Attendance
Allison Atkins, Kennebunk Free Library; Nancy Brown, Norway Memorial Library; Cyndi Burne, Topsham Public Library; Charles Prinn, Wellehan Library- Saint Joseph’s College of Maine; Courtney Sparks, Lithgow Public Library; Susan Brooke, Rumford Public Library; Heather Dawn Driscoll, MECA; Jessica Rollerson, Witherle Memorial; Arlene Arris & Laura Collard, Freeport Community Library; Laura Edwards, Jesup Memorial Library; Janet Elvidge, EMCC library; Linda Kerecman, Hadley Parrot Health Sciences Library; Leslie Mortimer, Patten Free Library; Liz Soares, Augusta School district,

A. Introductions

B. Reports

• Maine InfoNet / Technical-

• INNreach transactions “glitched” this fall but seem to have stabilized. There may be linger stuck hold issues.

• The new print templates brought to light the different library location codes that exist. InfoNet staff is striving to create consistent input of abbreviations, no more 3 character codes. Example: instead of CML it will be Curtis ML.

• Lynn is working on the receipt printer templates. She recognizes that the return transit slip is truncated. There is no easy fix but she continues to work on the problem as time allows. Libraries do have the option of switching back to the old return transit format if the truncates version is problematic.

• InfoNet staff decided against Sierra’s 2.3 upgrading after negative reviews surfaced. We will skip to the 2.4 upgrade provided negative issues do not appear.

• The Minerva systems committee is in the process of cleaning up excess ptypes and itypes. This includes removing duplicate or redundant types. They will contact libraries on an individual basis as needed. Many staff members are not aware of the itype/ptype connection to the loan rule determiner table.

• Solar system decommissioned. Solar users are now in ursus, where they can request items, although the Solar libraries collections are not listed. This setup is a “work around” until something better can be established.

• Minerva Circ Standards- Circulation round table meetings are now password protected. This password can be found on the Maine InfoNet support site https://maineinfonet.freshdesk.com/support/home. Updating of the best practices manual was also mentioned.

C. Standards, Procedures, Reminders and Announcements

• Settle Up procedure was discussed. Some Minerva libraries are adding processing fees when billing another Minerva library, instead of replacement cost only. Replacements are also being sent instead of payments without contacting the owning library first. For more information, type “settle up” into the search bar on the Maine InfoNet site https://www.maineinfonet.org/.

• Billing-Send a W9 when billing another library. Encourage your patrons to go through their home library when settling up a billed or lost ILL. This will help avoid any miscommunication which may develop over payments issued.

• Claimed Returned-A few libraries are changing the status of items that they do not own to “claimed returned”, do not do this! It is against Minerva policy to change the status of another libraries item or to override system notices. The policy can be found here: https://www.maineinfonet.org/minerva/governance/policies/integrity-of-records/

• Rental collections and other non-circulating collections-The Minerva collection development committee is exploring this issue.

• Communication between Libraries-the best way to avoid conflict is to reach out to another library when you have questions or concerns. If this does not work the proper steps for conflict resolution can be found here: https://www.maineinfonet.org/minerva/governance/policies/integrity-of-records/

D. From the Floor

• If SMS renewals are not working for a patron, please gather as much set up information as possible and submit a ticket. Patrons with multiple account or barcodes my cause the system to “glitch”. Patrons should also double check the phone number registered for text messages.

• The status of unavailable for St. Joseph’s rental collections in the OPAC appear to make those items un-requestable for their patrons.

• Libraries should not be “morphing” old labels into new, there are too many mistakes occurring. Use van delivery labels print from the website http://www.maine.gov/msl/libs/interlib/delivery.shtml only. Codes on delivery labels are still in flux. For more information or questions regarding labels contact Amy Cummings at the state library; Interlibrary.loan@maine.gov

• To discover were an item has come from if mislabeled: go to the search holds tab and look for at the item message for stating “In transit from and to”. If you have already checked the item in, look for the three-digit code in the OUT LOC (seventh field down on the left in the item record). The table to find the statistical group or terminal #s is found under Admin in the file menu. The path is Admin>Parameters>Circulation>Statistical Group Maintenance.
• Shortage of delivery bags noted. Hopefully executive board will order more. Libraries are asked not to horde bags

• Rumford appears to be having trouble with receiving emails.

• Augusta school district libraries have noticed a sharp decrease in item level holds. Lynn will check their settings.

• The connection between InnReach and Minerva system holds often cross like “ships in the night”, with InnReach holds appearing after a Minerva item has already been checked out. InfoNet staff are working with III to find a solution for ways to make the communication between systems more timely, although it is hard to pin down the source of the issue. If libraries receive an InnReach request that they cannot fill because the item is not on the shelf they should cancel the InnReach hold. Minerva patrons should also be educated to first place requests through Minerva and then go to MaineCat if they cannot locate the item in the Minerva system.

E. Next Meeting

Dec/Jan 2016-2017?