Minerva Executive Board 7/10/13 • Maine InfoNet

Maine State Library Studio

July 10, 2013

In attendance: Cyndi Byrne, Nancy Crowell, Kevin Davis, Shelly Davis, Judy Frost, Nikki Maounis, Steve Norman, Alisia Revitt, James Jackson Sanborn, Amber Tatnall, Pam Turner, Cindy White

o Call to Order –Shelly Davis, chair, called the meeting to order at 10:05 am.

o Election of 2013-2014 Executive Board officers –

The current officers all agreed to continue to serve. Steve Norman moved to accept this slate of officers (Shelly Davis, chair; Kevin Davis, vice chair; Gail Roy, treasurer; Cindy White, secretary). Nancy Crowell seconded and the slate of officers was accepted.

o Acceptance of Minutes of the May 8, 2013 Meeting –

Amber Tatnall moved to approve the minutes, Kevin Davis seconded, and the minutes were approved as presented.

o Old Business

Library Anywhere implementation – James Jackson Sanborn reported that things seem to be working fine with the rollout of Library Anywhere. He said to contact Albie Dunn with any issues or questions.
Memorandum of Participation: storage of signed copies – Cindy White delivered the signed copies to Shelly Davis. These will be scanned and stored on a Maine InfoNet server. The originals will be kept on file at the Maine State Library.
Maine InfoNet website redesign – James reported that the feedback thus far has been positive. He is happy to create user accounts for committees so they can post documents themselves.
MINERVA OPAC upgrade – James reported that Albie is ready to send out the link to the beta next week. Go live date is scheduled for the second week in August.
RDA toolkit – James and Shelly presented the consortia pricing options that Melissa Wood from RDA Toolkit has offered to MINERVA. The board discussed at length pricing options, the need for the Toolkit, timing of implementation and other issues. It was decided to encourage MINERVA members to take advantage of the free trial (which will be extended) and provide feedback. Shelly, James and others will go back to RDA Toolkit/ALA and push for alternate pricing (10 runtime seats for entire consortium would be one possibility).

o New Business

Executive Board Meeting Dates 2013-2014 – It was decided to keep the same schedule (second Wednesday, every other month).
Review of Spring Users’ Council videoconference format – The number of attendees for the spring meeting was greater than for the fall meeting. Attendees at the Bangor site reported poor video quality.
Users’ Council survey results – Shelly went over the results of the June survey. There were 38 responses. Based on survey results, the board decided to hold one virtual meeting and one in-person meeting.
Fall Users’ Council meeting – The board decided that the fall users’ council meeting should be an “in-person” meeting with an educational component in addition to the business meeting. It will be held at Topsham Public Library from 10 am-2 pm sometime in early fall. A subcommittee of Shelly Davis, Amber Tatnall and Alisia Revitt will work on programming and logistics.

o Reports

Maine InfoNet (James Jackson Sanborn) – James reported that Venice is leaving at the end of July to pursue a PhD in ecology at UM. James hopes to get approval to advertise for a new systems manager in the next few weeks. Talks with III are ongoing; a meeting at the ALA conference was not as productive as hoped.
Maine InfoNet Representative (Judy Frost) – Judy reported on changes in board membership: Janet Bolduc has been replaced by Douglas Macbeth. Rich Boulet has been replaced by Brook Minner. David Nutty has stepped down as chair and Joyce Rumery is the new chair. The board’s work on bylaws is almost completed.
Minerva Technical (Alisia Revitt) – Alisia noted that, as of July 1, MINERVA has contracted with Frontline Technical Support for Overdrive. This means faster response time for support requests and frees up more of the system managers’ time.
Finance (Gail Roy) – Shelly Davis reported for Gail who had sent a budget report. There were no questions or concerns from the board.
Circulation Standards Committee (Cyndi Byrne) – Cyndi reported that the Circulation Standards Committee is trying to make the meeting process more formalized. They met in April and June. There will be a third meeting in the northern part of the state. Minutes will then go up on the MINERVA website. Currently they are working on the process for DVDs/Blu-rays and volume fields.
Cataloging Standards Committee – Katherine Morgan sent a report by email (Cat Standards July 2013). The committee recommended that MINERVA have a policy that one cataloguer per library be signed up for MinervaCats. Nancy Crowell made a motion that the board approve this policy, Shelly seconded and the board voted to approve.
Membership Committee(Pam Turner) – Pam reported that the Membership Committee, consisting of herself, Susan Winch, Steve Norman, and James Jackson Sanborn, had been working on a draft survey and document of estimated costs for prospective candidates for membership in MINERVA. She showed both of these and asked for feedback. Nikki Maounis made a motion, Kevin Davis seconded and the board approved the motion to support the continuation of the committee’s work.

o Other –

Alisia Revitt asked for an financial commitment from the board for partial funding for the RDA workshop in August. Costs include the speaker’s travel costs and honorarium. Nancy Crowell made a motion that MINERVA donate funds not to exceed $1500 to support the speaker; Shelly Davis seconded, and the board approved.

The next board meeting is scheduled for Sept. 11, 2013.