9/10/2014

Call to Order: The meeting was called to order at 10:05 am

In attendance remotely: James Jackson Sanborn, Alisia Revitt, and Lynn Uhlman.

In attendance on-site at the Maine State Library: Steve Norman, Tim McFadden, Pam Turner, James Rathbun, Cindy White, Martha Ott, Amber Tatnall, Shelly Davis, Kevin Davis, Nancy Crowell and Judy Frost.

Old Business

 Fall Users Council meeting: The users’ council meeting scheduled for October 3rd is in conflict with the fall SMLD meeting. Steve will contact Topsham Public Library and change our date to mid-October. Shelly will make arrangements for the catered lunch.

Inter-library loan of DVDs. There has been no recent negative feedback on this issue. Members report only informal positive feedback. Regarding the process, Steve spoke with a cataloger who had concerns about term limits for standards committee members. A different person suggested sending proposals to the listserv for discussion. Members felt this latter suggestion was not a viable option. We will soon have Tanberg recordings of roundtable meetings (streaming video). These will be more quickly available for viewing than the CD-Roms. Question, do we have statistics to review?. Alisia says that there really is no measure of how quickly high demand holds are cycling. Kevin suggests anecdotal feedback will be the best measure. He suggests libraries should buy copies to meet their high local holds demands. In any event, for the most part, “stuff” isn’t being kept 3 weeks.

Charging patrons for the use of other libraries’ materials. A letter was sent to the boards of the Auburn Public Library and the Lewiston Public Library (and cc’d to the library directors) requesting that those libraries stop charging for inter-library loaned A/V material. It referenced the attorney general’s determination. This item is now on the agendas of both boards for upcoming meetings. We will wait and see how they decide.

Cataloging issue of substandard records (THO). They have tidied up the worst records. The cataloging standards committee has reviewed their newer records and they look better. Recommendation: The cataloging standards committee recommends that “Thomas College records should be checked for a while to make sure they continue to catalog within Minerva and RDA standards. The committee proposes that 20-30 records be reviewed in October and December. If the records are within standards then we would not have to check into 2015.” A motion to this effect was made and seconded – all were in favor and the motion carried.

Board vacancy. We now have an open public library position. Nancy is currently filling the school library position which is difficult to populate as there are only three school systems in Minerva. Steve will shift Nancy to the public library slot and look for school librarian to fill that position. James suggests increased outreach to school librarians.

Moving Minerva funds to Maine InfoNet. James addressed the mechanics of the move. It would be straightforward. Now that contract is held by Maine InfoNet, there is no longer a requirement for funds to be held by the state in a trust fund (which charges significant fees and requires many approvals for expenditures and also limits total expenditures per quarter). Maine InfoNet now has accounts at the University Credit Union that could serve. (Lyrasis would be another option). If we act quickly, we could update the allocated draw to equal the total amount of money in the fund. Amber would continue to handle the finances. A motion was made to move Minerva funds to the Maine InfoNet Account at the University Credit Union with discrete accounting practices in place to track our own monies. There was a second. Discussion followed. It is important to be clear what funds are Minerva’s. The Maine InfoNet Board will see the funds, but they will be segregated. The motion carried unanimously. This spurred discussion on the need to think about insurance coverage for board members who make decisions about money. We are spending for things other than the Sierra software – Syndetics, bags, etc. (Though language in MOU covers this.) Should we become a 501C organization? In the past this board has gone to the attorney general with legal questions. James pointed out that Maine InfoNet doesn’t have directors’ insurance, but does have professional and business liability coverage. This issue will be a future agenda item.

Review of Minerva policies. Pam and Kevin are working on documenting what policies aren’t in writing. Pam will send emails to the chairs of committees asking them to send in their copies of policies they’ve been working on. Then the two of them will work with these to get them documented and published. The goal is to tie up loose ends and get policies documented.

Committees’ responsibilities and RFA (Request for Action) Template. A preliminary template. What are the basic questions to be answered before a motion comes before the executive board? What are the responsibilities of standing committees and roundtables? This document will also address executive committee responsibilities.

New Business

None

Reports

Maine InfoNet. They are working on strategic planning. Their school committee member has left, but it looks as though the position will soon be filled.

Minerva Technical: Lynn reported on Sierra going live – it was a relatively quiet Monday. On Tuesday some tickets came in for permissions, etc. So far the transition has gone very smoothly with all feedback positive. A few problems were reported, and everything for which a ticket has been submitted will be addressed.

Maine InfoNet Representative: Judy reports that the biggest thing on their plate is the three-year strategic plan which was addressed in a facilitated session. Several committees were set up to handle various issues. Maine InfoNet’s biggest problem is a finite amount of money. There is no room for financial growth. The Maine State Library and the University of Maine System contribute for shortages and extras. Down the road, when the primary players leave (retire, etc.), what will their replacement think/do?

Committee reports

Membership Committee: The application process is closed. There were three applicants – Freeport, Windham, and Maine College of Art. The next step is conducting interviews covering what is involved in being a member (not so much the technical side of things). We can add two to four members. The question was asked as to whether a quick decision would be helpful. James said it would be helpful to start work earlier. The publics have been working hard to get ready, and their librarians are familiar with Minerva. Technically, the transition shouldn’t be difficult. Maine InfoNet should be able to move quickly with the public libraries. Maine College of Art is already an Innovative Interfaces library, but they want to move over to Minerva (and can do so now without a penalty!) A motion was made to: Conduct an electronic vote upon receipt of the membership committee’s recommendation to be ratified at the next board meeting. This way we can invite new members to the upcoming users’ council meeting. The motion carried unanimously.

Circulation standards: James Rathbun reported that at the circulation roundable meeting last week there was very little discussion of either Sierra or the DVD loan rules.

Cataloging standards committee: submitted a written report

Other

Lynn asked if a listserv could be sent up for all Minerva board discussions. Her offer to set one up was accepted. She will enable attachments. It was decided to also add Committee chairs.

Adjournment: A motion to adjourn was made at 11:38 am

The next board meeting will be November 12 at the state library.