library of california
Gold Coast Library Network
Ventura + Santa Barbara + San Luis Obispo
REGION VII CORE PLANNING GROUP
MINUTES
September 28, 2000

Revision approved by CPG 10-19-00
Revised 10-24-00

CHAIR: David Dowell, Cuesta College

ATTENDEES:
John Murray, Westmont College
Sarah Pritchard, UC Santa Barbara
Judith Segel, Black Gold Coop. Library Sys.
Marcia Frasier, Santa Maria Public Library
Tom Stough, Oxnard College
Octavio Sifuentes, Ventura College
Carol Keator, Santa Barbara Public Library
Starrett Kreissman, Ventura County Library
Leslie Bretall, College of the Canyons
Nina Taylor, Lompoc Public Library

1. CALL TO ORDER David Dowell, President, called the meeting to order at 1:07pm at the Santa Barbara Public Library.
   
2. ADOPTION OF AGENDA - An issue was raised about the future meetings section of the agenda as to the difference between Board and Council meetings. This issue will be revisited at Item 9.
   
3. APPROVAL OF MINUTES - August 28, 2000.
   The Minutes of the August 28, 2000, Core Planning Group meeting were approved as written..
4. Council of California County Law Librarians
5. GRANTS
   1. Gale Biography Resource Online - Marquis Who's Who has been integrated into the product. Meeting attendees are pleased with the product; we continue to get additional signups; training materials were sent to College of the Canyons when requested. Judith asked for comments from CPG on how to arrange training. It was suggested that one person be sent to training to become an expert and that training not be scheduled for Fridays. An open house-type format was suggested where individuals could drop in. Judith will talk with the representative at Gale Group. One possible date for training is November 30th at Santa Maria. It was suggested that a special pitch be made to school librarians for a late afternoon training session.
      
   2. Cat-A-Link Gold
      • The ILL Policy Committee will hold its first meeting immediately after this meeting. Leslie has contacted Marlayna Gates about attending. John Wardell of epixtech has agreed to demonstrate URSA. David suggested we hold the demo on the 19th prior to lunchtime at another Santa Barbara location to allow time for transition to the CPG meeting at the Santa Barbara Botanic Garden at 1pm on the same day.
      • It was suggested that the web page contain an introduction to Cat-A-Link and an assessment after the demo.
   3. Videoconferencing
      • The contracts were signed this morning with Don MacLeod at Verizon. Videoconferencing agreements with host sites are being finalized. There will be opportunity to bridge to different locations with similar technologies to participate. There was discussion about whether the videoconferencing could be extended to include non-host libraries that have videoconferencing equipment in place. It was suggested that a small email survey be sent to sites that may be able to connect to extend the videoconferencing. David Dowell volunteered Keith Lilly at Cuesta to help in designing a questionnaire for the videoconferencing extension.
      • There was some question as to how the Network pays for the technology once the grant has ended. The Network will include maintenance of videoconferencing in its ongoing budget. A one-year maintenance agreement and training are included in the contracts. John Murray suggested not purchasing the extended maintenance agreements with Verizon.
      • The current grant covers three sites. Other sites may develop once the grant is completed.
   4. Membership Promotion and Communication
      • Janice got an update from Paul Adalian on September 13th. At that time, the web directory database was being created, templates were completed and structure was being worked on; they plan to meet the November 1st deadline. The webpage interface equipment had just arrived and the server was being set up; early the following week, the database architecture was to be laid out. Since the web directory and webpage interfaces share the same architecture and technology, the webpage interface should be on schedule to be completed by the December 1st deadline.
      • There were concerns about accuracy/correctness of information. Are there failsafes in place for consistency/completeness in system without intrusion? Paul will be asked about this. Paul and others at Cal Poly need to know that CPG will be the ones to say whether the directory is ready to be published.
      • Statements about who bears responsibility for content are being developed.
      • We talked about having committees that are aligned with our goals. The Membership Promotions Committee can do this overseeing/monitoring. How do you get people to keep their information in the directory up-to-date?
      • What server will house the home pages? Cal Poly is housing the server but it is owned by Gold Coast Library Network. We need to cover ourselves with copyright policies and disclaimers since we are hosting these web pages. We should take a look at the Digital Millennium Copyright Act. Agreements drafted for libraries to participate in the web directory and development of web pages should indicate that the Network Council or Board may review and authorize publication of web pages
   5. Electronic Status Analysis -The purpose of hiring the consultant on this grant is to document the situation, get a needs assessment of libraries in the entire Region. We may designate libraries if they are willing to share their information with us. A level of detail is not currently defined. We should ask consultants how they would propose to collect the information. John Murray and Sarah Pritchard will be sent the draft Request for Proposal for review and comment. We will not be prescriptive. We will ask the consultant to tell us how they will do it.
6. NEWSBANK CONTRACT
   • It was questioned as to whether a library needs to redo a contract if they already have an agreement with NewsBank. The Network's responsibility is to verify that a library is eligible and to forward contact information of eligible libraries to NewsBank. The NewsBank representative will work with the individual libraries in getting a contract prepared.
   • It was suggested that our Network Council revise the bylaws of the Network to spell out representativeness of members/participating individual libraries (i.e. "District office can stand in the place as a member or separate entities could be full members, if eligible").
   • We need to look at libraries to see if they are stand-alone institutions. Joining at the district level should only be mandatory if the individual library does not meet criteria on its own.
   • Further discussion was tabled until after the Library of California Board meeting on October 5th.
7. NETWORK APPLICATIONS MEMBERSHIP UPDATE
   • VCCCD's Board meeting has been moved to the 10th of October. There is some question as to whether VCCCD will be three libraries or one district when they join. The Santa Barbara High School District is signed up as the member with participating libraries. Judith and David will raise this issue at the October 5th Library of California Board Meeting.
   • It was suggested that our Network Council revise the bylaws of the Network to spell out representativeness of members/participating individual libraries (i.e. "District office can stand in the place as a member or separate entities could be full members, if eligible").
   • We need to look at libraries to see if they are stand-alone institutions. Joining at the district level should only be mandatory if the individual library does not meet criteria on its own.
   • Further discussion was tabled until after the Library of California Board meeting on October 5th.
8. TRANSITION FROM CPG TO NETWORK COUNCIL AND GOLD COAST LIBRARY NETWORK BOARD OF DIRECTORS
   • The Board consists of one representative from each type of library, one library user, one representative from Black Gold. All members are on Council. All present would elect Chair who would appoint the nominating committee. Time for notices to be sent spelled out in Bylaws needs to be observed.
   • There are two types of resource libraries: state and regional resource libraries. Each region can designate its own resource libraries. UCs are worried about what obligations of being a resource library are; if anything results from the meeting in Sacramento 10-11, Sarah will share with CPG electronically.
     • Chair to be elected by voice nominations from the floor.
     • Nominations should have geographic balance.
   • The Chair will appoint the nominating committee and explain voting procedures and preside annually at Council meetings. Council and Board Chair may be the same person. The Council Chair position is a modest role; a long-term commitment is not a requirement.
   • issues
     • David reported that the Black Gold Council passed the following motion:
       • "Moved, seconded (Kreissman/Reynolds) and carried for Black Gold to commit to an interim arrangement to continue to do work for the Gold Coast Library Network with contract renewal yearly."
   • Staffing cannot be planned at this point.
   • Initial Network funding is only for six months so the agreement with Black Gold would initially have to be short-term. Council and Board may wish to make long-term agreement after the first six months.
   • The lawyer has been asked to help with an agreement to provide Executive Management Services and he has stated that he is willing to do so.

   Council Representatives will be notified about the Network Council meeting November 30th in Santa Maria. David will serve as convener of the Network Council meeting.

9. Demo is scheduled the morning of Thursday, October 19th, location TBA.
   • Next meeting is Thursday, October 19th from 1:00-3:00, Santa Barbara Botanic Garden, 1212 Mission Canyon Road, Santa Barbara.
   • Future agenda issues

structural issues - resource libraries; grant expenditure deadlines; VCCCD

meetings - correct to show all are Network Board meetings except for Network Council on November 30th and one meeting in either March or April.

The meeting was adjourned at 3:12 p.m.

Recorded by Janice Webb