MINUTES OF THE MARINet BOARD MEETING
Tuesday, February 29, 2000 3:10 p.m.
Marin County Civic Center Room 414, Conference Room

Board Members Present: Debbie Mazzolini, Chair
Carol Starr, Marin County
Cathy Blumberg, Mill Valley
Sara Loyster, San Anselmo
Vaughn Stratford, San Rafael
Mary Richardson, Sausalito Public Library

ALSO PRESENT: Val Morehouse and Glade Van Loan, MARINet

MINUTES: Approved

AGENDA: Approved

NEXT MEETINGS: March 14, 9:30-11:30-Budget Meeting (will try to arrange for Marin Co. Civic Center), March 28 1:30 CCE Room 310 B- Next Board Meeting, April 6- Retreat (all day) Green Gulch. (note: since the meeting, the March 14 meeting was changed to March 10).

OLD BUSINESS

AUDIT: Sue Forsyth is asking for a 2 year inventory.

EXTRA HIRE UPDATE: Natalie Jenkins was hired as an Intermediate Clerk on January 31, 2000.

LTI AUTHORITY FILE UPDATE: Debbie said that instead of having various members of the Bib Standards committee perform the authority file updates, this process should be done centrally by MARINet staff. The Board agreed. The records that need cleaning up after the updates (like blind references) should still be done by the individual libraries.

MONTHLY BUDGET: We now have a statement of investment policy from Marin County and will continue to receive it annually.

BUDGET ITEMS OF NOTE:

  1. Val needs to check the pool of interest figure.
  2. Signature cards need to be done for the regular part of the Budget and for the Sinking Fund. Authorized signatures as agreed on by the Board are the Systems Administrator and Board of Directors President and Secretary.

FY 2001 Budget- PERSONNEL RECLASSIFICATION AND NEW HIRE RECOMMENDATIONS:
Upgrade Glade's position, increase hours of a clerk typist, add a Tech Support analyst (to deal with Microcomputer issues and back up Glade and Val).
The recommended staff would then include a F-T Systems Administrator, F-T Computer Specialist, F-T Clerk typist and F-T Tech Support Analyst.
Val noted some budget savings (some permanent, some one-time) that might be applied toward this new staffing.

  • Carol asked Val to check to see if benefits were included in her reclassification estimates.
  • Debbie mentioned that Sue Epstein is willing to do the staffing analysis for us. We're not sure about the timing of this report and the finalizing of the FY 2000/2001 budget. We will discuss how we'll approach this at our special budget meeting.
  • Val needs to list all the duties of each position and why these changes are needed.
  • We still need to know the contingency budget amount. Val needs to get this by our special budget meeting.

RESOLUTION TO TABLE BUDGET APPROVAL:
The Board formally resolved to table final approval of the FY 2000-2001 Budget beyond the March 15 date designated in the JPA in order to consider further additions and changes. We will have a special budget meeting on March 14 and will also discuss the Budget at our April 6 Retreat. All were in favor.

OTHER BUDGET-RELATED RESOLUTIONS:

  • The Board formally resolved that the Systems Administrator has authority to transfer funds between budget lines within the operating budget in an amount not to exceed $5,000. She must then inform the Board at its next meeting of the transfer.
  • The Board formally resolved that it reserves sole authority to appropriate money from the sinking fund or contingency fund. These appropriations will be noted in the Board Minutes.
All were in favor of the above two resolutions.

RESOLUTION TO APPROVE THE COST SHARING FORMULA:
The Board formally resolved to accept the FY 2000-2001 Cost-Sharing Formula.
All were in favor.

MARINet SECURITY AND CONFIDENTIALITY POLICY:
The Board is sending the policy to County Counsel for review. We'll vote on it at our next meeting.

REPORT ON INN-REACH MEETING IN FREMONT (Feb.24):
Carol and Val reported on the Region II meeting to discuss the possibility of developing a super-catalog similar to SuperSearch with Inn-Reach. It was suggested that a Region II grant will be written to include a variety of types of Innovative libraries together with a non-Innovative system (like CARL or DRA). Carol suggested that MARINet be involved with both SuperSearch and the Inn-Reach super-catalogs so that we can position ourselves to be able to go forward with the one that works the best. The grant must be filed by June 2000.

RELEASE 2000 LOAD DATE:
The date for the release has been postponed. Training sessions introducing Innovative's Millennium product have been scheduled.

SAUSALITO MICOM UPDATE:
Sausalito should be ready to 'cut the cord' with Micom by the end of March.

PICKLEWEED UPDATE:
The new Pickleweed Branch of San Rafael Library is in transition from a homework center to a lending library.
EM320 licenses have been purchased and Phil will be installing 2 OPACs.
Pickleweed Library will have Spanish and Vietnamese books and videos. Many of those titles will be unique to the MARINet database.

NEW LOAN RULE:
Debbie announced that until Bel-Tib acquires more DVDs and CD-audio books these items have a loan rule which doesn't allow patrons from the 'outside' to place holds on them. People can go to Bel-Tib and borrow these items they just can't place holds on them.

AGENDA ITEMS TABLED:
Items under Old Business (E 4-6) were tabled until our next Board meeting.


NEW BUSINESS

PROPOSED MOVE OF ALL TELECOMMUNICATIONS OUT OF RM.104 (Including MARINet):
Val said she has heard that there will probably be a major move of equipment that would involve moving MARINet equipment from its current location down to the basement level. She expressed concern about the downtime and the fact that solutions (line drivers) will need to be implemented to enable us to extend- beyond the optimal limit- the distance between the MARINet office and the MARINet equipment. The Board said that if this must be done all we can do is make plans and roll with the change. Closing libraries and having staff development on those days was suggested.

DOOR LOCK ON MARINet OFFICE:
The County (for emergency purposes) wants access to all its office doors/locks, including the electronic door lock keypad on the MARINet office.
The Board decided that Val should get a card access lock for the MARINet office door. The card access lock enables us to know who's accessed the lock because each card has its own code.
Andrew will get a card. We'll decide on an as-needed basis who else will have a card.

COUNTY LIBRARY BLUE RIBBON TASK FORCE:
Carol announced that there will be a meeting of the Blue Ribbon Task Force on March 6.
She distributed statistics (ex-statistics of % borrowed between County and City Libraries) she had gathered about the individual MARINet libraries because she thought the city libraries might find the information useful.

RETREAT AGENDA:
The main items the Board wants to cover at our retreat in April are

  1. Millennium Circ/ Emerging Technologies/ Future Developments
  2. Val's Workplan (prioritize) (impact if Larkspur joins MARINet)
  3. Goals
Val will e-mail around these items to the Board to be fleshed out.

ADJOURNMENT: The meeting was adjourned at 5:05 p.m.

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