Minerva Executive Board Mtg. — 05/11/2016 • Maine InfoNet

Wednesday, May 11, 2016

In attendance:

MSL Studio: Steve Norman, Shelly Davis, Tim McFadden, Kevin Davis, Liz Soares, Nancy Crowell, Judy Frost, Ann Davis, Cyndi Burne, Susan Preece
Phone: Janet Elvidge, Amber Tatnall
Video: James Jackson-Sanborn, Alisia Revitt, Lynn Uhlman

Shelly volunteered to take the minutes.

Review and acceptance of the minutes of the March 9, 2016 meeting

Old Business

Executive Board election and vacant position

Janet reported having received 26 ballots. Election results for 2016-2019 terms: Liz Soares (school rep), Amber Tatnall (academic rep), Steve Norman (public rep)
Cindy White (EMMC, special rep) has retired. Steve (Chair) will need to appoint a replacement to complete her term (2014-2017). As there are few special libraries in the consortium, the seat may need to be filled with a public librarian.

Plan for Spring Users Council meeting

Friday, June 3 @ 10am.
Locations: MSL Studio, York Public Library, Husson University library
- Judy asked if we could consider connecting with Gail Roy at NMCC; Steve will investigate.
Agenda items: Remembrance for Pam Turner, discussion of collection development issues, strategic plan update. Send Steve any additional items.

Open lending/collection development issues & Non-contribute status (ad hoc committee)

At the last Circ Roundtable meeting, much discussion ensued re: various collection development and open lending issues at both the local and consortial levels.
- Issues include: open lending inequities, local and consortial demands vs. local and consortial holdings, rental collections, digital collections, “unique” collections, non-contribute status.
Circ Standards Committee requests the formation of a highly heterogeneous, ad hoc committee to look at these issues.
Motion: The Executive Board authorizes the formation of an ad hoc committee to investigate collection development and open lending issues in the Minerva consortium. APPROVED.
- Cyndi Burne (Topsham) volunteered to chair the committee for one year.

Kaplan University library—Collection dispersal

As KU is divesting its physical collections, they would like to offer the materials to other Minerva libraries.
Steve and Lynn are working out the details around making lists and how libraries would claim items. Steve will work with someone at Kaplan re: pulling and packaging items and sending them to their new homes. If Kaplan is no longer on the delivery service, Kevin offered for Kaplan to bring totes to South Portland to be picked up there.

Minerva strategic plan

Updating Memorandum of Understanding

Judy reported that the Maine InfoNet Board would like to meet with the Minerva Board to discuss this. There are no issues with the MOU as proposed, but MIN wants to look at it in a broader context. MOUs do not exist with other partners (BBC, URSUS, stand-alones.)
At the next MIN Board meeting (May 25), Judy will ask them to propose some dates.The meeting on July 13 with OCLC might be a possibility to start the conversation as most of the right folks will all be in the same place at the same time.

New committees (Innovation, Communications/Marketing, Financial Feasibility)

Innovation: Shelly reported that she had proposed this committee look at some of the collection development issues that exist and try to find innovative ways to tackle them. As this work is now being taken on by the newly formed ad hoc committee, rethinking what will be the work of the Innovation committee is needed.
Communications/Marketing – Liz reported that this committee has not really gotten off the ground yet.
It was suggested that at the July meeting, the Board revisit these three committees to clarify their charges and establish specific goals for the next year.

New Business

Joint meeting with Maine InfoNet Board

Meeting with OCLC representative

As we are in the 2 nd year of a 5 year contract with III, James advised that we always be looking down the road in terms of what is out there for library systems. OCLC was looked at when our last contract with III was coming to an end; we should take a look again. A new staff person (VP? Customer Relations?) seems very focused on public libraries and approached MIN about an interest in small libraries. It was suggested OCLC folks have a joint meeting with the MIN and Minerva Boards. This has been scheduled for July 13; more details to come.

Reports

Maine InfoNet

James reported that Minerva membership invoices have been sent out to the 21 libraries needing them pre-July 1. The rest will go out after July 1.
Invoices for the Download Library have gone out; reminders will be sent in June.

Maine InfoNet Representative

Judy’s report was interspersed among other agenda items – MOU, joint Board meeting,
OCLC meeting.

Minerva Technical (Statistics tweak)

An update to the system will take place next Wednesday night; Alisia will post info to the listserv.
Alisia has been running circ stats (last yr circ and YTD circ) two times per year – for fiscal year and calendar year. This makes the data a bit fuzzy, so Alisia will now only do fiscal year. She will send out an explanation on the listserv.
Steve reported on the call he put out on the listserv for folks to join an ad hoc committee to look at codes in the system; he has already received 10 responses.

Finance

Committee Reports

Membership Committee

Kaplan is leaving, but as they did not notify the Board in time, they will be billed for
FY17.
Ann Davis suggested that we may want to switch tactics from open invitation to join to extending targeted invitations to specific libraries.

Circulation Standards

Cyndi (for James) reported that the committee will be revisiting the best practices
manual to make needed updates. Two policy discussions are also in the works –
attendance and clean-up of patron records.
Cyndi asked for a clarification on the procedures for communicating with the Board and the broader membership. The recommendation was that policy issues come to the Executive Board first for vetting, then to the membership for comment, and then back to the Executive Board for a vote.

Cataloging Standards

Katherine Morgan reported that there is nothing new to report from the cataloging committee. The committee meets again on Tuesday, June 21, 2016 at MSL.

Other

Adjournment

Next meetings: