Meeting Minutes

Friday, June 11, 2004 – 10:00 a.m. to 1:00 p.m.

Maine State Library Studio, Augusta, ME

In attendance:

Judy Frost, Lynn Bivens, Stephen LaRochelle, Melora Ranney Norman, Wendy Miller, Jennifer Lewis, Nikki Maounis, Vicky Smith, Bob Filgate, Diane Jones, Amber Tatnall, Marian Peterson, Amy Averre, Karl Beiser, Cora Damon, Dean Corner, Karl Aromaa, Rick Speer, Brian Damien, Martha Ott, Linda McConnell, Sue Jagels, Jay Scherma, Karen Reilly, and John Clark.

Select a timekeeper – 2 minutes

Rick Speer acted as timekeeper.

Review/approve minutes from the last full meeting – November 7, 2003 – 5 minutes

The minutes were accepted.

Reports:
Secretary’s report on election and introduction of new members to the Executive Committee. 5 minutes

Outgoing one-year seats:

Rick Speer, Lewiston Public Library, Public Libraries

Jay Scherma, Thomas Memorial Library, Public Libraries

Judy Frost, Central Maine Community College, Academic Libraries

New members:

Karl Aromaa, Rumford Public Library, Public Libraries (12 votes)

Vicki Smith, McArthur Public Library, Public Libraries (12 votes)

Martha Ott, Andover College, Portland, Academic Libraries (12 votes)

Minerva update – K. Beiser & J. Clark 25 minutes

Karl

Walk in Wireless: Karl has been a bit hard to get lately, as he has been very committed to the walk in wireless initiative. There are 46 libraries that want to be set up with wireless service and so far; Karl has done about 33 of them. There are 10 more, which he’ll try and get to next week and then it will be just “mop up” after that. He will then be able to concentrate more on online requesting and lending.
Server: The new server upgrade will happen July 15, 2004. Batch processing, building lists and running notices should be faster. He is not clear about whether or not other transactions will be faster. This server has a new operating system as well as giving us a new life with regards to reliability and warrantee.
Millennium Silver: Innovative is set to release an upgrade to Millennium sometime this summer that will feature full blown cataloging available in Millennium for the first time. Karl will keep us posted when the upgrade is happening as he gets more definite timelines from Innovative.
New Requesting Scheme: Online requesting should now be “randomizing” patron’s choices when they are selecting books.
New Libraries: Libraries in the pipeline to go live: Gardiner Public, Guilford Schools, Upper Kennebec Valley Schools, South Portland Schools, and Wells Public Library. South West Harbor Public is next to come in. Some possibilities are Ludden in Dixfield, Kennebunk, and Charlotte Hobbs in Lovell.
Karl passed out a “task sheet” that he expanded upon that he will be concentrating on the next few months. Tasks listed were:
- Authority control/batch clean up : OCLC is out of the business of batch material processing. They will continue support for 12 months with ongoing updates for their current customers. We will now have to start considering Marchive or LTI.
- Online requesting and lending: There are only 6 or 7 libraries left to train and get going online.

Make transition to Millennium Silver

Adopt new web OPAC interface
Automate processes with scripts and macros
Continue database quality efforts
Offer training in areas based on response
Schedule Innovative “train the trainer” training
Enhance support procedures and mechanisms
Enhance system level processes
Restart expansion of Minerva: There is really no hard limit to how big Minerva can get, but around 80-100 libraries we’d start to run out of patron types and shelving locations.

John:

Things are going much better for John and he’s feeling more “settled.” The Maine State Retirement System didn’t change which has aloud him to stay in his current position. Back problems he was suffering from have been resolved and he now has DSL and wireless at his home now so he can be more productive there.
Printing woes: John would like to pass along a couple of requests to everyone when enlisting his help with printing creep.
If you use move from one printer to another, please tell him. Don’t expect the same results on your notices if you move from one printer to another or use different machines to do your printing.
Please be aware that overdues, paging slips and INN Reach slips are all under separate print parameters. If one creeps, the rest may not. Please be specific when you call or e-mail.
If you do need John’s help with printer creep, he requests that you give him as much detail about it as you can and fax him 5-6 examples of your print notices starting with page one.

Karl added that supposedly Millennium Silver will allow you to print notices without a printer that IP addressable. You will be able to print in a more typical “windows” way however, your settings may need to be changed again.

Minerva OPAC Committee Report – Amber Tatnall – 15 minutes

The web OPAC committee put out a survey with good response and boiled all the suggestions into a one-page summary for Karl to start editing by. Karl has made some changes to the generic page Innovative has and showed it to us at the meeting. Karl just has to find some time to make more of the recommended changes before it will be considered complete enough to start submitting further suggestions and other feedback on it. He showed the opening screen, which has a better use of graphics and allows you to scope to other libraries right from the beginning of your search. The other graphic elements (buttons and icons) are part of a standard set that he intends to modify. For instance the shopping cart on the “save records” button. If you would like to look at this “sandbox” version, you can go to: http://minerva.maine.edu:2082 Karl also pointed out that we can have individual libraries control the top and bottom logos in the search results screens. He showed some examples by scoping to YCCC’s library and York Public of some ideas we could institute. We can submit text as well as graphics, but Karl says we need to make sure the name Minerva is incorporated in there somewhere. The biggest “quirk” right now is the fact that the icons for the material types are not accurate. Karl will need to work with Innovative on that. Someone suggested that “view your record” be on the opening page. Karl would like to aim for the 2 nd week in July to have a true “sandbox” version ready for comments.

Statistics Committee Report – Brian Damien – 15 minutes

Brian announced that Mike Mitchell from the Lithgow Public Library in Augusta has just come on to help him. They will be distributing a 30 second questionnaire asking you if you have questions on statistics and if/how they can get back to you to help you. He passed some surveys out at the meeting.

Cataloging Standards Committee Report – Rebecca Francis 1 minute
Right now, the cataloging committee has nothing to report. They are working on Children’s Subject headings and staying on top of other issues passed to them to consider.
Borrowing/Lending Committee Report 35 minutes
Proposal re trial of unrestricted borrowing The motion from the Borrowing and Lending Committee, “The Borrowing Committee proposes that all Minerva libraries must participate in a system wide trial change in interlibrary loan practices. During the six-month period of July through December 2004, all libraries would agree to suspend restrictions placed on ILL due to materials’ format or “newness.” This would apply only to circulating collections and would exclude non-circulating materials like special collections, rare items and reference. The goal is to demonstrate whether or not removal of restrictions will have the anticipated effect of maximizing the effectiveness of our pooled resources and providing better and faster access to all patrons in all of our libraries.” Some concerns and points of discussion:
There will be no extra burden on technical staff to get ready for the trail. Karl will “flip” all the necessary codes that will turn us all on.
Many feel this is a question of equity.some libraries lend fully, some don’t. It was felt there should be equity across the board.
We MUST have EVERYONE contributing in this trial in order to fully assess if it worked.
The Borrowing/Lending Committee will take questions and input as the trial goes on.
Keep in mind this is only a trial.
The new requesting regime will randomly pick a library making sure that the home copy, if available, is loaned first. The exception seems to be if someone has used the volume field for something, then the patron is given a choice. Karl will look into fixes for the records that have other information in the volume field other than volume numbers.
Some ways we could assess if this works: Gut feelings from library representatives, get snapshots of number of items that have holds, number of holds on each of those items, number of filled requests before and after, get some baseline studies such as the percent of materials now restricted excluding reference and special collections.
It is not good PR to have patrons seeing so many “available” but then red “won’t loan” tags on items when they go to put holds on them.
Many are worried about new items and delivery times.
It was requested that the Borrowing and Lending Committee come up with “selling points” to help with PR in people’s local communities. It was felt that many people don’t want to be financially responsible for costs for processing ILL’s. Please have consideration for the public’s perception.
One selling point could be that so many more materials will open up to them. Hopefully they will get “a copy” of the material that they want faster rather than wait for the home library’s copy.
What about libraries that don’t have compatible barcodes? Barcodes must be of a format that is compatible with all other Minerva libraries. Many libraries have already done the work to be in compliance. If there is a request for material that doesn’t have a compatible barcode, the lending library should process it before it is sent.
With the randomization of the materials, it is difficult to tell where an item is coming from. It was suggested that the majority of patrons don’t care as long as they get what they want.
Don’t forget to tell your patrons you can still request items by phone.
With the volume of ILL’s skyrocketing and most staffing in libraries being the same, having to package items with staples and tape is taking too long.
Maybe this will increase pressure for daily delivery.
What about the length of time items are checked out? Many AV items have shorter loan times than books in most libraries. Some people said that making all the loan times the same helps the patron remember when to bring the materials back.
E-mail Melora Norman if you have any questions. The Borrowing and Lending Committee will be putting together a FAQ sheet and talking points.

After the discussion time, the trial was 2 nd and the motion was overwhelmingly passed.

Other issues for the Committee to pursue next year

This discussion was tabled in favor of more discussion time for the proposed ILL trial.

Budget Committee Report – 35 minutes

Report of Actual Expenses to Date

Karl passed out two handouts. One displayed the FY 2003/2004 year projected and actual expenditures. The other was a plan for FY 2004/2005.

FY 2003/2004

Regular expenditures: Projected Actual

Innovative support $60,000.00 $60,000.00

Server support $ 4,000.00 $ 4,314.00

12 new scopes $ 3,900.00 $ 3,900.00

OCLC authority services $ 9,000.00 $ 0

36 staff user licenses $37,800.00 $37,400.00

Miscellaneous (new backup drives, $ 0 $ 5,500.00

2 portable barcode readers for loan

for inventory, meeting refreshments)

Subtotal $114,700.00 $111,114.00

Proposed expenditures:

New Minerva server $45,000.00 $45,000.00

Subtotal $45,000.00 $45,000.00

Total expenditures $114,700.00 $ 0

$159.700.00 $156,114.00

Plan for FY 2004/2005:

Income Expenditures

(Ongoing expenses)

Beginning cash balance $130,560.00 Innovative support $60,000.00

New server $ 45,000.00 Server support $ 4,000.00

Balance less server costs $ 85,560.00 12 new scopes $ 3,900.00

Partial support payments $ 12,000.00 Authority file services $15,000.00

by new libraries

Additional full support $ 75,000.00

Payments anticipated by

July 31, 2004

Cash balance beginning of year$172,560.00 Expenses subtotal $82,900

Available funds $89,660.00

Delivery service support $22,000.00

Contracted staff consultant $40,000.00

Subtotal $62,000.00

Balance $27,660.00

It was anticipated that we will have 50 libraries paying the full amount with 4 not active and not paying. Someone brought up the fact that we wanted to have some money in reserve for emergencies. Karl explained that it wouldn’t be good to keep too much as people question it. Below $50,000.00 is about good. There will be no reduction in the $3,000.00 fee every library pays to be a member.

Proposal to underwrite a day per week delivery services

The motion from the budget committee, “In order to enhance service to the public and to encourage maximum participation in resource-sharing, the Executive Committee of the Users Council proposes subsidizing 1 day of delivery service per week, per Minerva library. The subsidy will begin on July 1, 2004, and after a year, its impact will be evaluated by the Executive Committee.” (One tote, one day per week, per library = $6.50) Jay spoke briefly about how the motion came about and how this is the most equitable version for all libraries to help support them with the consortium goal of resource sharing. The motion was 2 nd and passed. It was suggested that a letter be written to all libraries telling them about this service as well as making it known to incoming libraries when they sign on for the first time so they can respond to ILL requests in accordance to procedures. It was also suggested that Gary Nichols get a formal letter explaining what the Minerva body has done.

Proposal to request the adding of part time staff dedicated to Minerva

The motion from the budget committee, “The Executive Committee moves that the Minerva User’s Council vote to recommend that $20,000.00 be allocated from our undesignated balance funds to contract with an “expert” to be on retainer for 6 months to assist Minerva staff with high-level system support and staffing. And, to authorize that a small group be established to develop an RFP to this end.” They also passed out a one-page rationale for this motion. Some people in the room were uncomfortable with allocating so much money without seeing some sort of job description. It was also questioned exactly who this person would work for. An amendment was made to the motion to read, “At the end of 6 months, there should be a full report on the state of Minerva, its workflow and staffing needs from this person.” The motion passed with the amendment.

If anyone has any questions about budget matters, Betsy Pohl at Lithgow Library is chair of this committee.

Zippered bags

This item was not discussed, but it was suggested that it go at or near the top of the agenda for the next Executive Council meeting.

Suggestions for other consortial financial support to be reviewed next year.

This was not discussed.

Outstanding Issues and concerns: 20 minutes
Borrowing/Lending Standards Committee
Issues to address
Delinquent patron policies
Renewal policies between Minerva and Me InfoNet
Coordinating length of borrowing between Minerva and Me InfoNet
The inequity of loan policies between Minerva libraries

This discussion was tabled in favor of more time for discussion on the proposed ILL trial.

Development of a brochure and end user instructions or tutorials

It was suggested that this item be at or near the top of the next Executive Committee meeting. Some people are frustrated that this hasn’t moved forward fast enough. Many feel this is really important. This could be a good way to help explain the ILL trial. Maybe we could hire someone or get a volunteer.