March 2011 Executive Committee Meeting

Meeting Minutes

March 4, 2011; 10am
Milledgeville, GA

I. Call to Order     Claudia Gibson, Chair

Claudia called the meeting to order.  Members present were:  Claudia Gibson, Lecia Eubanks, Dusty Gres, Thomas Jones, Lace Keaton, Sandy Hester and Jean Turn.  PINES/GPLS staff present: Julie Walker, Elizabeth McKinney, Katherine Gregory, Chris Sharp and Elaine Hardy.  Several representatives from member libraries were also in attendance.

II. Welcome     Claudia Gibson

Claudia welcomed everyone and thanked them for attending and participating.

III. Approval of December 12, 2010 Meeting Minutes     Claudia Gibson

Sandy Hester moved that the December 12, 2010 minutes be approved.  The motion was seconded and passed.

III. PINES Staff Reports

• Statistical Reports-Katherine Gregory has developed a second Overdue report.  The original report shows totals for everyone over 30 days.  The new report is broken down into three sections: 30-90 days, 90-180 days, and over 180 days overdue.
• Reports Cleanup – Because there is some uncertainty as to which report templates are still being used, Equinox will create audit table that captures when each template is run.  In six months the templates will be cleaned up again.  Under Phase II, Katherine will inform libraries that are using old templates.  Everyone should be off the old templates under “Admin” and using templates under “Katherine Gregory”.  The new templates will be created by Katherine for the 1.6 upgrade.
• Elizabeth McKinney mentioned that an RFP for development of reports is forthcoming.
• Training - Chris Sharp hopes to have training sessions for 1.6 before the PINES annual meeting in May.  He expects a test/training server soon from ESI.  Train the Trainer sessions are being planned before the upgrade to 1.6, either face-to-face or online.
• Acquisitions – Elizabeth McKinney stated that the test server for 2.0 is almost ready.  Development is being finished.  Then the working group will be trained on acquisitions, followed by wider-based testing.
• Database Cleanup-Elaine Hardy said they have completed testing of the profiles.  Match rate still a poor 1.3%.  Reasons are: sample size was small; lots of missing data; data is wrong.  Backstage plans on deduping once, then overlay with OCLC records, then dedupe again.  They are testing OCLC profile and have done one test.  Match rate for that test is about 75%.  The 25% non-match is mainly due to bad data.  Tentative date to end testing is Mar. 31, 2011.  Mid-April is the target time for the database to be sent to Backstage.  During deduping bib records will be frozen.  Inventory module requirements have been sent to ESI.  They are working on requirements document for inventory.
• Public Library – University Courier Service-Elizabeth McKinney repeated that Stat is willing to do loans between the University System and Public Libraries if the items are in the correct color bags.
• Bucket Project Update –Chris Sharp said they have started to take control of system administration of PINES instead of contracting it out.  They are currently working on automating the building of a PINES cluster.  Completion goal is Fall, 2011 with PINES 2.0

• Upgrade to 1.6 – We will still rely on Equinox for this upgrade.  The operating system must be upgraded before going to 1.6.  This will happen in next few weeks.

• Timeline for 1.6- either before Summer Reading Program starts or it will be postponed until the fall.  Equinox will need two-24 hours periods of down-time.  This time there is a roll-back plan, just in case things go very wrong.
• New features and settings will be turned on one at a time and checked for problems.  
• Status of 2.0- Elizabeth McKinney said it is still planned for Fall, 2011.  Bucket project will be complete, allowing us to have more control over PINES.
• Staff Audit-Julie Walker, Elizabeth McKinney and Emily Almond got together to analyze PINES staffing.  There seems to be a need for regional catalogers or for systems to share cataloging duties; also possibly a need for a standards specialist.
• GPLS/PINES staff are getting ready to advertise RFPs for PINES software development, system administration, and a new reports interface.  These will take effect July 1, 2011.
• Evergreen Conference – last week in April in Decatur, GA.
• PINES Annual Meeting-first week in May

IV. Executive Committee Action Items        

• AI1 Message to Patrons Upon Hold Placement – on multi-part items.  Lecia Eubanks moved that it be removed as an action item and put under discussion item.  The motion was seconded and passed.  Development for this item cannot be done until after the 2.0 upgrade.  Elizabeth McKinney stated that development issues are not policy issues.  As such they should be listed under discussion rather than policy.  
• AI2 PINES Policy Proposal:  Lecia Eubanks moved that PINES policy be amended to include “bounced check fees are to be returned to the billing library”.  The motion was seconded and passed.
• AI3 “Button Bar” Visible by Default – Sandy Hester moved to make the “Button Bar” visible by default.  This will occur with the 1.6 upgrade.
• AI4 Horizontal Patron Summary and Search Panel –Sandy move to accept recommendation the subcommittee’s recommendation that the patron summary and search fields be viewed in a horizontal panel at the top of the screen.  The motion was seconded and passed.
• AI5 Lost Items Returned – Lecia Eubanks moved to keep the current policy of sending a returned “lost” book back to the owning library before allowing holds to be filled.  The motion was seconded and passed.
• AI6 Wording for Phone Message on Overdues –Cost is $.12-.13 per phone notice vs. $.53 per mail notice.  In the future it will be able to do text notice.  This is for the ten day notice.  By law 30 day notices must be sent by mail.  Phone message will record on an answering machine if it picks up.  There is an option for paper notice after a certain number of non-completed calls.  Sandy Hester moved to use a phone service to call patrons concerning overdue items.  The motion was seconded and passed.  The committee asked that proper pronunciation of difficult regional names be emphasized to the service.  Although the call will originate from a central location, caller ID will show the phone number of the branch library.

V. Executive Committee Discussion Items

• PINES Bag Purchase – Dec. 2009 Executive Committee approved bag purchases based on borrowing statistics of 1500 bags.  General agreement is that it should be a PINES membership decision.
• Scanning cards on handheld device at self-check machines with required PIN -  Requiring a PIN will take development.  This will be discussed at the May PINES membership meeting.
• SIP2 standards – Elizabeth McKinney stated that GPLS will provide a basic, “vanilla” SIP; beyond that the vendor must develop.  The question is what a basic SIP should be.  A basic SIP will be enhanced as we move to more developed software, but not before the 2.0 upgrade.

VI. Old Business

• Electronic vote in 12/2010 - policy name approved for the Uncle Remus Walnut Grove facility (URRLS-WG)

VII. New Business

• Because of the difficulty in getting a quorum for this meeting, Claudia Gibson initiated discussion on changing the bylaws to allow remote meetings.  This will be presented to the membership at May’s PINES annual meeting.
• The terms of Claudia Gibson, Thomas Jones and Lecia Eubanks expire this year.  Sandy Hester, Claudia Gibson, and Elizabeth McKinney will serve as a nominating committee.  

VIII. Next Meeting

• First week in May, probably in Conyers, GA.

IX. Adjournment