CCCLL Agenda – Monday April 7th, 2008

Library and Courts Building, 914 Capitol Mall, room 500, n Sacramento, (http://www.courtinfo.ca.gov/courts/courtsofappeal/3rdDistrict/location.htm)

1. Call to order: welcome & agenda review – Coral Henning - 9:00 - 9:05 (5 minutes)

2. Minutes of previous CCCLL meeting –Bob Riger 9:05 - 9:10 (5 minutes)

3. Treasurer’s report – Chris Christman - 9:10 - 9:15 (5 minutes)

4. The Future of Law Libraries Committee Report – Sharon Borbon, chair; Marcia Koslov, Kathryn Turner, Coral Henning 9:15 – 10:30 (1 hour 15 minutes)

BREAK 10:30am – 10:40am (10 minutes)

5. The Future of Law Libraries Committee Report wrap up - Sharon Borbon, chair; Marcia Koslov, Kathryn Turner, Coral Henning 10:40 – 11:15 (35 minutes)

6. CCCLL Administration – Coral Henning 11:15- 11:45 (30 minutes)

a. Working budget for remaining FY April – Aug – Coral Henning & Chris Christman - ACTION ITEM – Vote

b. Proposed budget for next fiscal year Sept 08 – Aug 09; Coral Henning & Chris Christman – Will take a vote at the fall meeting.

Lunch Noon – 1pm - Lunch courtesy of CEB, Continuing Education of the Bar

6. CCCLL Administration Cont. Coral Henning 1:00 – 1:15

c. Dues review committee – Chris Christman, Treasurer, Karen Lutke, Janice Milliken – Charge of the committee: review the current dues structure and income requirements to meet the current and future needs of CCCLL. Explore having an operational reserve – pros & cons. Proposal for new dues structure will be presented at the fall meeting.

7. Legislation committee – 1:15 – 2:30 (1 hour 15 minutes) Annette Heath, Chair; Maryruth Storer, Anne Bernardo, Chris Christman, Larry Meyer – Presentation of 4 legislative proposals developed at the open leg committee meeting held in Sacramento on Friday Feb 29th, 2008.

Break 2:30pm – 2:45pm (15 minutes)

7. Legislation committee continues – 2:45 – 3:45 (1 hour)

8. UCF Committee – Maryruth Storyer - 3:45 – 4:00 (15 minutes)

9. Next business meeting – Coral Henning

a. CCCLL Fall meeting, Friday September 26th, Monterey.

10. Adjourn – 4:05

Council of California County Law Librarians [CCCLL]

Fall Meeting of Friday, September 28, 2007

Orange County Law Library

The following members were present:

Alameda: Cossette T. Sun, Director; Hon. Jo-Lynn Lee, Trustee

Fresno: Sharon E. Borbon, Director; Hon. Jane Cardoza, President.

Kern: Annette Heath, Library Director.

Los Angeles: Marcia J. Koslov, Director.

Monterey: Christopher Cobb, Director

Orange: MaryRuth Storer, Director; Hon. Clay M. Smith, Hon. William M. Monroe, Dennis D. O’Neil, Esq., Trustees.

Merced: Hon. Brian L. McCabe.

Placer: Christopher Christman, Director.

Riverside: Gayle Webb, Director.

Sacramento: Coral Henning, Director; Hon. David De Alba, Hon. Renard Shepard, W. Austin Cooper, Hon. Loren McMaster, Trustees.

San Bernardino: Larry Meyer, Director; Hon. Keith D. Davis, Trustee.

San Diego: Robert E. Riger, Director.

San Francisco: Marcia Bell, Director.

San Mateo: Karen M. Lutke, Director.

Santa Clara: Wei-Yau Huang, Director.

Shasta: Mimi Gimblin, Director.

Stanislaus: Janice K. Milliken, Director.

Tulare: Anne R. Bernardo, Director; Hon. Paul Vortmann, Trustee.

Ventura: Jane Meyer, Director; Robert F. Peterson, Jr., Trustee.

Yolo: Kathryn Bates Turner, Director; Dr. Mortimer D. Schwartz, Trustee.

1. Call to Order. The CCCLL fall meeting was convened at 12:00 p.m. at the Orange County Law Library. Lunch was served from 12:00-12:45.

2. Library Tour. MaryRuth Storer gave a tour of her beautiful new law library to the membership. We toured the site and saw the new elevator, a second elevator that would provide access from the parking area to the library, the new public services area configuration, the staircase, how the collection was organized, the storage space in the basement, and the I.T. server room. The library is beautiful and the membership was very impressed.

3. Break. There was a break from 1:15-1:30.

4. Guest Speaker: “Succession Planning.” The meeting continued with a discussion of succession planning from 1:30-3:30 by Pat Hawthorn, Library Director, UCLA Library of Human Resources.

Pat gave a presentation on succession planning in management. She explained to us some definitions early on in the presentation that succession planning is active planning to ensure that the organization will have the right people in the right place at the right time for the right job. This is sometimes referred to workforce planning or progression planning. Succession management, on the other hand, is managing the plan and the internal process to implement the plan. It is focused on how it will be done. The two types of succession planning should be paired with succession management.

Early on, succession planning consisted of written annual plans, lists, replacement, orientation focus of it was replacement. The goal was to identify replacements for executives who would leave the organization due to retirement or death. It was a formal, rigid plan, often confidential. In the 1980s there was a shortage of executive leadership talent; the rise of the outsider (CEO) has contributed to high CEO failure rate, increased mobility of executives, the rise of executive search firms as the movers and brokers of talent, and the issues of Gen X not buying into a “loyalty” contract.

Succession planning took on a new focus. The goal is to develop and retain talent. The emphasis was on a candidate’s potential, not performance. Jobs and bosses were the best tools. Talent pools emerged, not replacement lists. This was less formal, less confidential. In today’s environment, succession planning focuses on increased demand for senior leaders while the current workforce supply is decreasing.

Leadership development opportunities were a set of one-time educational events; this began to change — jobs and bosses were the best places to develop leadership talent. The move from a more integrated approach began to happen as the need arose. Studies were conducted, best practices were identified, the most effective systems are simple, easy to use, and provide easy access to all who use the system. The best systems are developmentally oriented rather than simply focused or replacement oriented. Highly effective systems always actively involve the very top players of the organization; best practice systems are effective at spotting gaps in talent and identifying important linchpin positions. Succession planning still does the job of monitoring the succession process, enabling the organization to ensure that the right people are moving into the right jobs at the right time, and that gaps are spotted early. The most successful systems are built around continual reinvention.

Key dimensions of successful programs are organizational strategy, sponsors and owners, talent identification, talent pools, developmental linkages, assessors, tracking, and metrics.

The two types of succession planning and management are managerial, focusing on the vertical level of the organization up the organizational chart and technical, which focuses on the horizontal level of the organization across the organizational chart.

The goal of managerial succession planning and management is to find and develop the right people, the right place, the right positions, the right locations, and the right times to achieve the right strategic objectives. Focus is on the characteristics and competencies that will be needed by individuals. Emphasis on how to select and develop talent.

Technical succession planning and management is to isolate, distill, and transmit the right information to people at the right time, to ensure continuity of operations and provide the foundation for the future.

Best practices include analyzing where you are in terms of your workforce, do the demographics, determine if you are trying to plan and manage managerial of technical succession, or both, identify critical key positions you will need to have candidates for in the future, identify gaps that is no potential candidates for critical key positions you will need to fill in the future, get a commitment, ensure involvement of top management and/or boards, and identify individuals who will make up the talent pool or pipeline. Additional best practices are involve these employees cultivate them and get their commitment, provide what is needed for potential candidates, create the pipeline by development opportunities, which include educational opportunities, funding, training, budgeting, supervision, team-building, managing change, motivation, conflict resolution, meeting facilitation, etc. The last best practice is keep it simple and monitor progress.

5. Working Break. At 3:30, the group took a working break where Dick Spinelli from William Hein Company gave a presentation and information on Hein Online. Eighteen county law libraries have already signed on; that gives CCCLL a 10% discount. He is now focusing on the 24-58 remaining county libraries [these are the smaller libraries]; they will get a price to start up with Hein Online of $350 per year . He has also offered the option of remote access to these libraries who wish to offer this service to their law firm users [firms with 50 or less attorneys]; the cost would be added on to existing contract prices. The county law library can then bill back the extra cost to users in any manner they wish.

Gayle Webb then presented bookmarks and p.r. materials that were available.

Karen Lutke then made an announcement that the California State Association of Counties (CSAC) will be holding their meeting from November 13-14 in Oakland and urged everyone to send their p.r. materials to this meeting.

Larry then made an announcement about electronic access to NTIS material.

Annette made a motion, and Kathryn & Cossette seconded it, to include immunity for county law libraries in a bill pending before legislators. The measure would call for CCCLL to be added to this bill for providing immunity to staff for providing legal research information to users.

6. Minutes. The minutes of the previous meeting were presented and they were adopted with the correction that Marcia Bell was in attendance at the last meeting. The minutes were approved by the membership.

7. Committee Reports. The committee reports were given from 3:55-4:25.

a. Grants: John Zorbas was absent. Karen Lutke informed the group that Mimi Gimblin and Christopher Cobb were given grants to attend the conference; she would need to follow-up on the exact amounts for the two recipients.

b. Director: Sharon Borbon told the group that the directory will be available next year and that there will be a hard copy.

c. Website: The Website Committee had no report; Ray MacGregor was not available.

d. Trustee Manual: The manual needs to be discussed further.

e. Access to Justice: The Access to Justice Commission report was given by Marcia Bell; she mentioned the committee plan is available online and there is a summary and if you contact her you can get the sites for these reports.

f. Annual Surveys: The surveys are due in October and everyone was encouraged to participate and get the survey results in in a timely fashion to be tabulated by Sacramento.

g. ListServe & FYI: ListServe archives and FYI were not discussed. There were no other committee reports.

8. Spring Meeting. The spring meeting was tentatively scheduled for April 7, 2008, with a meeting for Legislative Day. The April 7 date has to be checked and confirmed. Ideas will be solicited for the spring agenda.

9. Adjournment. The meeting adjourned at 4:29 p.m.