library of california
Planning Region VII
Ventura + Santa Barbara + San Luis Obispo
Preliminary minutes, unreviewed by C.P.G. Mounted 5/8/2000.
REGION VII CORE PLANNING GROUP
APRIL 20, 2000
CHAIR: David Dowell Cuesta College
SPECIAL GUEST: Bessie Condos Tichauer State Library
ATTENDEES: Patricia Allaback Cate School
Marcia Frasier Santa Maria Public Library
Joanie Galang Santa Susana High School
Starrett Kreissman Ventura County Library
Linda Mier Santa Barbara High School District
John Murray Westmont College
Sarah Pritchard UC Santa Barbara
Judith Segel Black Gold Cooperative Library System
Terri Sheridan Santa Barbara Museum of Natural History
Octavio Sifuentes Ventura College
Bill Stokes Santa Maria Bonita School District
Nina Taylor Lompoc Public Library
1. CALL TO ORDER
1:00 p.m. by David Dowell, Presiding, at Santa Barbara Main Library.
2. ADOPTION OF AGENDA
The Agenda was adopted as printed.
3. APPROVAL OF MINUTES OF MARCH 23, 2000
The Minutes were approved as posted on the Region VII web page.
4. WORKSHOP OFFER: Pacific SW Medical Library Group
Heidi Sandstrom, Coordinator, Consumer Health Information Service, National Network of Libraries of Medicine, Pacific Southwest Region, has offered to do a workshop for Region VII. Judith Segel will let Heidi Sandstrom know that we are interested but at a later date – after Region VII has become a Network. Region VII is concentrating on applying for Network Status now.
5. MEETING SCHEDULE FOR BALANCE OF 2000
A motion to accept the proposed meeting schedule with a November 30th meeting and no December meeting was approved/seconded (Kreissman/Stokes). Locations for these meetings have not yet been established. The meeting schedule is as follows (Thursdays at 1:00 p.m.):
July 20, 2000 October 19, 2000
August 31, 2000 November 30, 2000
September 28, 2000 No December meeting
6. NOMINATION COMMITTEE
The Nomination Committee’s recommended slate of interim officers was elected unanimously. Interim officers will serve until election of Network officers to be installed at the first Network annual meeting. The Interim officers are:
Chairman David Dowell
Records and Correspondence Chair Joanie Galang
Finance Chair Octavio Sifuentes
7. MEMBERSHIP FORMS
Patty Allaback met with Terri Sheridan, Jean Scully and Judith Segel to review network applications. Sixteen applications have been returned, including representatives of the four types of libraries. Institutions that did not name a Council Representative were contacted and asked to amend their applications.
8. REQUIRED DOCUMENTS FOR NETWORK STATUS APPLICATION
Documents are due in early May for the Agenda Packet of the Library of California Board June meeting. Incorporation documents will be filed with the Secretary of State after Region VII is approved as a Network.
A. An Organizational Structure (Articles of Incorporation)
The Articles of Incorporation document is ready, but will not be filed until after the Network is approved. The Articles of Incorporation were approved/seconded (Sarah Pritchard/Starrett Kreissman) and will be forwarded to the Library of California Board.
B. Bylaws
The attorney who is advising us about incorporating, Wil Freeman, suggested that we reinsert the section regarding geographical contiguity. We will be filing under section 501(c)(3). Regarding using the word “Council,” Mr. Freeman advised us that although there is no legal reason we can’t use “Council,” the IRS might call on us to explain, possibly causing additional delay.
The attorney advised us that using President, Vice President, Secretary and Treasurer as titles for officers leaves us open to potential problems, because these titles have the power under corporate law to bind the corporation. Mr. Freeman suggested having a chairman or chairmen, instead. We will have a Chairman of the Board and Vice Chairman of the Board/Chairman-Elect, Chairman for Finance, and Chairman for Records and Correspondence.
Although not stated in the Bylaws, it is the intent of Region VII that the four chairmen represent the four types of libraries and/or the geographical areas.
The attorney advised us not to eliminate the section of the Bylaws regarding vacancies on the Council. We will need to provide for someone to fill the vacancy, rather than proceeding with one less person. (Bylaws Article 4, Section 4, Vacancies.)
Regarding the annual meeting date, the Bylaws cannot state merely that it will be “in the spring.” It has to be more specific. The Core Planning Group chose the third Thursday in April because the Annual Plan, which needs the approval of the Council, is due in the spring. The date of the meeting for any year can be changed with notice.
Under Article 4, Section 2(B)(1), Academic Libraries, we should use the term “member institution,” rather than “participating library,” because it is the institution that is the member, rather than a participating library. Under Article 4, Section 2(C), Schools, use “from each school district or independent school.”
The Core Planning Group (CPG) discussed whether the Council or the Board should elect the chairmen. No change was made to the Bylaws.
The Bylaws will be revised, with changes discussed at the meeting as well as other changes suggested by the attorney, and posted on the website. Moved/seconded (Pritchard/Kreissman) that the Bylaws be approved as revised by today’s changes.
C. Membership Policies-Criteria
Regarding “charter” membership, Region VII has only one class of members. The Membership Criteria was revised to include the requirements for resource sharing in accordance with the Network Membership Application. Moved by the Membership Committee, requiring no second and approved.
D. Annual Plan of Service
The Transition Committee (Jean Scully, Starrett Kreissman and Sarah Pritchard) presented a Plan, drafted by Sarah Pritchard, combining elements of both a Long-Range Plan and an Annual Plan. The CPG discussed the elements in the Plan and designated them as Annual or Long Range.
Terri Sheridan expressed concern that her library will not be able to participate in resource sharing until it is fully automated. Region VII’s grant application for automation of special collections was denied. Terri reported that the State Library questioned whether or not the automation grant the Museum et al applied for should be LSTA or should be the responsibility of the Library of California with Region VII handling it. Bessie Condos Tichauer reported that one of the issues the State Board will be discussing in their meeting next week is allocation of money to support electronic catalogs (the other is money for regional telecommunications projects). In addition, the group agreed that we should include a strong statement in the Plan of Service indicating our need for this type of support.
Sarah Pritchard will revise and send the Plan to Judith Segel. The result will be mounted on the web. Moved by the Transition Committee, requiring no second, and approved, to adopt the Plan as revised to be the Annual Plan for the first year and the Long-Range Plan.
E. Budget Summary
The Budget will be reconciled with the Plan of Service. The Budget includes in-kind contributions of time from representatives and members. Moved/seconded and carried (Murray/Sheridan), to approve the budget as reconciled. The reconciled budget totaling $914,050 is shown on the web site.
F. Long-Range Plan of Service
Discussed and approved under Section 8(D), Annual Plan of Service, above.
9. NONPROFIT FORMATION
Report of Meeting 4-4-00 with Attorney Wil Freeman (Octavio Sifuentes and Staff)
Attorney Wil Freeman will assist Region VII with the incorporation process for a fee that is discounted because of our nonprofit status. Octavio Sifuentes reported the proposed fees are within budget.
During the meeting on 4-4-00 we discussed the problem of having officers versus chairmen, as noted above in Section 8(B). The Board will make policy and may hire an Executive Director (Black Gold) to deal with day-to-day operations. We will research name availability and revise the Bylaws according to suggestions made by Mr. Freeman, as well as changes discussed above in Section 8(B). As noted above, a corrected version of the Bylaws will be posted on the web.
10. GRANTS
A. Videoconferencing
Four members have expressed interest in housing the video equipment, including at least one from each county. The committee will decide in late May where the equipment will be located, and steps will be taken to implement the grant.
B. Comments by Bessie Condos Tichauer
Bessie commended us for the large amount of work Region VII has done. We applied for the most grants of any region, and we will be the first to apply for network status. Our total allocation with the grants is $213,711. In addition, there are two grants coming up: $238,850 for Gale, and $19,800 for the Supplemental Planning Grant. The total of these figures is $472,361. There will be a survey regarding the Rand Database coming out, as well as one additional survey.
C. Note re Grant Money
The money for the three grants that have been approved had not yet been received as of the meeting. [Editorial Note: The money to fund the three grants was received on April 21, 2000.]
11. LIBRARY OF CALIFORNIA BOARD MEETING IN SANTA BARBARA
A reception at UCSB will be held Tuesday June 20th. Sarah Pritchard will ask the UCSB Chancellor to attend. Parking is free after 5:00 p.m. and since this is the week after graduation, parking will be easier. For the dinner on Wednesday the 21st, attendees will be charged. Guests will include Dr. Starr, Diana Paque, Liz Gibson and the Library of California Board.
12. OTHER BUSINESS
Resource Libraries
Sarah Pritchard will be meeting with representatives of resource libraries next week. Diana Paque has been invited to attend. In the Library of California legislation, there is specific reference to the California State University System in regard to resource libraries. Bessie Condos Tichauer will check into whether the reference is meant for only CSU, or if it also includes the UC system.
13. AGENDA BUILDING.
Date for next meeting: Thursday, May 25, 2000, 1:00 p.m., Righetti High School.
14. ADJOURNMENT
Meeting adjourned at 3:00 p.m. Recorded by Jeanne Callahan
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