MINUTES

1. CALL TO ORDER

David Dowell, President, called the meeting to order at 1:10 p.m. on August 31, 2000 at UCSB, Davidson Library.

2. INTRODUCTIONS

As there were new faces, attendees introduced themselves. New staff members introduced were Region VII representatives Janice Webb and Jack Bankson and Santa Maria Public Library Reference Librarian Colleen Beck.

3. ADOPTION OF AGENDA

The Agenda of the Gold Coast Library Network, Region VII, Library of California for August 31, was adopted as written.

4. APPROVAL OF MINUTES OF July 20, 2000

The Minutes of the July 20, 2000 meeting were approved as last amended, August 22, 2000.

The Library of California gave congratulations for being the first Network adopted. Bessie brought confetti. Sarah stated that the network is fortunate and benefits from an appropriate number of resources – not too few, not too many. David reported that three networks were approved at the August 18^th meeting in Irvine but that ours was first on the agenda and, therefore, first to be approved. He stated that we hope to add members to our network list and that Octavio Sifuentes, Ventura College, could not attend the meeting today because he is making a presentation to get network membership approval. Tom Stough, Oxnard College, stated that Octavio should face no real opposition at his presentation.

David Dowell and Judith Segel reminded all that the State Library needs applications by October 20^th for the membership to be valid by January 1^st. Libraries will continue to be able to join the network after October 20^th but will not be eligible for the first funding.

The Library of California law says that any Board appointee to the Library of California Board must be affiliated with a library that is a network member. Bessie stated that the exception to this is current Board members who may be reappointed although they may not be affiliated with a network member.

RECEIVE AND FILE – Letter from Governor Gray Davis.

David Dowell mentioned a letter sent by Governor Davis thanking him for recommending Sarah Pritchard be appointed an Library of California Board member. Bessie stated that this is another first for Region VII: the first recommendation to go through Library of California and the first appointment to be made by Governor Davis.

There was some concern shared that K12 and Academic libraries have little voice on the Board at the present time.

5. NETWORK STATUS FOR GOLD COAST

a. Publicity on multi-type library cooperation

It was agreed that coordination with TIE to publicize the network is a good thing. David cautioned against “tramping all over each other” in our publicity efforts, however. Marcia suggested inviting a reporter to the 30^th Annual TIE meeting. John agreed that the timing was right to publicize the Network. Starrett plans to send a press release in Ventura. Terri is willing to ask the public relations person at the museum and find out who the key contacts are in all 3 counties. John agreed to do the same at his institution and to consult with Terri. Terri asked about using the Membership Promotions and Communications Grant for this. Judith stated that the Membership Promotions and Communications Grant will not develop the content of press releases but will create a format for them. Starrett stated that “local hooks” are needed for publicity. It was stated that the panel for the TIE Annual Meeting includes people from all areas so finding “local hooks” for promotion and publicity should not be a problem.

Judith announced that the TIE Annual Meeting flyer has been sent to members and is published on the TIE website at http://www.rain.org/~tieweb/. She suggested that two generic press releases be sent; there should be one for being a network and one for the TIE Annual Meeting. Each library could then amend the releases to give them some local appeal. John Murray volunteered to write the generic press releases. It was recommended that somebody with familiarity with the items be responsible for modifying the press releases.

Bessie and Diana Paque were thanked for the e-Card they sent congratulating us for becoming a network. David mentioned that he had sent an e-Card in reply thanking them for all of their help.

b. Members for November approval

Applications and all relevant papers must be in Sacramento on October 20, 2000.

c. Scope of work for CPG and the new Network Council

David stated that some agenda items could be deferred until the Council and Board are set up.

It was mentioned that the Core Planning Group has different grant eligibility for members than the Network does. The Cat-A-Link Gold Grant is for Network members only. The Gale Biography Resource Online Grant (Online Database Grant) is promotional in nature so it can be considered a planning grant. The Analysis of Electronic Readiness should be considered a planning grant. The Videoconferencing Grant is for members only because of the cost of equipment and implementation. For the Membership Promotion and Communications Grant, the directory portion is for members only but the website development might be considered promotional.

Sarah said that she felt the Cat-A-Link Gold Grant is complex enough to discourage non-members from attempting implementation anyway. Judith stated that the technical side of Cat-A-Link Gold has already been implemented elsewhere so it is not as difficult as it seems. David questioned whether we want to use an existing cooperative library’s infrastructure as a model for Cat-A-Link Gold.

Sarah said she assumed that the CPG would stay in existence until the Board was created and would hope that the new Board would immediately move to form subcommittees that would include CPG members. Hiram suggested we develop a transition plan that provides a plan of direction for things that need to be addressed and to spell out which roles and responsibilities belong to whom. David says that this is a higher priority than other agenda items. Judith has written a letter to attorney Wilfred Freeman to find out the next steps regarding incorporation.

Some questions we need to ask include: (a) what kind of staff? (b) how do we achieve this? (c) agreement for administration? (d) do we do this as CPG or defer to the Board?

It was decided that we will have the first meeting of the Network Council in November rather than a CPG meeting. The CPG meeting for November is scheduled for November 30^th; this gives enough time between the Library of California meeting and the Region VII meeting to invite all Council representatives to attend the 1^st Network Council Meeting. We will start notifying everybody that the November 30^th meeting is the 1^st Network Council Meeting and to send Council representatives to that meeting. The November 30^th meeting is scheduled to be at Santa Maria Bonita. Bill had some question as to the expected size of the crowd for this meeting.

Network Council is required to meet once a year to approve budgets, etc. while the Board is appointed by the Council and meets as needed to conduct the business of the Network. CPG does not come up with the nominating committee according to the Bylaws sections regarding the nominating committee. Sarah questioned how the Council gets a Chair. She proposed that a Chair be elected at the first Network Council meeting, a nominating committee be appointed and a mail ballot be sent. This way, a Board would be in place by January 1^st rather than waiting the 90 days. It was agreed that a draft agenda for the November meeting be distributed only to active CPG members.

6. MEETINGS

The next CPG meeting is on September 28^th at the Santa Barbara Public Library – Main Branch. It is the day before the TIE Annual Meeting, which is being held in Carpinteria. The Santa Barbara Botanic Garden has agreed to host CPG for the October 19^th meeting. The November meeting is scheduled for Santa Maria Bonita School District.

7. LOGO

The logo and its various revisions were discussed. It was moved (Starrett), seconded (Terri), and carried to accept the original logo.

8. GRANTS

a. Gale Biography Resource Online

Sarah stated that the item UCSB has been testing does not seem to be the full version. It does not include Marquis Who’s Who. Colleen says that she has been using a “back door” to get to Who’s Who. David said that it should be placed on the front screen and not need to be accessed through a back door. Judith will check with our Gale Group representative, Jon Bush, to see why Marquis Who’s Who is not included. John Murray has mounted the database on their library’s website but nobody has had the opportunity to look at it yet. David assigned those who have access to the Gale Biography Resource Online to take a look and advise Judith of any problems they encounter.

b. Cat-A-Link Gold

Technical data needs to be gathered from libraries. Some libraries at North Bay are allowing non-mediated patron ILL. Sarah said that mediated transactions stop patrons in poor standing from borrowing outside their library. However, if libraries can implement ILL blocking at the library level and not allow patrons to query outside their own library if they are in poor standing that would address the problem. Linda requested we have a presentation of Cat-A-Link Gold. The Library of California regulations imply that the ultimate goal is direct patron borrowing which, in David’s mind, includes face-to-face and electronic access. Sarah suggested we have a policy process where a committee devises some general rules for implementation but that each member library append their own set of rules, if desired. John asked who was named to the policy committee and who was appointed Chair. Leslie Bretall has expressed a real interest in the committee. David will ask her to chair the committee. If she is not interested, David will find someone to chair the committee.

c. Videoconferencing

Judith is working with GTE/Verizon in negotiating a proposal. Maintenance costs in the original proposal were very high. John offered to talk with his contact about maintenance.

The videoconferencing equipment may be useful for training. Specialty subcommittees comprised of individuals with various fields of expertise could help plan training. Sarah has worked with a multi-type organization that had standing committees of experts in various fields.

d. Membership Promotion and Communications

Equipment has been delivered. Press releases may include what we know is going to be done with this grant. Graphics need to be completed. Some items that will need graphics include a press release form, portfolio, letterhead, form letters and envelopes.

e. Electronic Status Analysis

Mark Parker has sent a list of consultants to Judith. This list will be sent to attendees of this CPG meeting.

9. NEWSBANK CONTRACT

Region IV has made an arrangement with NewsBank to get a 25% discount. We are being offered this same arrangement. The first agreement is an 18-month subscription. David is meeting next week with his representative from NewsBank. He says he is being offered different newspapers than those listed on the agreement and that the list of newspapers probably differs by library. Cuesta College is being pitched SLO county papers. He will check with his contact about the 25% discount agreement to see if it applies to the set of papers he is being pitched. Judith will finalize the documents and get them out to everyone. Judith said she sees this as promotional and that there is no grant money for this. John questioned whether it is best for the Network or for Library of California to do the negotiating. Terri suggested that Library of California do negotiating for things with statewide or national appeal and that the Regional Networks could be responsible for negotiations for items of local appeal. John said that he feels bigger negotiating clout is better.

Sarah expressed an interest in strategic planning. Bessie stated that it is the goal of the Library of California Board to be a nationally recognized leader. The Library of California Board’s strategic planning information is on the Library of California website http://www.library.ca.gov/loc. Bessie reviewed the draft agenda for the two-day Library of California Board meeting on November 9^th and 10^th. Sarah stated that committee meetings are much more receptive to audience comment. Bessie said that Diana Paque wants formal recognition of individuals who have made a great contribution to the Network at the November meeting. Diana asks that attendees think about whom they would like to see recognized.

10. REGIONAL CONTACTS MEETINGS

a. Report on August 16^th meeting in Irvine

Bessie reviewed how funding decisions are developed. She will give us the process plan and it will be posted on our website.

b. October meeting of Regional Contacts

The date for this meeting is not yet set. It may either be October 4^th or 5^th.

11. REPORTS

a. TIE ballot outcome

There was a unanimous vote for TIE to cease as of December 31, 2000.

b. Thank you card to Diana and Bessie

Discussed previously at this meeting.

12. AGENDA BUILDING

a. Next Meeting: Thursday, September 28, 2000 – Santa Barbara Main Library

b. Future agenda issues

David asked whether some guidance needed to be provided to temporary officers for the non-profit status issue. Sarah stated that public entities use MOUs (memoranda of understanding) and that we let this be driven by our needs. David stated that the other agenda issues are something for the Council to consider.

ADJOURN at 3:05 p.m.

Recorded by Janice Webb