Santiago Library System Administrative Council Meeting

Santiago Library System Administrative Council Meeting

July 22, 2013, 2-4 p.m.

Anaheim Public Library

Directors Present

Audrey Lujan, Maureen Gebelein, Stephanie Tanton, Yolanda Moreno, Helen Fried, Stephanie Beverage, Maryruth Storer, Cindy Mediavilla and Melinda Steep

Review of the June 20, 2013 Minutes

None

Review and Approval of Agreement with the Inland Library System and Scope of Services (i,e. for Vera Skop’s services)

The verbage is fairly general on the Agreement. Vera sent the agreement to the Inland Library System Administrative Council, and theyare amenable to it. Inland will start paying for Vera Skop’s services until SLS is funded. There will be a meeting next Thursday, and Melinda asked the members to look over the Agreement to make any changes. After the State passes, SLS will be paid twice a year, almost $51,000 each time. A bank account needs to be established to be ready to deposit the check. Since headquarters will eventually be in Fullerton, Opus Bank is the logical choice for our account. There will be three signatures on the account: Carlene Salinas, Maureen Gebelein and Yolanda Moreno. A contract with Carlene Salinas will be prepared similar to the one with ILS. Ms. Salinas will handle the routine office work and record keeping per State requirements.

Audrey advised that the agreement should include a Hold Harmless statement with both ILS and Carlene Salinas as a contract employee (an entity or individual. Melinda made a motion to adopt the draft agreement between Inland library System and Santiago Library System with the addition of the Hold Harmless statement. Audrey seconded the motion and all members approved.

Preparation of a Contract with Carlene Salinas

We will need to figure out what to reimburse Fullerton for the use of office space. For the first year there is a little over $20,000 in the budget for administrative costs. Some of that money will pay for Carlene, office space in Fullerton, and Vera’s services. Vera will need to have some one-on-one time with Carlene to go over everything. PLSEP should be covered by a 10% indirect cost to the State which is covered within the ILS contract. Vera wants to be included in some meetings via Skype or “Go to Meeting” so she knows what is going on. Vera is looking into the State Controller report even though she feels like we wouldn’t need this the first year.

Melinda asked if anyone had any other ideas for preparing a contract with Carlene Salinas. Yolanda said she will send an example of a contract she has to all the members. The contract would be similar to Inland’s contract. Carlene will be paid $20.00 an hour for providing clerical work, record keeping for the State, tracking budget figures, etc. Helen Fried asked if part of the money can be spent for someone to take Minutes of the meetings. Melinda said to wait until they got Carlene on board, and then take a look at the funding since they have to spend money on Vera’s start up costs.

Approval of the Orange County Public Law Library as an “Associate” Library

Stephanie Tanton made a motion to add OCPLL as an “Associate” Library. It was seconded by Yolanda Moreno. All were in agreement.

Review of Claim Form for CLSA Funds

Melinda asked if there were any questions or concerns about the claim form and there were none.

Update from the State Library

Cindy Mediavilla said she was here as a resource for everyone and encouraged everyone to call or e-mail her any time with State library-related questions. Cindy will keep all informed of what goes on at the State Library and will take questions back.

The award letter will go out on August 1st for the LSTA grants. She said that once they received the award letter to sign everything and turn the paperwork in as quickly as possible as it takes six to eight weeks for receive a check.

There will be a Outcomes Based Planning and Evaluation workshop next Monday in Cerritos. Darla wants to encourage anyone with LSTA grants in the works to attend.

Today, Suzanne Flint announced on CALIX the “ELF” 2.0 – Early Learning Program. The application process will be competitive. The applications are due in August.

If you want to participate in the Statewide Summer Reading Program for next year, you need to let CLA know by this Friday.

PLSEP – applications are due to Vera on Wednesday so she can turn them in on Friday.

Audrey asked about State funding to have Edmund Otis conduct a workshop. Cindy said all workshops are paid for by a Grant and not by State funding. Helen Fried said he is coming to Orange County in February of next year, and she will let all the members know the date.

Stephanie talked about someone who came to her library to give a workshop to her staff on handling the mentally ill people who come into the library. She will contact this person to see if she would be willing to provide training to other libraries if the directors are interested.

Review of SLS Committees and Directors’ Contact Information

Melinda had the directors review the contact information sheet. The directors will add their cell phone numbers and get that information back to Melinda.

The list of committees was given to each director to review. Melinda wanted to reaffirm with Audrey that Anaheim is still willing to be the coordinator for adult. There is still some information missing, and the directors were asked to review to make any additions or corrections of names and contact information before the list can be finalized. Melinda will send the list to all the directors, as well as to all the coordinators for each committee when it is ready.

Update of UPS Services for Delivery to Outside Libraries

As of July 1st, UPS discontinued their deposit account program which has made billing more complicated. Therefore, service won’t start until after SLS receives funding. Kate Spector at the Yorba Linda Library is working to see if SLS can be billed just once a month so it’s not a lot of extra work for Carlene. Then, Kate will work with Carlene to figure out how to set up the billing.

Discussion on an SLS Book Club Collection

One of the staff members at Yorba Linda Library sent something out on CALIX asking what other libraries do with their book club books. Maureen mentioned that it would be good for SLS to have a shared collection between the libraries that could be swapped out. It was decided to have the Adult Committee members work on this.

Further Discussion Regarding CALIFA

Mary McCasland sent out some information regarding CALIFA to everyone. No further discussions are necessary.

Roundtable (Unedited)

Huntington Beach

Stephanie Beverage is pitching a grant focusing on early childhood literacy. It will advise parents what applications are effective in getting Ipad’s, special programs. She also just sent off her “Pitch an Idea” grant this morning for a Pop Up Librarian with a beach shack theme. They are going to do use the library box with customized resources and mobile circ which is a new module for their Horizon system. The grant will help cover the cost of that module. It will allow them to do remote on line or off line circulation functions.

Orange Public Library

Yolanda Moreno is trying to work with the schools but it is almost impossible to get an in with them. She has a grant and bought five Ipads and trying to go to schools to show them

E textbooks. She wants to start a Teen Blog because: (1) all kids need community service credits, (2) concerned about kids who don’t understand their image on the web and how to have a positive image and (3) kids get community credits writing a book review and posting it on the website. Right now about 60 teens are participating.

She read about Core curriculum that schools put out and wanted to give them another option. There is a City building that is not being used so she is working with the Recreation Department. They go out and present to teachers, classes and principals and talk about E sources. This year they have started Embedded Librarian and will assign a librarian to 3 or 4 schools.

She has also received a “Steam for Teens grant from Edison which will start in September. It will pay for speakers for five months for teens to attend. They will give away a laptop at the end of this time to one of the teens.

Orange County Public Library

Helen Fried received a grant for early literacy. A video was filmed at the Wheeler Library of the staff and patrons promoting early literacy, and that video which is in three segments is now being shown on PBS.

They purchased Silverado School and are in the process of converting it into a library. Half of the building belongs to Parks so they will be sharing it.

She spoke about the Islam group that now is permanently banned from the library. There is a second group run by the same gentleman from the first group. Now there is a third group that is now opposing the library for allowing these two groups to meet outside the library.

Anaheim Public Library

Audrey Lujan said they have lots of mini grants, one of them the “Build a Bear” grant to purchase Ipads.

The Council is very interested in developing parks and libraries. The parks have a lot of money, so Audrey will be talking to them about a possible partnership.

Arctic (sp??) is moving along. It is located by the train station and will be a mass transit hub. Audrey is trying to talk to someone about any kind of library presence there like having a big book machine.

Fullerton Public Library

Maureen Gebelein is going to do a pilot project. It started with City staff and check out broker boxes loaded with Netflix subscriptions, Amazon time subscriptions, PBS and some of the free ones. She’s not sure why they are doing it but will see what happens.

They did a pitch for an E Literacy Grant.

Carol Snow is a young adult author and will be doing a book launch (Bubble World??) on August 18th. She’s a good speaker and lives locally for anyone interested in having her out. Maureen will send out a flyer to invite the directors of SLS to attend.

They have been teaching downloadable classes at the library and now are doing it for the seniors at the Community Center and the Chamber of Commerce.

The Hunt Branch is finally closed down. It is being leased to Grace Ministry for six months. The building will be preserved but will be closed for the next two years until they can figure out what to do with it.

Orange County Public Law Library

Maryruth talked about limited scope representation. There will be flyers once it gets going, Some lawyers are willing to draft one portion______. This is a real benefit to the citizens. Libraries are a good place to publicize that availability.

Her library is now able to send e-mail notices to patrons.

She is hoping they won’t have to go back to furloughs.

Yorba Linda Public Library

Melinda reported that the Library is in the middle of a Seed Library grant. We are also moving forward with the new building project. The size of the building had to be reduced, and other financing options are being looked at.

Other

Melinda announced that she will be stepping down as the Chair person due to health issues. Stephanie Tanton nominated Maureen Gebelein for the position of Chair person. It was seconded by Melinda Steep, and everyone was in agreement.

The Directors talked about coming up with a logo for their new group. They talked about having a contest whereby students could create a logo as an assignment. Or maybe have staff create one.

The meeting was adjourned at 4:13 p.m. to Thursday, August 22, 2013 at 2:00 p.m. in Newport Beach.