May 2010 Executive Committee Meeting

Meeting Minutes

May 12, 2010; 10-12
Macon State College, Warner Robins, GA

I.    Call to Order                            Lecia Eubanks, Chair

Lecia called the meeting to order.  Members present were: Marsha Christy, Claudia Gibson, Alan Harkness, Sandy Hester, Donna Howell, Thomas Jones, and Lace Keaton.  PINES/GPLS staff present: Emily Almond, Dawn Dale, Katherine Gregory, Elaine Hardy, Bin Lin, Elizabeth McKinney, Chris Sharp, and Julie Walker.  Several representatives from member and non-member libraries were also in attendance.

II.    Welcome            Lecia Eubanks

Lecia welcomed everyone and thanked them for attending and participating.

III.    Approval of February 18, 2010 Meeting Minutes         Lecia Eubanks          

 Minutes of the February 18, 2010 meeting had been available for review on the PINES website and e-mailed to PINES Executive Committee prior to the meeting.  Sandy Hester moved that the minutes be accepted as distributed.  Lace Keaton seconded.  Motion carried.

IV.    Executive Committee Action Items        

A.    Subcommittee Nominations
The subcommittee nominations had been distributed prior to the meeting.  Claudia Gibson made and Sandy Hester seconded a motion to approve the list as submitted.  Motion carried.
B.    Election of Incoming Chair
Claudia Gibson had been nominated to serve as incoming chair of the Executive Committee.  Lecia Eubanks asked for any other nominations from the floor.  Hearing none, she asked for a vote on Claudia’s nomination.  The vote was unanimously in favor of her election.  Claudia will take over as chair at the next meeting in September.

V.    Executive Committee Discussion Items        

A.    Development Update
Emily Almond gave an explanation of the system outages and slowness that all PINES members had been experiencing.  The issue was a combination of three things – replacement of a server, a new version of the operating system and a new version of the database management software.  John Miller and Emerald Technologies are both working on resolution of the issues with Equinox.
There is still a development freeze that has been in place for several months.  This will continue until a determination is made as to what items PINES staff needs control over and what items our development partners need control over.  There is a plan in place to create a blueprint for what is generic Evergreen and what are PINES specific enhancements, fixes, changes and functionality.  Money saved from the development freeze will be used to help fund these changes to give PINES more control over their system.

VI.        Past Action Items

A.    Acquisition and Version 2.0
Elizabeth McKinney and Emily Almond gave an overview of the items upcoming in version 2.0 of Evergreen software.  Most enhancements are usability issues and the plan is to put these onto the test server for PINES library staff to test and try and then go live in the fall of 2010.
Acquisitions module is scheduled to go live in early fall.  This will provide time to populate with data in December, and have rolling go live dates for PINES libraries following this process.  Some PINES policies may need to be updated or changed to provide necessary staff access and crossover in responsibility between those using the acquisitions system and cataloging that will require staff training.  Some changes to client workstations system requirement may also be needed.
B.    Holds, Reports and DB Cleanup – Maintenance
Katherine Gregory gave an update on the holds clean-up that was done in December 2009.  It cleared a lot of old holds and problem holds from the database.  There are plans for additional clean-up projects including one for reports.  All PINES system users are encouraged to delete any old reports templates that are no longer used, especially those set to run on a recurring basis.  They should also routinely delete the report output records as soon as they are finished using the data or save them to another location.  These and some other clean-up projects will create more usable space on the server and help response times.
Katherine also distributed copies of PINES lending/borrowing reports and overdue items reports.  PINES staff will run the same reports for the end of Fy2010 as they did for 2009.  She reported that there is currently a backlog of reports scheduled to run.  She asked that all PINES libraries review the reports they are running and those they are using to eliminate unnecessary reports.

VII.    Follow-up on Past Action Items

A.    Handheld Devices – Tim Daniels
Tim Daniels provided an update on use of handheld devices in PINES libraries approved at the last PINES Executive Committee meeting.  Some people have successfully used their library card uploaded/scanned to their handheld devices.  Some PINES libraries have reported problems with scanning the barcode from these devices.  Time indicated that this was a growing trend.   Some colleges are providing student IDs on smart phones and several companies are creating apps for allowing better barcode scanning and storage.  Most libraries are developing mobile friendly versions for library web sites and this is a logical extension.

VIII.    Jeffersonville Fire Follow-up

Thomas Jones gave an update on the Twiggs County Library fire.  First he thanked all the library staff members who had contacted him with offers of help in getting the library back up. The library board is currently looking for a temporary location for the library.  They are hoping for about 1,200 sq ft for a popular materials center and depending heavily in PINES and ILL to meet their needs as they rebuild their collection.  A local college is lending computers for public use in the temporary facility.  Thomas and the library board are working on a building program.  He reported that some PINES courier items may have been lost in the fire.  They are working on identifying those items so they can notify owning libraries and the patrons who had holds on them.  He requested that libraries continue to send holds items for Jeffersonville/Twiggs County patrons.  Headquarters will be responsible for getting them to patrons.

IX.    Old Business

None

X.    New Business

None

XI.    Next Meeting

The next meeting will be in conjunction with the Director’s Meeting in Columbus on September 15, 2010 from 1:00 to 3:00 p.m.; the exact location of the meeting will be announced later.

XII.    Adjournment

Lecia thanked everyone for attending, thanked the members rotating off the Executive Committee, Marsha Christy, Donna Howell, and Nancy Tillinghast, for their service.  As there was no further business, Lecia adjourned the meeting.

Respectfully submitted,

Donna W. Howell
Secretary