Sage Council Minutes
DATE: March 6, 2012
TIME: 9:22 a.m.
PRESENT: Chrystine Brown, Beth Longwell, Perry Stokes, Karen Clay, Terri Washburn, Denine Rautenstrauch
Video: Sheila Dooley, Maggie Pando, Erik Jensen, Buzzy Nielsen, Ken Reading, Ann Reed, Jayne Guidinger, Ann Zuehlke, Kat Davis
Phone: Darlene Johnson, Marie Baldo, Brian Greene, Dea Nowell, Cheryl Hancock
CALL TO ORDER: Perry Stokes
AGENDA REVIEW: Approved – They will now be posted on the Wiki under meetings
APPROVAL OF MINUTES: Add Cheryl Hancock in attendance and something about the formation of the development committee. Minutes approved unanimously for 1/17.
COMMITTEE REPORTS:
- System Administrator:
Equinox is looking at the recent failures we have been experiencing. It is thought to be a memory software problem the Evergreen community is working on the problem. We are not the only consortia on version 2.1 having this difficulty.
The over-due notices problem has been corrected.
Lost items usable on check-in setting has corrected problem with lost charges not being refunded on ILL materials.
The 6 month age protection has been corrected. The migration to 2.1 changed the settings from its original functionality.
Bob Jones call for evaluation of Evergreen has been noted. Need to look at the criteria for evaluation; possibly look at all Evergreen users not just Sage. Suggested a committee be formed this fall to establish criteria for evaluation.
The increase of hold limits from 6 to 9 is creating a large impact on some libraries. Beth is looking at the statistical information and changing the weights of some libraries.
- Governance
The next task will be to determine what criteria is used for new libraries joining Sage. Things to be considered are: what new member fees should be charged, the process, and timing of migration.
- Circulation Committee
Meeting this Thursday. Working on the survey. Need to revise the circulation rules. Vote taken to consolidate patron profile groups to those proposed by the Circulation Committee. Vote was unanimous.
- Courier Committee
The new bags have arrived along with bubble mailers of various sizes. As Beth travels they will disseminated. Please pad items that are fragile like CD, DVD and audio cases. Need to remember to complete the LSTA Courier grant in-kind costs survey.
- Development Committee
This new committee has met twice and is developing an approval process for items to be developed. So far items to be considered are holds management and floating collections.
- Catalogue Committee
Two documents: Levels of catalogue permissions, training reimbursement, were sent out just before meeting. They will need to voted on for the May meeting. The committee conducted a small review of the records that need to be de-duped. They are in the 1,000’s. The committee feels that the project is too large and needs to be out-sourced. The MARC class overall is well received.
- Budget Committee
Courier costs increased more than 25% because of increased use and was under-estimated for last year. A few libraries that have large increases will have incremental increases, along with one library that is having an incremental decrease. This will help keep the budget in balance. The proposed budget was passed unanimously.
Other:
A. Sub-committee needed to determine impact of EOU taking a lesser role in future
Kat suggested forming a sub-committee to start looking a the financial impact of EOU taking a lesser role in Sage due to the ILS that ORBIS will be migrating to in a couple of years. Kat, Karen and Beth have volunteered to serve on the committee.
B. Election Nomination Committee
Elections will be held at the May meeting. 14 positions will need to be filled according to the new governance structure. Perry, Buzzy, Ann Zuelke and Beth volunteered to serve on the nomination committee.
C. Open Access
Kat expressed concern that only 4 libraries are currently opening their new books to resource sharing. Beth will look at data and send to the libraries. Age-based hold protection is set on a per item basis and therefore is very flexible. It was encouraged that libraries be selective on using age-based hold protection. Perry also expressed that because of backlog of processing new materials a 3 month protection on their new materials is often not enough time. A survey will be sent out by the Circulation Committee.
D. Emails
When sending emails that are time-sensitive or important they need to be tagged or in the subject line “Time Sensitive” or “Urgent” so everyone knows these items need a timely response.
E. Ann Reed – Guest
Discussed the changes in the LSTA grant proposals and reporting. She reviewed the new goals with explanations for the new 5 year plan. The evaluations are now outcome-based and are built into the grant request. If you have questions or comments you can reach her at ann.reed@state.or.us
Meeting adjourned at 11:40 a.m.
Next meeting: May 15, 2012