SJVLS Administrative Council & Advisory Board May 7, 1999 The SJVLS Administrative Council and Advisory Board met at the Kettleman City Library on May 7, 1999. Council members present: John Kallenberg, Diane Duquette, Ivan Edelman, Brian Lewis, Michael Stowell Council members excused: Kay Anthony, Carolyn Johnson, Jacque Meriam Advisory Board members present: Sheryll Strachan, Mary Graham Advisory Board members absent: Gordon Skeels, Janis Kessler Advisory Board members excused: Vincent Peterson Others present: Mary Ellen Huls, Sharon Vandercook, Connie Bartlett, Theresa Goedde JOINT MEETING OF ADVISORY BOARD & ADMINISTRATIVE COUNCIL 1. Call to Order: The meeting was called to order by John Kallenberg who announced that because both the Council Chair and Vice Chair were absent a temporary Chair for the day needed to be appointed. It was moved by Kings County and seconded by Tulare City, to appoint Brian Lewis temporary Chair. Motion carried. Brian assumed the chairmanship responsibilities at this point. 2. Introductions & Local Arrangements: Arrangements were made for lunch and introductions followed. ADMINISTRATIVE COUNCIL (The agenda moved at this point to the Administrative Council agenda item IV C.) 3. Recommendation from Children's Services Committee for Statewide Annual Youth Reading Program: Theresa Goedde presented the Children's Committee's proposal. She reported that the Committee unanimously agreed that it is important to implement a SJVLS shared Summer Reading Program. The Committee has also agreed on the following reading themes for the next three years "Razzle, Dazzle, Read " (2000), "A Book Odyssey" (2001), "Ticket to Read" (2002). She discussed the materials needed for the program and stated that the estimated cost is about $10,000. Theresa also said that in addition to funds to support this program Council members might want to consider allocating funds for other children's programming needs within their jurisdiction. She stated that such a program would be good for SJVLS public relations. Kern County commended the Committee members for their work on designing a program in advance, and asked if members had tried to solicit funds from agencies, businesses, organizations, and schools. Theresa stated that for her work in Kings County, she had contacted various groups and organizations and had received some support. There was some discussion of who would own the work produced by the graphic artist. The Council agreed to support the project, and it was moved by Tulare Public, seconded by Kings County, to amend the 1999/2000 budget by adding $10,000 for children's activities as recommended by the Children's Services Committee. Costs would be based on a population formula and member fees would be increased accordingly. Motion carried. Ivan Edelman praised Theresa for the fine children's programming work she has done in Kings County. JOINT MEETING OF ADVISORY BOARD & ADMINISTRATIVE COUNCIL (The agenda returned at this point to the joint meeting). 4. Comments from the Public: None. 5. Adoption of the 1999/00 CLSA Plan of Service & CLSA Budget: a. The "Plan of Action" section for the Children's Services Committee will be revised to include the program approved above. Wendy Eisenberg will be asked to review the number of users listed for Tulare County in the Talking Book Library statistics since they were quite lower than last year. Changes suggested by Sheryll Strachan for the Advisory Board section will also be made. There was no further discussion, and it was moved by Fresno County and seconded by Tulare City, to approve the 1999/00 CLSA Plan of Service and CLSA budget with the corrections and changes noted in the discussion. Motion carried. b. Adoption of final 1999/00 Budget: John Kallenberg noted that Tulare County had raised a question about the Collection Development budget, specifically the Best Seller Pool. Brian received a written response from Kay Anthony, and he said that it answered his question regarding the costs per book. John outlined the budget and provided detailed information about the Equal Access figures. He recommended using the previous fiscal year population figures certified by the State Librarian to determine, for year 99/00, which libraries and the amounts over and above their population percentage, and using that percentage to establish known proportions at the time the final budget is adopted. Using this method Coalinga, Madera, Porterville, Tulare County, and Tulare Public would have some funds available in the equal access pool that they could apply for System services using the policy adopted in April 1999 (combined total is $63,841). Funds would be available in the fund balance so that member contributions would not be affected. After the first of the fiscal year, these five members may elect the System services to purchase. It was moved by Kings County, seconded by Tulare Public to approve the budget as amended by adding $10,000 for Children's Services, $5,000 for Professional Services Computer Operations, $6,000 in case the Video Conference Project grant does not cover all costs, and $63,841 for Equal Access TBR. 6. Adjourn to Advisory Board Meeting: This portion of the meeting was adjourned. ADVISORY BOARD 7. Call to Order: The meeting was called to order by Chair Sheryll Strachan. Since there was not a quorum, action items were postponed to the September meeting. 8. Discussion: The Chair distributed a copy of a draft bookmark for review to be used in addition to the System brochure. The estimated cost to run the bookmark using Fresno County's print services is about $75.00 for 10,000. Since funds are already allocated in the SAB budget, Council members agreed they would have no problem if the SAB wanted to proceed with this printing project. 9. Adjournment: The meeting was adjourned. ADMINISTRATIVE COUNCIL 10. Call to Order: The meeting was called to order by Interim Chair Brian Lewis. 11. Adoption to the Agenda: The agenda was adopted. 12. Approval of Minutes: The minutes were approved. Action Items - 13. Election of Officers: It was moved by Fresno County, seconded by Kings County, to adopt Chair Kay Anthony's recommendation that Vice-Chair Carolyn Johnson move up to Chair and that Kern County (Diane Duquette) be appointed Vice- Chair. It was further moved that the following rotation for officers be accepted: Tulare County, Madera County, Tulare City, Mariposa, Kings County, Coalinga, Porterville, and Kern County. Fresno is not included in the rotation because John Kallenberg is the administrative officer. The motion carried. 14. Recommendation to Approve Ameritech Network Upgrade Plan: Mary Ellen Huls provided background information in support of this recommendation. After discussion, it was moved by Fresno County, seconded by Kings County to approve expenditure of funds to cover telecommunications upgrades for the 16 branches identified to have WEB access in accordance with the original 1996 System design in the amount of $92,693, and to the extent possible that the revenue come from telecommunications savings in the prior year, and the balance from the computer reserve. Motion carried. In response to John's question concerning the cost of Y2K router upgrades, Mary Ellen said the cost was estimated to be about $162,000 with the work to be done sometime before December 31, 1999. Council will be asked to consider this at the next meeting. 15. Public Comments: None. 16. State Library: No report from the State Library. There was some discussion about the upcoming Gates grants. 17. Staff Reports: a. Chair: No report. b. Administrative Officer: 1. 1999/2000 Meeting Rotation Schedule: The revised schedule will be used and changes will be made as necessary. (see below). 2. April CLSB Meeting: Members received copies of information from the April meeting. On June 7 there will be a hearing in Fresno on the Library of California regulations. 3. Legislative Day: Tulare County is planning to write to CLA regarding negative experiences with the legislative day activities held jointly with school interest groups. Kern County spoke in support of SB 3 and asked that members get their local legislative groups and support groups send letters of support. Sheryll Strachan attended the training for lay advisory board members, and Brian said she thought it was very helpful. John briefly reported on the ALA Legislative Day. c. Reference Coordinator/CORE Administrator: Sharon Vandercook reported on the status of the SJVLS home page. d. Library of California Region 6 Planning Group: At the next meeting, the group will consider approving the draft planning application with the Fresno County Law Library as the fiscal agent. Sharon Vandercook also reported on other areas this group is working on. e. ValleyCat Manager: Mary Ellen Huls distributed a copy of a confidential Y2K functional testing report from Dynix. The areas that didn't pass will be corrected with Release 180. Keith and David are looking at Intel Pentium 75 computers. Mary Ellen will be sending out a memo with information about costs for upgrading these computers, and also to say that the network cannot support anything below Windows 95. SJVLS staff members wanting to upgrade their machines will be invited to learn how to do the upgrades for their libraries since the System Manager's staff is unable to handle the additional workload. Mary Ellen reported on the status of WebPac and InFoTrac. f. Video Conferencing Project Manager: Ivan Edelman said a meeting was held with Virtual Integrators, and they will be producing a report and according to the schedule the two Phase I sites ready for testing by the middle of July. Results of the Phase I test should be available by the end of July. 18. Committee Reports: a. Reference Committee: No report. b. Children's and Youth: No report. c. Automation Committee: No report. d. Circulation Committee: No report. e. Collection Development Committee: Baker & Taylor will be demonstrating a new database product similar to Books in Print at the next meeting. f. Cataloging Committee: No report. 19. Announcements: The next meeting will be on June 4, 1999 in Visalia. Mary Ellen mentioned an Ameritech product, X12, which is an ordering product. 20. Adjournment: There was no further business and the meeting was adjourned. APPENDIX SJVLS Administrative Council 1999/2000 Meeting Rotation Schedule (Approved 5/7/99) May 7, 1999 Kettleman City *June 4, 1999 * September 3, 1999 Tulare City *October 1, 1999 November 5, 1999 Bear Mountain *December 3, 1999 January 7, 2000 Lamont *February 4, 2000 March 3, 2000 Porterville *April 7, 2000 May 5, 2000 Huron *June 2, 2000 September 1, 2000 Mariposa *October 6, 2000 November 3, 2000 ? *December 1, 2000 *These are Administrative Council meeting dates. Location of meetings to be announced.