Planning Region VII
Ventura + Santa Barbara + San Luis Obispo
Preliminary minutes, unreviewed by C.P.G.Mounted 4/6/2000.
REGION VII CORE PLANNING GROUP
Attendance
CHAIR:David DowellCuesta College
SPECIAL GUESTDiana PaqueState Library
Dotty ConnerBlack Gold System Advisory Board
Denise SurberBlack Gold System Advisory Board
ATTENDEES:Marcia FrasierSanta Maria Public Library
Irene HoffmanCal Poly
John MurrayWestmont College
Jean ScullySan Luis Obispo County Libraries
Judith SegelBlack Gold Cooperative Library System
Octavio SifuentesVentura College
Bill StokesSanta Maria Bonita School District
Jonathan TrumbullErnest Righetti High School
1.CALL TO ORDER
1:00 p.m. by David Dowell, Presiding, at California Polytechnic State University,
Robert E. Kennedy Library.
2.ADOPTION OF AGENDA
The Agenda was adopted as printed.
3.APPROVAL OF MINUTES OF FEBRUARY 24, 2000
The Minutes were approved/seconded (Irene Hoffman/Bill Stokes) as posted on the Region VII web page.
4.GRANTS
Diana Paque:Expect letters from the Library of California Board regarding grants next week.
a.Membership Promotion and Communications.(Discussed out of order.)
Irene Hoffman introduced Judy Swanson of the Cal Poly staff.Ms. Swanson worked on the grant.She has been outlining data needed for the web site and directory.Goals are to keep the web home page refreshed, choose a logo, create a press kit, make announcements to constituencies, build community support, create a membership directory, and offer assistance to individual libraries in creating a web page.
Web Directory Project.Judy Swanson.Judy wants to know which listings we think are important.The project will be password protected.There would be some customization of web pages, but they won’t be really different.Images are difficult.Irene and Judy want feedback on which topics we want on the web page and which we do not want.Some of the categories could be turned off by the library.
The comment was made that it would be useful to have a link to local maps for the libraries, such as MapQuest.
To see the grant application, click http://goldcoastlibraries.org/recruitment-grant.htm.
b.Electronic Status Analysis.John Murray, Sarah Pritchard and Patricia Allaback will serve as the committee to work with Judith Segel to choose a consultant to do a census of the degree of electronic readiness of the libraries in Region VII.They will communicate through email or Listserv.
To see the grant application, click http://goldcoastlibraries.org/analyze-status.htm.
c.Videoconferencing.The budget page of the grant application has been corrected to bring the budget summary figures into alignment with the accompanying narrative.John Murray and Octavio Sifuentes will work with Judith Segel to implement the grant.Potential locations will be sought.Information about requirements, such as for space and other support, will be sent to the Core Planning Group so interested libraries can offer to house the equipment.There will be one Polycam Viewstation in each county.
To see the grant application, click http://goldcoastlibraries.org/video-conference.htm.
d.Online Database. The Gale Group Biography Resource Center quote for one-year access will be used in revising the Online Database grant application.The revised application will be resubmitted.It is due at the beginning of April.This estimate is for unlimited simultaneous users for in-library and remote authorized users; and includes all libraries in the region, excepting Thousand Oaks Public Library.Regional training sessions, documentation, and technical support are included in the quote.Judith Segel will ask Gale for second-year pricing.The use data from the first six months will help in bargaining for future pricing.The contract for the database must include capturing use statistics.
To see the grant application, click http://goldcoastlibraries.org/online-database.htm.
Diana Paque said that such databases are being funded by the Library of California Board, if the price is reasonable.She hopes that we can get a better rate next year, possibly by piggybacking onto a contract used by another region.
Rand Database:Community colleges have received continuation pricing for next year.
e.Supplementary Planning Funds.The “Report on Regional Planning Progress and Application for Supplemental Planning Funds” (used in January to report our progress), will be used again to request supplemental funds for Planning Region VII.The supplemental funds will be primarily for staff support and to cover the gap between original planning grant funding and network funding.In addition, some equipment loaned by Black Gold now needs to be purchased by Region VII.
Diana Paque explained that the Library of California requires justification for requests for supplemental funds that are more than 50% of the original funding for the region.We originally asked for $40,000 and are now requesting just under $20,000.She sees two problems with our draft application:the timeline and the way the fiscal agent services are presented in the budget.The application is due at the beginning of April.
5.NOMINATING COMMITTEEThe Nominating Committee, Octavio Sifuentes, chair, presented its slate and called for nominations from the floor for interim officers, i.e., president, secretary and treasurer, for the period until we can install Network officers, possibly until the first Network annual meeting in the spring.The main role of these officers will be to sign the incorporation documents.Suggested names for nominations were David Dowell, Carol Keator, Terri Sheridan, Joanie Galang, Jonathan Trumbull, and Octavio Sifuentes.Some of the nominees had not been contacted prior to the meeting.The chair of the Nominating Committee will present a final slate and ballot to the Core Planning Group members for a vote after contacting those not at this Core Planning Group meeting.
Each institution that is part of the Core Planning Group will have one vote.The ballot will be sent to Core Planning Group members, and votes will be due by April 13, 2000, one week before the next meeting.
Only one copy of the application for membership is required from the applicant.Diana Paque commented that model forms are still being revised, although it’s fine to use our own forms.We should add a space for“Council Representative,” along with space for an alternate, which will be optional.We are asking to have the applications as soon as possible.Public libraries will submit an application form, even though they are already members under the law.The Membership Committee, Patty Allaback, Nina Taylor, and Terri Sheridan, will screen applications to make sure they are filled out correctly, etc.Any library that did not designate a Council Representative will be contacted.A packet to present to each institution’s Board is being developed.
Octavio Sifuentes will work with Judith Segel to choose an attorney to help Region VII incorporate.Several lawyers were suggested by Ventura County Community Foundation.There are a number of steps we will need to take in order to incorporate, including checking our name with the State.
Sarah Pritchard drafted an Annual Plan for service.The Transition Committee will revise it and it will be posted on the web site.It was suggested that under Section VI, Regional Coordination /Administration, we will need to discuss staffing.Under Section I, we may want to change the goal of obtaining materials and services to accessing materials and services.
Diana Paque will fax a model for the Long Range Plan that is based on one prepared by Anne Marie Gold for Region IV.The model is an Excel spreadsheet with boxes.
A draft budget was provided by staff for the Transition Committee.We need to decide how to prioritize budget needs for the network.We plan to be a network as soon as possible.Public library delivery will be handled through CLSA for the first year.
We plan to present the Region VII network application at the Library of California Board’s June meeting, meaning that it needs to be ready by the first part of May.Some things, such as tax papers, will not have to ready by this time, but the Bylaws and the Annual Plan are mandated.In our Bylaws we will refer to the Brown Act and Corporation Law in order to eliminate some details from the Bylaws.Diana Paque pointed out that the Bylaws template calls for a decision as to whether the Board or the Council will be in charge of certain decisions.Many regions will name the Board, which is smaller, to make a lot of the decisions.
9.ROLE OF REGIONAL RESOURCE LIBRARIES
Postponed to April meeting.
A demo will not be requested at this time, but perhaps in the future.
11.LIBRARY OF CALIFORNIA BOARD MEETING IN SANTA BARBARA
The Board Meeting dates are set as June 21 and 22, 2000, in Santa Barbara.We will sponsor afternoon tours and an evening reception at UCSB on Tuesday the 20th.The Black Gold System Advisory Board will host a supper at the Santa Barbara Museum of Natural History on the evening of Wednesday the 21st.
12.STATE LIBRARY NEWS – Diana Paque
A librarian is being hired to be in charge of the State Library’s web site.Dr. Starr is very interested in getting information out to the field.The Department of Finance has asked to have information supporting the Library of California budget change proposal (BCP) submitted to them.Most of the people in the Department of Finance working on the BCP are new.
13.AGENDA BUILDING
Next meeting:Thursday, April 20, 2000, 1:00 p.m., Santa Barbara Main Library.
14.ADJOURNMENT
Meeting adjourned at 3:15 p.m.Recorded by Jeanne Callahan