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Library Media Director's Council
Minutes
Winter 2003 Meeting
February 6 & 7, 2003
Cascadia Community College

Thursday, February 6, 2003 - Room LB1205

Present: John Backes (Shoreline CC), Jane Blume (Bellingham Tech. College), Sunny Burns (IC-Pierce College), Mary Carr (Spokane CC), Stephanie Carter (Centralia College), Mindy Coslor (Skagit Valley College), Charlie Crawford (Tacoma CC), Cynthia Fugate (Cascadia), Debra Gilchrist (Pierce College), Mary Ann Goodwin (Spokane Falls CC), John Helmer (Orbis), Stan Horton (Grays Harbor College), Leonoor Ingraham-Swets (Clark College), Adrienne Julius (CLAMS), Lauri Kram (Edmonds CC), Linda Lambert Whatcom CC), Jeanne Leader (Everett CC), Wai-Fong Lee (Seattle Central CC), Pam Mofjeld (Cascade Libraries), Jacqueline Mundell (North Seattle CC), Kimberly Nakano (Green River CC), Eric Palo (Renton Tech. College), Ruth Ross (Olympic College), Loretta Sepanen (SBCTC), Michael Shinn (Assistant AG), Rand Simmons (Washington State Library), Myra Van Vactor (Bellevue CC), Jan Walsh (Washington State Library), Joan Weber (Yakima Valley CC), Mary Jo White (South Seattle CC) and Marie Zimmermann (Highline CC)

Introductions and Welcome: Cynthia Fugate welcomed us. Introductions were made around the table with each sharing any consortial arrangements in which we are/were involved.

Marie announced the passing of Tess Hartwell, TCC. Charlie Crawford announced that the Memorial service will be held on Monday.

Council Business:

Minutes of Fall Quarter Meeting: Joan moved, Jean seconded, approved. Mary asked that the location be corrected: We met at Whatcom (needs to corrected on the web). Approved.

Treasurer's Report: Mary asked that we let her know if we haven't paid our dues yet. Marie asked for a vote for approval. Approved.

Nominating Committee: Jean, Jane and Lori volunteered to serve on the nominating committee.

Jan Walsh, State Librarian: Marie introduced Jan Walsh. Sam Reed could not attend due to a death in the family. Marie extended an invitation to the next meeting. Jan expressed regrets on behalf of Sam Reed. Jan explained the chronology of the crisis at the state library. Last year, the governor cut the state library out of the budget. The legislature put money in an emergency fund, which the governor largely withheld. The current plan (supplemental budget) cuts it severely. Jan says that the state library will have everything online but people won't have access. Jan found out from a reporter that Senator Dino Rossi had introduced a supplemental budget. She learned on Friday when many librarians were at ALA. The hearing was Monday and they planned to vote it out rapidly. It passed on Wednesday. The Secretary of State's office was surprised. The bill cuts most staff leaving only a few to manage. If it passes the House, the cut will take place immediately. There was a hearing at the House yesterday. Charles Chamberlain testified on behalf of UW saying that the UW does not want the state library's collection without a lot more money and space and they don't want it in the first place. Others testified as well. If it dies in appropriations, they will have a little breathing room until the 2003-04 budget is considered. Jan reviewed the handout that shows what would be lost if the budget is cut. Jan shared a letter received from the federal depository. The federal depository says that the state library is in violation and is on probation for 6 months. If the violation is not corrected in 6 months, it will be the responsibility of the state to return all federal documents. There would not be a federal repository for Washington and Alaska. We have documents that are not available in the Library of Congress and GPO wants it because they don't have a full depository. It would cost $1 million to inventory, replace missing items and move it back to Washington D.C. Jan also talked about the impact on LSTA funding if the Governor's budget is enacted, notably the Washington Talking Book and Braille Library and the Institutional branches. The state library budget is 1/300 of the state budget. We would lose 1.5 million in federal funds. Last year the average state agency was cut 1%. The state library was cut 32%. The current proposal is to cut by 58%. If you hear about a 72% cut, it is because of the comparison of the state library before it was subsumed into the Secretary of State. Jan also shared a handout about inaccuracies on the web. (Lake Washington Whale Watching). There were also handouts explaining how the budget would affect the library. Library is moved to Tumwater where the lease is $98,000 per month. The building has a 10-year lease. They don't have enough in the budget to meet the lease. The Secretary of State also has an administrative cut of $1.24 million, which is considered punitive.

It was asked what other newspapers have published editorials. Jan outlined the newspapers that have published editorials. Those have been sent to the legislators.

BCR voluntarily reduced some of their rates because they knew that libraries are hurting. Be sure and compare the rates you can save by buying through BCR. Take advantage of your membership.

Rand Simmons talked about LSTA. We are waiting for Congress to renew LSTA. The funding has lapsed. There are two bills that are looking for sponsors. The Institute of Museum and Library Services has authorized state libraries an advance of 50% of the hopefully appropriated money because of the dire straits so many state libraries are in. That makes Jan nervous. The state library is delaying the request for new proposals for grants until summer. Typically people make initial proposals and that goes to the council for initial review. Then there is time to work with the applicant to tighten the proposal and coordinate the proposals. Marie asked about the statement that says that each proposal must have a council sponsor. Jan says that they can contact the state library to be matched with a sponsor if necessary. It makes the proposals more successful. Rand says, that way there is someone on the council who can speak to your proposal. Next council meeting is March 6 where the timeline will be finalized.

Leonoor reported on the Library Council. She talked about the excellent new members. They also looked at the review process for grants. They will support more consortiums and will be looking for stronger proposals. They will be recommending that applicants have the state library review proposals for quality and clean writing. There will be more opportunities. Read LJ on February 1, page 17. It talks about Sam Reed as an advocate for the state library. The Library Council should look at assessment and evaluations.

Sunny Burns is on the state library public advisory board. She expressed concern about payments for ProQuest. Rand mentioned that it would be paid and that they will probably renew with ProQuest this June. Jan says the group has been a great advocate. It has been great to have the additional input but the state library has benefited from their support.

Stephanie reminded us to add a line to our website attached to ProQuest that it is supported by LSTA money through the State Library.

Joan shared that all state employees can obtain library cards to the state library and borrow through their desktops.

Reports and Discussion:

John Helmer, Executive Director of Orbis Library Consortium and Pam Mofjeld, director of Cascade, talked about the proposed alliance between Orbis and Cascade Library. They are working at merging two consortia. Pam recapped the history of Cascade. Catalog went online in July of 2000. John recapped the history of Orbis. It has been in existence for about ten years. It began as a union catalog for five institutions. They added libraries and eventually moved across the state line to Washington.

The Orbis Cascade Alliance will provide a library consortium, union catalog and borrowing system, courier service, electronic resources, conference and collaborative projects. The Inn-Reach catalog is a real union catalog, not a virtual catalog. It knows the circulation status and patron information. All are III schools.

The Center for Research Libraries is out of Chicago. They acquire materials that are not found elsewhere. They ship out by UPS. Right now that is only available to CRL libraries. The use of the catalog is more like one collection rather than ILL. The goal was to establish patron-initiated borrowing. Generally there is a 48-hour delivery time.

Costs are $54,000 start-up and then annual fees based on a 40/60 split. Forty percent of the budget is charged evenly across the membership. Sixty percent is charged based on FTE. It makes a fair distribution of costs. FTE is based on students enrolled in a credit class equivalent to a 4-year institution. It reduces the burden on CCs but they also limit borrowing to those institutions.

Roundtable discussions and reporting back:

Consortia Workshop: John Backes proposed a professional development workshop on consortia formation and governance. He talked with Tim Jewell, Mike Eisenberg and John Helmer. Tim and John teach a class at the I School. They may be willing to teach a 4-6 hour workshop. We'd have to let them know what our expectations are for learning outcomes. John needs volunteers to work directly with John and Tim to get this workshop developed. The group agreed by consensus to authorize some money to help this workshop happen. John needs to find a time when John H and Tim are available. Leonoor and Cynthia volunteered to help John.


Friday, February 7, 2003

Present: John Backes (Shoreline CC), Jane Blume (Bellingham Tech. College), Sunny Burns (IC-Pierce College), Mary Carr (Spokane CC), Stephanie Carter (Centralia College), Mindy Coslor (Skagit Valley College), Charlie Crawford (Tacoma CC), Cynthia Fugate (Cascadia), Debra Gilchrist (Pierce College), Mary Ann Goodwin (Spokane Falls CC), Stan Horton (Grays Harbor College), Leonoor Ingraham-Swets (Clark College), Adrienne Julius (CLAMS), Lauri Kram (Edmonds CC), Linda Lambert (Whatcom CC), Jeanne Leader (Everett CC), Wai-Fong Lee (Seattle Central CC), Jacqueline Mundell (North Seattle CC), Kimberly Nakano (Green River CC), Eric Palo (Renton Tech. College), Ruth Ross (Olympic College), Loretta Sepanen (SBCTC), Michael Shinn (Assistant AG), Rand Simmons (Washington State Library), Joan Weber (Yakima Valley CC), Mary Jo White (South Seattle CC) and Marie Zimmermann (Highline CC)

Introductions

Reports and Discussion-continued:

FIPSE project-Jeanne Leader: Jeanne has entered into discussion with Connie Broughton re a FIPSE grant proposal--possibly 24/7 reference service offered through WaOL. Jeanne doesn't think we have enough time to put together a 5-page proposal by next week but wonders if we would like to continue discussion with an eye towards next year. Cynthia, Mindy and Stan will volunteer to help Jeanne.

Database (SDL) proposal: Stephanie reported that there would be focus groups on SDL. Any of us may get a call to participate on May 1. They want some direction and feedback on how it is working. Stephanie has an online database survey re specific databases. She handed out the survey. Surveys should be returned to Stephanie. Marie talked about a proposal re pursuing system-wide purchase of databases. She will be making a proposal to Instruction Commission. She distributed a handout entitled "Discussion Points for LMDC Database Project." It focuses on service to students. Comments included that the survey re databases that Stephanie handed out will be helpful (Leonoor). The ALS (formerly IPEDS) survey changed its questions somewhat to pull out more info on electronic databases (Stephanie). Loretta wondered if there are systems such as Miami Dade where there are some studies on projects such as these. Marie wondered if we could compare to other successful models of programs. John suggested that there might be other groups for endorsements such as the FACTC group has done. This will ensure support at the presidential level. Marie asked if there was support for pursuing this. John suggested that the Database subcommittee address this. Leonoor asked for more volunteers on the committee if the committee takes it on. The committee will pursue it. Tim is on the committee and will be chair of LMDC next year. FACTC has endorsed up to four full text databases for use by CTC colleges. John will reissue the statement to the LMDC via e-mail. Sunny reminded us that this would not be for this year. Loretta gave us the timeline for the 2005 budget.

Instruction Commission: Marie reported on the review by the Instruction Commission on the council structure as requested by the WACTC. They have conducted videoconferences and focus groups. A report will come out to the councils. It will include recommendations for better communication.

Instruction Commission report from Sunny Burns:
General Business

  • LMDC members continue to plan and carry out activities to reach goals set Fall Quarter 2002.
  • LMDC members are continuing to address facility issues.
  • LMDC continues to work with the representatives from the four-years regarding student access to library resources. The database that the four-years are using is Cascade. Cascade is now merging with Orbis, an Oregon based data system. When this merger is complete, talks will continue.
  • CLAMS Spring conference will be in Walla Walla and a focus upon the California community college system's efforts to make Information Competency a graduation requirement.

Issues and Projects:

  • Jim Tuttle, Assistant Attorney General for Highline Community College, gave an excellent presentation on how the implications of the Patriot Act on library systems and access to personal information. The Patriot Act adds the ability of a Special Agent to request information about an individual without the patron being informed of the request. It would come in the form of a court document or subpoena. Jim will provide us with a unified AAG interpretation of with whom the request for information can be shared. The Patriot Act language is unclear regarding who has a legitimate "need to know." Generally, it was agreed that the college administration in the line of supervision, at least, should be informed (handout).
  • Statewide Database Licensing will continue to be funded through the Washington State Library at least through next December.
  • A copy of a survey to assess patron use of libraries was shared with all council members for their use. Alternative questions for colleges using the CCSSE or CCSEQ were also included. See your representative for this information.
  • The Washington State Library (WSL) again is in danger of being drastically reduced in funding. There is currently language in the Supplemental Budget that will hasten the cuts by two months, resulting in the loss of 62 FTEs. This is a 58% cut for the WSL. If the Governor's budget stands, it will result in the WSL becoming essentially a warehouse with no public access to the records. Details are on the Secretary of State website: http://www.statelib.wa.gov/. The main budget impact for community colleges is the loss of the Library Service and Technology Act (federal) funding. This will hit us in two ways: Loss of 50% subsidy for the Statewide Database Licensing projects and loss of the ability to apply for technology grants. The bigger impact is the loss of access to this rich set of materials and the federal depository collection.

Instruction Commission Discussion Item:
Problem: Colleges are not able to afford access, etc., from orange sheet passed out in LMCD.

Proposal: (insert Implementation steps from orange sheet) include meeting with state board folks

SBCTC: Loretta reported. Handout. Doesn't appear that the change in tuition structure has a negative impact on enrollment. Loretta put together a list of conversations across system on information literacy. John recommended that we request that a CTC representative be on the Eastern Washington consortium and suggested a letter of support for Rachel Fenske who has wanted a librarian representative on the consortium. Should it be a faculty representative? John moved that Marie on behalf of LMDC write a letter of support to Rachel Henske to include a member from Spokane or Spokane Falls as a CTC representative for the Information Literacy discussion. Second from Mary. Friendly amendment to send a copy to Ron Dahlia, Assistant University Provost for undergraduate education at Eastern Washington University. Approved.

CIS: Nancy Peterson reported on the rehosting project at CIS. They are starting a more formal communication process. Handout included a card with contact info. Handout of the report highlights. Desire is to have a functional program that can be maintained by CIS staff with added functionality. Handout of the newsletter-also available on their web site. Major and minor enhancements are available on the web sites under hot topics. Project managers are keeping library needs in mind as they move forward.

Library Cooperative Project/ICCL: Mary Ann reported that the cooperative project is on hold while Cascade works out its merger with Orbis. Handout was the minutes/notes from the ICCL. There was discussion around a joint workshop on information literacy. Also perhaps making it a focus of the regional ACRL Immersion program. We could look for grant money to do this as a unit in 2005. We have to have the proposal in by June. One-week program. It could be a capstone event. Group wants to pursue #2 on the handout. Mary reports that Spokane is working with EWU on a "half degree." Information literacy is included.

CLAMS: Adrienne Julius reports that the conference was successful in December. Spring conference will be in Walla Walla. Information competency in California will be a topic. Spring conference is proposed for May 8 & 9.

Information Technology Commission report from Wai-Fong: Most of the ITC activities have been focused on the Re-Hosting Project. In January, a total of seven RFP proposals were received by CIS. After reviewing by the VEST team, three finalist responses were chosen. These are:

  • Covansys
  • Hewlett Packard with Transoft
  • Hewlett Packard with Transoft and MSFT

The VEST team will interview these finalist vendors this month, and their evaluations of these vendors will be presented to the CIS Executive Committee probably in March for their action.

Because the State Auditor's Office requires each college to have their Agency Compliance Audit done for IT Security Policies and Standards by October 6, 2003, all the IT staff will be busy working to meet such a mandate.

Distance Learning Council: no report

Student Survey draft: Mindy handed out copies of draft survey and copies of questions for CCSSE and CCSEQ. Stephanie handed out a survey modified from our survey that they will test at their campus.

WLA Legislative Committee: Marie reported about library-related bills on the web site -handout listed the bills. With the shift of power in the legislature, some issues have new life. Library computer confiscation, filtering and harmful to minors have resurfaced. If they make it out of committee, they may pass on the floor because legislators would be reluctant to stand against them in open session. Take a look at the WLA website. Look at SB5252-adds librarians to list of people who must report on child abuse. Check to see if it specifically lists public libraries or libraries in general.

Current LSTA and other Grant projects: Marie asked if we want to write a proposal for the next LSTA grant cycle. John explained that these are huge projects that can run for three years. Mary wondered if we could do something with ACRL information literacy immersion proposal. Deb thought it could lead up to it. Cynthia wondered about proposing an Information Literacy articulation-perhaps K12 through 4-year college. John reported that there are two projects 1) k12 and public libraries and 2) just k12. Such a proposal needs to keep those two projects in mind. Another possibility is a universal catalog as discussed in ORCA. A committee of four will look at the possibility of a universal catalog. Should it be at ORCA, grand endeavor or the entire LMDC. Linda stated that ORCA is going to investigate whether it needs to be expanded or not. Deb suggested that it could be done in phases. Marie wants to know what LMDC wants to do. John suggested that we leave the universal catalog at the ORCA or grand endeavor stage. John moved, Mary Jo seconded. Eric suggested that ORCA have a representative to the grand endeavor committee. People on the committee are Jane, John, Dale, and Deb. With Info Lit, Deb is concerned about how we distinguish ourselves. The LMDC committee on Info Lit is Myra, Wai-Fong, Deb G and Deb C. Randrecommended that we look at the LSTA focus because that will be the focus of the library council. Also look at the composition of the council. Marie stated that we need to have proposals due in May. By the end of March, we need to have outlines and details of the proposal. Deb would help with the Info Lit committee, but recommends adding another person to the Info Lit committee. Mary will volunteer. John's proposal: The committee will brainstorm and make some suggestions on a proposal. They will check with state library on options and will come back to LMDC with suggestions. With the universal catalog, LMDC is content to have ORCA move ahead. The members on ORCA in LMDC should keep a LMDC perspective. Also piece on Info Lit. Approved.


Professional Development Activity

Patriot Act and Implications for C/TC Libraries
Michael Shinn, Assistant Attorney General: He reported that the AGs try to speak for all the AGs. Michael is in the education division. He addressed the privacy of records and how the Patriot Act affects this. The state law is affected by the public disclosure act which states that virtually all documents are public. Exceptions are personal records that disclose the identity of individual. However, these are never entirely private because they are available through legal means. The Patriot Act is not a discreet act. It amends as many as 15 federal statutes that already existed. No one is going to know all that was affected. The Act did not define all of its terms. It will take time for those terms to be defined out. Because the Patriot Act is a federal act, it overrides state law. The exemption to our public disclosure law will be overridden because it can't be in conflict. It changes FERPA and FISA. CTCs are not as familiar with FISA as they are with FERPA. FERPA was amended. The general rule was that you couldn't release personal information without notifying students. Exceptions were restricted to emergencies. The amendment now allows federal authorities to request records through court order by the federal attorney general without notifying the student. There is a low standard to obtain such a court order. They only have to stipulate that there is a need for this info. It does not limit to only federal authorities. The order has to be served by a US assistant attorney general or higher. The Patriot Act also amended the FISA. It is an act that regulates surveillance of US citizens. Under FISA there is a FISA court appointed by the Chief Justice of the Supreme Court. It operates behind closed doors. The changes allow the FBI to obtain an order from the FISA court to obtain material documents. It may also state that you may not disclose that info is being sought. It must be served by an FBI agent or higher. It doesn't give any expanded powers to local authorities. The gag order applies to the FERPA and FISA amendments. No disclosure either before or after the fact. Consult with your AG. There is a broader gag order under FISA. You have a right to seek legal counsel before complying with an order. Also, it is permissible for the person served to seek help from their superior within the ability to disclose records. There needs to be a person designated to respond to such requests. Michael thinks that notifying administration within the college but not outside the college is permissible. You can advise upward within the chain of command but not outside of the chain. That includes notifying the Board of Trustees but not in an open meeting-executive session okay. Does this include non students who are in the database? Yes, it would under FISA. Michael recommends running a policy through your AG. Be sure and include alternates if the dean/director is not available. Subpoena allows you some time to produce and seek legal counsel. Search warrants are executable immediately. You need to stand aside. You can say I am happy to comply but I need to contact my AG. Any officer can obtain a search warrant but it won't be under the Patriot Act. Handout helps with web sites that explain court orders. You can fax any document (search warrant, subpoena) to the AG to review. A question was raised about offering more than specified in the court order. Anything private before the court order is still private if the court order doesn't specify it. You also need guidelines to instruct student workers not to offer more than asked. Student workers should not make judgment calls. It places them in jeopardy. The campus records officer may offer guidance. What do you do if your own AG is not available. You need to ask your AG before the situation comes up. Responses may vary. The key is to have a policy in place before you have an incident. Policy should designate the person to handle such requests. It should apply to all records requests, not just the Patriot Act requests. It makes sense to think about who will be available-probably not the president. Make sure that all of your library employees know about the policy. Probably the front desk will make first contact. Be sure they know who to contact, how to contact and who is back up. Make it part of orientation and training of new employees. Michael will check with his colleagues about notifying superior. The LMDC prefers to be able to do so. When contacting your AG, also fax the document even if you can't initially reach the AG. They will want to see it anyway. Search warrants are different. They are immediate. Michael suspects that if we get a request, it is most likely to be a subpoena, but search warrants are possible. Whatever document it is will be clear on its face. It will clearly state that the request for info cannot be shared. You might want to have a college-wide policy on handling records relating to search warrants and subpoenas (requests for information) or fold into an existing policy. Look at individual WACs on public disclosure so you don't rewrite the WAC. The group wants to revisit this topic bringing in examples of what we have for policies and to meet with some public library directors who have received requests from law enforcement. The video of the teleconference: "Safeguarding Our Patrons' Privacy" is available from Highline and Edmonds.

Reports and Discussion continued

Announcements and Future Meeting Plans
Kim asked us to list any tech fees and who is the contact person for our campus.

Marie was asked to be our contact re a CD settlement by the parties of the court case. They will distribute some CDs.

Deb wanted to know many people were affected by Faxon going out of business-only Big Bend.

Invitation from Mary Ann to join their virtual reference consortium. 24/7 service

Adjourn

12:25. Next meeting May 1 & 2 in Yakima.


Respectfully submitted,

Mindy Coslor