library of california
Gold Coast Library Network
Ventura + Santa Barbara + San Luis Obispo
Board of Directors
Minutes
March 1st, 2001

Presiding: Carol Keator, Vice Chair

Attendees:
Present at this meeting:
Bryan Thompson- Records and Correspondence Chair
Octavio Sifuentes- Finance Chair
Sarah Pritchard- Resource Libraries Representative
Marcia Frasier- Public Libraries Representative
Bill Stokes- School Libraries Representative
Bettie Day-- Library User Representative
Brian Reynolds-Black Gold Library System Representative

Also present:
Judith Segel- Gold Coast Library Network Chief Executive
Mary Lou Kravetz-- Gold Coast Library Network Program Manager
Paula Parke-- Gold Coast Library Network Support Staff
Bessie Condos Tichauer-Library of California Network Liaison

Not present:
John Murray-- Westmont College, Network Council Board of Directors Chair
Hiram Davis- Academic Libraries Representative
Terri Sheridan- Special Libraries Representative

1. CALL TO ORDER - The February meeting of the Network Board was convened
   at 10:45 a.m. on March 1, 2001 at Santa Barbara Botanic Gardens, by Vice Chair,
   Carol Keator.
   
2. ADOPTION OF AGENDA - The agenda was adopted as presented.
3. APPROVAL OF MINUTES OF THE NETWORK COUNCIL MEETING
   January 25, 2001-- Moved, seconded (Sifuentes, Day) and carried that the minutes be approved as written.
4. FINANCIAL REPORT - Region VII has $361,000 through 6/30/01 (the fiscal year) Reynolds requested budget overview for 2001-2002. Pritchard asked for a breakdown of funding sources. Segel agreed to make a two-part funding report available.
5. MEETINGS - Board of Directors meeting was to be held on May 24, 2001, but Pritchard and Sifuentes could not attend on May 24. The May meeting may be very important regarding working on the Annual Plan of Service. Moved, seconded (Keator, Pritchard) and carried that the May Board of Directors meeting will be on May 10 at 10:30 a.m., the location to be announced. An Executive Meeting will be held March 8, 2001. The Plan of Service must be turned in on April 1, 2001. The Executive Committee will work on the Plan of Service between Board meetings.

   There will be no Board of Directors June meeting. There will be a July Board of Directors meeting.

6. SUMMARY OF LIBRARY OF CALIFORNIA BOARD MEETING - 2/14/01-- 2/16/01-A summary written by Mary Lou Kravetz was included in the Board packet. Segel informed the Board that she has the Library of California Board meeting materials for viewing at the meeting, or at other times.
7. LIBRARY OF CALIFORNIA THROUGH JUNE 2001 AND PROPOSED FOR 2001/2002
   • CURRENT BUDGET THROUGH JUNE 30, 2001--The revised FY 2000-2001 (ending 6/30/01) budget was handed out. Personnel costs now reflect actual costs for the Network Support Staff position, and the Program Manager position. Personnel costs were reduced and money added to Network Services. Rent and janitorial are based on agreements signed. Delivery service costs are the same.

     Delivery is member-to-member delivery. Delivery is paid by Gold Coast not the members. Gold Coast will use a carrier, probably Fed Ex. Billing will go to Gold Coast.

     The Board discussed how to allocate Network member services funds.
     The Gale Biography Resource Center for 2001-2002 was discussed. We now know the user population and have statistics of usage. This is useful in determining how it will be priced. The Board said it is O.K. to explore renewal.

     Segel suggests the Board identify Network service projects, because although the committees have been formed, FY 2000-2001 is a short time frame. We should be looking for projects with immediate benefit. Investigation has begun about possible purchase of a van or a purchase of a heavy-duty copier, for example. Pritchard stated that the idea of investing in hard machinery for producing documents is a valid investment.

     Thompson questioned whether or not it is required that the monies be expended, or just obligated before July 1. Segel said monies must be encumbered before the end of year and liquidated within 60 days thereafter.

     Reynolds suggested that when in doubt put money into the biggest, most useful library purchases.

   • PROPOSED BUDGET FOR FY JULY 1, 2001/2002
     • Reynolds raised the question of when the State will decide on the formula for the money. All Regions have agreed to dividing the base allocation equally ($468,000 each) as the start up phase. This does not represent a formula. "What does resource sharing mean to the Department of Finance?" Hopefully the Department of Finance will take a broad view. There is $ 3.2 million in new money for resource sharing, which has not been defined. The $3.2 million is in addition to the $ 5 million base. After state operations and on-going statewide projects (Librarians Index to the Internet, and Library of California Serials/ Periodicals Database) are covered, there is $ 3.280 million left to be divided by seven regions.

       Moved, seconded (Pritchard, Day) and carried that the Revised Budget be approved as written.

8. ANNUAL PLAN OF SERVICE - The Annual Plan of Service must be submitted by April 1. Kravetz reminded the Board that we need to address certain areas. She will incorporate elements from the long-term plan into the new Plan of Service. Concrete numbers are not available yet, but the State wants us to address services as well as we can. The June meeting of the Library of California Board will clarify the budget.
9. STANDING COMMITTEES - SOLICITATION TO JOIN - The draft of the Solicitation Letter was reviewed. Pritchard made recommendations for improving the committee descriptions. Fraiser reported that David Dowell has committed to the Training Committee. Segel suggested an email announcement. Pritchard suggested putting on paper as well. A Board list and a Council list will be used for the email and hard copy.
10. RECRUITING MEMBERS TO GOLD COAST LIBRARY NETWORK - Any library that wants service FY 2001/2002 needs to apply by April 1. Terri Sheridan wants membership committee added to the committee recruitment letter (Kravetz). A possible recruit is Oxnard High School, which never participated in TIE. Discussion included finding out if Thousand Oaks Public Library has joined any region, and finding out about Oxnard Public Library. CSU Channel Islands is also being considered. Kravetz will find out when CSU will get its own Library Director.
    • Other libraries to be contacted are:
      • Laguna Blanca
      • Brooks Institute
      • Los Robles Regional Medical Center
      • Rockwell International Science Center Library
      • Amgen
      • Ventura High School/District
      • Oxnard High School District
      • Oaks Christian High School
    • Tichauer will find out if a library can belong to two regions. Libraries can't get the same services at one time from two places. This is an issue for a new organization.
      
11. NETWORK STRUCTURAL ISSUE-COMMUNITY COLLEGES - The State Library's lawyer interpreted the law to say that the rules for colleges are different from schools' rules; community colleges can join as single members or as a district.
    Pritchard asked if anything has happened yet with the resource libraries. There is no news (Segel). Tichauer stated that information should come soon.
12. GRANTS
    • Cat-A-Link Gold-- Janice, the Gold Coast Library Network Automation Technician, is visiting in Santa Rosa today, looking at Supersearch, and meeting with epixtech people. Gold Coast Library Network is also talking to libraries to get data needed to implement Cat-A-Link Gold.
      Where is the main cost center for Cat-A-Link Gold? It is the system, server and program. Kravetz reported that the Automation Technician is hearing concern about opening IPs. The vendor uses encryption and the data is safe. UCSB expects its new system to be up in late summer.
    • Electronic Status Analysis-Information Partners will report the results of the phone survey to us as soon as possible. The goal is to determine the needs for the region. It is a foundation for mini-grants to bring libraries up to speed electronically. Non-members and members were interviewed.
    • Gale Biography Resource Training - March 14 is the last training class. Responses from people at the previous training were positive. Lucia Mar statistics went from 23- 1189. The Gale Biography Resource Center has potential for administrators. It is outreach. It has broad appeal. Use is expected to double in the next few months.
    • Membership Promotion and Communications Programs -Web Directory and Promotion: Training is to enable libraries to maintain their own page. The upcoming training for the Home Page template was discussed. Libraries will create their own Home Page.
      Public relations should reach down to the librarians, library staff and the library users. The Board could create and distribute a poster. Prichard stated that reaching down to library users and user communication with legislators is a concern of the Library of California Board. Keator suggested decals for doors and windows.
      Planning and Special Event: Fraiser suggested it would be effective if we could get the press to come to talk to Gold Coast Library Network members. A series to talk about The Library of California and the Region was suggested. We want to try and make an impression on the public so that logos have a meaning. Money from our Membership Communication and Promotion Grant could be used to get names and concepts out. We need to be proactive about inviting non-members to publicity events (Reynolds).
      Communication with Other Regions: The regions are planning to meet prior to the next Library of California meeting (Kravetz). Thompson would like a summary of the meeting. Pritchard asked if the electronic exchange of information ever came up with other regions. Tichauer suggested that a grant might fit in to that. Segel suggested the work of each region could be followed by web surfing. Judy Swanson of Cal Poly will be working on upgrading the Gold Coast Library Network web sight as part of the Membership Promotion and Communication Program.

    • Videoconferencing - We are working on coordinating videoconferencing. Kravetz has been asked by Dan Theobald of i2i to see if other videoconferencing sites wish to join the Paso Robles Library on April 4 for a program with LACMA.
      Thompson suggested emulating the Theobald study on availability of equipment in the Tierra del Sol Regions, but adding questions about the qualification of videoconferencing equipment.
      

Motion to adjourn moved, seconded (Sifuentes, Tichauer) and carried at 12:35 P.M.

Recorded by Paula Parke

Signature of Approval:

_____________________, Carol Keator, Vice Chair

_____________________, Bryan Thompson, Records and Correspondence Chair

_____________________, Judith Segel, Chief Executive