Cataloging Committee Meeting Minutes
Thursday, August 30, 2012 @ 11am (PDT)
(via telephone conference call)
Attending: Lindy Cloyd (Baker Co.), Molly Hamlin (Planetree Health Resource Center), Beth Longwell – System Administrator (EOU), Laurie O’Connor – Chair (Harney Co.), Dea Nowell (Umatilla Co. SLD) – recording, Jenny Simpson (Nyssa), Barbara Telfer (The Dalles-Wasco Co.), Catherine Wick (Pendleton).
[Before the meeting started Laurie asked Beth if there was a set number of members in other committees & Beth responded, no, we were looking for as much participation as possible.]
The meeting was called to order at 11:06 am by Laurie.
Minutes from previous meeting (March 19, 2012): Laurie noted that she believed that Alison Gomez [Hood River Valley HS] was also in attendance at the previous meeting. Dea noted she doesn’t recall saying that she was going to finalize the Sage cataloger levels, but suggested it be a group effort. Also Dea noted a couple of typos: under “Minutes from the February meeting” last word in first line should read “as” instead of “are”, and under “MARC 32 class” it should read “MARC 21 class”. Barbara moved to accept the minutes as corrected. Jenny seconded the motion. The motion passed by consensus.
Cataloging Policy: Perry Stokes sent some input to Laurie along with some suggestions for next steps, which she emailed out to the Sage-Cat list this morning at 10:35am. [Perry’s next steps suggestion included: “1. Post as draft on the Sage wiki 2. Announce to all Sage Members with High Importance that review and comments are welcome for a designated period of time (30 days?). Send reminder in final week of impending expiration date. 3. After comment period expires, reconvene Committee to make agreed upon changes. 4. Submit to User Council for approval in November.”]
There was discussion about the best way to receive input on this document either by allowing everyone to directly edit the document through the Wiki or to use the discussion panel area on the Wiki. After some discussion it was determined that we would try to use the discussion/comments area and try to keep a weekly update on suggestions, etc., to the document. Dea volunteered to try to weekly update the comments into the document. It was decided that we would post the document with Perry’s suggested comments as part of the draft, as this is a working document. Laurie stated that she would like to use the Wiki to comment on this document instead of using this meeting time to work on it.
Acknowledging completions of Sage trainings: Laurie noted that this will get done, though it is not currently critical. She has not been able to connect with Christina regarding this (& Laurie has no completion records from the SE corner), though she will continue trying to connect with Christina. Laurie also noted that this probably is an ongoing thing & no restrictions will be coming very quickly.
Updating Sage Cataloging Contact Sheet for Wiki: Dea noted that she updated & posted the lists last Thursday to the Wiki. She will send out an email on the Sage-Cat email list letting everyone know its been updated on the Wiki. Laurie encouraged all to use this coding in the 040 & to input it into records if it is not there.
Discuss future training opportunities/priorities: Laurie noted that she has received emails in the last couple of weeks regarding some possible funding opportunities for future training. One was from Lyn Craig (LEO) (Laurie will share with the group when she gets updated following their last meeting). The other came through Marie Baldo (Hermiston PL) after speaking with Ann Reed (Oregon State Library) and Ann suggested we apply for an LSTA grant for 1-2 years of funding for training, coordinator, etc. (again Laurie will send info. to the group when she gets more information regarding this). Laurie further stated that she would like to see us bring Book Blitz back to our area. Barbara & Molly asked what Book Blitz was & Laurie noted that is professional training — very comprehensive and high level training. Lindy noted that Perry had offered Baker Co. as a sight for Book Blitz I training. Laurie stated, based off figures from the top of her head, she thought it would be about $400/student based on 12 participants. Laurie will send out a link to the group about it.
As to future trainings, Dea commented that she heard that timing and knowing further ahead of time, etc., would be helpful for planning. Laurie stated that she felt ideally would like to see a fall & a spring training somewhere at some level. (Dea was asked if she would be interested or available to continue offering something like she did in the spring. She said she couldn’t commit at this point with a new Librarian/Coordinator coming on board next month, would just have to see how things play out at home first, so to speak.) Laurie also noted that to see a functioning system we really need to have a full cataloging specialist in the center of things. This seems to be what is in place in most other systems that she has looked into. This person could set the calendar of training possibilities, etc. Barbara commented that one person who is a clearinghouse for all of the libraries & branches on this would be good. Laurie stated that we need to be discussing this with our peers & directors, and/or Sage Council reps. She noted that she is encouraged by the grant opportunities, etc., and suggested we see where we get in the next 6 months on this.
Report from System Admin., Beth Longwell: Beth stated that she has been working on upgrade issues & working on easier searching. There have been some complaints on the drop down search box, so she has been working on making changes for consistency between the pre- & post-search limits. She still needs to make changes on the advanced search. She has also been working on rearranging the facet order.
Laurie asked about whether note fields were displaying, especially the performers which she hears a lot of complaints about from patrons at her library as that is how some people decide which audios they want to listen to. Beth asked whether she was talking about display on the summary page or the details page. This led to a discussion regarding the new format of the OPAC (TPAC) & of the old OPAC (JSPAC). There is much confusion regarding how to know which one you are using, etc. Beth noted that she needs to get more information as she isn’t getting much feedback on things. Laurie asked about the weekly tips that were suggested a while back. Beth noted there seems to be a disconnect between new & old. It was suggested that Beth send out some basic tips to get everyone on level ground. It was also suggested that she may need to send occasional reminders out via the email lists about the blog that she is working on using for communicating these tips and comments. Beth noted that to get to the new TPAC in the staff client that you click on the “Toggle Template Toolkit OPAC use” link at the bottom of the right hand column on the initial splash page of the staff client.
Beth continued with her report that there are still a lot of things to do, such as Dea sent some suggestions on bib templates that she hopes to do this weekend. Also there is authority work that still needs to loaded & instructions as to how to use this sent out.
Committee Housekeeping: The original guidelines for the Cataloging Committee were for October elections. In terms of changes to Cataloging Committee structure Laurie suggested she would formally like to see there be a chair and a recorder for a 1or 2 year stint. We can discuss how we are set up in October, such as do we need a formal # of members, do we need to be more formal, etc. If anyone has comments regarding this please place them on the email list for discussion. A discussion was held regarding date for the next meeting & regularity of meetings. Mondays seem to work well because so many libraries are closed and so it allows for more participation. It was determined that every other month (i.e. even-numbered months) should be a good time balance and we could call a special meeting between if something pressing came up. Laurie will poll (to have set by middle of next week) via the Sage-Cat list to see if the 1st Monday of even-numbered months will work okay.
Please send suggestions for agenda items to Laurie. She noted that she has more items that we never seem to get to with more pressing priorities rising to the top of the agenda, but would like input on agenda items.
Meeting was adjourned at 12:10pm (PDT).