Minerva Executive Board 12/11/10

Minerva Executive Board, Wednesday, December 11, 2010

Maine State Library Studio

Meeting called to order at: 10:10 a.m.

In attendance were: Lisa Auriemma, Steve Norman, Alisia Revitt, Shelby Davis, Karen LaForgia, Kevin Davis, Judy Frost, Jay Scherma, James Jackson Sanborn, Cindy White, and Janet Blood.

Minutes: approved

Reports

  • Maine InfoNet, Rep.- Judy Frost, NA
  • Maine InfoNet Director- James Jackson Sanborn
    • The state has approved that the vacancy on the InfoNet staff can be filled.
    • The announcement should go out in a few weeks. It will be an entry to mid range position.
    • The Maine Cat upgrade is proceeding; it will stay on a server at UMO.
    • After review there are very few libraries not entering expiration dates into their patron records. The 4 or 5 libraries not doing so will be contacted about the policy.
    • Some libraries have had problems finding empty lists in Minerva large enough for their needs. The naming procedure for lists will be strictly enforced and libraries will be encouraged to start saving search strategies instead locking lists however featured lists should still be locked.
  • Technical – Alisia Revitt- The latest Millennium patch went through with no problems.  Some libraries have experienced dropped Item records, for example a book that has been circulated a number of times being brought to circulation for check-out/return and not showing up in the system. An item record number for a dropped title is necessary to troubleshoot the issue. A few libraries are working with InfoNet on the problem.  The have been some reports of bounced system emails that is being looked into.
  • Finance –Circulation Standards Committee –  Jay Scherma – in response to requests form member libraries needing an idea of what the Minerva membership dues will be for next year, Jay is estimating about $3935 . That assumes a budget increased just covering anticipated expenses. If Minerva were to eventually contract with OCLC for access to cataloging records that would be an added expense but currently most Z39 50 downloads are still active and available for use.
  • Cataloging Standards Committee- NA
  • Circulation Standards Committee- NA
  • Membership- NA

 

Old Business

  • The Maine Attorney General Office has decided that it does not need to review Minerva Bylaw because Minerva is not required to fill any statutory obligations as it is an independent entity. This means a draft of the bylaws can be posted for review and later a vote for approval can he held. The was a suggestion that the vote be taken via email.
  • Previously the question of how to handle additional maintenance cost charged by iii to Minerva for specialized services (For example self check-out) that only specific libraries in the consortium purchase and use was brought up. An inquiry was made of iii and as long as the  request is made of at eh time of purchase  by the individual library adding said service  that cost can be directly billed to that library instead of being added to the Consortium bill. The this should be the policy going forward for any library that wishes to add a service through Millennium that does not benefit the entire consortium. A question was also raised as to the liability of the State Library for these additional charges if the library that originally purchased leaves the consortium. The State Library is the actual licensee of Millennium and may be responsible for the charges.  This will be looked into the issue with iii and the discussion will be tabled till more information is available.

New Business

  • A question was raised as to the procedure Minerva libraries should follow for to libraries requesting ILL’s direct ally from libraries though email instead of going through MaineCat or the ARRCs.  Basic ILL procedures should be followed. The question of walk-in borrowing was brought up, the pros and cons discussed but no censuses on the future feasibility of implementing or walk-in borrowing system wide was reached.

Other

Next Meeting Scheduled: originally scheduled for 1/13/11 changed to 1/26/11 due to snow

Meeting Adjoined: 12:05 p.m.