September 2000 Executive Committee Meeting

Information Session for PINES Phase Two Libraries

Meeting Date: September 20, 2000
Location: Old Dekalb County Courthouse, Decatur, GA

Barbara Hutsell, chair of PINES Executive Committee called the meeting to order. She explained the procedures for signing in and voting. The 26 library systems of Phase I would vote on the Discard User function. Patty Alligood handed out a voting envelope to one member of each of the 26 Phase I libraries.

Steve Schaeffer and Kathryn Ames asked for clarification on the PINES constitution of which library systems got to vote. Barbara Hutsell showed the section of the constitution that deals with voting privileges. She also explained that Phase II libraries would get to vote in the next membership meeting in May.

The minutes of the membership meeting on February 29 in Newton County was read by Patty Alligood. Charles Gee made the motion that the minutes be approved, Steve Schaeffer seconded. The minutes were approved.

Patty Alligood introduced the topic of Discard User and the delete process.

Patty explained the problems involved in the delete process and how the Discard User function had evolved. The membership had agreed to revisit the issue this past February. When it was not resolved in February, to visit it again in September. A new procedure for discarding items had been suggested and tested, it was now the recommendation of the PINES staff to go with the new procedure of discarding items instead of using Discard User.

Jim Cooper asked for someone to explain what Discard User was for the benefit of the Phase II libraries. Patty Alligood explained that Discard User was a way to discard items no longer needed by checking them out to a Discard User card. The circulation records would then have to be amended to get rid of the statistics of Discard User from circulation reports. Lois explained that the new procedure would circumvent problems in the system; only the holding that needed to be discarded would be effected.

Hutsell asked if anyone would propose that the new procedure be
implemented. Alan Kaye proposed that the new procedure be implemented and Discard User abandoned. Susan Whittle seconded.

Patty Alligood stated that the instructions for using the new procedure and cleaning up the database would be e-mailed to Phase I libraries.

Patty Alligood discussed problems with the SIRSI acquisitions module. Alan Kaye asked why doesn't everyone just wait for the new version. Lyn Hopper moved that PINES libraries wait until for the new version of the acquisitions module and revisit the issue in six months. Diana Tope seconded.

Susan Whittle proposed that the PINES libraries use the acquisitions module on a voluntary basis. Steve Schaeffer seconded. The motion passed with 17 votes.

Under new business, Patty Alligood reported on the Circulation and OPAC subcommittee meetings. The subcommittees viewed Ibistro demo which is a SIRSI OPAC product and would be considered an add-on to the present PINES system. The subcommittee did not recommend this product.

Lois Upham presented a summary ofthe Cataloging Subcommittee's meeting that was held on September 8th . Julie Ladell-Thomas, a representative of SOLINET, was present. She talked with the Subcommittee about doing electronic updates to GOLD/OCLC for the holdings of PINES library systems.

The initial plan is to do an extract and load of everything added to PINES since December 1999. After that, an examination will be made of the retrospective holdings among the various PINES systems that were made to GOLD prior to the initial load of items to PINES. There is a disparity among PINES systems regarding how current their past updates to GOLD have been. Julie Ladell-Thomas will meet with Erik Lewis and Jennifer Watson to discuss setting up the transmission of PINES updates to GOLD/OCLC.

The Cataloging Subcommittee also discussed the fact that there had been some confusion about the DEPOSIT designation in the HOME LOCATION list. The Subcommittee thought that the matter had already been resolved, however, and therefore, they did not discuss it further. Following the Sept. 8th meeting, Julie Walker informed Lois that the matter had not been settled, so the Subcommittee will discuss the possible addition of another HOME LOCATION designation at a future meeting.

The Cataloging Subcommittee brought two recommendations before the executive committee for consideration.

1. That the category of ROMANCE be added to "Home Location"
and "Current Location" lists, but that any more such genre additions be discouraged.  This recommendation failed to be approved by the Executive Committee.

2. That the PINES Executive Committee reconfirms its recognition of
the Office of Public Library Services Rule 160-6-2-.01(j) that reads,
"The headquarters library in a public library system shall acquire,
catalog, and process all materials for the region, including all gift
materials meeting the board-approved materials selection policy
donated to any library in the system." The Committee request PINES members adhere to this regulation.  This recommendation passed unanimously.

Tom Ploeg and Patty Alligood presented the Phase II preparation report.  Tom Ploeg discussed the background of PINES as a solution to Y2K problems that some libraries were having. He explained that in trying to get things resolved before Y2K some state laws were allowed to be bypassed. He added that since that time a new Technology Authority had been set up as of July 1, 2000 which reviews state technology issues. The library systems have also
been switched to be under the authority of the Board of Regents.

Because of the above issues, the Phase II rollout is taking a little longer than originally estimated. All the existing contracts plus any new contracts are now being reviewed by the Board Regents' legal council plus the new Technology Authority.

Patty Alligood passed out a list of current Phase I library systems, plus Phase II library systems, and those who are neither. It was explained that both Phase I and Phase II library systems will have to sign a new PINES agreement because of the switch to the Board of Regents.

Patty also handed out a list of what PINES had cost per site for the Phase I libraries through the month of April.

Patty Alligood announced that a number of Phase II libraries would have to re-barcode. She said the re-barcoding process was the next step. Thanks go to Jim Cooper who asked that the smart barcodes be modified to reflect items' old barcodes.

The PINES staff is currently working on an implementation guide for Phase II rollout.

Patty said that everyone would need to re-register their users. Mike Dugan asked if it was possible to start re-registering early before the Go live date.

Steve Schaeffer announced the opportunity for PINES libraries to order a refrigerator magnet to give to users for them to use at home for their date due slips. He also modeled a shirt purchased from Lands' End bearing the PINES logo and explained how other libraries could order them. He said the book bags were also available.

The next PINE[S] membership meeting will be in May. Barbara Hutsell passed out a handout. Voting membership was defined. She said that there are two positions for future members of PINES on the executive committee.

Someone asked how to get a copy ofthe PINES policies and procedures.

Patty Alligood said that when the new listservs are set up for Phase II, the PINES policies are procedures would be made available to Phase II libraries.

A draft of the new membership agreement was passed out to each of the Phase I and Phase II library systems attending. Those Phase II libraries that would need to re-barcode was announced and representatives of those libraries were asked to remain for further briefing. The meeting was adjourned.