January 2006 Executive Committee Meeting

Meeting Minutes

January 5, 2006 – 9:30 AM
Hilton Garden Inn, Albany, GA

Minutes approved 5/19/2006

Committee Members Present: Jim Cooper, Carolyn Fuller, Dusty Gres, Lyn Hopper, Claire Leavy, Lois Roberts, Steve Schaefer, Diana Tope
Committee Members Absent: Frances Messer
PINES Staff present:  Michael Imsand, Julie Walker,
GPLS Staff present:  David Singleton,
Visitors:  23

I.  WELCOME. 

The meeting was called to order by Chairperson Dusty Gres; she welcomed the many visitors, and said a few introductory remarks.

II. APPROVAL OF THE MINUTES. 

After reviewing the minutes a correction was noted on page 2 regarding the amount of the contract for the overdue report.  The contract was in the amount of $250K NOT $50K.  Lyn Hopper made the motion to approve the minutes of August 19, 2005 with the correction.  Diana Tope seconded the motion and it carried.

III. REPORTS FROM THE PINES STAFF.

• Software Development.  Julie demonstrated the new features of the OPAC which is about 85% complete.  She also showed the Evergreen reporter dashboard and some examples of completed reports that included pie charts and bar graphs.  The OPAC, Reporting, Circulation, and Cataloging subcommittees will meet in February with the developers and PINES staff to review functionality and assist with nomenclature.  Dates will be announced soon.  Julie also distributed copies of the new Evergreen logo, designed by David Baker.
• Delivery Service.  Julie reported that PINES is currently in a “holding pattern” with the courier service.  The Department of Administrative Services (DOAS) is making a determination regarding the need to re-bid or amend the current contract with Velocity. When the decision is made the PINES staff will work toward adding service to the non-PINES system headquarters libraries.  PINES staff will keep everyone informed of any changes.  It was noted that there were no service problems reported during the holidays.
• PINES Presentations and Training.  PINES staff members have made presentations to four non-PINES libraries – South Georgia Regional, Thomas County, Troup-Harris-Coweta, and Live Oak.  South Georgia and Thomas County have signed the “Intent to Participate” documents.  PINES staff members have also made presentations on the system at a number of staff development programs at libraries and other events.  David Singleton and Julie Walker have made presentations about PINES and Evergreen at the North Carolina Library Association, Ohio Library Council (OLC) annual conference, and Regents Academic Committee on Libraries (RACL). 
• Overdue Report.  The January 3, 2006 PINES Overdue Materials report that lists 30-day, 90-day and 180-day Overdues by Library System, was distributed.

• Number of Items in Collection State-wide:   8,565,119   PERCENT
• Number of Items 30 days overdue: 169, 114    (1.97%)
• Number of Items 90 days overdue: 142,246    (1.66%)
• Number of Items 180 days overdue: 121,274     (1.42%)

• Overdue Notices.  The outsourcing of overdue notices is proceeding as planned.  The number of notices has dropped due to the new format which allows more titles per notice.  For example, there were 60,903 notices sent in October and only 40,018 sent in November.    

IV. DISCUSSION/ACTION ITEMS

• Requirement that all libraries have branch delivery three days each week.  It was recommended that this proposal be tabled until Evergreen is in place and the PINES courier service is stable.   Diana Tope made the motion to postpone action on requiring that all libraries have delivery three days each week. Jim Cooper seconded it and the motion carried.
• PINES Policy name approvals. A policy name change was requested for ECGR-GIBBS to become ECGR-CCO since that library is closing in February and re-opening as the Columbia County Library in March.  A second request for a policy name change was for a new branch for Fairview, Henry County to use HCLS-FV if needed before the EVERGREEN start-up.  Jim Cooper made the motion to approve these policy name changes.  Diana Tope seconded the motion and the motion carried.   
• Statewide Collection Agency.  Julie Walker presented statewide pricing for a collection agency contract with Unique Management Systems, Inc.  Two pricing options were prepared:

• Option 1:  $8.95 per patron, or
• Option 2: $4.95 if the patron clears the account in the first 60 days.  If the patron clears the account in the second 60 days, the total price would be $4.95 plus 35%-40% of the value of material returns, cash paid, and any amount waived. 

• In the discussion that followed, several committee members and librarians present requested more information from libraries already using Unique’s service.  It was agreed to ask PINES libraries currently using Unique for collections to send comments about the service to Julie Walker.  She will compile the responses and distribute them to the PINES Discussion Group and to the Directors’ list-serve.
• PINES Policy and the Patriot Act.  Steve Schaefer presented remarks regarding the need for PINES policy to provide guidance to libraries when/if an FBI/National Security letter requesting library information is received. Because access to a single PINES library provides access to all PINES libraries, it was agreed that library directors should be the contact point at each library and that clear, consistent guidance is needed.  After a lengthy discussion among the committee members and visitors, the following statement was approved for addition to the PINES policy: 
• In the event of presentation of a National Security/FBI letter requesting information under the PATRIOT ACT, any PINES Director may give his/her system password access to PINES.” 
• The motion to approve this new PINES policy (as stated above) was made by Steve Schaefer, seconded by Lyn Hopper, and unanimously approved by the Committee.   

V.  OTHER TOPICS. 

None.

VI. UPCOMING MEETINGS/CONFERNECES

• GLA Winter Planning Meeting, January 13 – Clayton State
• Overview of Government Accounting & financial Reporting, January 19, 2006 – Central GA Technical College - Macon
• GLA Legislative Day - January 24, 2006 – Atlanta
• Overview of Government Accounting & Financial Reporting, January 26, 2006 – GA Mountains Center – Gainesville
• Children’s Services Annual Conference – February 10, 2006 – Macon
• GALILEO Steering Committee, February 10, 2006 – Henry County Library
• Preparing for Audit, February 16, 2006 – Central GA Technical College – Macon
• Preparing for Audit, February 23, 2006 – GA Mountains Center – Gainesville
• OCLC/SOLINET Users group Meeting – early March 2006
• Developing and Improving the MD&A – March 16, 2006 – Central GA Technical College – Macon
• Developing and Improving the MD&A – March 23, 2006 – GA Mountains Center – Gainesville
• PINES Annual Meeting – May 17-18 – Warner Robins (location tentative)
• Public Library Directors Meeting – May 18-19, Warner Robins (location tentative)

VII. ADJOURNMENT

The motion to adjourn the meeting was made at 11:20 AM by Carolyn Fuller and seconded by Steve Schaefer.  The motion was unanimously approved and the meeting was adjourned. 

Respectfully submitted,

Lois M. Roberts

Lois M. Roberts, Secretary
PINES Executive Committee