library of california
Gold Coast Library Network
Ventura + Santa Barbara + San Luis Obispo
Board of Directors
Minutes
August 30, 2001

Presiding: John Murray, Chair

Attendees:
Present at this meeting:
Bettie Day, Library User Representative
Marcia Frasier, Public Libraries Representative
Carol Keator, Vice Chair
Sarah Pritchard, Resource Libraries Representative
Octavio Sifuentes, Finance Chair
Bill Stokes, School Libraries Representative
Annie Robb, Black Gold Cooperative Library System Representative

Also present:
Mary Lou Kravetz, Gold Coast Library Network Program Manager
Judith Segel, Gold Coast Library Network Chief Executive
Cathie Helmick, Library of California Representative

Not present:
Hiram Davis, Academic Libraries Representative
Terri Sheridan, Special Libraries Representative
Bryan Thompson, Records and Correspondence Chair

1. CALL TO ORDER - The meeting of the Network Board was convened at 10:40 a.m. on August 30, 2001 at the Davidson Library at UC Santa Barbara.
2. ADOPTION OF AGENDA - The agenda was adopted and approved as presented.
3. APPROVAL OF MINUTES OF THE BOARD OF DIRECTORS MEETING
   July 26, 2001- Moved, seconded (Sifuentes, Keater) and carried that the minutes be approved as written.
4. PROGRAM MANAGER'S REPORT - This is the first report listing highlights of Mary Lou's work for the previous month. PR materials (bags, pens, pencils, tablets, rulers, decals) were shown to the Board. The Board suggested that these materials be given to members and used for special events.
5. 5. TECHNOLOGY LIBRARIAN'S REPORT - Epixtech, the vendor for the Cat-A-Link Gold virtual catalog software, continues to resolve problems and add library catalogs. Materials are being sent to Cate School and Oxnard College so they may be participate.

   33 of our 44 member libraries have requested and are receiving access to the Gale databases.

   Gold Coast continues its role in publicizing the videoconferencing events to our members. The host libraries will publicize events to audiences outside the Network. Some confusion in this area has been resolved this past month.

   Program Manager and Technology Librarian are working with Judy Swanson at Cal Poly to complete the new version of the GCLN website.

   (The Board recommended that announcements of the Board Meeting on the listserv should include a salutation and a general announcement statement.)

6. COMMITTEE UPDATES
   • Training and Technical Assistance - The Training and Continuing Education Survey was just mailed to GCLN member reps.
   • Online Services and Reference Committee no report
   • The Membership Committee - Chair Kathleen Boyd is working on scheduling a teleconference meeting this month. Terri asked Moe McGee who agreed to join an ad hoc committee to work with the school library focus group. Membership committee will work on the school library list of potential members.
   • Interlibrary Loan and Resource Sharing Committee - Bettie Day reports that the group has been trying to set up a meeting date.
7. MARKETING GCLN SERVICES TO SCHOOL LIBRARIES - A plan to market services to school libraries and increase GCLN membership prepared by staff was reviewed. The plan involves creating case studies of current school library members, mailing literature to potential target schools, followed by telephone calls and school visits. The membership committee would target a small group of school libraries and also develop a detailed list of potential school libraries and contacts. The plan is to build a focus group out of the target school contacts, write a proposal for an LSTA grant and determine who should apply, and explore other sources of funding.

   The Board Liaison for the Membership committee sent the comment that case studies might be premature at this point. Target the major districts in all three counties and provide information to superintendents and school boards as well as directly to schools.

   The Resource Library Representative met with the new community outreach officer for UCSB, Mr. Joseph Castro. She discussed with Mr. Castro the possibility of funding a library resource guide aimed at schools in the region. It was decided that Mary Lou would draft, with her assistance, a one-page proposal for this project and send to the Board for comments.

   The Board also suggested that we have one ad hoc school membership committee person from each county. Moe McGee would represent SLO. Carol recommended Terri Sheridan for Santa Barbara, although Carol would volunteer if Terri is not available. (Still need volunteer for Ventura County.)

   CONTRACT AGENT UPDATE - Staff received an email from Mark Parker, Library of California in response to a request for information on qualifications to be a contracting agent for Library of California special projects. The response said that he saw no reason why LoC would not consider networks as eligible to be a fiscal agent for LSTA or state funds. He will discuss further with LoC's compliance officer to see if any information should be sent to us.

8. REPORT ON REGIONAL CONTACTS MEETING July 30, 2001 - A GCLN staff summary of the regional Contacts meeting was included in the packet. A formal summary from the meeting facilitator was handed out at the meeting. The two major concerns of GCLN were brought up at the meeting. Along with GCLN, other regions had a problem with how the Amigos membership was handled. Mark Parker was unaware of the situation and will review. The other issue of not being able to provide new members with services until approved formally by LoC was also discussed. The consensus from LoC representatives and the regions was to find a way to cover these new members in our budget, perhaps by building a reserve for this purpose.
9. REPORT ON LOC BOARD MEETING - August 14-16, 2001
   • Counting California project - Enhanced public access to social science and economic information from government agencies is available at http://countingcalifornia.cdlib.org
     GCLN will put a link on its website to this source.
   • 2001/2001 Plan of Service Review - Included in the packet was a combined summary of all Regions' Plans of Service. Cathie Helmick told us that she was planning to prepare a sample form for future Plans of Service so there is more uniformity in reporting.
   • The final budget allocation for 2001/2002 with a 4.0438% reduction for Region VII is $309,898.
10. REVISED LOC BOARD MEMO RE: APPROVING MEMBERSHIPS BEFORE APRIL -
    At last month's Board direction, staff prepared a letter to James R. Dawe, Chair, Board of Directors, Library of California, asking the LoC Board to approve new members at least twice a year. A copy was handed out at the meeting and John signed the letter, which was mailed to Mr. Dawe August 31, 2001.

INTRODUCTION: CATHIE HELMICK, LOC CONSULTANT, NETWORK RESOURCES
Cathie Helmick, following a visit to Goleta Public Library, arrived about 11:30 a.m. She was introduced to the Board members and spoke briefly about her new position at LoC. Her major focus is reference services. Board members interested in continuing this conversation were invited to have lunch at the Faculty Center.


The meeting adjourned was adjourned at 12:40 p.m.

Recorded by Mary Lou Kravetz

Signature of Approval:

John Murray, Chair

Bryan Thompson, Records & Correspondence Chair

Judith Segel, Chief Executive