Agenda item #6 (corrected)
Santiago Library System
Executive Council Meeting Minutes
Fullerton Public Library
June 13, 2016 ~ 2:00 p.m.
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Agenda item #6 (corrected)
Present:
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Agenda item #6 (corrected)
Audrey Lujan, APL; Tom Edelblute, APL; Maureen Gebelein, FPL; Stephanie Beverage, HBPL; Genesis Hansen, MVPL; Helen Fried, OCPL; Dave Curtis, OPL; Yesenia Bathierra, PLD*; Mary McCasland, BPLD; Tim Hetherton, NBPL; Heather Folmar, SAPL; Carrie Lixey, YLPL; Vera Skop, SLS; Natalie Cole, CSL; Diane Satchwell, SCLC
Absent:
Maryruth Storer, OCPLL; Jeanette Contreras, PLD*
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Agenda item #6 (corrected)
*Represented
Call to Order
1. Call to Order – Chair Mary McCasland called the meeting to order at 2:07 p.m.
2. Roll Call.
3. Adoption of Agenda. A motion to adopt the agenda was made and carried. (SB/CL)
4. Oral Communications. None.
5. Welcome to Dave Curtis, Orange Public Library; Lisa Dale, our California State Library liaison and guest, Diane Satchwell, Southern California Library Cooperative.
Consent Calendar
6. Minutes from the June 13, 2015 Executive Council Meeting. (Received, Approved and File)
7. Financial Reports (Received, File & Approved) Vera presented the financial reports for review.
A motion to accept the minutes from the June 13, 2015 Executive Council meeting, the financial reports and budget was made and carried. (SB/MG)
Continuing Business
8. System Administration. Vera handed out the Southern California Library Cooperative (SCLC) proposal from Diane Satchwell to administer the Santiago Library System. Diane commented that SCLC is willing to work with SLS and answered all questions regarding SCLS’s proposal. Diane also agreed that Linda Andersen, Administrative Assistant, would continue working for Santiago. Linda would continue to attend and take minutes for the SLS Executive Council and on projects such as PLSEP and the OC Performer’s Showcase.
A motion was made and carried to accept SCLC’s proposal for a year with the following changes noted. (AL/SB)
· Proposal memo. Paragraph 2 revised. “Diane Satchwell will be a voice for SLS and what initiatives are their priorities. As a representative of SLS any communication and messaging will be under the direction of SLS Executive Council Board.”
Agreement: Section 2 item #5. Change from four to six meetings per year.
9. Plan of Service for 2016/2017 draft. Vera presented a draft copy of the 16/17 Plan of Service and Budget for review and comment. Vera asked for input on which services SLS wanted to keep or discontinue. It was agreed to drop Enki and continue on with in-kind delivery service. There is still no news at this time regarding the additional money to be allocated by the State Library so that additional amount is not reflected in the Plan of Service and Budget for 16/17. A motion to accept the 2016/2017 Plan of Service and Budget was made and carried. (MG/SB)
10. Benchmarks for recognizing staff. The EC all agreed that the recognition needed to be for something extraordinary and benefited the whole system as each library has their own staff recognition program. They did agree that it could be a team and not just an individual. The EC will receive the nominations and make the level of determination. Stephanie volunteered to draft some criteria and bring it back to the Council for approval.
11. Focused Training & Mentoring Committee. Carrie gave a report based on the survey that she sent out. She reported that there was a need for professional training, which can be costly. The costs involved could be passed along to attendees. The Committee is planning to have two workshops a year. Some of the training requested is graphic design for non-graphic designers, social media, problem patrons, career and career paths. Graphic design and marketing were the top choices from the survey. For their first training workshop it was decided to have a graphic design workshop. Attendees will learn the basics on how to design and create an attractive flyer. The trainers are library staff who are experts on these topics. They are planning the first workshop in August 2016 and attendees will be asked to bring their own lunch so there will be no cost involved. The second training, with a theme of customer service to vulnerable patrons, will be held in November or January and a small fee may be requested. If you have any talented staff or are able to host a training workshop please let Carrie know.
New Business
12. SLS EC Elections for 16/17. Nominations were open for officers for the 16/17 Executive Council committee
A. A motion to approve Stephanie Beverage as Chair was made and carried. (GH/AL)
B. A motion to approve Genesis Hansen as Vice-Chair was made and carried. (SB/AL)
At this time Stephanie took over the meeting.
13. Committee Liaisons. Nominations were open for committee members to be liaisons for the various committees for 16/17. The following committee members volunteered to be a committee liaison.
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Agenda item #6 (corrected)
· Children’s is Genesis Hansen
· Circulation is Mary McCasland
· Reference & Local History is Carrie Lixey
· Marketing and Outreach is Jeanette Contreras
· Technology & Tech Services is Stephanie Beverage
· Teen/YA is Genesis Hansen
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Agenda item #6 (corrected)
14. Performer’s Showcase 2017 funding. Vera reported that the Square fees incurred for the Performer’s Showcase were minimal and recommends not making a decision to raise the registration fee until closer to the Showcase and seeing if Square will raise their fee. She said if they raised the fee a dollar that would be plenty to cover fees.
15. Proposals for $3 million one-time CLSA/CLSB funding. Stephanie reported that she Mary and Genesis met to discuss what they can do as a System since the CLSB Board sent out a call to submit ideas for the one-time $3 million. They narrowed it down to their top three choices. 1) Expanding career online high school 2) Early Literacy/EDI and 3) Services for those with special needs. They drafted a proposal and handed out a copy for review from the EC committee. They will modify their proposal to include the committee’s comments and then send the proposal to Diane Satchwell. Vera handed out a spreadsheet with a summary of all the Systems in California’s proposals that were submitted. Vera also mentioned that Inland and SCLC were submitting a proposal for a Digi Lab. Is Santiago interested in this proposal? Yes. Santiago will be included in the Digi Lab proposal along with Inland and SCLC. The next CLSB meeting is on July 12, 2016.
Reports
16. State Library Report. Lisa reported on the happenings and projects going on and coming soon at the State Library. She included a summary of these projects in the EC packet.
17. Executive Director's Report. Vera reported that she will be finishing up some loose ends before she retires. She reported that using Square to take credit cards for the Performer’s Showcase is worth it. Seventy one people paid with credit cards and the Square costs came to approximately $56 after a discount. Finally, Vera thanked everyone and said it’s been a pleasure working with everyone while she was Director for Santiago. The Committee presented Vera with a card and a gift.
18. Committee Reports.
Mary McCasland:
a. Children’s – nothing to report at this time.
b. Circulation – nothing to report at this time.
c. Reference & Local History – nothing to report at this time.
The committees are working on job descriptions and hiring at this time. Linda.com is a popular site.
Stephanie:
d. Marketing & Outreach. Stephanie reported that this committee is the most energetic at the moment. They are working on a series of Digital Saturday’s at your local library in Orange County. The programs will feature all the digital projects that libraries in Orange County have to offer. These programs will start in September. She passed out a sample flyer.
e. Technology – nothing to report at this time.
f. YA/Teen – nothing to report at this time.
19. Agenda Preparation for the next Executive Council Meeting on August 22, 2016 at Buena Park. Benchmark for recognizing staff members. Focused training and mentoring committee. CLSA/CLSB ideas for $3 million. Annual report.
20. What’s new at your library? Members related new of their libraries.
21. Executive Council Meetings for 2016/2017.
August 22, 2016 at Huntington Beach
October 24, 2016 at Mission Viejo Public Library
December 19, 2016 at Newport Beach Public** (holiday luncheon???)
February 27, 2017 at Orange County Public Law Library
April 24, 2017 at Orange County Public Libraries
June 12, 2017 Orange Public Library
Other meetings/events:
November 2, 2016 - Public Library Director's Forum, Sacramento
November 3-5 2016 - CLA, Sacramento
Adjournment
22. The meeting adjourned at 4:05 p.m.
Respectfully submitted by
Linda Andersen
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