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Executive Committee Meeting: August 2004

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August 27, 2004 Piedmont Regional Library System Winder, GAMinutes approved 12/17/2004The meeting was called to order by Chairperson Susan Cooley at 10:00
AM.  She thanked Nancy Ray for hosting the meeting.  Committee members
present were:  Alan Kaye, Susan Cooley, Lyn Hopper, Dusty Gres, Steve
Schaefer, Jim Darby, Teresa Cole and Teresa Haymore.  PINES Staff
present were:  Julie Walker, David Singleton, Elizabeth McKinney de
Garcia, Katherine Gregory, Jason Etheridge, and Bin Lin.  Susan Cooley thanked Greg Heid for his excellent work as Chairperson for the previous term.


APPROVAL OF MINUTES


Lyn Hopper moved and Steve Schaefer seconded a motion to approve the
minutes of the May 19, 2004 meeting as presented. The motion was passed
unanimously.


ELECTION OF OFFICERS


The Nominating Committee offered a slate of new officers: Dusty Gres
as Chair-Elect and Teresa Cole as Secretary. There were no nominations
from the floor. Susan Cooley moved and Jim Darby seconded a motion to
approve the slate of officers. The motion passed. Congratulations were offered to the new officers.


REPORTS FROM THE PINES STAFF


Introduction of New PINES Staff – Julie – Julie
introduced Mike Rylander and Bill Erickson as new members of the PINES
staff that will be working on the software development. John Taylor will
be starting the next week.


Delivery Service – Julie – The chosen courier is
BeavEx. A representative of the company, Shane Rogers, will be visiting
each headquarters to check on delivery areas and logistics. They will
pick-up and deliver 5 days per week. They will provide tracking barcodes
to be attached to the packages. The drivers will be making “dry runs”
during the week of Labor Day and will deliver the new green PINES bags.
Actual deliveries will begin the following week.  Julie explained the
new mailing labels. There was discussion about adding service to
additional branches which would be paid by the individual library
systems. They will also deliver non-PINES correspondence to other
headquarters and to GPLS with the appropriate labeling.Training Report
– Elizabeth – There have been no scheduled sessions due to Focus
Groups, but it was noted that several systems have requested and
received individualized training, including AFPL.Overdue Report – Elizabeth – (handout) Elizabeth distributed the list of materials that are up to 180 days overdue.


Overdue Notices – Julie – Julie discussed the
outsourcing of overdue notices that would result in a cost savings due
to the printing on 8.5 X 11 paper instead of the special mailers. An RFP
is being prepared now.


PINES Equipment – Julie – Extra scanners, printers
and laptops have been sent to systems.  The Gates computer order is
expected to be placed by the end of September.


OCLC – David – David discussed the OCLC group
services which include a group catalog in real time (Jan. 2005), batch
loading which is unlimited for two years and includes PINES and
non-PINES libraries, unlimited cataloging access with the ability to do
deletions and unlimited ILL (Oct. 2004).HelpDesk
– Julie – After examining helpdesk software, Jason wrote a program that
will create a single point of contact helpdesk manager to handle both
IT and PINES problems by e-mail. The other component will be an “800”
number for the helpdesk.  Software Development
Julie – The Focus Groups were well attended and provided a great deal
of good ideas and suggestions. The project is moving ahead very quickly
with concentration on OPAC, cataloging and circulation. There is a
website www.open-ils.org available
for comments. Julie reported that PINES has been warned by SIRSI
attorneys to avoid any development building on their product and she
reiterated that the project is being developed from “scratch”. Julie,
David and Brad drafted a letter in response that was approved by BOR
legal advisors. It is planned for the subcommittees to work on the
different modules. By early summer, a working release of the software
will be available with one more year to refine the final product. Focus Groups Reports
Julie – There are three more Focus Groups to conduct: Rome, Vidalia,
Macon (LaGrange, Moultrie and Watkinsville have already taken place).


 


DISCUSSION/ACTION ITEMS


Approval of Ocmulgee Regional Library System Intent to Participate
– Julie – After discussion, Alan Kaye moved for approval of Ocmulgee
Regional Library System’s intent to participate in PINES.  Steve Schaefer seconded the motion and it was passed unanimously.


Matricula Consular as Identification for a PINES Card
– Julie – Jim Darby moved that the subcommittee’s recommendation to
accept the Matricula Consular as an acceptable piece of identification
for obtaining a PINES card be approved.  Dusty Gres seconded the motion and it was passed unanimously. 
Current policy requires that two pieces of identification without photo
and one piece with photo with current address must be presented to
obtain a PINES card. Creation of PINES ILS Advisory Committee
Julie –   Steve Schaefer moved that a PINES ILS Advisory Committee to
consist of six PINES directors (two from each size library) be created. 
Alan Kaye seconded the motion and it was passed unanimously. Volunteers will be solicited. The committee will be added to the Subcommittee listserv.


 


OTHER


Susan Cooley brought up the question of the outsourcing of cataloging
or some type of regional cataloging. Steve Schaefer and Jim Darby
volunteered to begin discussion of this issue with PINES and GPLS. Lyn
Hopper expressed gratitude to Elaine and Bin Lin for their work in
cataloging the gift CD’s. David Singleton reminded everyone that the
quality of the records is still the responsibility of the library.


Jim Cooper was absent, but had requested the PINES Executive
Committee meetings be scheduled for the next year. The Committee decided
to schedule the next meeting only to be tentatively set for October 29,
2004 at Dawsonville.


The Fall Director’s Meeting is scheduled for September 30 – October 1, at the Sara Hightower Regional Library in Rome.


Julie noted that she and David have been invited to speak at several
library conferences: the Ohio Library Council 2004 Annual Conference in
Cincinnati, OH – Sept. 29-Oct. 1, the National Consortia Special
Interest Group Meeting in Chicago, IL – Oct. 7-8, and the SELA/NCLA
Joint Conference in Charlotte, NC – Nov. 9-13. 


ADJOURNMENT


Jim Darby moved that the meeting be adjourned.  Alan Kaye seconded the motion and it was passed unanimously. 


Respectfully submitted,Teresa P. Haymore Secretary-PINES Executive Committee


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