March 2005 Executive Committee Meeting
Meeting Minutes
March 4, 2005
Vidalia – Toombs County Library
Vidalia, GA
Minutes approved 5/19/2005
The meeting was called to order by Chairperson Susan Cooley at 10:00 AM. She thanked Director Dusty Gres for hosting the meeting. Committee members present were: Alan Kaye, Susan Cooley, Lyn Hopper, Dusty Gres, Jim Darby, Jim Cooper, Greg Heid and Teresa Haymore. Steve Schaefer was present by phone. PINES Staff present were: Julie Walker, David Singleton, Elizabeth McKinney de Garcia, and Katherine Gregory.
APPROVAL OF MINUTES
Jim Darby moved and Alan Kaye seconded a motion to approve the minutes of the December 17, 2004 meeting as presented. The motion was passed unanimously. Everyone thanked Donna Howell for taking the minutes of the last meeting.
REPORTS FROM THE PINES STAFF
Software Development – Julie – Julie reported that none of the software development team was able to attend this meeting due to work on the cataloging client. The deadline on this client is set for March 18. She thanked everyone for their input on the OPAC client. The next deadline for the circulation client is in May. This will be presented at the Annual Meeting along with training opportunities.
Delivery Service - Elizabeth – Elizabeth reported a problem with a lapse in service on President’s Day. There have been isolated reports of problems, but overall, Velocity is working out very well. Susan Cooley expressed a concern that Velocity may attempt to re-negotiate the contract due to the actual volume of items that are being transported, thus increasing the price for all. Julie stated that Velocity had committed to a contract for five years.
Training Report – Elizabeth – Elizabeth reported that different staff members have conducted individualized training for various systems. Katherine conducted training at the Clayton-Lovejoy Branch. The Ocmulgee staff was trained for their Go-Live. Bin Lin has scheduled the upcoming Connexion training and many have already registered.
Overdue Report – Julie – (handout) Julie distributed the list of materials that are up to 180 days overdue.
Overdue Notices – Julie – Julie discussed the outsourcing of overdue notices. The very complicated RFP is still being prepared. It is hoped that a significant savings can be recognized with this service. Lyn Hopper asked about the status of the final postage reimbursement. PINES staff will check on it.
Cataloging – Julie – Julie reported that Bin Lin has completed the CD cataloging project and all the records are in PINES now. The outsourcing of original cataloging is being piloted by Hall County Library System through May. Ingram has qualified to participate in this pilot project, as approved by Bin Lin.
Addition of Ocmulgee Regional to PINES – Julie – Ocmulgee has been added and has“gone live”. They are still barcoding and have been trained in circ and cat. Reports training will come later. They are now participating in HOLDS.
OCLC – David – David discussed the OCLC group services (unlimited ILL and cataloging) for all Georgia libraries which began October 1, 2004. The group catalog (World Cat-Georgia Cat) was brought up March 1st. Over the next 12 months, a batchloading project will be taking place with all public libraries.
HelpDesk – Julie – The combined IT and PINES HelpDesk is working very well. The “pine-tree” password allows log-in into the “Resources” section. (http://help.georgialibraries.org) (handout)
User Satisfaction Survey – Julie – The annual User Satisfaction Survey has been scheduled for March 22-28. Katherine and Elizabeth have attended training for Perseus software which will be used to conduct the survey and to analyze results. (handout)
Demo of Deduplication Interface – Katherine – Katherine demonstrated the new de-dup interface created by Brad and Jason that will be used to clean-up the database before changing to the new software. Julie thanked all the directors who have allowed their catalogers to help with the project. It will make the catalog much better and is much easier than working through WorkFlows.
DISCUSSION/ACTION ITEMS
Approval of Lee County Library Policy Names – Julie - The Redbone Branch will be opening in June. The policy name of LEE-RED has been requested. Jim Cooper moved and Lyn Hopper seconded the motion to approve the policy name and it passed unanimously.
E-Audio as Item Type – Julie – Hall County Library has begun a subscription for downloadable audiobooks and plans to download the marc records for these items into the PINES catalog. A new item type will be needed for these items. “E-audio” has been unanimously recommended by the subcommittee. Greg Heid moved to approve the subcommittee’s recommendation to add “e-audio” as an item type. Dusty Gres seconded the motion and it passed unanimously. It was noted that only Hall County card holders will be allowed to check out the books which may cause current patrons to change their card barcodes to Hall County. Julie will notify Hall County to make sure the patron’s Home Library is where the patron wishes it to be, if they are issued a new Hall County card. It was noted that there could be interest for all the PINES libraries in the next year regarding e-books and e-audios. David will check into possible group rates.
Wrapping Items for Courier Delivery – Julie – After discussion, Lyn Hopper moved that the current PINES policy for wrapping items for shipment be retained and amended to read: “PINES materials must be wrapped in bubble wrap or other cushioning materials for shipment”. Jim Darby seconded the motion and it passed unanimously.
System-Wide Patron-Placed Holds – Julie – A PINES library has requested consideration of allowing patrons to place SYSTEM-range holds via WebCat. Now that the courier system is in place and postage costs are no longer an issue, this is the most common request from patrons. All holds rules and policies will be enforced by the software. The subcommittee unanimously recommended this request be approved.
Jim Cooper moved that patron-placed system-range holds be allowed. Dusty Gres seconded the motion and it passed unanimously. The change will go into effect on March 15.
OTHER
Susan Cooley as Chair, Dusty Gres as Chair-Elect and Julie Walker will serve on the Nominating Committee for the positions rotating off the Executive Committee.
The PINES Annual Meeting is scheduled for May 18-19, 2005 at Warner Robins. A Director’s Meeting will follow.
Julie announced that she and David have been invited to speak again at the Ohio Library Council 2005 Annual Conference.
Lyn Hopper suggested two items for training at the PINES meeting: using reports for collection development and managing withdrawals.
David thanked Dusty and her library staff for assisting Ocmulgee with their transition to PINES. Jim Darby thanked the PINES staff for the ability to inventory our libraries.
ADJOURNMENT
Susan Cooley moved that the meeting be adjourned. Teresa Haymore seconded the motion and it passed unanimously.
Respectfully submitted,
Teresa P. Haymore
Secretary-PINES Executive Committee
