November 2006 Executive Committee Meeting

Meeting Minutes

Oconee Regional Library System, Dublin
November 13, 2006
10:00 a.m.

Minutes approved 2/23/07

Members present:    Richard Sanders (Hart Co.), Joe Shinnick (Three Rivers), Lois Roberts (Statesboro), Jim Cooper (West Georgia), Diana Tope (Cherokee), Carolyn Fuller (Henry Co.), Lisa Rigsby (DeSoto Trail). 

Members absent:    Frances Messer (Kinchafoonee), Claire Leavy (Lee Co.).

Also present were:  Julie Walker (GPLS), Katherine Gregory (GPLS), David Singleton (GPLS), Elizabeth McKinney de Garcia (GPLS), Dusty Gres (Ohoopee), Marsha Christy (Houston Co.), JoAnn Arnold (Houston Co.), Karen Odom (Houston Co.), Glenda Thompson (Houston Co.), Patricia Edwards (Jefferson Co.), Nancy Granger (Houston Co.), Thomas Jones (Middle Georgia), Bonnie Boatright (Jefferson Co.), Leslie St. John (Newton Co.), Chris Woodburn (Oconee), Jennifer Durham (Statesboro), Darryl Fletcher (Conyers-Rockdale), Debbie Manget (Conyers-Rockdale), Adrian Mixon (Hall Co.), Leard Daughety (Oconee), and Dawn Dale (Hall Co.).

Call to Order. 

Lois Roberts called the meeting to order at 10:03 a.m., and thank Leard Daughety for hosting the event.  Daughety welcomed the group to the Oconee Regional Library.

Election of Officers. 

Roberts explained that Claire Leavy will not be able to serve as PINES Exec. Chairman, and she asked for nominations for officers.  Diana Tope nominated the following Executive Committee officers for 2006-2007:

    Chairman:                    Lois Roberts
    Vice Chairman/Chair-Elect        Joe Shinnick
    Secretary:                    Jim Cooper

Carolyn Fuller made a motion that nominations be closed and that the proposed officers be elected.  Motion carried.

Approval of Minutes of the May 18, 2006 meeting. 

Sanders made a motion for approval; Fuller seconded.  Motion carried.

REPORTS from GPLS:   

Software development issues (Katherine Gregory):

1. OPAC development to assist those using 56K lines and those with visual impairment
2. Kids OPAC
3. Credit card payment via OPAC
4. Serials
5. Self service options
6. Acquisitions—focus groups beginning Jan. 2007
7. Bugs.  143 tickets open in Bugzilla now.

 Training (Katherine Gregory):

 Advanced Reports—1st week in December

1. Circulation refresher training in early December

Presentations about PINES (David Singleton & Julie Walker):

1. Ohio Library Council
2. IT Committee of BOR
3. COMO
4. Canada—NetSpeed
5. Windsor ILS
6. OCLC Member Council
7. XC Partners

PINES Help Desk

1. Nicole Lewis is new Helpdesk Manager; began September 5, 2006
2. Statistics distributed.  Over 1000 HelpDesk tickets processed during September.
3. Please call if your tickets are not getting updated

Courier Service (Elizabeth McKinney de Garcia):

1. Service is out for bid now; with gas prices stable, this is a better time than last year
2. Joe Shinnick will represent the PINES Executive Committee on the selection committee. 
3. Bids due November 21; presentations probably 1st week in December
4. Effective date January 1, 2007
5. Courier traffic is up approximately 30% (57,000 loans in Sept/Oct 2004; 67,000 loans in Sept/Oct 2005; 92,000 loans in Sept/Oct 2006)
6. Elizabeth recently attended conference on library courier services in Colorado
7. SUGGESTION made by Lisa Rigsby for a courier stop at the State Capitol during the legislative session

Database Cleanup (Julie Walker)

1. Match & Merge project has slowed, but a VSU intern is working on this project. 
2. Bin Lin is doing a lot of cataloging training & will be going to B&T soon.

New Libraries in PINES (Julie Walker):

1. South Georgia Regional Library (December 2006)
2. Thomas County (January 2007)
3. Troup-Harris-Coweta (Spring 2007)

Other Issues (Julie Walker):

1. Enhancements—trying to prioritize.  Suggestions should go to PINES-DEV or to the Help Desk.  A web page (updated weekly) is planned as a central location for communication. 
2. SUGGESTION made by Debbie Manget for an announcement listserv.
3. Search for a new PINES Director is under way. 
4. GALILEO authentication.  Patrons can now access GALILEO through  PINES Evergreen.
5. David Singleton noted the upcoming revenue-neutral budget.  GPLS has requested $400,000 to fully fund PINES.  Need to separate Production & Development operations.
6. COMMENT by Jim Cooper:  Extreme slowness of Evergreen is adversely affecting larger, busier libraries in West Georgia & possibly other systems.  Needs improvement.  These issues should be corrected before further development of other modules such as acquisitions.

ACTION ITEMS:

• PINES card.  Cooper made a motion to accept the subcommittee recommendation that a PINES card be required at all times and at all libraries for all transactions.  Shinnick seconded.  Motion carried.
• Social Security Number requirement.  Rigsby made a motion to discontinue the practice of requesting a Social Security Number when a patron registers for a library card.  Tope seconded.  Motion carried.
• OPSM and Library Manager holds override.  Cooper made a recommendation to accept the subcommittee recommendation that Operations Managers (OPSM) and Library Manager staff profiles have permissions that will override holds in Evergreen.  Shinnick seconded.  Motion carried. 
• OPSM and Library Manager permission to override any transaction in Evergreen.  Tope made a motion that the Operations Managers (OPSM) have permission to override any transaction in Evergreen and that (with the Director’s approval) the Operations Manager have the authority to grant permissions to Library Managers to override any transaction in Evergreen.  Seconded by Rigsby.  Motion carried.
• New Circulation Loan Period for Videos & DVDs.  Rigsby made a motion to add a new circulation loan period of two weeks with no renewal for videos & DVDs.  Shinnick seconded.  Motion carried.
• Holds on Leased Materials.  Rigsby made a motion to accept the subcommittee recommendation that leased materials be treated the same as any other book with regards to holds.  Fuller seconded.  Motion carried.
• Limit on Patron Holds.  Cooper made a motion that effective January 1, 2007, patrons be limited to 50 holds at any given time.  Rigsby seconded.  Motion carried.
• Failure to pick up holds.  After lengthy discussion, Richard Sanders made a motion that the issue of policy concerning patrons who habitually fail to pick up holds, etc. be referred to the Circulation Committee for a recommendation.  Cooper seconded.  Motion carried.

UNFINISHED BUSINESS

None.

NEW BUSINESS

One System One Vote (subcommittee members).  No action.

NEXT MEETINGS:

Executive Committee Meeting:       

Friday, February 23, 2007
Locust Grove Library
10-12 a.m.

Annual Meeting at Warner Robins:
May 16, 2007 (Training)
May 17, 2007 (Executive Committee)
May 17, 2007 (Membership Meeting)

ADJOURNMENT. 

Meeting adjourned at 12:42 p.m.