Sage Council-January 14 2009

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Sage Council Minutes


January 14, 2009, 1 pm Pacific Time (New Meeting Time)
 
Attendance:  Karen Clay, Beth Longwell, Bob Jones, Perry Stokes and Louise Weeks; via video:  Ken Reading, Kat Davis, & Shannon VanKirk, Cheryl Hancock, and Amy Hutchinson; via conference call:  Marie Baldo, Kathy Street, and Denine Rautenstrauch.

Council Chair Karen Clay called meeting to order at 9:10 am PST. 

  1. Agenda Review —Add a report from Courier Committee
  1. Approval of Minutes – Minutes were not written up yet.  Beth gave an overview of our last meeting.  Read once posted and email Beth with any discrepancies. 
  1. Committee reports—
    1. Open Source—(kc) Things are progressing along with the 12 libraries who volunteered for the testing.  We posted an RFP and have selected Equinox.  They are implementing a test system with Evergreen.  We also posted a job for a grant coordinator which closed Monday with six applicants applying.  The committee will meet following this meeting to discuss the position.  The Migration will start in February and we hope to start testing in April. 
    2. Courier Committee—(bl) Re:  additional funding from LSTA Grant.  Beth contacted Ann Reed.  We were approved for additional funding.  Reed is modifying our 2008 contract to be $26, 527.  We will still need to instill cost-saving measures. 

There was discussion on holding copies for home patrons rather than requesting an ILL from another library.  Click-N-Ship expenditures were also discussed.  We can only send first class @ $4.85 a book through Click-N-Ship, while it costs only about $1.50 a book to send via media mail.  Beth is looking into other possibilities.  It was decided to set up a meeting for the committee to discuss other options.  Karen, Ken, Marie and Beth will have a conference call meeting the first week of February or meet in La Grande if the weather is good. 

  1. New web site – feedback/discussion—
    • (kd) Patron has been having a problem going back to the previous page using the browser back button while viewing a record.  It is encouraged to use the “back to the list” button on the page to go back instead. 
    • Site switches from individual scope to all libraries scope while looking at records.  This is possibly a scoping issue. 
    • (bj) Certain titles are showing up on Millennium but not in the catalog of a library’s holdings.  This is possibly a location issue.  Clicking on the side bar may be causing the problem. 
    • The list at the end is out of ABC order in the dropdown box.  Beth will investigate. 
    • (ps) Restricting to a particular library shows other library’s holdings.  Perry will send Beth an example. 
    • (sv) There is a display problem.  Beth is aware of this and working on it.  Bot Logo wants to move from the bottom of the page.  Possibly just move to the RH frame in small print. 
  1. Sage Budget Draft—(bl)
    • Beth did not add the 4% increase to the Associate Level charges.   
    • Innovative Maintenance charge included a cost of living (CLI) increase on the monthly bill.  We did not pay the bill because our original contract did not state it.  They sent a new contract which we did not sign.  Then they charged the CLI to the maintenance bill.  This is a dollar amount of $250 per month times 12.  Beth will adjust the invoice and pay the amount without the CLI. 
    • Authority Work fees stayed the same. 
    • Personnel costs reflect a 4% increase. 
    • Travel budget was reduced because Beth did not see a need to attend the IUG conference and the grant will help cover sites visits for the 2009-10 year. 
    • Full Council charges show some reduction compared to the previous year.
    • Re:  labels.  Should charges go to the Courier budget?  And what about Wiki membership?  It was decided to create an administrative line item for services and supplies.  Adding $100 to the budget for a new line item might add about $10 to the Full Council this budget.
    • The charge for records is for those Item Records in the system in December.  There is no charge for Patron Records.   There was discussion of formulas used to determine fees.  We will keep Innovative through June of 2010.  In January of 2010 when we look at the 2010-11 budget, we will need to revisit formulas used to determine fees for maintenance if we go to an Open Source with Equinox.  The reason we chose Equinox is because they have a track record with Evergreen. 
    • There was an increase to the Courier costs.  The LSTA grant is funding the lion’s share of this.  Should we up our fees?  There was discussion regarding the equitability of Courier fees.  It was decided to wait until January 2010 to restructure the billing cost/fees when we know for sure if we will be going with an Open Source. 
    • There was discussion of Agency billing like with Baker Co. Library and Lake Co. Library.  It was decided to make Baker Co. Library one agency instead of breaking out into the branches. 
  1. Other Matters—(kc)
    1. (bl) The 2009-10 funding from LSTA will be $33,176 minus the administrative fees for EOU.
    2. We will have the Courier Committee make a recommendation to the budget after they meet next month. 
    3. (bj & sv) Some libraries are starting to charge a fee for NOT picking up an ILL.  Could Beth possibly put a library specific (scoped through the patron record) notice of possible fines incurred for NOT picking up an ILL?

Possibly have the fines tabs turn red with Any amount instead of amounts of $1.00 or more.  Put to the Circ Committee Wiki.  Beth will look first to see if functionally possible. 

Meeting adjourned at 2:30 pm PST

Next meeting will be on March 11, 2009

Louise Weeks, Recorder