018.
MOTION: Moved by Member Easter to approve the Library Foundation Treasurer's Report of
August 2018, seconded by Member Chapa, motion carried, 6-0-2 (with Gonzalez and Leal
absent),
Q. LIBRARY DIRECTOR'S STAFF REPORTS
D1. Consideration and discussion regarding the Lir M Status- The oral report will be
presented by Julie Sowles, Library Director.
David Gonzalez, Board Member arrived at 6:08 p.m.
Julie A. Sowles, Library Director, reported City Council Candidate Orientation was held on
September 18, 2018. The Candidates running for it Council were invited to attend a
presentation from the City Manager which discussed how the City operates and included an
introduction of each Department Director.
Library Director Sowles. stated on September 19, 2018, the City Council Library Subcommittee
approved the Library Foundation's recommendation to the City Council for the appointment of
three new Foundation Directors: Jennifer Hufnagel, Tim Johnson and Laurel Rice. The three
candidates have been invited to attend the upcoming October 3, 2018 it Council meeting where
Item C11-2
Library Foundation Board Minutes
October 1, 2018
Page 2
the full City Council will vote on the recommendation.
Julie A. Sowles, Library Director, reported the City will conducting a Victoria Gardens courtyard
remodel project. City Staff has had preliminary discussions involving the provision of shade for
patrons, and the creation of a permanent stage and outside performance area forte Library for
programs such as Stome and other events that may take place.
Library Director SowI stated the Library Board of Trustees recruitment closed on
September 27, 2018 and no applications were received, The recruitment has been extended to
October 31, 2018.
Julie A. Sowles, Library Director, reported on September 28, 2018 the Library hosted their annual
Hispanic Heritage Night.The all-female Mariachi band who performed had the crowd dancing and
singing.The Friends of the Library presented a$30,000 donation check to the Library, and Council
Member's Diane Williams and Sam Spagnolo were present and offered their thanks tote Friends
and to the Library.
Library Director Sowles shared with the Board, the Sons of Italy Foundation agreed to make a
$1,000 donation tot Second Story Capital Campaign.
Julie A. Sowles, Library Director, reported the Library is in the process of initiating Little Free
Libraries throughout the Community. They will start to pop-up on City property and the Library will
of a program to encourage the community to have a Little Free Library on their property.
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 Teen Read Week will be October 7-13, 2018,
The theme will be, "It's Written int Stars: READ!" October 9, 2018, Biane Library will hold an
open session event where the teens can ask questions to Jet Propulsion Lab (JPL) interns and a
NASA Solar System Ambassador out careers, internships and volunteering with NASA and
JPL. The teens will also participate in a live demonstration that introduces different types of
telescopes and proper observation methods.The demonstration will be conducted by the Pomona
Valley Amateur Astronomers. October 11, 2018, Archibald Library will of a Teen Bookclub on
the book, Railhead by Philip Reeves. The author will be available for discussion via a live Twitter
Chat, The teens will also participate in a virtual workshop to construct, engineer and test an
aerodynamic vehicle.
Assistant Library Director Sternberg reported on October 26, 2018 the Archibald Library will be
hosting their annual Fall into Fun program. The family event has been themed after the magical
world of Harry Potter. Highlights will include crafts, games, photo ops, an animal show, and much
more.
Brian Sternberg, Assistant Library Director, stated Children Services held Play and Learn Time's
through the month of September, Activities included the use of children's musical instruments,
puzzles and games, water color painting and dress up costumes.
Assistant Library Director Sternberg reported on October 20, 2018, Children Services will host a
Pumpkin Fun Family Saturday at Biane Library. Families will enjoy stories, songs and hands on
Halloween activities. At the Archibald Library, Children's Services will have a "Monsters, Spiders,
Item C1-3
Library Foundation Board Minutes
October 1, 2018
Page 3
Bats ... Oh my!" Family Storytime.
E. BOARD BUSINESS
El. 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.
Kristine Scott, President, reported the Fundraising Subcommittee felt $75,000.00 is a comfortable
goaI to raise for the Second to Campaign.
David Gonzalez, Board Member stated with the commitments the Campaign will be receive, the
$75,000.00 is in reach.
MOTION: Moved by Member Soehnel to approve the $75,000.00 revenue goal for Second Story
Campaign for Fiscal Year 2018-19 Budget, seconded by Member Gilfry, motion carried, 7-0-1
(with Leal absent).
E2. Consideration and discussion regarding orientation of new Foundation Directors,
President Scott stated the three new board members will be at the November 5, 2018 meeting
and the idea was brought up to host a welcoming dinner with introductions.
Library Director Sowles stated the Library will provide food and set-up for the dinner.
Ruth Leal, Board Member arrived at 6:35 p.m.
The Board agreed to host the welcoming dinner for the new board members on November 5, 2018
during the regular scheduled time oft meeting.
President Scott discussed with the Board, the Diane Williams Retirement Luncheon hosted on
the Second Story by the Library Foundation Board.
Library Director Sowles stated Dianna Lee, Community Partnerships Coordinator, came up with
an annual fundraiser idea to honor a Literacy Champion from the community. For the Foundation's
inaugural event the Board will honor Diane Williams.
Julie A. Sowles, Library Director, reported on September 17, 2018 an initial meeting was held with
other City Departments to discuss planning and organizing the Diane Williams event. The event
will take place on December 3, 2018 from 11:30 a.m. to 1:00 p.m. Tickets will be sold for the
event, and there will also be table sponsorship and donor opportunities.The Library's commitment
for the event is providing the location (Second to open exhibit area) and set-up support.
Library Director Sowles inquired if the Board if they would be interested in contributing funds to
pay for a gift for Diane Williams, the cleaning of the tables cloths and the sponsorship of a table.
The estimated budget would be $1,000.
The Board agreed unanimously.
Item C1—4
Library Foundation Board Minutes
October 1, 2018
Page 4
E3. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report presented by Mary
Hann .—
Mary Hannah, Library Foundation Board Liaison, stated the Library Board of Trustees will not of
their monthly meeting until October 4, 2018.
E4. SUB-COMMITTEE UPDATES.
President of stated the Lewis Gilfry event was a success and thanked Library Director Sowles
for her assistance during the event.
Library Director Sowles stated a meeting will be scheduled for all the Department Heads who act
as liaisons for a city Foundation, and each of their Foundation's Transition Subcommittees. The
meeting will provide an opportunity for the three groups to discuss: a possible division of labor,
review potential local banking institutions, and securing the services of a bookkeeper for the
production of treasure reports. The committee will bring back more information after the meeting
has been scheduled and held.
E5. BOARDIVIEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per
Board Member.)
None.
F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING
None.
G. ADJOURNMENT
MOTION: Moved by Member Akahoshi to adjourn to Monday, November 5, 2018, seconded by
Member Easter, motion carried, 8-0-0. The meeting adjourned at 6:51 p,m,
Respectfully submitted,
Tina Gilfry
Secretary, Library Foundation Board
Prepared by,
Jennifer Palacios, Executive Assistant
Approve&
Item C1-5
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Ait:HANt 'NC A
UII IIII3 II!11WIR Y SERVICES
DATE: November 5, 2018
TO: Rancho Cucamonga Library Foundation Board
FROM: Julie A. Sowles, Library Director 6110,
SUBJECT: TREASURER REPORT— SEPTEMBER 2018
ASH REPORT BEGINNING MTQ MTQ ENDING
CASH
plerr�ber�2016 BALANCE REVENUES EXPENDITURES CASH BALANCE
FUND
General IM129,66 18,829.66
Archibald Children's Books
Endowment 1401000,00 40000.00
Victoria Gardens Books 63 125.008 25.00
Adult Literacy . 19,400.55 19 400.
Le Terri Jaco�erac565.70 j2f565j0
Play& Learn IslandsTM jj2qA72.50 E21472.50
Lola A. Livesey Trust Account 1219801.97 JaILA01.97
Innovation Fuad 175000.00 175000.00
Movinq Forward,Workforce
Tech Skills- Edison , i 2 500.0 1 500,00.
CneratinqReserve Fund 5 000.00 000.00
Second Slo JZ4,Q81.72 j6&69.65 ffi 300.00 62x651.37
Page 1 of 2
Item C2-1
TREASURER REPORT—SEPTEMBER 2018
November 5, 2018
Page 2
Unallocated Funds $753,000.00 759 000.0-
TOTAL 11&2Z,777.10 jq&6945 300,00 1 548 346.75
IF Account $1,433,231,58
Transferred to LAW Account
IF interest
Union Bank Account 1111,Ll5.17
Deposits in-Transit
Less Outstanin Checks 7. 8
Total Libra!y Foundation
oldincs: $1141608.77
Revenues: $8,869.65
Guilty Conscience Jar $ 410.00 General Fund
Anonymous $ 48.25 Second Story
-$1.75 PayPal chg. (orig. amt. $50)
James Ramos $ 2,000.00 Second Story/Gilfry/Lewis Event
So Cal Gas $ 2,500.00 Second Story/GiIfrylLewis Event
Lynne Kennedy $ 1,955.70 Second Story/Gilfry/Lewis Event
-$44.30 PayPal chg. (orig. amt. $2000)
Tim Johnson $ 1,955.70 Second Story/ GiIfrylLewis Event
-$44.30 PayPal chg. (orig. amt. $2000)
Expenditures: $300.00
Jennifer Palacios $ 300.00 Gilfry/Lewis Event— Petty Cash
Total Holdings $ 1,543,608.77
Outstanding Library Budget $ 207,800.00
Second Story Campaign Commitment $ 500,000.00
Available Funds $ 835,808.77
ATTACHMENT(S):
Rancho Cucamonga Public Library Foundation Budget FY2018-2019 Budget.
Page 2of2
Item C2-2
RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION
BUDGET
FY 2018-2019
LAW $1.426,463
Union Bank Account $69,884
Total Opening Assets $1,496,347
FY 2018-2019 REVENUES PROJECTED $149„500
Library Foundation Balance(Projected) $1,645,847
Library Foundation Expenditures
Total Expenditures Projected (S236,462)
Total Balance Remaining
in Library Foundation for FY 2018-2019 51,409,385
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 $0 $5,000
Play and Learn IsiandTm Revenue $20,000 $18,500 $20,000
Second Story Campaign $42,357 $75,000
REVENUE TOTALS $66,800 $94,596 $149,500
MEN• s 6 % ® r 4 '
Conference for Boardmembers ($'I,0D-J) $35 ($600)
Board Expenses (S-1,000) $642 ($1®00o)
Del Mar Apt.5 Utilities $0 $190 ($187)
Gyroscope Contract ($26,500) $26,500 $0
Insurance ($1,011) $1,041 ($1,050)
Board Training/Strategic Planning ($2,000) $1,775 ($2,000)
Major Direct Mail Piece ($7,0(30) $0 ($7,000)
Annual Calendar ($'05,000) $0 $0
Postage $0 $0 ($1„000)
Publicity ($2,000) $0 ($2;1000)
Tax Preparation ($1,000) $2,062 ($2,500)
Library Programming Incentives ($0,000) $0 ($'01,000)
2nd Story Campaign Related Events ($6,000) $3,633 ($3„800)
Gilfry/Lewis Event $0 $0 ($6,100)
Quakes Skybox Event $0 $0 ($425)
TOTAL OPERATIONAL EXPENDITURES ($63,541) $35,878 (528,662)
® a ®• 66 r ars r ;re
2nd Story Development Consultants $o $0 ($125,000)
Adult Literacy (?,,000) $0 ($101,000)
Children's/Special Programs ($5„000) $4,324 $0
Cultural Arts Nights (s'5,00c9 ) $6,000 ($"15,000)
Corporate Grant ($5,000) $0 ($5,000)
Exhibit Rental ($40„00()) $0 $0
Fund Development Coordinator ($25,000) $25,000 (,$26,800)
Star Wars Reads Event $0 $0 ($5,000)
Matching for Library Grants $0 ($15„000)
National Library Week Banner $0 $0 ($'I„000)
Professional Development/innovation Fund ($5„000) $0 (;$5,4 oo)
TOTAL FOUNDATION EXPENDITURES (S183,541) $71,202 ($236,462)
Item C2-3