Sage Council Minutes
DATE: January 12, 2010
TIME: 9:00 p.m.
PRESENT:
In Person: Karen Clay, Chrystine Brown, Beth Longwell, Kim Tally, Teri Washburn, Keri Phillips
Video: Ken Reading, Kat Davis, Perry Stokes, Shannon Van Kirk
Phone: Denine Raunstrach, Cheryl Hancock, Marie Baldo
CALL TO ORDER: Shannon Van Kirk
AGENDA REVIEW: As Presented
APPROVAL OF MINUTES: Review
COUNCIL BUSINESS:
OLD BUSINESS:
1. Temporary hiatus in council representation from Associate Level 3 Library Rep
The Gilliam County Librarian is on leave until further notice. Her position on the council will remain on hiatus at this time and will not be filled. Beth did look at their MOU and the Library Board Chair did sign it. It appears the vice-chair is initiating the issues. Gilliam County is also looking for a reduction in Sage Membership Dues.
Action:
a. Amy will request Gilliam County Library Bylaws and minutes from their executive session when the librarian was placed on leave. She will also contact the County Judge to see what the structure/authority is.
b. Ken and Amy will meet with the Gilliam County Library Board around December 3 to discuss their finances, before any decisions are made about reductions.
2. EZProxy
EZProxy is used for authentication. It has been found to solve the authentication issues with Gale and EBSCO. It is approximately $500 to buy the license. Amy suggested contacting Gale Tech Support. They were able to correct the issue for Amy after she provided the barcode prefixes for her patrons and the number of digits in their barcodes.
Action:
a. Beth will contact Gale Tech Support and get more information
b. Beth will contact EZProxy about consortium license and trial.
3. Gale Ebook titles added to the Sage Catalog
25 e-reference titles are being added to the Marc records. Beth will create a special Sage location for e-files and add to everybody’s scope. This will make it easier for patrons to access.
NEW BUSINESS:
1. Proposed Budget
Beth presented the proposed budget for 2010-2011. The vote on the budget will at the March meeting. Beth will post the budget on the wiki to let all libraries provide input/comments.
2. OPAC Patron Comments
Comments had not been looked at since the spring of 2009. When Beth did look at the comments there were approximately 60. However, there was no identifying information to be able to respond to the comments. It was asked if still needed. It was decided to keep the link active, but modify it identify home library and ask for email contact. Beth will report at the next meeting.
3. Re-Convene Circ/Cat Committees
Beth asked that the Circulation committee and Cataloging committee be reconvened. The wiki was suppose to help with communication and dialogue but is really an information place holder and not a way to have active discussion. Shannon will send email out asking for volunteers to chair each committee.
COMMITTEE REPORTS:
- Courier
Courier bags have a lot of interest. Beth has rethought the idea of having 4-H groups make the bags. She has pricing for ready made bags $3.52 per bag. She would start with 1000 bags. Initial cost will be $3520. At this point, we have only used 1/3 of the budget and ½ way through year. Perry moved to use the LSTA Courier Grant Funds to make the purchase. Kat made the 2nd. Motion passed unanimously.
Update 1/12: Beth has ordered a 1,000 bags. They should be here around the 20th. They are dark green and have a pocket on the front for to/from labels. Distribution will be by ILL stats.
- Evergreen Open Source
Karen reported they have met via phone. They have received guaranteed funding for the 2nd year. The money will be available in February. She made it clear they will need an extension because version 1.6 still has not been installed on our server for testing. For budget considerations Sage will need to assume we will have Innovative for another year.
Update 1/12: Version 1.6 has now been installed. EOU staff had training in December on version 1.6. The acquisitions module as it is now it too rudimentary. Equinox and Evergreen are working on it, but there is no timetable. As it is now, it will not work for academic libraries and what is required to meet state requirements for fiscal and reporting. A four month extension has been granted for year one to improve the catalogue system. The 2nd year will need to be modified or give the money back. At this point need more information. What is the cost to bring the acquisitions and serials up to a usable format? Is a staggered format feasible? A decision will need to be made this spring. Beth is looking at several products that will allow a staggered format. They are an OPAC overlay software. They are: Drupal, eXtensible and Blacklight. Beth will do more research to see if they are applicable to our systems and meets our needs.
- Region-wide loan rules
They have met three times and have sent the draft rules to the committee. It was recommended that they be put on the Wiki to get additional comments from other libraries for the next two months.
Update 1/12 Committee consisted of Jo Cowling, Kathy Street, marie Baldo, Mary Finney, Shannon Van Kirk, Perry Stokes and Jacki Reddinger. Met in December to review the comments from 5 libraries about the November Draft. The January Draft is now posted on the wiki and it is recommended to ask patrons about proposed changes, to get their input. A summary of some of the changes to the draft are:
- Changed hold limits from 10 to 6
- Changed loan from 28 days to 21 with 2 renewals min. of 14 days
- Fine structure changed
- Changed grace period from 0 to 1
- Changed high demand items to a 7 day minimum
- ILL pick up from 5 to 7
Kim will contact other schools to gather their input and will report back at the next meeting.
Next Meeting:
March 17, 2010 at 1:00 p.m.
CIRC RULE CHANGE
Issue: Cannot renew overdue materials on-line, must renew in person
Motion by Shannon and 2nd by Cheryl with unanimous vote to extend the policy to allow renewals on overdue materials through on-line process.
CLEAN UP OF EXPIRED PATRON RECORDS
If there is a migration to Evergreen, it will be fee based on the number of patron records migrated. Need to do a clean-up of all patron records before the migration. Please work with Beth to cleanup, identify and complete. This should be a priority for the next 6 months. Everyone needs to make sure there are no social security numbers associated with patron records.
Acquisition of Global Road Warrior Product
Beth sent the login and password to everyone to try this product. The last price quote was $19,000 now offering a 50% discount to all of Sage.