SJVLS Administrative Council & Advisory Board September 4, 1998 The SJVLS Administrative Council met at the Tulare County Library on September 4, 1998. Council members present: Kay Anthony, John Kallenberg, Diane Duquette, Ivan Edelman, Steve Fjeldsted, Jacque Mirriam, Carolyn Johnson Council members excused: Michael Stowell, Brian Lewis Advisory Board Members present: Gordon Skeels, Mary Graham, Sheryll Strachan Advisory Board Members absent: Janis Kessler, Helen Howe Others present: Sharon Vandercook Mary Ellen Huls, Jane Cochran (for Brian Lewis) Call to Order: The meeting was called to order by Kay Anthony, Chair. Council members welcomed new members Jacque Mirriam, Mariposa County Librarian, and Gordon Skeels, Madera County Library's Advisory Board representative. Advisory Board Meeting Since there were only two members present when the action items could be discussed, no action items were considered by the Board. For information, Sheryll will canvas the members to see who will represent SJVLS at the State Board Meeting and CLA in November. Other issues will be continued until November. Administrative Council Meeting Adoption of Agenda: The agenda was adopted with the addition of an emergency item. If action is not taken today, there could possibly be legal action taken against the System for exceeding the software license. It was moved, seconded, and carried to place the following item on the agenda as item VIII.g. "Upgrade the software license on the Internet server for the firewall." The agenda was adopted as revised. Approval of Minutes: The minutes of June 5, 1998, were approved. Public Comments: None. REPORTS FROM STAFF Chair: No report. Administrative Officer: Council reviewed the final budget status report for 1997/98. John Kallenberg explained that the unallocated telephone charges were incorrectly posted under delivery. That figure will be moved to the communications column. He explained other specific sections of the report, and there were no further questions. He noted that Fresno County has a new financial accounting system which may change some of the reports in the future. CLSB: Handouts from the August meeting were distributed with the agenda materials. Reference Coordinator: Sharon Vandercook reported on the status of the CORE workshops and other projects the staff is currently working on. Interim ValleyCat Manager: The VMARK upgrade is scheduled for September 9, and the 172 upgrade is scheduled for September 14. The next upgrade will be the NetConnect box. Two representatives from Ameritech Library Services visited SJVLS recently to look at network problems and at what can be done to connect areas that do not have digital services available. Mary Ellen and Keith are continuing to work on security. She also reported that they are ready to proceed with filling the Network Support Specialist position. John Kallenberg noted that this position has already been approved by Council, and there were no objections to proceeding to fill it. ACTION ITEMS FOR THIS MEETING Approval of expenses for one System Advisory Board representative to attend the annual California Library Association Conference - It was moved by Kings County, seconded by Madera County to approve reimbursement of expenses for one SAB member to attend the conference. Motion carried. John Kallenberg will contact the current members to determine who is interested in attending. Discuss policy regarding proxies: Kings County requested a review of this policy. Under the Brown Act, John Kallenberg said proxies are not allowed unless it is noticed on the agenda. Council requested that the Chair and John review the bylaws to see if they need to be clarified regarding this matter. Consider selection of a vendor to replace EBSCO periodicals on VISTA: Council reviewed and discussed the recommendation presented by Mary Ellen and the Reference Committee. After discussion, it was moved by Fresno County to approve a subscription to IAC SearchBank Reference Center-Gold with Health Center for all libraries that wish to participate. When the negotiations are finished, Council will be notified of the budget implications. Motion seconded by Kings County. Motion carried. It is anticipated that access to this service would be available by October 1. There was some technical discussion about access. Consider recommendation from the Circulation Committee for special programming: There was discussion about the policy of requiring a birth date to register a patron. John said he didn't think the System could require a person to provide it. He will check further with the Committee. Kings County was opposed to requesting the birth date information. Madera County suggested that for privacy reasons, fictitious names should be used as examples in the future, rather than a real name as was the case in this proposal. It was moved by Kern County, seconded by Porterville, to approve the recommendation from the Circulation Committee as stated below: The San Joaquin Valley Library System should request special programming for the operation of the DYNIX Circulation Module so that, instead of patron's phone number, a patron's birth date will be displayed either on the patron list screen or in the "View" box from patron lists. The priority will be to display the birth date on the patron list screen first. There was no further discussion. The motion carried. Kings County opposed. SJVLS participation in revised CLSA Database program: John Kallenberg provided information about this program which relates to interlibrary loan access. He stated that the Automation Committee recommended that SJVLS participate in the $500 a year subsidy toward the ongoing costs of opening up access to the local catalog via Z39.50; that those payments be pooled back to the System since the System maintains the member libraries' Z39.50; that $5000 a year subsidy toward the ongoing maintenance of a system server; and that until there is good access to other libraries in the state the System would pay the $65 fee for OCLC access so that member libraries don't lose access to other libraries in California. Seconded by Kings County. Motion carried. Mary Ellen explained how Z39.50 supports access between library automation system. WEB PAC Implementation: Since this item was placed on the agenda, Mary Ellen explained that the Automation Committee has recommended not using WEB PAC in the libraries, but rather to reserve it for home users. There was no further discussion. Upgrade the software license on the Internet server for the Firewall: Mary Ellen presented a written report and explained that SJVLS is exceeding its license on the firewall for simultaneous IP addresses. To remedy this and to avoid legal action by the vendor, staff recommends upgrading the license. The upgrade cost is $11,000 and an additional cost for annual maintenance is $4,462. Based on the report it was moved to upgrade the license and the annual maintenance fee with funding to come from other SJVLS Administrative Council & Advisory Board budgeted savings or the Computer Reserve. The motion carried. John Kallenberg will report at a subsequent meeting if the reserve was used to cover any of these costs. Committee Reports Reference Committee: No report. Action was taken earlier in the meeting on their recommendation. Children's and Youth: No report. Automation Committee: No report. Circulation Committee: No report. Action was taken earlier in the meeting on their recommendation. Collection Development Committee: No report. Cataloging Committee: No report. State Library: No report. Announcements Steve Fjeldsted asked about standardizing Spanish language titles. Council agreed to ask the Cataloging Committee to discuss title standards and the indexing system. Discussion of lost book funds collection for other jurisdictions will be on the next agenda. The next meeting will be held on October 2, 1998 at the Tulare County Library. Madera County announced expanded hours for the Madera and Ranchos locations. They are also starting a coffee cart service. Fresno County will have a sales tax increase measure to support the library on the November ballot. If passed, it will also benefit the Coalinga-Huron District Library. Adjournment There was no further business and the meeting was adjourned to lunch.