Minerva Executive Board Mtg. — 3/9/2016

In attendance:  Nancy Crowell, Kevin Davis,  Shelly Davis, Janet Elvidge (telephone), Judy Frost, Tim McFadden, Steve Norman, Alisia Revitt (remote), James Jackson Sanborn (remote),  Lynn Uhlman (remote), Cindy White

 

The meeting was called to order at 10:08 am.

  1. Review and acceptance of the minutes of the January 13, 2016 meeting – Nancy Crowell made a motion to approve the minutes, Shelly Davis seconded, and the minutes were approved by the board.
  1. Old business
  • Executive Board election – Janet Elvidge and Steve Norman served on the nominating committee. There are vacancies for 1 public, 1 school, and 1 academic library representative.  Janet presented the following slate:  Liz Soares, Augusta Schools (school), Richard Fortin, Bailey Public Library (public), Tamara Butler, Rumford Public Library (public), Joshua Tiffany, Gray Public Library (public), and Amber Tatnall, York County Community College (academic).  Nancy Crowell made a motion for Janet Elvidge to post the slate on Minerva-l by March 30 per the By-laws, Tim McFadden seconded, and the motion passed.
  • FY 2016 budget – Amber Tatnall emailed the proposed budget to board members (appended to these minutes). The annual membership remains stable at $4200 per library with an estimated 59 libraries participating.  The van delivery is budgeted the same as last year.  We decided to increase the amount for delivery bags to $3500.   Nancy Crowell made a motion to approve the proposed budget with the change to the amount for bags, Cindy White seconded, and the budget was approved.  Steve Norman will post a message to Minerva-l concerning the budget.
  • Open lending/collection development issues and non-contribute status – Steve Norman reported that he sent out messages to ten libraries and got responses from all but one (Waterville). Most were surprised to learn of the issue and indicated they would fix it.  Two libraries (South Portland and Gray) said that they were doing this on purpose (setting items’ status to non-requestable in MaineCat).  Kevin Davis spoke for South Portland and explained his library’s rationale for its decision.  James Jackson Sanborn suggested that perhaps libraries could move items from the 100 field to z (non-contribute) status so that the records would display in Minerva but not in MaineCat.  He suggested that libraries could do this for a specified time period (a few months?) for new materials.  Nancy Crowell thought this should be brought up for discussion at the spring Users’ Council and Kevin Davis agreed.  Steve Norman suggested that the topic might be a charge for the Innovation Committee.  He stated that he will put it on the agenda for the Users’ Council meeting.  He noted that he would also like the Circulation Standards Committee to look at leased collections and mass holds so that all Minerva members share an understanding of what the rules are; he will mention this to James Rathbun.
  • Minerva strategic plan – Steve Norman noted that we are well on track with the action steps developed at the strategic planning retreat.
  • Kaplan University library – Nancy Crowell commended Steve Norman on his handling of the situation with the Kaplan University Library. Steve said at this point Kaplan’s goal is to get rid of all of their print books.
  • Memorandum of Understanding – Jamie Ritter was unable to attend this meeting because he was ill but Steve thought he was okay with the changes to the MOU. The board suggested some minor edits.  Judy Frost said she would like to present the updated MOU to the next meeting of the Maine InfoNet Board on March 21.  Nancy Crowell made a motion to approve the MOU with corrections for Judy to take to the MIN board meeting.  Shelly Davis seconded and the motion passed.
  • New committees – Shelly Davis had the only update on a new committee:   The committee has been formed but she has had pressing tasks at her college and has not been able to call a meeting yet.
  1. New business
  • Pam Turner commemoration – Cindy White said Pam Turner had made a significant contribution to Minerva over the years and she wanted to make sure Pam was recognized in some way. After some discussion, it was decided that Pam would be recognized at the spring Users’ Council meeting and folks could be encouraged to make donations in her name to charities at that time.
  • Spring Users’ Council meeting – Steve Norman noted that we need to decide on a date and location for the meeting. He will try for late May or early June.
  1. Reports
  • Maine InfoNet – James Jackson Sanborn said he had nothing new to report.
  • Maine InfoNet Representative – Judy Frost reported that Maine InfoNet is looking at the issue of members paying dues.
  • Minerva Technical – Lynn Uhlman reported that some libraries are still not running “clear holdshelf” regularly. Innovative Interfaces suggests that she go in and clear the holdshelf for libraries not doing this but she is reluctant to do so.  On the project of streamlining codes, she has whittled down some codes, but she needs to get a committee together to work on this.  She will email Steve Norman the details so that he can help her with this.
  • Finance – Amber Tatnall emailed a report to the board (appended).
  1. Committee Reports
  • Membership Committee – Anne Davis is the chair. There is no report.
  • Circulation Standards – No report
  • Cataloging Standards – The committee sent a written report (appended).
  • Innovation Committee – No report.
  1. Other – Nancy Crowell stated her concern about a letter that she received from the Maine State Library about a change in the Maine School and Library Network.  Network Maine is running out of money and may start charging MSLN libraries based on their operations budget.
  1. Adjournment – Meeting adjourned at 12:25 pm

Next board meeting scheduled for May 11, 2016.

 

Respectfully submitted,

Cindy White