Sage Library System Council
Minutes of the Meeting held on the 19th of September 2006
Attendance: Shirley Roberts, Beth Longwell, Aletha Bonebrake, Ken Reading, Kim Tally, Karen Clay, Jolyn Wynn, Marsha Richmond, Jackie Redinger, Marie Baldo.
Meeting was called to order by Shirley Roberts at 9:14 a.m.
1.Introductions
Shirley Roberts introduced Karen Clay, the new EOU Library Director.
2. Agenda Review – No additions
3. Approval of July Minutes – Minutes stand as posted.
4. Committee Reports
Cataloging Committee: Aletha and Beth reported that the committee had met and had discussed the Strategic Plan and Goals. It was agreed upon that Sage Cat list serve would be used for communication purposes. The flagging method of incomplete records is going well. This will be an ongoing, long term project.
Circulation Committee: Meeting had to be rescheduled – No report given.
5. Task Force Reports
Five Year Financial Plan
There has been a request by Darcy Dauble to explore the possibilities of WALNET joining Sage. This would include three libraries, Walla Walla Public, the county library and the community college library. A consensus was taken and all committee members present were in agreement that Shirley should pursue this request. Shirley will look into the possibility of making a sage presentation at Darcy’s next board meeting. An update on Darcy’s request to join Sage will be presented to the council at the November meeting.
Courier Stabilization
Shirley reported that paperwork has been completed and mailed for a grant to assist in funding courier services. Aletha commented that we have been funded, although we have not officially received the paperwork stating so. Focus groups have been formed to discuss and formulate a continuous funding plan for these on-going non-competitive entities. Baker County Library and Hermiston Public Library will be hosting these focus group meetings.
Council was informed that the Oregonian Courier Service will be eliminated by January 31st of this year. A solution for courier services from Baker to Ontario will need to be pursued.
Resource Sharing
Beth reported that all of the public libraries have been trained in using the new ILL circulation process and are up and going. School libraries are currently being trained. This training is currently being paid for by EOU because of its desire to change the ILL circulation process. Aletha asked Beth to investigate patrons accessing personal accounts and not being given the option of where to request materials from. This can create problems in that a book requested by patron may be coming from a distant library while in fact the book is on the shelf in the patron’s own public library. It also creates an overload of work on certain libraries’ personnel. This is one of the features of Millennium that was turned on for a trial period. It was discussed that if this feature creates more work and/or more personnel costs then it would not be of value. The trial period for using the current Millennium features will be re-visited and reviewed at the January meeting and a decision will be made whether to continue this method.
Old Business
6. Self check-out bid and cost clarification
The millennium graphical check-out bid was discussed. $9,000 was the base price for the server software plus 1 station license. $90 per month for on-going maintenance/upgrades. $3200 for additional stations. $32 per month additional for on-going maintenance/upgrades. This quote is good for 45 days. At the present time, 5 libraries (Hermiston Public, Pendleton Public, Milton-Freewater Public, Baker Public, and LaGrande Public) are very much interested in implementing self-checkout, but are indecisive on whether funding would be available right away or if they would need to wait until the next fiscal year (July 1, 07). Beth and Shirley will put out an e-mail asking for a response as to who would be willing and able to participate starting January 1, 2007. Whether it is agreed upon to implement self check-out under the new calendar year or the new fiscal year, a new quote will need to be obtained. Self check-out will again be discussed at the November meeting.
7. Sage support for training travel costs
The cost estimated spreadsheet for Beth was shared. The bottom line total was $3,292.87. This was for 1 visit per year to each library. This was just Beth’s travel expenses, not Beth’s time. The $3,292.87 would be shared by all participants.
The organization of an annual users meeting / group training and a $50 stipend for users travel to this function was addressed. It was looked upon with favor by all members present and Shirley agreed to look into the possibility of adding another line item for the $50 stipend for approximately 75 libraries.
8. Electronic Government Documents
Not completed, tabled until November meeting.
9. Report on 2 hour Sage personnel
Shirley reported that the addition of a 2 hour person to assist Beth has been approved. The position has been modeled after the Sage ILL Circulation Library Support position.
Karen Clay is currently working through the EOU hiring process to get final approval for the recruitment process to begin. It is hopeful that the establishment of this position will have the possibility of accruing additional hours each year.
New Business
10. Election of New Sage Council Chair
Ken will chair a nominating committee consisting of Aletha and Karen. This committee will contact council members in October for council chair nominations. Chair nominations will be forwarded to council members and a vote will be taken electronically.
11. Sage Review Files Reconfiguration-Needed ?
The use of review files and the need for more space / reconfiguration was brought to the council by Beth. A problem has arisen with not having enough space to store files that were needed by personnel for a project. Beth at one time sent out a monthly reminder to all users that it was time to save important files or they would be lost. She is not currently performing this maintenance task. It was discussed that users should continue to use the file storage system but should clear all files that are no longer relevant each time the system is accessed. It was agreed upon that Beth should go back to her monthly clean up system in order for there to be ample space for all users.
Meeting was adjourned at 10:55. The next meeting will be held on November 21.