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HomeMy WebLinkAbout2018/12/03 - Agenda Packet - Library Foundation Board DECEMBER 3, 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 Hufnagel 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 fisted 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 November 5, 2018. C2. Consideration to approve Library Foundation Treasurer's Report of October 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. �p J r r„' y�r,fi,�61 �U^a ar DECEMBER 3, 2418 r, ;. 0 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 of the Strategic Planning schedule for dates in January 2019. Discussion lead by Noelia Chapa, Board Member. Continued from September 10,2018. E2. Election of Rancho Cucamonga Library Foundation Board's President. 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, November 28, 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 Page 2 of 3 DECEMBER 3, 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 40 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 p: ✓ rym,„r n l/ � A N,����I l I IIIR'Y '' 11R V p C E's. DATE: December 3, 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 November 5, 2018. BACKGROUND: Attached, please find the minutes for the special meeting of the Library Foundation Board taken and compiled by Executive Assistant, Jennifer Palacios. ANALYSIS: None. FISCAL IMPACT: None. COUNCIL GOAL(S) ADDRESSED: Not Applicable ATTACHMENT(S): November 5, 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 oft Rancho Cucamonga Public Library Foundation Board was held on Monday, November 5, 2018, int Paul A. Biane Library Conference Room, located at 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order atp.m. Present were Members hos i, Gilfry, Hufnagel, Johnson, is 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 Manager and Jennifer Palacios, Executive Assistant. The Board broke for a special welcoming dinner to honor the new Library Board Members: Jennifer Hufnagel, Tim Johnson and Laurel is Each Board Member introduced themself and expressed their love of the City of Rancho Cucamonga and their excitement over the opportunity to joint Foundation Board's efforts to financially support the Library's programs and services. B. COMMUNICATIONS FROM THE PUBLIC None were presented. C. CONSENT CALENDAR C1. Consideration to approve Minutes of October 1, 2018. MOTION: Moved by Member Gilfry to approve the minutes of October 1, 2018, seconded by Member Akahoshi, motion carried, 7-0-4 (with Chapa, Easter, Gonzalez and Leal absent). C2. Consideration to approve Library Foundation Treasurer's Report of September 2018. MOTION: Moved by Member Soehn to approve the Library Foundation Treasurer's Report of September 2018, seconded by Member Akahoshl, motion carried, 7-0-4 (with Chapa, Easter, Gonzalez and Leal absent). Q. LIBRARY DIRECTOR'S STAFF REPORTS Dl. 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 October 2, 2018 Carol Durkel, Library Technician received the City of Rancho Cucamonga's Employee of the Month Award. Item C1—2 Library Foundation Board Minutes November 5, 2018 Page 2 Library Director Sowles stated City Hall is hosting an exhibit of contemporary art featuring paintings and sculptures curated by Chaffey College's Wignall Museum. The display will be refreshed with new pieces on a regular basis. Director Sowles encouraged the Board to go to City Hall see the exhibit. Julie A. Sowles, Library Director, reported the Library held their final interviews fort Library Technician position in Children Services and will announce the new recruitment next month. Library Director Sowles stated on October 26, 2018 the Archibald Library held the annual Fall into Fun event with over 400 attendees. The theme was Harry Potter with several costume characters walking around for photo opportunities. The family event was a success and it was exciting to see the adults and children dressed up as their favorite Harry Potter characters. Julie A. Sowles, Library Director, reported on November 3, 2018 the Library held the Little Free Library kickoff program. Library staff talked with participants about general information regarding Little Free Libraries and Lowes representatives conducted a Little Free Library construction demonstration. Library Director Sowles stated, the it Council Library Subcommittee held interviews today for two new potential Board Members. They will be making an appointment recommendation at the November 21, 2018 City Council meeting. Julie A. Sowles, Library Director, reminded the Board they sponsored a table at the Diane Williams retirement meeting on December 3, 2018. The table seats eight guests and she asked the Board to decide which eight Members will be attending. Library Director Sowles asked the Board to save the date for State oft City is will be held on February 28, 2019. Julie A. Sowles, Library Director, reported the Library is close to launching its the new e-book service, possibly in time fort winter holidays. The new e-book service is called cloudLibrary. Rancho Cucamonga Public Library cardholders will have top priority to access the collection's titles and the Library has the option to lend and borrow available titles with other California libraries who offer the same service. Library Director Sowles reported Brian Sternberg, Assistant Library Director and Wess Garcia, Program Coordinator and herself have been talking to potential consultants for the next phase of the Second to project. More information will be announced in the future. Julie A. Sowles, Library Director, stated the Library is on Twitter and encourage the Board to follow the account. Library Director Sowl shared a rough estimate of the amount raised from the Lewis Gilfry event to be $17,400. D2. Consideration and discussion regarding Children's Services, It Services and Library Programming. The oral report will be presented by Brian Sternberg, Assistant Library Director. Brian Sternberg, Assistant Library Director, reported Literacy Staff will be kicking off National Item C1—3 Library Foundation Board Minutes November 5, 2018 Page 3 Novel Writers Month (NalloWriMo) on Wednesday, November 7, 2018 at the Biane Library. Participates will make a commitment to write 50,000 words, encouraging them to write a novel. The finale will take place at an event at Archibald Library featuring David Allen from the Daily Bulletin. Assistant Library Director Sternberg reported Teen Services will be hosting an escape room, with a Fantastic Beasts theme. Participants will have to find their way out of Newt's briefcase. The program will take place int Second Story on Thursday, November 8, 2018. Brian Sternberg, Assistant Library Director, stated quarterly Sensory Storytimes wrapped up today, at the Archibald Library and Children's Services are in the planning stages for additional sessions in January 2019. Assistant Library Director Sternberg reported National Family Literacy Day will be celebrated at Archibald Library on November 17, 2018. The theme will be called, "Together We Read" and the honored author will be Mo Willems who wrote Knuffle Bunny, the Elephant and Piggie series and Don't Let the Pigeon Drive the Bus! Families will enjoy stories, crafts and games. Brian Sternberg, Assistant Library Director, stated Ready Open Play 2.0 will take place on November 30, 2018 int Second Story. The Library will be holding four oft events: November 30, December 1, December 4 and December 8, 2018, Families will enjoy activities inspired by Ernest Cline's Ready Player One and classic videogames. E. BOARD BUSINESS El. Determination of partial and full terms for new Directors, Process will be conducted by Julie A. Sowles, Library Director. Tim Johnson, Board Member, volunteered to be appointed to fill the partial term of former Board Member, Rebecca Davies. Member Johnson's term will end on June 30, 2020 and at that time he will be eligible to reapply for appointment to a new, full term. E2. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report presented by Mary Hannal�— Mary Hannah, Library Foundation Board Liaison, stated the Library Board of Trustees eliminated the Adult and Children Tour Policies and revised the Display Policy. E1 SUB-COMMITTEE UPDATES. None. E4. BOARDMEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per Board mber.) Kristine Scott, President, reported Janice Rutherford, Second District Supervisor will be hosting a Christmas Reception and dessert contest between local nonprofits on December 13, 2018 at the Jesse Turner Community Center in Fontana, CA. The Foundation Board has been asked to Item C1—4 Library Foundation Board Minutes November 5, 2018 Page 4 participate. Board Members, Akahoshi, Johnson and Rice agreed to for a Christmas Reception Subcommittee and the Board agreed to participate in this event, Tina Gilfry, Secretary reported the Lions Club made a generous donation of $250.00 to the Second Story Capital Campaign. F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING None. G. ADJOURNMENT MOTION: Moved by Member Akahos to adjourn to Monday, December 3, 2018, seconded by Member Johnson, motion carried, 7-0-4 (with Chapa, Easter, Gonzalez and Leal absent). The meeting adjourned at 7:29 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Jennifer Palacios, Executive Assistant Approve& Item C1-5 e LIBRARY to!ERVIIC r DATE: December 3, 2018 TO: Rancho Cucamonga Library Foundation Board FROM: Julie A. Sowles, Library Director J(� SUBJECT: TREASURER REPORT— OCTOBER 2018 CASH REPORT BEGINNING MTQ MTQ ENDING CASH CASH October..2018 BALANCE _ BALANCE FUND General $9,387.26 -,$'162,29 1414.64.63 Archibald Cit ren's Books Endowment 4 Victoria Gardens Books jgaJ25.00 Adult Literacy Greg Terri Jacobs ileac 5 ,7 3 5, Play& Lear Islandem 11OA72.50 Lola A. LiygAgy Trust Account 2 7glp,.801.97 Innovation 1759 I 17 on.,� 0 Moving arWorkforce ..Tech Skills:_gdi12,5 12 00.00 QpgLatinj Reserve Fund Second tc!y $69 3 a --$3„358.54 1 Unallocated s M2.20-000 7 , Page 1 of 2 Item C2-1 TREASURER REPORT— OCTOBER 2018 December 3, 2018 Page 2 TOTAL 1,54 ,3 .75 $15,627.24 ($30520,83) $1,55%453.1 LAIF Account $1,433,231.5 Transferred to LAIF Account LAIF Interest $7,787,26 Union Bank Account $117,434.32 Deposits in Transit Less Outstanding Checks ($1,970.91) Total Library Foundation Holdings. $1,556,482.25 Revenues: $15,627.24 Lewis Apt. 05 $ 1,600.00 General Fund LAIF Interest $ 7,787.26 General Fund Doug Morris 2012 Donation $ 550.00 Second Story Randall &Janell Lewis $ 2,000.00 Second Story/Gilfry/Lewis Event Greater Ontario Tourism Marketing District $ 2,000.00 Second Story/Gilfry/Lewis Event David Gonzales $ 977.70 Second Story/Gilfry/Lewis Event -$22.30 PayPal chg. (orig. amt. $1,000) Cheryl Aday $ 488.70 Second Story -$11.30 PayPal chg. (orig. amt. $500) United Health Group $ 223.58 Second Story -$6.68 Benevity chg. (orig. amt. $230.26) Expenditures: $3,520.83 Champion Awards $ 565.69 Gilfry/Lewis Event - Cutting Boards CVS Pharmacy $ 26.32 Gilfry/Lewis Event -Water Bottles Total Wine $ 1,855.69 Gilfry/Lewis Event -Wine Alexander Lansburgh $ 400.00 Gilfry/Lewis Event - Accompanist James Greer $ 100.00 Gilfry/Lewis Event - Musical Entertainment Elite Valet $ 300.00 Gilfry/Lewis Event - Valet David Gonzalez $ 110.84 Gilfry/Lewis Event- Van Rental Lewis Apt .05 $ 62.29 Water/Gas/ Electric 8/27/18 Etsy.com $ 65.00 D. Williams Book Gift Attorney Gen Reg Charitable Trusts $ 25.00 Annual Registration Renewal Fee Franchise Tax Board $ 10.00 Form 199/2017 Tax Return Total Holdings $ 1,556,482.25 Outstanding Library Budget $ 207,800.00 Second Story Campaign Commitment $ 500,000.00 Available Funds $ 848,682.25 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 t r LAIF $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) 51,645,847 Library Foundation Expenditures 'total Expenditures Projected ($236,462) Total Balance Remaining In Library Foundation for FY 2018-2019 $1,409,385 PRELIMINARY PROPOSED BUDGET ACTUAL 2018-2019 BUDGET EARNEDISPENT 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 Island"Revenue $20,000 $18,500 $20,000 Second Story Campaign $42,357 $75,000 REVENUE TOTALS $66,800 $94,596 $149,500 Conference for Boardmembers ($1,000) $35 ($600) Board Expenses ($l,000) $642 ($1,000) Del Mar Apt.5 Utilities $0 $190 ($187) Gyroscope Contract ($26,500) $26,500 $0 Insurance ($4,041) $1,041 ($1,050) Board Training/Strategic Planning ($ „000) $1,775 ($21,000) Major Direct Mail Piece ($7,000) $0 ($7,000) Annual Calendar ($15,000) $0 $0 Postage $0 $0 ($1,000) Publicity ($2,000) $0 ($ „000) Tax Preparation ($1,000) $2,062 ($2,500) Library Programming Incentives ($1,000) $0 ($'4,000) 2nd Story Campaign Related Events ($8,000) $3,633 ($34800) Gilfry/Lewis Event $0 $0 ($6,100) Quakes Skybox Event $0 $0 ($425) TOTAL OPERATIONAL EXPENDITURES ($63,541) $35,878 ($28,662) tr r - • • mmm 2nd Story Development Consultants $0 $0 ($125,, )� Adult Literacy ($10,000) $0 ($'4 0,0w), Children's/Special Programs ($5,000) $4,324 $0 Cultural Arts Nights ($15„000) $6,000 ($15„ ) Corporate Grant ($511000) $0 ($51,000) Exhibit Rental ($40,000) $0 $0 Fund Development Coordinator ($251„000) $25,000 ($26,800) Star Wars Reads Event $0 $0 ($5„000) Matching for Library Grants ($15,000) $0 (S'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 ($236,462) Item C2-3