library of california
Gold Coast Library Network
Ventura + Santa Barbara + San Luis Obispo

Board of Directors
Minutes
January 25th, 2001

Presiding: John Murray, Chair

Attendees:
Present at this meeting:
Carol Keator - Vice Chair/Chair-Elect
Bryan Thompson - Records and Correspondence Chair
Octavio Sifuentes - Finance Chair
Sarah Pritchard - Resource Libraries Representative
Hiram Davis - Academic Libraries Representative
Marcia Frasier - Public Libraries Representative
Bill Stokes - School Libraries Representative
Terri Sheridan - Special Libraries Representative
Bettie Day - Library User Representative

Also present:
Judith Segel - Black Gold Cooperative Library System
Janice Webb - Gold Coast Library Network

Not present:
Brian Reynolds, Black Gold Cooperative Library System Representative

1. CALL TO ORDER -The first meeting of the Network Board was convened at 10:40 a.m. at Voskuyl Library, Westmont College by John Murray, Chair.
2. ADOPTION OF AGENDA - The agenda was adopted as presented.
3. APPROVAL OF MINUTES OF THE NETWORK COUNCIL MEETING
   November 30, 2000 - Moved, seconded (Sifuentes, Sheridan) and carried that the minutes be approved as written.
4. MEETING SCHEDULE
   • Hosts/locations
     • Board meetings-Possible locations: Keator offered Goleta once per quarter in keeping with the policy of the Santa Barbara Public Library Board of Trustees. Pritchard offered UCSB; Sheridan offered the Santa Barbara Museum of Natural History; Davis offered CalPoly as a possibility for July or August Board meetings. No action was taken on the possibility of holding executive committee meetings in place of some Board meetings.
     • Board Meeting Time:
       It was agreed that future Board meetings would begin at 10:30 a.m.
     • The next meeting of the Board of Directors was moved to March 1. Stokes, Keator, Davis and Sifuentes have conflicts on February 22. The location is to be determined.2)
   • Annual Network Council Meeting- April 19, 2001, from 2:30-4:30 p.m. The time is 2:30-4:30 p.m. so that school librarians may be able to attend. Council members will be reminded of the importance of attending. Possible locations: Stokes offered Santa Maria- Bonita School District. Santa Barbara City College and Santa Barbara High School District were also suggested. A simple majority is a quorum.
5. LIBRARY OF CALIFORNIA LEGAL REQUIREMENTS FOR OPERATIONS
   • The checklist was reviewed. The date December 8, 2000 will be changed to December 18, 2000 to accurately reflect the filing date of incorporation papers. The corrected checklist will be submitted to the Library of California.
   • Attorney for the Network, Wilf Freeman, reviewed the letter and checklist from the Library of California. According to him, the Network is incorporated and can spend the money that has been received.
   • The problem of staffing with an unsure budget was discussed. The issue of encumbrance was mentioned. Segel will ask Bessie Condos-Tichauer about state auditing procedures and requirements.
   • FY2001-02 Budget: A memo from Michael Dillon about the budget augmentation was read. More information about the budget will be available after the Library of California Board meeting February 14-16, 2001.
     
6. ANNUAL PLAN OF SERVICE - Committees will be created as a structure to accomplish the goals. The Network Council will be asked to provide feedback for committee development before their meeting in April. The annual plan will be broken down into smaller chunks and each committee will be designated to handle one or two plan goals. Each committee will be charged with hashing out its respective piece(s) of the Plan of Service and have a Board member designated to act as liaison to the Board. The Board expects that chairmanship of committees will come from the membership rather than the Board. Committees are discussed further in item 8.

   Bessie Condos-Tichauer will be asked what deadlines we have to meet for the Library of California.

7. EXECUTIVE SERVICES AGREEMENT - Segel explained that the termination provisions in the Executive Services Agreement are a transition process planned for in advance. The six-month budget was discussed. It will be refined by the Executive Committee (see item 8). Section 3, Compensation was amended to include the words "and funding from the State of California" at the end of the last sentence. Moved, seconded (Pritchard, Davis) and carried that the agreement be approved as amended.
8. STANDING COMMITTEES
   • Reports by existing committees
     • ILL Policy committee - The policy committee submitted its Interlibrary Loan Code for approval by the Board. The Board returned the document to the policy committee for clean up of any contradictions, incorporation of comments by the committee and rewriting so the policy relates to Cat-A-Link Gold rather than overarching ILL policy.

       The Board made the following recommendations for the Interlibrary Loan Code:

     • Frasier suggested that Section III(1) be amended to include "however, the lending library reserves the right to determine whether or not an item should be provided in accordance with the "equal access" provision of the Network Plan of Service" at the end of the sentence or to refer the reader to Section VI(2).
     • Sheridan questioned Section IX(1) where the policy states, "Cat-A-Link Gold items will be loaned for thirty five days." This sentence was borrowed from the North Bay Cooperative Library System policy and will be changed to "The loan period for Cat-A-Link Gold items will be at the discretion of the lending library." Section IX(3) will be changed from "CANNOT be renewed" to "will be renewed at the discretion of the lending library."
       
     • It was suggested that Cat-A-Link Gold honor any special delivery requirements of lending libraries. The following statement will be added to the lending policy to reflect this: "The Network will honor any special delivery requirements of lending libraries.
     • Bylaws committee - the Bylaws committee had no report.
     • Membership committee - Sheridan reported on applications to be charter members submitted for approval in December. The membership application report shows the five libraries that applied and were submitted to the State Library before the deadline.
     • New committees, task forces and subcommittees - The following
       Network committees were created:
       • Membership Committee- It was recommended that the membership committee be reconvened for this fiscal year and next. Sheridan will act as liaison for this committee
       • Interlibrary Loan and Resource Sharing Committee - Bettie Day will act as liaison. This committee is responsible for Goal 1. Goal 1. Resource Sharing: Enable member libraries and their users to access materials that cannot be provided directly by the member library.
       • Online Services and Reference Committee - Bill Stokes will act as Board liaison. This committee is responsible for Goals 2 and 3. Goal 2. Supplemental Reference Service and Materials: Provide direct and mediated reference support to assist with inquiries beyond the scope of member libraries' missions and collections. Goal 3. Cooperative Programs: Plan and coordinate other cooperative services for member libraries. The Online Services and Reference Committee is charged with determining whether to continue a contract with the Gale Group to provide Gale Biography Resource Center Online to member libraries.
       • Training and Technical Assistance Committee - Marcia Frasier will
         act as liaison to the Board. This committee is responsible for Goals 4
         and 5. Goal 4. Continuing Education and Training: Meet the continuing education and training needs of member library staff. Goal 5. Advisory and Technical Assistance: Support member libraries in their efforts to address local issues, policies and planning. The Training and Technical Assistance Committee will be responsible for determining what resources Network members have, such as videoconferencing equipment, which can be used by the Network as a whole.
       • Executive Committee - This committee will be comprised of the Chair, Vice Chair/Chair-Elect, Records and Correspondence Chair and Finance Chair of the Board of Directors. This committee is responsible for Goal 6. Goal 6. Regional Coordination/Administration: Manage operations, marketing, and communications to accomplish Regional goals.
         • The Executive Committee will deal with budget, personnel and related issues.
       • The nominating committee and bylaws committee will remain as ad hoc committees.
       • Board members will recruit their staff and Council members to assist with committees. Thompson suggested the Board stress the participation of schools.
9. NETWORK STRUCTURAL ISSUES
   • Community colleges - Consideration of this issue will be deferred until the Library of California Board discusses the issue at their next Board meeting on February 14-16, 2001. Stough had started the process of writing a letter of recommendations. Thompson will call Stough to find out what the status is and let him know that the Board wants the letter to go out over Murray's signature as Chair of the Board.
   • Incorporation - The Network is incorporated.
   • Liability insurance - The State law covers all but egregious spending. The questions raised by this issue were: Is this something we could set aside and not worry about? Can the directors be sued? Does premature contract termination need to be considered a problem? Consideration of this issue will be deferred until Segel consults with the Network attorney.
     
10. GRANTS
    • Gale Biography Resource Center - The decision of whether to continue the subscription as a Network benefit needs to be made before the July Board meeting.
      • All of the Gale Biography Resource Center participants are members of the Network.
      • Three training sessions were held on two dates (January 16 in San Luis Obispo county and January 19 in Ventura county) and were positively received. One more set of sessions is to be scheduled for Santa Barbara county.
    • Cat-A-Link Gold - Webb met with the URSA implementation group and was given an implementation guide. She will meet with the staff of each library to fill out the guides.
    • Membership Promotion and Communications
      • Web directory - The web directory is ready for training sessions to be scheduled.
      • Web page templates - Judy Swanson and Paul Adalian of CalPoly are still working on the web page templates.
      • Training - Paul Adalian has contacted the Network about scheduling hands-on training sessions for the web directory. Network staff will schedule these sessions as soon as possible.
      • The redesign of the Gold Coast Library Network website was addressed. Network staff will ask Judy Swanson of CalPoly about proceeding with this task. The Board was asked to submit feedback about the current website to Webb for submission to CalPoly.

    Press conferences are a consideration for the Board in the near future. Davis mentioned that ALA press kits are available and may be of some help with this.

    • Videoconferencing - All videoconferencing equipment is completely installed. The equipment at Ventura has been tested and will be shown to Ventura library staff in early February.
    • Electronic Status Analysis - Proposed participants in the electronic status analysis were sent a letter explaining the process. Telephone calls are being received by the Network to schedule seminar attendance and survey times.
11. NETWORK MEMBERSHIP LIST - A complete list of charter members was reviewed and is available now. It will be distributed.
12. CONFLICT OF INTEREST CODE - The appointment of a task force will be deferred until the Network attorney addresses the issue. The Network staff and attorney will prepare the code.

The meeting adjourned at 1:08 p.m.

Recorded by Janice Webb

Signature of Approval:

_____________________, John Murray, Chair

_____________________, Bryan Thompson, Records and Correspondence Chair

_____________________, Judith Segel, Chief Executive