Sage Council-January 17 2012

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Sage Council Minutes

DATE: January 17, 2012

TIME: 9:00 a.m.

PRESENT: Chrystine Brown, Beth Longwell, Perry Stokes, Karen Clay, Terri Washburn

Video: Sheila Dooley, Marie Baldo, Erik Jensen, Shannon Van Kirk, Arla Melzer, Buzzy  Nielsen, Jayne Guidinger, Brian Greene, Ann Zuehlke, Linda Stahl

Phone: Darlene Johnson, Kat Davis, Marsha Richmond, Laurie O’Connor, Christina Macklin, Dea Nowell, Amy Hutchinson, Denine Rautenstrauch

CALL TO ORDER: Perry Stokes             

AGENDA REVIEW: Approved                  

APPROVAL OF MINUTES:  Add Dea Nowell in attendance. Minutes approved unanimously for 11/15.

 COMMITTEE REPORTS:

  1. System Administrator:

Library to Go record removal is almost complete. The search widget will then be added and new skins created for the community colleges. On-line resources links are now displaying on the title results page providing more visibility and quicker access. The holds have been increased to 9. Evergreen is looking at the recent failures we have been experiencing. We are not the only consortia on version 2.1 having this difficulty.

  • Governance

The revised By-Laws were sent out on January 3. There has been good feedback so far. Most of the comments have been incorporated. The major change involves how grouping of libraries occur. Instead of grouping libraries according to number of circulations and holdings, it is recommended to consolidate libraries by type and population served.  A representative or two from each group would then be a voting member on the council. There would be a cap to the number of council members with fluidity built into the structure. The motion to pass the new by-laws issued by Ann and 2nd by Karen. Motion passed with 1 abstention.

The next task will be to determine what criteria is used for new libraries joining Sage. Things to be considered are: what new member fees should be charged, the process, and timing of migration.

  • Circulation Committee

Reminder that ILL labels should NOT have the patron’s name on them. The committee is meeting every 2 weeks and the meetings are open to all. They are working on patron profile consolidations, loan rules.  Check parts messages to be handled locally rather than adopting consortia-wide policy. A survey will be coming out shortly in regards to patron profiles.

  • Courier Committee

Perry was successful in obtaining a grant from Leo Adler for the new bags. Beth has ordered the new bags and the proofs have been approved.

Lake County needs bubble mailers if anyone has extra sitting around.

  • Catalogue Committee

The committee is working on de-dupping the catalogue. The policy manual is being re-written.

It is recommended that all cataloguers be required to take the Marc21 on-line training course. It is 12 hours and is free. Regional training will take place in the spring. Those with current, formal training may apply for an exemption to the committee for the required training. Buzzy made motion and Karen provided 2nd. Motion carried unanimously

  • Budget Committee

Karen apologized. The most currently budget spreadsheets were just emailed before the meeting. The proposed budget is based on the new governance structure and incorporates an 18% increase over last year’s budget. The increase is due to the following: courier costs (25%), evergreen support (33%), building a server reserve over 5 years period (however 3 years would be better), and administrative support. Equinox contract $25,000 ; Admin support contract $35,000. Removed current training support line item.

It was recommended before looking at a service contract, need to review and update Beth’s job description. The service contact will need to be very specific and measureable. Identifying the chain of command, etc.

A few minor changes were recommended: Community Colleges to be broke into small, medium, and large. Add back in over 30,000 for public library group. Community Colleges and EOU as a University Library would be listed under Academic Libraries. Community colleges need to average FTE over a 4 year period for determining what size they fall under. We also need to add a specialized ILL category for large resource sharing partners that want patron-initiated holds. Brian made the motion and Marie provided the 2nd. Motion carried with 2 abstaining.

The budget will be updated with recommended changes and sent out as soon as possible. Discussion will be encouraged in anticipation of the vote in March.

Other:

     A.         Enable Copy Holds in OPAC:

                  It was suggested to provide a trial for 6 months of turning on copy level holds. Development will be necessary before the trial can be conducted. Concern was expressed about two trials being conducted at the same time. It was suggested that we proceed with the holds increase/holds prioritization trial first. In July evaluate and then start trial of the copy level holds. Karen made the motion and Christina provided the 2nd. Motion passed unanimously.

Meeting adjourned at 11:00 a.m.                 

Next meeting will be March 20, 2012