December 2004 Executive Committee Meeting
December 17, 2004
Chestatee Regional Library
Dawsonville, GA
Minutes approved 3/4/2005
I. WELCOME
The meeting was called to order by Chairperson Susan Cooley at 10:00 AM and asked committee members to introduce themselves. She thanked Lyn Hopper for hosting the meeting. Committee members present were: Susan Cooley, Steve Schaefer, Lyn Hopper, Jim Darby, and Jim Cooper. Alan Kaye participated via live conference call. PINES personnel present were: Julie Walker, Elizabeth McKinney de Garcia, Katherine Gregory, Brad LaJeunesse, Bill Erickson, Mike Rylander, Jason Etheridge, and Michael Imsand. Other GPLS personnel present were: Dr. Lamar Veatch, David Singleton, and Elaine Hardy. Others present were: Thomas Jones, Joan Anderson, Katherine Ames, Greg Heid, Lisa McKinney, Susie Stewart, George Tuttle, Tracy Thomaswick, Dawn Dale, Kathleen Walker, Claudia Gibson, Martha Richardson, Nancy Ray, Diana Tope, and Donna Howell.
II. APPOINTMENT OF SECRETARY
Teresa Cole resigned as secretary due to a change of employment. Susan Cooley had asked Teresa Haymore, the former secretary, to accept reappointment to the position and she had agreed. There were no objections to the appointment. Teresa Haymore was unable to attend the meeting, Donna Howell was asked to take minutes for the current meeting.
III. APPROVAL OF MINUTES
Jim Darby moved and Jim Cooper seconded a motion to approve the minutes of the August 27, 2004 meeting as presented. The motion passed unanimously.
IV. REPORTS FROM PINES STAFF
A. Software Development – Brad, Bill, Mike and Jason
Brad provided a handout outlining the development schedule with the timetable for releasing different functional areas of the Evergreen software and feedback on them for refinement. He emphasized the need for feedback from PINES library staff members during each phase of development and encouraged everyone to participate in the PINES-DEV discussion list and the development blog. Katherine Ames asked if an acquisitions system would be part of the Evergreen product since it was not listed on the handout, and if so, if it would integrate with library accounting software. Brad said acquisitions would be added, but after the 2006 initial product deployment, and that it would integrate with accounting and vendor ordering products.
Bill provided a handout of the basic system design and provided an overview of how each transaction would be handled in Evergreen and how instant messaging and other communications tools would be integrated. Mike demonstrated the basic searching and response time of the current program. He also reviewed how the program would consolidate multiple editions and formats of a work into a single record. Jason reviewed the blog and provided screenshots of how the program might appear when it goes live. Julie thanked Bin Lin and Elaine Hardy for their help in getting the program development team up to speed on MARC and other cataloging issues. Greg Heid applauded the development team for building configurability into the system. This indicates that they are really listening to library staff requests.
B. Delivery Service - Julie
Julie gave a brief overview of the recent delivery problem in Macon and its resolution. Since the backlog has cleared, there have been no other serious issues to report. Velocity’s performance is being monitored closely and PINES staff is meeting with their managers to discuss contract requirements and help improve service. If problems do occur, contact Elizabeth for help with resolution. Julie thanked all the PINES staff for their help in dealing with the delivery service problems. Nancy Ray asked how many library systems were using local branch delivery. Elizabeth said only seven or eight. Jim Darby said that communication with Velocity seemed to be the biggest problem and that e-mail with a copy to Elizabeth seemed to be most effective method. Alan Kaye said he thought the delivery turn-around time was very good.
C. Training Report - Katherine
PINES staff members have conducted a variety of PINES training sessions throughout the state, including SIRSI circulation and searching for Atlanta-Fulton Public Library. Training on the new OCLC cataloging system will begin in January and reports training will be offered early in 2005. Lyn Hopper asked if there was any move for AFPL to join PINES. Julie said there was not. Jim Cooper asked if the new Evergreen software and the new servers would be sufficient to support the larger systems if the did choose to join PINES. Julie said yes. Julie also asked for suggestions for training opportunities to be offered at the May 2005 PINES meeting in Warner Robins. Please contact her if you have suggestions.
D. Overdue Report - Julie
A handout of the report on the number of overdue items by system was provided. Julie reviewed it and said that the numbers were looking better for most systems since last year.
E. Overdue Notices - Julie
Vendors are being reviewed to see who can provide the notices in a better, more economical format. The RFP request has gone to BOR and is currently at DOAS for their approval to go out to bid. Jim Cooper asked what percentage of overdue notices was sent via e-mail. Julie said about one third of the total. Dr. Veatch said that about 300,000 notices were sent by e-mail and another 677,000 were mailed in 2004.
F. Addition of Ocmulgee Regional to PINES - Julie
The Ocmulgee Regional Library is set to go live on PINES on January 18, 2005. Their barcodes are done and must be applied. Their data is being improved prior to loading and none of their records should overwrite a current PINES record. Susie Stewart asked how much weeding of their collection was done prior to the data load. Julie said PINES staff has recommended weeding as part of the preparation for PINES membership, and has offered GPLS assistance if requested. David said that the Ocmulgee load was presenting an opportunity to de-dupe the PINES database as part of the project. This should help improve the database.
G. OCLC - David
OCLC Group Services will cover all public libraries, not just those in PINES. Cataloging for PINES libraries will not change, but non-PINES libraries will now have access to OCLC for their cataloging as well. All libraries will also receive unlimited interlibrary loan services as part of the program. Individual libraries should not receive SOLINET bills for ILL service after October the October billing cycle. If other SOLINET bills are received, contact SOLINET to resolve. The GPLS staff is working with OCLC to schedule updates to OCLC holdings for all Georgia public libraries, then individual libraries can update their own holdings after the initial large update. All Georgia public library holdings will be stripped from OCLC and the new data uploaded so that additions and deletions to date will be done in large batches. This reclamation process will take about two years. Alan Kaye asked if this was a delay or if the process just took that long. David said the process would take that long. Jim Cooper asked if this meant that libraries would have to remove holdings from OCLC when they removed an item from the PINES database, or would it be integrated to remove from both at the same time. David said that it would require that it be removed from both currently, but hoped to integrate the process for PINES libraries in the future. Susie Stewart asked if the process would be system-by-system, or as a batch. David said that non-PINES libraries would be done system-by-system, but PINES libraries would be done as a batch. OCLC cataloging training for non-PINES libraries will begin in early 2005 at five locations throughout the state.
H. HelpDesk – Michael
The new GPLS HelpDesk website is available at http://help.georgialibraries.org and will be the central problem reporting area for all HelpDesk issues, not just PINES. The login is by e-mail and the default password mailed to directors on December 16th. All PINES documentation will be available on this site. HelpDesk tickets can be opened on the site and then correspondence with tech staff through regular e-mail instead of having to go back to the web site. Jason developed the page. Information about all PINES libraries will be available on the site and libraries can edit their own information. Directors need to fill out PINES contact information form and designate one person in each library plus management and regional personnel to handle PINES issues. The library directors should get the e-mail sent out on December 16th with instructions for changing staff list memberships. There is also a new toll-free HelpDesk number in case you are unable to access the internet; it is 1-877-GPLS-HELP. Each library system will be receiving an IT notebook prepared by the GPLS staff to help libraries with information on basic computer and network issues, e-mail, and many other technology topics. Thomas Jones asked if IT personnel could be copied on information of this type. Michael said yes. Jim Darby asked if library directors could also be copied on information to IT personnel. Michael said yes.
I. SIP2 Procedure - Julie
A handout detailing the SIP2 costs and annual fees was distributed. The initial cost is $1,500.00 with a $250.00 annual fee per interface. Jim Cooper asked if this fee would be required once the new Evergreen system replaced SIRSI. Julie said, no, that the fee was paid to SIRSI.
J. Patron Record Purge - Julie
About 100,000 patron records in PINES have expired after having no activity for three years and will be purged. Reports on expired records will be sent to each library. Cards may be reused since the number will no longer be in the system after the purge; just treat them like new cards. Jim Cooper asked what the format of the report would be. Julie said it would be an Excel spreadsheet.
V. REPLACEMENT FOR TERESA COLE ON EXECUTIVE COMMITTEE
Susan Cooley said that with Teresa Cole’s resignation from the Executive Committee, there was an opening for someone to fill her unexpired term. The replacement would have to come from a medium sized library. She had asked Gary Frizzell (who is standing in as interim director at CPRL) and Mike Duggan (whose name was on the ballot with Teresa Cole) as they had previously had interest in serving; neither wanted to serve at this time. She asked Greg Heid if he would come back onto the Committee to fill the unexpired term and he agreed. Steve Schaefer made and Jim Darby seconded a motion to approve Greg to serve until the May 2005 election. Motion carried unanimously. Susan asked Greg to join the rest of the Committee at the table and he did so.
VI. DISCUSSION/ACTION ITEMS
A. Approval of Additional Piedmont Regional Library Policy Names – Elizabeth
After a brief discussion, Lyn Hopper made and Steve Schaefer seconded a motion to approve the policy names PIED-TAL for the Talmo Public Library, and PIED-PEN for the Pendergrass Public Library as recommended by the subcommittee. Motion carried.
B. Item Type KIT Restricted to Holds by Owning Group - Katherine
Jim Cooper made and Greg Heid seconded a motion to approve the subcommittee recommendation that item type KIT be restricted to holds by owning group. Motion carried.
C. Item Type 7DAY That Circulates for 7 Days With No Renewals, But Available for System-Range Holds Throughout PINES - Katherine
General discussion included concern over the item type not displaying in WebCat and causing patron confusion and frustration and the need for some libraries to have a way of facilitating faster turn-around time on some items. After much discussion, Jim Cooper made and Lyn Hopper seconded a motion not to accept the recommendation for the creation of the 7DAY item type. Motion carried with one nay vote.
D. Further Investigation of Centralized Cataloging Unit for Original Cataloging - Julie
The cataloging subcommittee recommended that PINES explore the possibility of creating a unit for original cataloging of backlogged items in PINES libraries. General discussion on this item included concerns over how this would be paid for, how the unit would be hired and by whom, the anticipated volume of materials, the question of whether PINES libraries would be forced to participate due to budgetary considerations, and if it would pose a threat to existing cataloging positions. Julie emphasized that it would have to be voluntary, and a pay-as-you-go self-supporting system. Susie Stewart said she would have to know production for price and projected turn-around time on items to know it would be feasible for her system; she strongly opposed the use of LSTA or other group funding for the unit. Donna Howell asked if each library would still have to have a trained Cat1 level staff member. Julie said yes. Jim Cooper asked if this would be centralized at the state level or regional. Julie said it could be either way. Steve Schaefer pointed out that this is why the subcommittee needed to consider the issue to iron out those details. Jim Darby made and Steve Schaefer seconded a motion to allow the cataloging subcommittee to investigate the feasibility of a centralized unit for original cataloging. Motion carried.
E. Contracting With Commercial Vendors for Original Cataloging of Library Materials - Julie
A request came before the cataloging subcommittee to allow libraries to contract with vendors for original cataloging of library materials in OCLC. After much discussion the subcommittee voted 5 to 1 not to recommend allowing this. Discussion on this item centered on concerns of libraries with large volumes of materials needing original cataloging and concerns of catalogers regarding protection of PINES status with OCLC and quality of vendor records. Donna Howell voiced concerns she had heard from cataloging subcommittee members over the quality of vendor records being brought into PINES currently and the perceived duplication of records due to inadequate searching of the PINES database by vendors. Susie Stewart and Katherine Ames expressed concern over the perceived overstatement of the problems with vendor records. Susie Stewart also expressed concern over the lag time in getting materials into the hands of patrons because cataloging vendors could not currently provide original cataloging. She also reminded the committee of the rigorous process of vendor screening and training that Bin Lin had devised. Greg Heid said he would like to see figures on the number of items involved. David Singleton said vendors could probably provide a report on the numbers of items that had to be returned because no good record currently existed. After much discussion, Jim Cooper made and Jim Darby seconded a motion to approve PINES libraries contracting with vendors for original cataloging in OCLC for a probationary period of three months to begin after the training period, that original cataloging be restricted to the three formats that PINES currently has full create and edit rights for in OCLC, and that training be required according to guidelines established by Bin Lin and the cataloging subcommittee. Motion carried. Susie Stewart volunteered Hall County Libraries to serve as the pilot site.
VII. OTHER
Jim Cooper expressed concern over the lack of a more fixed calendar for PINES Executive Committee meetings. He asked if it would be possible for the meetings calendar to be established for the year in advance to allow for better planning. David and Julie both indicated that the flexibility of the schedule was intentional to help allow for dealing with issues as they emerged, but that a fixed calendar could be done if the committee wished to do so.
VIII. UPCOMING MEETINGS/CONFERENCES
A. Library Legislative Day, January 31st, Sloppy Floyd Building/Georgia State Capitol - Julie
This year Legislative Day will include advocacy training with a nationally recognized library advocate followed by meetings with legislators and a follow-up session. Katherine Ames is planning the event. Please encourage your trustees and friends to participate.
B. Children’s Services Annual Conference (CSAC), February 11th, Macon Centreplex - David
Remind your Children’s Services staff to register and attend.
C. Public Library Directors’ Meeting, January 20th-21st, Savannah – Julie
The GPLS staff hopes to have legislative information available for Directors in time for the meeting to help plan for Legislative Day agenda.
D. PINES Annual Meeting - May 2005 - Julie
Julie asked for input on needed training for PINES library staff that might be offered in conjunction with the meeting.
IX. ADJOURNMENT
Susan Cooley thanked all participants and Alan Kaye thanked the committee for accommodating his attendance via conference call. Greg Heid made and Jim Darby seconded a motion to adjourn the meeting. Motion carried. Meeting adjourned.
Respectfully Submitted,
Donna W. Howell
Assistant Director
Mountain Regional Library System
