February 2007 Executive Committee Meeting

Locust Grove Library, Henry County
February 23, 2007

Minutes approved 5/17/2007

Members Present:  Lois Roberts (Statesboro), Richard Sanders (Hart Co.), Joe Shinnick (Three Rivers), Diana Tope (Cherokee Regional), Lisa Rigsby (DeSoto Trail), Claire Leavy (Lee Co.), Jim Cooper (West Georgia), Carolyn Fuller (Henry Co.), and Frances Messer (Kinchafoonee).

Also present were:  Joan Anderson (Middle Georgia), Glenda Thompson (Houston Co.), Greg Heid (Newton Co.), Teresa Cole (Dougherty Co.), Dawn Dale (Hall Co.), Adrian Mixon (Hall Co.), Nancy Kannwischer (Conyers-Rockdale), Jennifer Durham (Statesboro), Nicol Lewis (GPLS), Katherine Gregory (GPLS), Susan Cooley (Sara Hightower Regional), Elizabeth McKinney de Garcia (GPLS), and Julie Walker (GPLS).

Chairman Lois Roberts called the meeting to order at 10:06 a.m. and thanked Ms. Wanda Bennett, Locust Grove Public Library Branch Librarian, for hosting the meeting.

Minutes of the November 12, 2006 meeting.  Carolyn Fuller made a motion to approve with one correction (no “e” in Nicol Lewis’ name); Diana Tope seconded.  Motion carried.

Pines Staff Reports

1. Software Development. (Julie Walker)
   1. Acquisitions focus groups (4)
   2. Working with U. of Windsor (Canada)
   3. May base a lot of structure on retail models
2. Training.  Comments have given an indication that there are some training issues.  Julie will post a list.
3. Speed issue.  Looking at prioritization of Internet service; ILS system and GALILEO would have the highest priority.  Pilot should begin within 2 weeks.  Additional T-1 lines should alleviate clogs.
4. To-do list
   1. Production updates every other Tuesday night at 9:45 p.m.
   2. Slim-pak testing—a slimmer OPAC
   3. Batch renewal
   4. Re-build reports interface.  May 1, 2007 is target date.  GPLS will provide numbers for annual report.
5. Mellon Foundation has contacted staff about open-source projects.  Wants projects already underway & those that can be used by other institutions.  Only supports research institutions (e.g. U. of Windsor and Emory University).
6. Looking at large library systems coming on; perhaps Chattahoochee Valley, AFPL, and others.
7. Training on Cataloging, Circulation, Reports have been held (Katherine Gregory)
8. Helpdesk tickets (Nicol Lewis):  2,844 tickets in 2006; 276 in Jan ’07; 142 in Feb ‘07
9. Delivery Service (Elizabeth de Garcia).  Joe Shinnick helped evaluate vendors.  Will exceed 750,000 transits for the year.  Students at Georgia Tech will analyze route system in an attempt to optimize service.
10. E-mail.  Encourage people to use e-mail for overdues, notifications.  David Baker will design a book mark for this purpose.
11. Database Cleanup.  Valdosta State intern is working on this project.
12. New Library Systems in PINES.  Troup-Harris (not sure about Coweta) and Lake Blackshear have submitted “Intent to Participate.”  Chattahoochee Valley may join by the end of the calendar year.

Motion:  Frances Messner made a motion to accept “Intent to Participate” agreements from Troup-Harris County and Lake Blackshear Regional Library Systems; Joe Shinnick seconded.  Motion carried.

Motion:  Jim Cooper made a motion to encourage library groups such as GLA, FOGL, and Georgia Council to push for PINES funding of $2 million for FY 09; Joe Shinnick seconded.  Motion carried.

13.    PINES Director.  Julie Walker reported that Interviews for PINES Director have been completed.  There were 25 applicants.  Lois Roberts assisted with the interviews.

EXECUTIVE COMMITTEE DISCUSSION/ACTION ITEMS

1. Issue #1: Establish Residency Proof for Individuals in Temporary Group Homes

   PINES should accept as proof of residency, a letter on official letterhead, from agencies serving the homeless, temporary group homes (such as family violence shelters), and similar institutions, to issue a TEMPORARY card to a person.  This temporary card would be good for a limited time, (3 months), but could be renewed with the issuance of another letter.

   The shelter/group home, etc. could have filed separately and earlier with the library the information necessary (such as location, etc.) and the address for security purposes (i.e. in the case of the family violence shelters) could be listed as the Group Home Name.  This was copied from the Washington, D.C. library.  Given the recent law suit in Worcester about limiting items, etc. it seems a reasonable compromise -- full privileges for a limited period of time that can be easily renewed...(and would also help us in serving the migrant population.)

   Motion:  Lisa Rigsby made a motion to table this issue for more study; Joe Shinnick seconded.  Motion carried.

2. Issue #2: Standardize Look for Materials Processing for PINES Libraries

   I am requesting that the PINES Executive Committee consider developing a PINES standardized look for processing including same location placement of bar codes, property stamps, security strips, labels and similar look for call numbers (at least how they are placed on the spine and order of information). It would not mean we could not use our own genre labels but just make the genre typed on the spine be the same. It would save those outsourcing since the vendors would not need different information sheets per library system, and improve handling at discharge and routing of PINES items for courier. If there is ever an attempt to develop a centralized order and acquisitions component for PINES this would be the first step in such a transition.

   Motion:  Jim Cooper made a motion not to address this issue; Carolyn Fuller seconded.  Motion carried.

3. Issue #3: Mandate Online Credit Card Payments in PINES Libraries
   • A:  All PINES libraries must participate in accepting credit card payments
   • B:  Fines paid online will be credited to the ITEM’S OWNING LIBRARY.
   • C:  Credit cards fees would be paid according to a percentage of funds collected on behalf of each library system.

   Motion:  Lisa Rigsby made a motion that this issue be referred to a study committee appointed by Lois Roberts; Carolyn Fuller seconded.  Motion carried.  [Gred Heid will chair this committee; Claire Leavy and Joe Shinnick also will serve on the committee]

4. Issue #4: Limit AV and Age-Protected Items to Owning Library/Region

   AV items and any age-protected items (that should be available only to the owning region's patrons) are only available for holds by patrons registered to the owning library/region, AND are only available for pickup within the item's owning system.

   Motion:  Jim Cooper made a motion to accept the policy above; Joe Shinnick seconded.  Motion carried with two “no” votes (Claire Leavy and Diana Tope).

5. Issue #5: Clarify Transactions that Require a Library Card

   Motion:  Carolyn Fuller made a motion to require a library card for all transactions; Diana Tope seconded.  Motion failed.

   Renewals if the patron presents the items at the library; is a card required?

   Motion:  Jim Cooper made a motion that if an item is in hand, no library card is required in order to renew the item; Joe Shinnick seconded.  Motion carried with one “no” vote (Carolyn Fuller).

   Payment of fines:  is a card required if a patron wishes to pay at the time of returning overdue materials?

   Motion:  Lisa Rigsby made a motion that a card not be required for payment of fines for in-hand items; Cooper seconded.  Motion carried with one “no” vote (Carolyn Fuller).

   Payment for a family member:  is a card required to pay fines if the cardholder is not present?

   Motion:  Diana Tope made a motion that a card be required if neither the cardholder nor the item is present; Carolyn Fuller seconded.  Motion carried with one “no” vote (Claire Leavy).

Old Business

1. Policy concerning patrons who habitually fail to pick up items on hold.  This issue has not yet been referred to the circulation committee.  
2. Lois Roberts expressed a need for an updated list of the Executive Committee members.

New Business

1. Nominating Committee.  Chairman Lois Roberts named outgoing members Jim Cooper, Diana Tope, and Frances Messer to serve as the Nominating Committee for Executive Committee Officers during 2007-2008.
2. Request for future consideration:  clarification concerning possible policy regarding collection agency (i.e., a library system’s own patrons vs. any patron who has their materials checked out).

Motion to adjourn made by Lisa Rigsby; seconded by Diana Tope.  Motion carried.

Meeting adjourned at 12:24 p.m.
Next Meeting will be May 17, 2007 at 9:00 a.m. in Warner Robins.