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Executive Committee Meeting: February 2003

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Piedmont Regional Library System Headquarters
February 26, 2003

Meeting was called to order by Chairperson Diana Ray Tope at 10:05 p.m.

All Executive Committee members were present – Greg Heid, Alan Kaye, Diana Ray Tope, Charles Gee, Walter Murphy, Debbie Manget, Teresa Haymore, Susan Cooley, and Barbara Hutsell.

Minutes of the December 11, 2002 Executive Board meeting were approved as presented.

The PINES staff reported:

  • Addition of Piedmont Regional Library System-Piedmont Regional Library went live in PINES on Feburary 3, 2003.  Their addition was relatively uneventful; The Piedmont Staff are doing a bit of cleanup with items from two of their locations.
  • Addition of Conyers-Rockdale Library System-Conyers is scheduled to go live on April 21, 2003.  That will be the Monday after Easter.  The contract and schedule details are still being negotiated with Sirsi and associated vendors.
  • Cataloging and Bibliographic Database Update – Lin is working with catalogers across the state in developing a PINES database clean-up plan.  The first part of this initiative involves the development of an algorithm to identify and merge duplicate records.  As it stands, there are about 30,000 records that can be merged.  The second part of this process will involve a collaborative effort by catalogers across the state to identify and clean up problem records. 
  • Training– Michael has done extensive training around the state for the helpdesk software and inventory scanner.  Bin is planning several sessions of DVD cataloging in the coming months. Julie, Katherine and Elizabeth completed the training for Piedmont Regional Staff and are currently planning the training schedule for the Conyers-Rockdale Staff.
  • Reports Database-Jason and Brad have been working with the subcommittees on design issues and have recently opened up testing to the Operations Managers across the state for testing. 
  • PINES Portal-Elizabeth reported that the portal will be made available to the subcommittees soon.  There have been some issues regarding ADA/Section 508 compliance that need to be resolved with the tutorials.
  • Overdue Report-David provided an overdue report and noted that the number of overdues across PINES remains very minimal.
  • Patron-Placed Holds-Julie reported that patron placed holds would be made available soon on Robin so that libraries could test the new feature.  This has finally become a possibility for PINES libraries since Sirsi resolved the previous problems with the holds map.
  • E-mail Notification of 7-day and 14-day Overdues for Patrons w/E-mail Addresses-Beginning March 31, 2003, all patrons who have email addresses in their patron record will begin to receive 7 and 14 day notices in their email account.

The By-Laws Review Committee met at the Newton County Library System Headquarters on February 19, 2003.  A draft revision of the PINES by-laws was presented and comments sought by Chair, Diana Tope.

Susan Cooley moved to approve the by-laws revision as a recommendation to the full membership.  Greg Heid seconded the motion and it passed unanimously.

A suggested change was submitted to the By-Laws Review Committee relating to the election of executive committee members. This suggestion was not included in committee’s revision because the committee believed that it was fundamental change to the current practice and not one of the items in the by-laws that the committee was charged to changed.

Diana Tope reviewed the process of changing the by-laws from the general membership.  The suggestion received will be put on PINES list for discussion, beginning the process.

Discussion/Action Items:

Walter Murphy moved to accept the recommendation of the subcommittee to eliminate the “class” patron card profile.  Susan Cooley seconded the motion.  The motion passed with Alan Kaye opposed.
   
Greg Heid moved to accept recommendation of the subcommittee outlining the process to remove of ‘missing’ records.  Charles Gee seconded the motion and it passed unanimously.

Barbara Hutsell moved to accept the recommendation of the subcommittee to leave the barring of a patron card as a local option.  Teresa Haymore seconded and it passed unanimously.

Barbara Hutsell moved to adopt the recommendation of the subcommittee to allow patrons to place group range holds.  Teresa Haymore seconded the motion and the motion passed with Debbie Manget opposed.

Susan Cooley moved to accept the subcommittee’s recommendation of having no limits on holds.  Greg Heid seconded the motion.  After discussion, the motion passed with Debbie Manget, Walter Murphy & Barbara Hutsell opposed.

Greg Heid moved to allow a refund on returned lost materials for up to 6 months.  Barbara Hutsell seconded the motion.  It passed with Walter Murphy and Alan Kaye opposed.  Susan Cooley moved  to accept the subcommittee’s recommendation to add ‘returned check’ to the bill reasons in PINES.  Alan Kaye seconded and it passed unanimously.

Barbara Hutsell moved that Executive Committee be notified of issues being discussed by sub-committees in advance of the Executive Committee meeting.  Debbie Manget seconded and it passed unanimously. 

The last discussion item was to require a photo ID with current address or in addition to the items currently required to prove the current address. Debbie Manget moved to table this issue until the membership meeting in May.  Walter Murphy seconded and it passed unanimously.

Susie Stewart commented on how excellent the PINES ‘searching’ training was for her staff development day.
   
Some Phase I libraries are in need of more library cards and bar-codes.  PINES staff will help libraries purchase as a group, for lower pricing.

The meeting was adjourned at 12:30 PM.


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