Meeting Minutes

Maine State Library Studio

In attendance: Lisa Auriemma, Cyndi Burne, Kevin Davis, Shelly Davis, Pam Gormley, James Jackson Sanborn, Steve Norman, Betsy Pohl, Alisia Revitt (remote), Gail Roy (remote), Cindy White

o Call to Order – Kevin Davis, chair, called the meeting to order at 10:10 am.

o Acceptance of Minutes of the November 9, 2011 Meeting – minutes were approved as written.

o New Business

Cataloging Committee request for purchase of hard drive – The committee has requested a hard drive to store their documents going back 10 years. They sent a memo to the Board with their rationale for this request. The board discussed the request and agreed that archiving of committee documents should be supported; however, we felt use of a hard drive was probably not the best option. James Jackson Sanborn suggested, and the group agreed, that putting the documents on a server where they would be available to all of MINERVA might be a better option. Kevin Davis will respond to Katherine Morgan, the chairperson of the committee. This request also brought up the broader issue of what documents MINERVA should be keeping, how and where these should be archived, and the fact that there needs to be a policy on this.
Permissions for Millenium access – Recently Kevin requested cataloging permissions for a new cataloguer at his library and this resulted in some questions concerning the process for requesting permissions for Millenium access. MINERVA policies and their supporting documentation are not widely known/accessible. James said that there is documentation for unscoped logins (16 now exist) but it might need clarification. This status allows a large amount of access to everyone’s records. Permissions are a different consideration and experience is a factor in the decision-making process for these. James suggested that Alisia Revitt could send out the list of permissions from the CSDirect site to the Cataloging and Circulation Committees before they next meet so those groups can see what these involve. However, in general, this seems to be another example where policies need to be posted online somewhere consistently and this is not happening.
Posting of policies – The board recognized that there is a clear need to develop a policy for this. Kevin stated that he would like an “official central clearinghouse” and Steve Norman noted the need for agendas and minutes to be posted. Alisia has been doing this on an unofficial basis. James said he has been gathering proposals from vendors for a Maine InfoNet website and that this will include space for distributed content so we will be able to post our documents there. Target date is this summer.

o Old Business

Mobile app for catalog access – James had a previous quote from Bowker for Library Anywhere but he has asked for an updated quote for this year. This is based on population served. He should be able to send out figures soon. Kevin has heard from another vendor, Boopsie. He gave them some data re: both his library and MINERVA with no response yet.
Agreement to Participate – Steve Norman presented a summary of the current status at the December Users Council. The Attorney General recommended that the state not sign the ATP so the committee will be meeting again this month to determine where to go from here. The ATP will have to morph into something else, perhaps more along the lines of a “terms of use” license.

o Reports

Maine InfoNet Representative (Judy Frost) – no report.
Maine InfoNet/MINERVA Technical (James Jackson Sanborn) – James reported on three items. 1. The 501(c)(3) incorporation document is completed and filed. The draft IRS 1023 document has gone to an attorney. When this is done, the Maine InfoNet Collaborative will be an official entity. 2. He has some financial information available which he will send to Nikki Maounis to use for budget preparation. [Contact James Jackson Sanborn for pricing info about Syndetics, Marcive, and III] An unknown factor is the delivery service. Betsy Pohl expressed concern that it is time for the RFP to go out and we do not know who is in charge of this. Kevin with check with Linda Lord after this meeting. He also will ask Nikki to develop a budget for the next meeting. 3. We are approaching the end of the 3rd year of the III contract. James has talked to the state purchasing people and they are OK with a sole source contract for the next 4 years. Also (not MINERVA-related), the Download Library invoices have gone out and lots of new Kindle content has been purchased.

MINERVA Technical – Alisia reported that there is an upgrade (1.1) for the 2011 version of Millennium. It will not involve any interruption of service. James said Nikki had brought up an issue with the display shown by a scoped holds search. The group felt that, since this display was actually showing incorrect information, James should go ahead and remove it and send out a message to the MINERVA list when this was done.

Finance (Nikki Maounis) – Nikki’s report was sent by email.
Circulation Standards Committee (Cyndi Burne) – Cyndi noted that the email sent out reminding users to clean up patron records with expired or no expiration dates had not been too successful. The committee feels there is a need for more “teeth” behind some circulation policies and hoped the Agreement to Participate or its successor would help with this. The committee also asked about the next settle up and suggests using a rolling 3 years back date beginning with Jan. 1. The board suggested that the committee write up some language and present it at our next meeting.
Cataloging Standards Committee – report sent by email.

The Cataloging Committee met after the Cataloging Roundtable Meeting in Augusta on February 3, 2012.

eReader Proposal

There were some minor revisions made before sending the proposal for comments and suggestions. The proposal was sent out through MinervaCats on February 23 with a deadline for getting comments to the chair by March 16. At our march meeting will look at the comments and suggestions before make the final revisions to the proposal.

Cataloging Logins and Permissions

Alisia Revitt asked the committee to make a list of catalogers who has the ability to move other libraries item records from the information on logins and passwords.

Attendance

Skidompha has filled the attendance requirement for 2011.

The following are the libraries that have yet to fulfill the attendance requirement for 2011:

Hobbs Memorial Lib. (2 meetings either attended or viewed)

Maine General Medical Center (1 meeting either attended or viewed)

South Portland (1 meeting attended or viewed, but they’re without a cataloger)

Website

The website is partly up, and should be completed by the end of the month. It has lots of information, including Roundtable Meeting minutes. Ellen and others are working to get all cataloging policies up on this site, and all future policies will be archived and accessible here.