Agenda item #5

Santiago Library System

Executive Council Meeting Minutes

Orange County Public Libraries

February 27, 2017 ~ 2:00 p.m.

Present: Thomas Edelblute, APL; Judy Booth, FPL; Stephanie Beverage, HBPL; Genesis Hansen, MVPL; Helen Fried, OCPL; Yesenia Baltierra, PLD; Mary McCasland, BPLD; Tim Hetherton, NBPL; Carrie Lixey, YLPL; Natalie Cole, CSL; Diane Satchwell, SLS

Absent:

Audrey Lujan, APL*; Dave Curtis, OPL; Jeanette Contreras, PLD*; Heather Folmar, SAPL; Maryruth Storer, OCPLL

*Represented

Call to Order

1.  Call to Order. Chair Stephanie Beverage called the meeting to order at 2:09 p.m

2.  Roll Call.

3.  Adoption of Agenda. A motion to amend and approve the agenda to include item #7a 3D printers was made and carried. (HF/GH)

4.  Oral Communications. None at this time.

Consent Calendar

5.  Minutes from the February 27, 2017 Executive Council Meeting. A motion to approve the minutes was made and carried. (MM/GH)

Continuing Business

6.  Benchmarks for recognizing staff. Stephanie has updated the guidelines and it was decided that nominations would be on a fiscal year with a reminder going out around the first of July with nominations open in August and close at the end of November.

New Business

7.  Safety/Security Interest Group. Stephanie reported the Reference and Local History Interest Group would like to create a Safety & Security Interest Group to discuss issues and policies on safety and security. Stephanie will inform the chair of the Reference & Local History Interest Group that the Executive Council supports this idea. Diane will send Stephanie a very informal interest group form for her to give to the Reference & Local Interest Group.

7a. 3D Printers. Diane reported that they’ve received the 3D printers. Diane has

sent out the information regarding the 3D printers grant to all the directors. There is more information at CLASInfo.org. A survey had been sent out and Diane will send out the names of the people who responded to the survey.

8.  CLSAInfo.org. Diane reported that information is currently being added into the Knowledge Base program and she encourages everyone to use and contribute to this program.

9.  Financial Report. Diane reported that she will be attending the next CLSB meeting. This committee needs to decide if you want to encumber your 16/17 funds or if we want to use them for ebooks now. It was agreed to encumber the funds and Diane will inform CSL.

10.  CLSA Update. Carol Frost working for North State is working on a strategic planning. This is a good time for all Systems to have a strategic plan since there are so many new changes at the State Library. Diane as SCLC is submitting a California Roadmap – Strategic Planning for California Cooperative Systems grant.

11.  Meeting Protocols. Diane reported that she will be including her reports along with the agenda packet starting with the April 24th EC meeting. Also, if you plan to attend the meeting virtually you will need to let Linda know so your address can be included on the agenda so you can vote on any action items. If you call in without your address on the agenda you will not be able to vote.

12.  Form 700 Notices. Form 700 notices are due in April. Contact Maryruth if you have any questions.

13.  Performer's Showcase. Diane reported that the Performer’s Showcase is not an approved CLSA project so you are unable to use CLSA money for Linda’s time. Genesis stated that she has talked to the Children’s Committee regarding this issue and the Children’s Committee will take back the responsibility for the Showcase.

Reports

14.  State Library Report. Natalie reported on the projects going on at the State Library. She included a summary of these projects in the EC packet.

15.  Executive Director’s Report. Diane had nothing new to report at this time except that the 17/18 PLSEP is now open.

16.  Interest Groups/Committee Reports.

a. Children’s. Genesis reported that she will be is working with this committee to do a project.

b. Circulation. Mary M reported that the Circulation Committee is working on how to motivate staff and working on fines and fees. She handed out a draft copy of the fines and fees for all Santiago Libraries. Is this something that the Knowledge Base program would have? Is there a way that the information can be manipulated? Mary M will send the draft to Diane and Diane will contact Penny to see if the information can be manipulated.

c. Marketing and Outreach. Jeanette reported that the next Committee meeting is March 23rd and that they have two new members.

d. Reference and Local History. Carrie reported that they have one more Mental Health training session to do. It was agreed that the training is a worthwhile program.

e. Technology and Tech Services. Stephanie reported that the meeting was delayed until March 13th. They have a new chairperson.

f. Teen/YA. No report at this time.

Linda asked if any of the committee’s positions have changed to please notify her or Alex Martinez, (OCPL), so the Resource Directory can be updated.

17.  Agenda Preparation for the next Executive Council Meeting on April 24, 2017 at Orange County Public Law Library. The following items were requested to be put on the agenda for the next meeting.

·  JPA

·  Form 700

·  Safety/Security interest Group

·  CLSB Board

·  Nominating Committee - Genesis Hansen, Vice-Chair

18.  What’s new at your library? Members related new of their libraries.

19.  Executive Council Meetings for 2016/2017.

April 24, 2017 Orange County Public Law Library

June 12, 2017 Orange Public Library

Other meetings/events:

May 4, 2017 – Serving With a Purpose, Rancho Cucamonga

March 19-22, 2017 - CENIC Conference, UCSD

Adjournment

20.  The meeting adjourned at 3:54 p.m.

Respectfully submitted by

Linda Andersen

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