December 2002 Executive Committee Meeting
Collins Hill Branch of the Gwinnett County Public Library
December 11, 2002
Meeting was called to order by Chairperson Diana Ray Tope at 1:05 p.m.
All Executive Committee members were present – Greg Heid, Alan Kaye, Diana Ray Tope, Charles Gee, Walter Murphy, Debbie Manget, Teresa Haymore, Susan Cooley, and Barbara Hutsell.
Minutes of the September 19, 2002 Executive Board meeting were approved as presented.
The PINES staff reported:
PINES CD- The PINES CD was released late October. Each library system should have received a copy from Sirsi. If you did not, I have a few copies on hand today.
WorkFlows 2002 Upgrade – The upgrade to WF 2002 was relatively uneventful. This upgrade has gone much smoother than past upgrades.
Changes in Circulation –Julie Walker reported that the main change in the new version of WorkFlows is with Holds. A recent phone conference with other large consortia brought about recent changes that would now make the holds map apply as needed within PINES.
Changes in Cataloging – Brad LaJeunesse reported that the only significant change in the cataloging module was in item transfer. Many of the cataloging staff do not like the change; it has become too cumbersome.
Addition of Piedmont – Piedmont Regional Library System, which includes 9 libraries and a bookmobile is scheduled to go live in PINES sometime between January 21 and February 1st. To date we are on schedule with their data work. Piedmont submitted their full data extract on Dec. 2nd and we have just finished the data mapping plan.
The data work for adding Piedmont will involve a period in which no new bibliographic records can be added or edited in the database between December 18th and January 21st. Additional holdings can be added to existing records.
We have taken every precaution to avoid the merging of records of different formats (book and LP, book and audio, etc.) that we saw with the Phase II dataload.
This time with limited cataloging activity will be an inconvenience for many of you; However, the PINES Staff worked very hard to ensure this time would be as short as possible. This period will cover three holidays to span a time that most libraries have several closed days.
Cataloging and Bibliographic Database Update
Authority Control - David Singleton reported that due to the short period of time between the addition of Piedmont Regional, Conyers-Rockdale and the Vacation Reading Program that the Authority Control Project would be delayed until the Fall of 2003.
Training
Serials and Acquisitions Training-We have completed the initial round of training. The trainees gave us good feedback regarding how these modules could be implemented in PINES. We presented recommended policies for Serials at the last Executive Committee Meeting. Later in the meeting today we will present the policy recommendations for Acquisitions.
We will provide another round of PINES-specific training in February for both modules. These will be taught by PINES staff or staff from a PINES library, not by SIRSI trainers and this training will incorporate the PINES policy decisions.
Cataloging Training – Bin has a few scheduled training sessions coming up. She will do some training at Peach Public Library and Piedmont Regional Library next week. She is planning to do some refresher training in the Spring and will be a part of the upcoming Acquisitions training as well.
Inventory Scanner, Standalone and HelpDesk Training-Michael Imsand will be conducting several training sessions throughout the State. Information about times/location is forthcoming.
Reports Database (new interface)-Brad LaJeunesse demonstrated the new reports interface. Brad has been working with the subcommittees to further define features of this new tool
New PINES HelpDesk System - Michael Imsand reported on the success of the new PINES HelpDesk Software. Libraries have provided positive feedback on its features.
Overdue Report - David Singleton distributed a spreadsheet for items overdue by 60 and 180 days throughout the PINES System. The number of overdues is an extremely small fraction of the total PINES collection.
Susan Cooley made the motion to approve all three nominations to the Acquisitions Subcommittee as presented (attached). The motion was seconded by Alan Kaye and passed with a unanimous vote.
Barbara Hutsell made the motion to accept David Singleton's recommendation to use 'LBPH' as the patron type for NLS qualified patrons. The motion was seconded by Susan Cooley and passed with a unanimous vote.
Barbara Hutsell made the motion to accept the recommended Acquisitions Policy as amended, adding that use of the acquisition module is a local decision (policy attached). The motion was seconded by Teresa Haymore and passed with a unanimous vote.
Walter Murphy made the motion to approve the Conyers-Rockdale Library System as a member in PINES and that the policy name be "ROCK", as recommended. The motion was seconded by Greg Heid and passed with a unanimous vote.
Susan Cooley made a motion to accept the subcommittee's recommendation to purge inactive users three (3) years after the last use of a PINES library card, if the card has not been blocked. The motion was seconded by Barbara Hutsell and passed with unanimous vote.
Walter Murphy made a motion to approve the subcommittee's recommendation to have a 50 item limit on PINES library cards and to enforce it consistently throughout PINES. The motion was seconded by Susan Cooley and passed with a unanimous vote.
A revision of the PINES by-laws was distributed. The process for revising the by-laws was discussed. The PINES By-Laws Committee will accept recommendations and amendment proposals and comments. Then the By-Laws Committee will meet again and all PINES members will be notified of that committee meeting. The By-Laws Committee will compile a proposed by-laws revision and send to all member libraries at least one month before the General Meeting of the PINES members.
The meeting was adjourned at 2:25 PM.