Sage Library System
Council Meeting
MINUTES
Pendleton Public Library Meeting Room
Video conference; Go-to-Meeting; Conference Call
July 17, 2012
The meeting was called to order at 10:00 AM by Perry Stokes.
The agenda was revised with the addition of three additional items, added in sequence to printed agenda.
Minutes were approved as written. (MSC)
ADMIN & COMMITTEE REPORTS
SYSTEM ADMIN REPORT (Beth Longwell): As of the meeting version 2.2 was still not operating correctly.
Beth said that she was deferring to Equinox as it was out of her hands. She checked frequently during the meeting to discern progress and the system was somewhat operational before noon. She stated she would be debriefing with them as to why our Sage upgrade was more problematic than other systems had experienced.
GOVERNANCE COMMITTEE (Karen Clay): EOU had one viable candidate for the technical support position. That person then declined the interview. They have decided to recombine the two positions into one, and have received permission from EOU to bypass their RFQ process. They will include wording in the posting information: Must be willing to work under an Oregon University System contract. There was concern about the $1 million liability insurance policy required for contractors.
With the salary savings realized by starting the position later in the year, Karen said they could cover the cost of the policy. New position will be advertised now through July 29. The planned schedule includes interviews the second week of August and a start date of September, but there will be no close date. It will remain open until filled.
SAGE OPTIONS SUBCOMMITTEE: No report given, see discussion item below.
BUDGET COMMITTEE: No report
CATALOGING COMMITTEE (Christina Trunnell): Cataloging hasn’t met since last report was made, so nothing new to report. Beth noted that they were hoping to get additional training going for fall, but nothing has been firmed up yet. Lyn Craig (LEO) had been directed by the LEO Board to coordinate with the Cataloging Committee to work on funding to support training efforts. No report on progress.
CIRCULATION COMMITTEE (Erik Jenson): Committee is meeting monthly. They are reviewing Standardized Loan Rules and other documents and working to combine them into a single tool called “Sage Circulation Policies”. With release of Evergreen 2.2 they will initiate monitoring the copy-level hold function for six months as agreed at a prior Council meeting. The committee will then provide a report.
DEVELOPMENT COMMITTEE (Buzzy N.): Waiting for 2.2 upgrade to move forward.
ACTION AND DISCUSSION ITEMS
NOMINATION/ELECTION OF COUNCIL OFFICERS: Buzzy N. was nominated as President; Cheryl Hancock nominated as Vice President. Both were appointed unanimously by acclamation.
MOU REVISION (Karen C.): The MOU has been revised but needs to be posted on the Wiki for review and comment. It simply clears up “anachronisms from ancient, original MOU”. Marie Baldo stated she will put it before the Governance Committee in August.
NEW PATRON PROFILE GROUPS (Beth L.): This was a “fairly successful” project without too many issues.
She is completing the deletion of old groups. Perry S. commented that he and Beth are working on a spreadsheet listing the default profile groups and that he will post it on the Wiki.
EVERGREEN 2.2 OVERVIEW (Beth L.): Main features of the upgrade include the OPAC (now called a TPAC) being more customizable. Some new features: can turn on check out and holds history; an ability to send text messages for holds; “Auto Suggest” feature; ability to restrict “floating collections” to a specific library; option for credit card payments (review of this option will be handed off to the Circulation Committee); the ability to bring up a Google map showing library locations and hours.
GENERAL DISCUSSION
STRATEGIC PLANNING/SAGE OPTIONS (Buzzy N.): Under the current design, Sage is a service of EOU. It has no standing as a separate entity. The committee has had an initial meeting for the purpose of evaluating options to keep Sage functioning if EOU is no longer the parent organization. The group is looking at several models including incorporation as a 501c3. The committee is also trying to discern the full cost of operations. The second meeting will take place immediately following today’s Sage Council meeting. Anyone interested was invited to attend.
ADDITIONS TO AGENDA
COLUMBIA GORGE CC RESIGNATION (Perry S.) Brian Green was elected as the Sage Community College Rep. He has resigned from the position due to recent changes in his job. Shannon Van Kirk had the second highest number of votes and was appointed to the position pending her approval (MSC)
“GO TO MEETING” AGREEMENT (Perry S. ): Perry set up the product “Go to Meeting” as an option for today’s meeting. He received a letter from OLA that included a standard letter of agreement, officially noting our participation in the use of the product. He will forward to Buzzy to sign.
LOST MATERIALS (Group): Discussion on the problem of recovering items lost while on loan to another library. It is the responsibility of library that checked out the item to their patron to recover the lost item. Some libraries have more issues with recovering materials than others. Some do not charge fines and provide no incentive for patrons to return the items. Some discussion on whether to not fill loan requests for libraries that do not take action on “non-returned” items. There was a suggestion that we have an annual, system-wide “missing items” search week.
COMMUNICATION WITHIN SAGE (Perry): Sage members would appreciate better communication regarding important events. Example was given of short notice on 2.2 upgrade. Suggestion to use Google Calendar for events. There was lengthy discussion on the Wiki as opposed to other means of sharing Sage documents with the group. Many don’t use Wiki due to the password issue. There was preference expressed for email as it is used universally and no other passwords are required. Some people are not getting committee information, so email lists may not be complete or accurate. Ami suggested that committees submit written summaries of meeting notes to the wiki. Other options included combining email with Google Docs or creating a “staff only” space on the Sage Plinkit page http://sage.plinkit.org/ . Wiki will continue for now. Beth will compare Wiki vs Plinkit and come back with a recommendation.
Meeting adjourned at 11:30 AM
Submitted by Kat Davis, Council member