Sage Council Minutes
July 19, 2016
Approval of May minutes – approved unanimously
Committee Reports
Circulation Committee – meetings are held every other month on the second Tuesday and materials are available on the Sage website. There has been a lot of talk about holds training, searches, and notices.
Cataloging Committee – the committee did meet and discussed manga and audience levels. The decision was made to go back to meeting every other month.
Courier Committee – work was done on the revised courier procedures and is expected to be published soon.
Systems Update – We are working on indexes and how they can be improved for searching. Most recently punctuation in titles was addressed. Patron information is undergoing cleanup of invalid data. Improvements were made to the mobile catalog and content delivery. There are weekly system updates posted via email and to the web site.
Governance Committee – committee did not meet. We will need to solicit a new chair for this committee.
New Council Members – There were 26 responses in the vote. Ann Zuehlke is serving another term as the school representative. Denine from Enterprise was elected for public libraries serving population under 5000. Kathy Street will serving on the council for population served between 5000 and 15000. Rose Peacock and Jeff Wavrunek will be serving public libraries with population over 15000. Mark Peterson received the position for academic libraries.
Chair/Vice-Chair election – Erin volunteered to serve as chair and was so elected. Perry nominated Kathy Street for Vice-chair. Since she is not in attendance at the meeting we will check with her via email and if need be ask for other volunteers. Beth is willing to continue handling minutes if that helps in the vice-chair recruitment.
New strategic plan – Discussion on how we should proceed took place. Decision was made to form a committee to oversee this process. Strategic plan would be worked on during the current fiscal year to be implemented the following fiscal year, depending on the breadth of the previous strategic plan. Consensus was that the new plan should cover three years.
Clarification of “lost in transit” policy – existing policy was reviewed. Its original intent was to divide the responsibility of loss between the owning library and circulating library depending on when the item was lost. There needs to be more clarification or procedures on how billing is to be handled and a timeframe within which things should be resolved on items lost in transit. General consensus was that we should wait 6 months before billing for the item. Some action needs to happen before the 6 month period to track the item however. We should add some language to the policy as to when items too long in transit should be investigated. Thought was that this would be a good automatic report to generate on a monthly basis. Report should show owning, sending, and receiving library. The policy should also indicate whose responsibility it is to track item. The owning library has more invested in pursuing the loss.
Should we create a new status – “lost in transit”? Could the system automatically change it to this status after a certain amount of time? At what point should it trigger this change? Beth and Brent will need to investigate whether we can do this. We should also look at average transit times to make sure a month is the right timeframe. It was suggested that the circulation committee work on drafting an update to this policy.
Meeting adjourned.
Next meeting September 20, 2016.