library of california
Planning Region VII
Ventura + Santa Barbara + San Luis Obispo
Preliminary minutes, unreviewed by C.P.G., mounted 3/12/2000.
REGION VII CORE PLANNING GROUP
FEBRUARY 24, 2000
CHAIR: David Dowell Cuesta College
ATTENDEES: Patricia Allaback Cate School
Molly Connaghan Ventura County Community Foundation
Carol Keator Santa Barbara Public Library
Starrett Kreissman Ventura County Library
Linda Mier Santa Barbara High School District
John Murray Westmont College
Sarah Pritchard University of California Santa Barbara
Jean Scully San Luis Obispo County Libraries
Judith Segel Black Gold Cooperative Library System
Octavio Sifuentes Ventura College
Bill Stokes Santa Maria Bonita School District
Nina Taylor Lompoc Public Library
Jonathan Trumbull Ernest Righetti High School
CALL TO ORDER 1:10 p.m. by David Dowell, Presiding, at University of California Santa Barbara, Davidson Library.
1. ADOPTION OF AGENDA
The Agenda was adopted as printed.
2. APPROVAL OF MINUTES OF JANUARY 27, 2000
The Minutes were accepted as posted on the Region VII web page, with two corrections.
1) Sarah Pritchard clarified that the Transition Committee is working on identifying key services and key goals, but does not have this project finalized; 2) Bill Stokes clarified that it was Mary Lou Brady of Cal Poly who has been working on bringing librarianship classes to Cal Poly.
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8 and 10. GRANTS and LIBRARY OF CALIFORNIA BOARD MEETING. Judith Segel, Bill Stokes, Starrett Kreissman. (Discussed out of order.)
a. Supplemental Funding Requests for Projects and Planning. Diana Paque reported that some funds have been allocated, and some funds have not yet been allocated to allow for regions that have not yet submitted requests. A list of Supplemental Funding Requests received by the State Library was included in the Agenda packet for the Library of California Board February 24, 2000 meeting. Requests submitted are listed by region, broken down into categories of Telecommunications Project Requests, Database Project Requests and Network Development Projects. Region VII submitted requests in all three categories. A total of $2,760,000 was requested by the Regions for Supplemental Funding Requests.
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At a Board planning session, priorities were set for 99/00 (not in any order):
1) Develop infrastructure for regional network development, including operations and operational funding;
2) Implement online databases in all regions aimed at the general public and youth;
3) The Board decides the telecommunications model at the regional level and implements the selected model; and
4) Begin the direct loan program.
Diana Paque stated that it is their intention to “move swiftly and to have award letters out to you as soon as possible after our review.” Her February 24, 2000 email discussing Board Actions at the February Board meeting was included in the Core Planning Group Agenda packet. Criteria used to evaluate and critique grant applications for planning and project funding are listed in document 16, page 5 of the Library of California Board meeting packet.
The percentage of funds requested by the Library of California Board for each category is listed in Diana Paque’s email: 50% of request amounts submitted for Telecommunications Projects; 75% of request amounts submitted for Database Projects; and 100% of request amounts submitted for Network Development. The Board wants to emphasize that funds are still available.
Direct Loan Pilot Project (Document 8 in the Library of California Board meeting packet). Judith Segel. Region II (the San Francisco Bay area) will be the location for the pilot project. We won’t be directly involved in this project at present, but we will be given further information on how this project will work at a later time.
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Z39.50 grants are still available. We should encourage Region VII libraries to take advantage of these grants.
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24-7 Project, a 24-hour reference project currently being piloted by MCLS. LSTA presently funds the project.
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Regions VIII & II Consolidate. It was noted that Planning Region VIII is rejoining Planning Region II.
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b. Regulations. Barbara Will discussed changes to the Regulations that govern the actions of the Board. She has stated that the changes are not substantive, but procedural, and made to satisfy the Office of Administrative Law. Call Barbara at (916) 653-7071 if you have questions about the Regulations. Those who attended any of the meetings about the Regulations will receive a new copy.
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3. BYLAWS. Octavio Sifuentes, Chair.
The Core Planning Group discussed changes in the third draft of the Bylaws. Additions are marked in red and bold. Changes include using “Network” in place of “Corporation” wherever workable. The Core Planning Group agreed that library users should be appointed by Council members from the various types of libraries. It was suggested that the treasurer and chief financial officer might have to be two separate offices filled by two people.
There was some concern about the possibility of too many Board members being from one institution. However, it was agreed that instructions to the nominating committee could address this rather than putting it in the Bylaws. It was suggested that the Past President chair the Nominating Committee. A provision stating who can revise the Bylaws – the Council, or only the Board - will be added.
The Bylaws draft lists an annual meeting to be held in the fall. It was suggested that spring might be a better time. The Bylaws Committee will review.
It was agreed that there would be a resource library seat to permit rotation, rather than name one resource library. Region VII staff will be checking on the definition of “resource library,” including the service commitment required. Diana Paque and Bessie Condos Tichauer have mentioned a possible meeting of resource libraries. Click Resource Libraries for further information.
Moved by the Bylaws Committee, requiring no second, to approve in concept, the proposed Gold Coast Library Network Bylaws based on the State Library Template and hire a local Nonprofit Corporation lawyer to review/revise to meet our needs and the Law. Motion carried.
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4. ELECTIONS. Moved by the Bylaws Committee, requiring no second, to appoint a nominating committee today and hold election in March so the Network officers will be in place to do the incorporation. Motion Carried. The Nominating Committee will also be the elections committee and run the elections. The people appointed/elected need to know how long they will be officers – possibly it will be until the first annual meeting. The Nominating Committee will be composed of members of the Bylaws Committee: Octavio Sifuentes, Chair, David Dowell, John Murray, Brian Thompson, David MacDonald, Brian Reynolds and Fred Gardner.
The rationale for staggering election/appointment of various positions from year to year is to avoid having all holding those positions new in the same year. All of the members of the Board of Directors should feel that they are accountable to the members of the Network, so they will be elected by the entire Council. The minimum Board size is five.
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5. AFFILIATION REQUEST FORM (Membership Form). Patty Allaback provided a revised draft. She wants to be sure that every component of the application is necessary. The Membership Committee will meet March 10 to finalize the application/affiliation form.
Moved, seconded (John Murray/Carol Keator) and approved, that we accept a temporary membership/ affiliation request form and issue it to potential Network members in March so we will have enough fully-executed Memberships to apply for network status according to the timetable. Motion carried.
The Membership Committee suggests that we accept for membership institutions employing a librarian with demonstrated experience signed off by the parent organization, as well as those with an MLS or a credential. The Membership Committee recommends that we emphasize the contribution each institution can make. There is still some disagreement among the Core Planning Group members as to membership requirements. The Core Planning Group also discussed whether some school and other librarians would be able to keep up with resource sharing because they are part-time.
A parent organization will want to know what is required before approving membership in the network. How much resource sharing is required? What are the minimum obligations? The affiliation/application form includes some information about requirements.
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6. DRAFT APPLICATION FOR APPROVAL AS A REGIONAL LIBRARY NETWORK. The dates allow 120 days between the due date and corresponding Board Meeting at which the application will be reviewed, but the Regulations allow the Board to waive deadline dates. Deadline dates may be waived in order to move the network establishment process along. We should continue to prepare and send in our paperwork as soon as we are ready. We are required to have official affiliations from two types of libraries to send in with our application. Public libraries that were in a CLSA system as of January 1, 1999, are automatically in the Library of California, so we need just one other type. Concern has been expressed at the probability that some libraries will not be able to obtain approval from their boards in time for inclusion in Region VII’s application for network status. We will need Additional Planning Funds to keep Region VII running until our application is approved if funds are not allocated by July 1, 2000. The Library of California Board is approving additional planning grant funds of up to half the original amount. We could apply for up to $20,000.
MOTION. Moved, seconded (John Murray/Starrett Kreissman) and approved, to apply for approximately $20,000 to cover Region VII’s planning costs for the period July 1 through December 31. Motion carried. Click Planning Grant Formula for more information on the original planning grants.
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7. NONPROFIT CORPORATION FORMATION CHECKLIST. A local nonprofit corporation lawyer to review/revise the Bylaws to meet our needs and the Law will be retained using Region VII funds. Molly Connaghan of Ventura County Community Foundation suggested that a nonprofit center such as hers could recommend a lawyer.
8. Discussed out of order. Discussion follows item 2.
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9. LIBRARY OF CALIFORNIA BOARD MEETING IN SANTA BARBARA in June. Deferred until next meeting.
10. Discussed out of order. Discussion follows item 2.
11. AGENDA BUILDING: The next Core Planning Group meeting will be March 23, 2000.
Next meeting: Thursday, March 23, 2000, 1:00 p.m., Cal Poly, San Luis Obispo.
ADJOURNMENT
Meeting adjourned at 3:15 p.m. Recorded by Jeanne Callahan