Pioneer Council Meeting
September 3, 2002
Present: Patty Cutright, Shirley Roberts, Heidi Florenzen, Darcy Dauble, Noel Peden, Ken Reading, Jolyn Wynn, Claudia Widmer, Aletha Bonebrake, Marsha Richmond, Beth Longwell, Vicky Bruce, Carol Anne Thew, Arleta Langley
Speaker Phone: Pat Bradshaw
Absent: Jo Cowling
Recorder: Arleta Langley
1. Minutes of July 1, 2002
Minutes of July 1, 2002 approved as written.
2. Agenda Review
Darcy suggested we move items 7 & 8 up in front of the reports, so Noel could give his presentation and be dismissed. Darcy asked group to introduce themselves and state what the Pioneer System has meant to them.
3. Election of Chair
Many were hesitant in volunteering for the chair job due to being unsure of the work load. Darcy outlined her duties for the past year and the time involved. Aletha indicated that in the past, we have rotated the position. Ken suggested the chair move from node to node. The central node was chosen and Patty stepped forward to accept the new chair position. It was suggested the By-laws be revised in regards to rotating the chair position amongst the nodes.
4. Information Handouts
Heidi passed out the Circulation Committee Proposal.
Patty distributed the INN Touch. It contains an article on our Pioneer Library System entitled Pioneer Library System: Grassroots Efforts Pay Off. Handouts are attached to original minutes at Eastern Oregon University.
Action Item
Additional copies will be requested by Patty and sent to all Pioneer libraries.
7. Report
Video conferencing – Shirley
Shirley did some research to determine if existing video conferencing equipment could be utilized by the Pioneer libraries. She found out that the equipment purchased as a result of Senate Bill 622 became the property of the school districts. Some districts do not charge (e.g. Nyssa) but others do (e.g. Union-Baker ESD). Some schools have elected not to continue the service due to the cost of supporting an additional T-1 line.
EOU is acquiring more bandwidth and there won’t be any problem serving as the central unit. There would be 3 other units purchased and placed strategically throughout the region. These could be used for meetings as well as training. Aletha indicated that she should know something by late October in regards to the federal grant to place polycom units in each public library of the region.
Noel stated that the polycom units are nice, easy to use and the best.
8. Report
EOIN updates – Noel
It is moving along. He is building from ground up trying to make it a system you want to use. It needs to make sense from the “Pioneer” system. He hopes to have it in a test mode very soon and will keep us updated.
Patty: Since the inception of The EOIN 16 years ago, EOU has been providing ILL referrals on OCLC. Due to budget constraints, EOU will need to begin charging for referrals on a cost recovery basis to mitigate the expense of providing this service. She indicated that the number of OCLC referrals have gone down since the increased number of libraries in the consortium. Each patron request that is referred to OCLC will cost $3.00. Patty will send a letter out to all EOIN libraries. Darcy suggested the unveiling of the new system coincide with the letter going out relaying the need to charge for OCLC referrals.
5. Reports – Beth
Cataloging training/TVCC
The Book Blitz Workshop is set for September 24th – 27th at TVCC.
Cataloging utility placement
Super Cat licenses will expire the end of October. Beth contacted libraries to determine which bibliographic utility they would be using in the coming year.
Most EOLN sites will use Laser Cat, most SOLN sites will use Cat Express, LaGrande Public Library, Baker County Library and the Oregon Trail Library District will use Super Cat. Consortial pricing from the vendor is dependent upon central billing, distribution and support.
Action Item
The council asked that the systems workgroup determine those central contacts and that the cataloging workgroup look at how training needs should be met.
Web Access Management (WAM)
Short discussion followed on what WAM can do.
Action Item
Beth will send out an e-mail explaining WAMwhat information is needed so that they can start using it for their patrons.
Systems workgroup
Basic issues being discussed are the courier system and if we decide to grow, how much should new libraries pay and what should the governance structure be.
Action Item
By November meeting the system workgroup will prepare 2 to 3 scenarios/models of how ongoing system cost should be distributed. A courier update will be given at the October meeting.
Circulation workgroup
Heidi explained the Circulation Committee Proposal that she had handed out earlier. It was recommended that we wait 30 days and review proposal.
Action Item
The Circulation Committee Proposal will be up for approval at the next meeting.
(Dismissed for lunch)
6. Review for adoption: cataloging committee policy documents:
Mission statement
Committee structure
By-laws
The motion was made by Aletha and seconded by Jolyn to adopt the cataloging committee policy documents.
Anne’s Final Report
The cataloging committee will look at Anne’s final report. It was suggested they decide what information can be used from it.
Action Items
Beth will contact Dea about setting up a meeting.
Cataloging committee will report back at the October meeting.
9. Report – Aletha & Patty
Senate Task Force
Aletha reported that there is a proposal that net lender program monies go towards statewide databases and courier.
Action Item
Patty will compose a support letter and distribute via e-mail for council approval.
It will then be sent to the Senate Task Force on Library Cooperation.
10. Reviews: Budget – Shirley
a) Grant goals and objectives
Twelve objectives were listed. Ten of the twelve objectives have been met. The remaining two are in progress. Discussion followed on the Pioneer Administrator’s position concerning whether she has adequate help, equipment, etc. Patty says “no” as there is an incredible amount of work. It was thought by some that after the grant period there would be in addition to a full time Pioneer Administrator a half-time assistant.
Action Item
Beth and Carol Anne will report back to the Pioneer Library Committee on what they each do. It was suggested that Beth report how time is spent on a percentage basis. Workload needs to be accessed and a list made of tasks that need to be performed on a routine basis by the next council.
b) Budget
Shirley presented an overview of the current budget status. .
c) Budget additions – (Budget Additions to Discuss – handout attached to original minutes at EOU)
Budget additions which had amounts in the pending column were discussed.
The lines and the corresponding action taken, follow.
Line #28 – Basic Training Days – extra days removed, pending balance zeroed
Line #47 – Super CAT licenses – not needed, pending amount zeroed
Line #57 – Serials – module will only be used by EOU
Line #56 – Multiple Accounting Units – motion made and Aletha seconded to put this amount in a deposit account with Innovative with intent to purchase another accounting unit or until council issues a revised purchase request. There was discussion of how acquisitions could facilitate ordering and save cataloging time.
Line #66 – $16,815 – motion made by Pat and Jolyn seconded to purchase video conferencing equipment
Line #69 – Ken made the motion, Patty seconded to authorize purchase of an additional load table to facilitate the use of Cat Express
Line #70 – Aletha made the motion, Ken seconded to purchase the multiple IP product for use with WAM
Line #73 – Pending – Automated Circulation software – tabled till next month
Line #74 – Travel to Book Blitz workshop taken from line #28
Action Item
In regards to Line #73, libraries need to determine whether they would be interested in using the self-check software and sharing its maintenance cost by next meeting.
d) Review of Monetary Obligations to Pioneer Library System
Shirley went over the handout (attached to original minutes at EOU) and answered questions.
Action Item
Shirley will add a .5 position to schedule and send out.
Shirley will send out the bills to cover the maintenance costs for the remainder of
the fiscal year.