Sage Council-July 14 2008

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Sage Council Minutes


July 14, 2008 9 am Pacific Time
 
Attendance:  Karen Clay, Beth Longwell, Jo Cowling and Louise Weeks; via video:  Ken Reading & Shannon VanKirk and Marsha Richmond & Jackie Redinger; via conference call:  Marie Baldo and Darlyne Johnson. 

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

  1. Agenda Review —Add an update on Grant County libraries
  1. Approval of Minutes – Minutes approved as stated.
  1. Governance modification—(kc)
    1. Email vote passed with 75% of membership voting yes.  We still need Level 1, 2, & 3 libraries to get together and select 3 members to be their representatives.  Karen will email these levels’ members to ask who will be chosen to represent them. 
    2. ILL Circ libraries need to select two members also. 
    3. In the fall there will be nominations for chair and voting in September. 
    4. Beth updated the Bylaws on the Wiki.
  1. Open Source Grant—(kc) Update:
    1. We passed the draft level of the LSTA grant.  We now need to draft a full grant application which is due Aug 15th.  Each library who is volunteering to trial the software needs to fill out the form available from Karen.  Letters of support outside the Sage System are needed.
    2. The Wildhorse grant is pending.  We may need to look at an alternate grant in case the Wildhorse grant fall through.  The Grant Committee is comprised of Shannon, Ken, Heidi, Perry, Beth and Karen.  The committee needs to meet to gather ideas for letters of support and hash out the final full grant application. 
  1. WebOPAC improvements—(bl) Beth is still working on this re:  new features, etc.  The fiscal year statistical reports are taking precedence. 
  1. Privacy Policy draft—(jc) a copy of the policy was passed out and reviewed.  It was suggested to paraphrase (or include in its entirety) the mission statement as the purpose in the first line of the policy.  Karen will make the change and send out to membership for vote via email. 
  1. State Library Statistics—(bl) Beth will do again for the public libraries, supplying those statistics available through Sage  in spreadsheet format.  An email will be sent out when they are posted to the web site.
  1. Courier—(bl)
    1. Beth asks that libraries let people be aware of the changes we’ve made.  Gilliam County moved back to Click-N-Ship because of problems with the Orbis Cascade courier and Orbis’ use of warehouse storing.  TVCC and Harney County still use the Orbis courier and are happy with it. 
    2. ILL label concerns—there are concerns that the label is too sticky and leaves a residue.  Beth is looking at another vendor.  She will purchase a small quantity to see how they work.  Baker and Nyssa have given Beth some names to try.  Once we have, Beth will send out. 
    3. Courier is way over budget—over $9,000—but working okay.  The total is $42,000.  Adding Orbis Cascade was about $6,000.  Click-N-Ship was over $22,000 but serves over half of the Sage Libraries.  Beth spoke with Ann Reed who suggested that we look at 2009-2010 and revise it for August.  We could even amend the 2008-2009 in fall to accommodate the change with gas price increases.  Should we have Beth do a cost per book analysis?  Consensus thought we should have Beth do one.  There was discussion to convene a meeting of the Courier Committee to look at these matters, possibly at the beginning of August for the 2009-2010 FY. 
  1. Grant County—(bl) Beth was contacted by a library board member of Grant County and requested the cost to become a circulating library.  They would come in at the Associate level.  The Grant County Board would like more information and wants Beth to do a presentation.  They are looking at August 6 for the presentation date.

Meeting adjourned at 9:50 am PDT

Next meeting will be on September 16, 2008

Louise Weeks, Recorder