Pioneer Users Council Meeting
August 22, 2001
Present: Patty Cutright, Jo Cowley, Ken Reading, Vicky Brace, Carmen Wickam, Aletha Bonebrake, Dale Edwards, Pat Bradshaw, Darcy Dauble, Carol Anne Thew, Beth Longwell, Shirley Roberts, Tara Bartley
Absent: Jolyn Wynn
Recorder: Tara Bartley
Agenda:
1. Introduction of Tara Bartley, Project Assistant
Patty introduced Tara Bartley as the new project assistant to the grant. Tara’s position will be for one year.
2. Minutes of July 20, 2001
Patty was concerned with the sentence within the above minutes under “Report on Wallowa County meeting,” paragraph 2, sentence 3. To clarify that Eastern will not be doing the work with grant funds, sentence 3 should read “Grant funds allocated to Enterprise Public Library participation could be used to hire one person for a year or until Wallowa County retrospective conversion project is completed.”
Aletha also wanted to have on record she had expressed to Shirley her opinion that if Wallowa County libraries were assisted with retrospective conversion with grant monies then equal consideration should be given to Grant County Library and North Powder Public Library for the same effort.
Minutes of 7/20/01 approved with above modifications.
Not clearly noted in 7/20/01 minutes but not addressed at 8/22/01 council meeting:
[Editor’s (Shirley) note: The council did give approval at the 7/20/01 meeting to proceed with Wallowa County libraries retrospective conversion and inclusion into the grant as remote sites under Pioneer 1/2 node.]
3. Elect Chair for Pioneer Library Council for 2001/2002
Patty informs the council that they need to elect a new chairperson for next years activities. The chair will preside over the council form September 1, 2001 to October 31, 2002. There will be only eight votes received due to Jolyn Wynn’s absence.
Decision Made:
Ken Reading nominates Darcy Dauble for chair and is seconded by the floor. Vote is taken and is unanimous.
Patty relinquished the meeting leadership to Darcy.
4. Finalizing “Agreement for Pioneer User Council” and By-laws
The council will need to review the Agreement for Pioneer User Council and make clarifications for the agreement.
The council will need to update the old system by-laws. Dale Edwards suggested the council create a committee to look over the old by-laws and modify them for the current council.
Action Item/Person Responsible:
The committee will be made up of one person from each node. The committee members are Pat, Aletha, Ken, and a representative from Eastern Oregon University to be named. They will make suggestions and present at next council meeting.
5. Budget Review
Shirley presented the budget worksheet. It showed where the grant money is to date and the savings from the original budget. The budget worksheet is attached.
Shirley informed the council that the computers are ordered and will be in some time during the next two weeks. When the computers are delivered they need to be checked for damage. A checklist will be sent out from EOU and is to be returned to Shirley along with the packing slip.
Grand total budget savings as of 8/21/01 is $93,017.
Shirley presented budget addition worksheet for council discussion. The budget addition worksheet is attached.
Gap Tape (line 3) Jim, LTI, indicated he could do total records received in August for $.01 and total records received in November for $.01. He modified balance as listed above to do Gap Tape for $3500. Shirley was not sure if this price included de-duping, will check.
Action Item/Person Responsible:
Carol Ann will check on the deduping aspect of Gap Tape.
Patty asked that year-end de-dupe be moved back to budget and encumbered under, “Contract costs merge of EOLN/SOLN/Pioneer budget line.”
Beth recommends the use of UPS ‘s on computers rather than surge protectors (line 8). Typical replacement of battery on UPS are 2-3 years.
Patty recommended 2 Innovative training sessions for everyone on November 5-9th. Innovative has not responded yet to proposal (line 9).
Office space accommodations for grant funded staff at EOU will need to be made available (line 10).
Hand held computers were suggested for use of check-in and checkout for emergency power outages (line 11).
Action Item/Person Responsible:
Cost and proof of liability for purchasing unit, database, and software needs researched.
Darcy called for a decision from council members on what they want to consider immediately from the sheet Budget Additions. The council looked at Dynix Exit Service (line 1), Maintenance fee incurred by SOLN (line 2), Gap Tape (line3), hand-held computers (line 5), Hermiston Public Library Wiring (line 6), Extra training days (line 9), and Office space for EOU (line 10) as council priorities.
Tentatively there is ten days for training; six days for set up and an additional two days for Innovative travel, and two days for serials and acquisition which makes ten days. There is need for an additional two day training for serials and acquisition. Council agrees there is a need for additional money to go to training session.
Decision Made:
Dale Edwards motions to authorize additional usage of money for extra training sessions, if needed. Motion seconded. Vote is unanimous. Motion passed.
Decision Made:
Dale Edward motions for immediate approval for additional costs for Gap Tape (line 3), Hermiston Public Library Wiring (line6), and Office space for EOU (line 10). Motion seconded. Motion for approval for philosophy of paying services for Dynix Exit Services (line 1) and Maintenance fee (line 2), given money available. Vote is unanimous. Motion passed.
6. Timeline Review
Council reviewed merger project timeline.
On September 6, 2001 Pioneer 1 libraries train on Mil Circ. Dale Edwards will be present for SOLN representative and Tom Hillard will be EOLN representative.
7. Pre-stamp Discussion
Carol Ann presents the pre-stamp discussion. The Pre-stamp addition would allow for searching to be unified by libraries that use or do not use prefixes before call numbers (e.g. YA/….). If accept Pre-stamp LTI will clean the existing records.
Decision Made:
Aletha moves to purchase pre-stamp clean-up from LTI. Motion is seconded. Vote is unanimous. Motion is passed.
8. Update on Searches
Tara Bartley was hired for project assistant
Cataloging Librarian is open and closes on August 31, 2001. Patty wants to clarify that the committee makes the recommendation to hire to the Pioneer council. Pioneer Council recommends to hire to Patty, who then sends recommendation to EOU authorities. EOU President makes the final decision.
Committee interviewed candidates for System Librarian and final decision was to re-advertise for the position. It will re-open on September 1, 2001 and close September 31, 2001.
9. Adding Additional Sites
Additional sites being added in the future was discussed. There needs to be a decision made about who and how many libraries will be added. The council wants to make a decision in a timely matter.
Action Item/Person Responsible:
Put on next months agenda the formation of a committee that will research the additional fees, cleanup, and other issues that will occur with additional membership.
10. Meeting Schedule for Council and Consortium
Current by-laws state that the council will meet once every month. Aletha clarified that Pioneer 1 Node exists as own entity and should meet without Pioneer User Council if needed.
The council agrees that future meetings will tentatively be the 1st Monday of every month. The first official meeting will meet on October 1, 2001.
Patty suggests a full council meeting, inviting all library representatives to attend and have a presentation on the WebPac. Discussion for video conference and use of speaker phones were proposed. The cost will be researched.
Proposal for Darcy to send letter out in mid-September for response to October’s full council meeting and who will be attending.
Aletha proposes a fact sheet letter that goes to all libraries, introducing the voting members and council. A suggestion to get information sheets from 3I that explains the Millennium edition.
Action Item/Person Responsible:
Shirley and Beth will work on the fact sheet letter.
It is clarified that Patty will remain the chair of the merger project.
11. Migration Article
Shirley researched articles that have discussed migration and problems that might arise with migration. It will be put on the web page to be at members disposal.