Pioneer Council Meeting –
March 18, 2003 (9 am to Noon)
Present: Aletha Bonebrake, Jo Cowling, Patty Cutright, Beth Longwell, Shirley Roberts, Carol Anne Thew, Carmen Wickham; Pat Bradshaw, Darcy Dauble, Ken Reading, Marsha Richmond, Jean Ruud. (televideo).
1. Minutes of February 18, 2003 meeting
Approved as written
2. Agenda Review
Shirley would like to add a courier update. Beth will report on scope order.
3. Information Handouts
Shirley reports sending out three documents via email attachments prior to the meeting.
4. Committee Reports – Beth
Cataloging workgroup: Beth is working on the CAT binder.
Circulation workgroup: Did not meet, need to define goals.
Scope: III working on correct order of libraries. The change will take place on a Sunday. Beth will coordinate with libraries open on Sunday (TVCC & Baker Co.).
Membership, Governance Taskforce: Patty reports that Aletha will join the committee. Patty will contact Bob. The Committee will provide a timeline and goals at the April meeting.
OLD BUSINESS
5. Contractual Projects
Dedupping: Beth estimates 463 hours of work (926 pgs) generated mostly by merging of node records. Consensus directed Beth to equitably distribute pages of dedupping packets to 8 libraries based on hours. Project to be completed by this September (03’).
Unlinked headings: Beth estimates 336 hours of current work required. Quarterly accumulation expectations are 30 hours (120 hrs/year). Consensus is to begin this project following completion of the dedupping effort.
6. Remote Button review – Beth
30 day review. Consensus to leave as is with LC search only.
NEW BUSINESS
7. Courier – Shirley
Senvoy is making site contacts. Still working with Union County cities and some rural Baker County schools. Hard copies going out to all libraries via Senvoy courier this week. Senvoy’s free service is valued at $26k annually. With this in mind, Patty reports a PR campaign for Senvoy is in development. Some kind of tax benefit for Senvoy is also also contemplated. Darcy questioned the Courier committee involvement. Patty said that the committee would be brought up to speed before the April meeting. Initial billing will be about April 1 for the last quarter of FY 02-03. ($14 schools, $21 publics, $30 ea. Orbis)
8. Grant Budget recap – Patty/Shirley
Patty reports most final reports have been completed. The final Meyer report is not yet complete and any input about project benefits is still welcome. Shirley reports a smooth finalization process with an ending project balance of $40. Cathy Britton will do the final evaluation.
9. IUG Annual meeting costs – Shirley
Shirley reports that $794.20 still needed to send Beth to the annual IUG conference in Oakland, CA next month. Aletha moved and Darcy seconded a motion to (1) bill each node $265 to cover the balance of this years IUG conference costs, (2) starting in 03-04, budget $1,200 for Council approved, System Administrator professional development travel. Motion passed unanimously.
10. Pioneer 4 Libraries – Shirley
Shirley reviewed letters of intent received from other libraries for joining the Pioneer Library System. Grant Co. is interested in retro conversion assistance prior to possibly joining as a circulating site. Pros/cons were discussed. Current non-paying libraries (Sandstone MS and Sunridge MS) would have their scopes available to use on behalf of others. The upcoming LSTA automation expansion grant proposal due April 11th was discussed. Consensus was to omit Grant Co. retro and submit the project proposal based on letters of intent.
11. Outsourcing of Cataloging
Pat B. reports this idea originated with LEO. Currently, Malheur County and BMCC are interested. Consensus is to table until the summer and then have the Cataloging committee begin investigating the possibilities with no initial deadline.
12. Barcode Coordination – Darcy
Darcy reports a recent purchase of overlapping barcodes and felt a discussion about coordinating purchases to prevent future errors would be helpful. Other uses of barcodes were discussed. Beth recommends having the beginning of each barcode unique to each library should solve the
problem. Beth will post a barcode list.
13. Universal Borrowing Card
Open discussion about what this means. The Home library card policy was reviewed. The Consensus is to clean up patron records so that a borrower has no more than one public library record and one academic library record. Generating a list of duplicate patron records for cleanup was discussed. Patty proposed that the Circ. Committee make a proposal as how best to proceed. Consensus from all.
14. Library Priority table – Beth
This table is not currently activated for use but limits title level holds. It changes title level to item level holds. Removing this table would allow title level holds. Consensus is to remove the table as we can always restore it if necessary. Beth will contact III to remove the table.
15. Other Business
Pat B. brought up missing books (i.e. books sent but not received). Reviewed Orbis policy that operates under the principle of shared risk. Consensus was that we needed a policy region wide.
Patty will research past minutes to see if this has already been addressed but overlooked. If not found the she will draft a policy for the April meeting.
Next meeting, April 15, 2003, 9 am to Noon.