Sage Council Agenda
March 18, 2008 9 am Pacific Time
Attendance: Karen Clay, Beth Longwell, Louise Weeks, and Jo Cowling; via video: Amy Hutchinson, Marsha Richmond & Jackie Redinger, and Ken Reading & Shannon VanKirk; via conference call: Jolyn Wynn, Marie Baldo, and Darlyne Johnson.
Council Chair Karen Clay called meeting to order at 9:03 A.M. PDT.
- Agenda Review—no changes
- Approval of January minutes—approved
- Budget Discussion/Vote—Changes include removal of Powder Valley HS. Baker HS was removed earlier. Also included are actual travel dollar amounts, and setting aside money for a server was removed for this budget year as the option of going with an open source ISL is being considered. We can always insert it back into the budget next year if we need to. Overall, there is a 5% to 6% increase. Karen asked for a motion and Jolyn made a motion to accept with Marie and Jo second. All were in favor with no nays or any abstentions.
- Privacy Policy—We want to create a committee to research and present a draft to the Council and would like to have both Public and Academic libraries represented. Jo Cowling asked for a summary and Amy told her what/why we are looking into drafting such a policy. Jo (LPL) and Amy (LCLD) volunteered to do this. Shannon suggested that obtaining a copy of the FERPA guidelines would be a good idea. Amy said she has experience with this from a previous job. A draft policy could be brought back to Council in two months for review. Amy reiterated why this issue came up. Jo’s concerns stem from her admin wanting them to use volunteers at checkout where they would have access to patron records. Question arose regarding having it spelled out that volunteers not be allowed access to these records. Jo and Amy said that something would be included.
- Committee Reports
- Open Source ILS committee—Karen changed the title from “Evergreen ILS committee” to “Open Source ILS committee” because we should not yet commit to a single vendor at this time. Committee met and looked at the reasons for going into an open source ISL. Having more control over your own system was one reason. They are putting together an LSTA grant with an April 11 draft deadline. If the proposal goes to the next step, then the full proposal is due in August. LSTA decides in October and rewards in January. We are considering the grant to have a one-year start up and then a second year to implement. It was suggested to notify LSTA of a two-year intention. A two-year grant is actually two separate grants. They are also looking into a smaller grant from Wild Horse to cover the cost of equipment.
- Cataloging Committee—Cataloging is reviewing material types. Beth is trying to implement discussion forum software to both wikis. Libraries are not yet comfortable with “editing” the wiki to add comments and raise questions. She needs to re-prompt libraries to join into the discussion. Karen was wondering is that job wasn’t the job of the chair, and asked who the chair was. Katrina is chair of cataloging committee.
- Circulation Committee—Circ wiki is still in process of construction. There is currently no chair, as we haven’t met to vote on a new one after the last chair had to step down.
- Courier Committee—Beth has asked that a Courier Committee be set up on an as-needed basis, and not one that is standing. As she is working on the budget, decisions come up that should be made by more than one person. For example, the Orbis-Cascade courier is renewed annually. Decisions regarding who stays or who is removed needs to be decided based on usage and cost data. We have to pay airfreight costs plus the courier fee in the Ontario area. Volunteers are Ken, Karen, Marie and Beth.
- Sage Courier labels—The idea is to make the job easier for ILLs at the different libraries. Summit and Baker libraries are using removable labels. Last year we had about 13,500 ILLs. Beth priced out the cost of 14,000 labels and the amount was very reasonable, $280 or $0.02 each. You can print out the labels using label printers. We discussed procedures. Do we print out here and pass out to the libraries or send out and have individual libraries print out there? It was asked if we could have color labels. Sage information would need to be evident. Beth unsure, but we could print in color and highlight if necessary (using the WP software).
- Leftover Pioneer 2 grant funds—With the Innovative upgrade, we have the option to print spine labels on any type of printer. There is $2,979.21 in unused funds. Beth thought of purchasing Dymo label printers @ about $125 each for each of the remaining Pioneer 2 grant libraries. If we include the two Wallowa Co. libraries, there would be a total of 15. Shannon asked what was the Pioneer 2 grant. The Pioneer 2 grant was the second edition grant that brought in the Union Co. smaller public and school libraries. First, we need to find out if the libraries want the printer. Another idea would be to underwrite one of the smaller libraries that have left or are thinking of leaving with the understanding that they would find funding to remain in Sage. Beth didn’t know anyone that would want that, as funding the following year would still be a problem after we paid one year for them. Council asked Beth to query the purchase. There would be no need to return to Council. Make the purchases and any leftover funds can be used to purchase more removable labels.
- Sage membership information request by Payette Public Library—Because they are out of state, they would probably have to pay additional courier costs as half the courier cost is underwritten by a grant from the State of Oregon for Oregon libraries. Possibly waive the $10,000 entry fee, as there are several open license seats and we would not have to pay that amount to Innovative. Discussion followed. It was suggested to cut to $5,000 but not to waive entirely. It would set a bad precedent. Possibly need to re-word by-laws to reflect that if there were open license seats, the full amount could be reduced. We need to encourage more libraries to come on board. Payette is fully automated. They just don’t have the ability to have their catalog online with their current ILS. They have about 5,000 volumes. Beth does not know the circulation figures, so can’t determine the level of membership they would enter at. Amy also asked about Klamath Falls area too. No one could recall asking them to join other than the blanket letter that went out when it was first starting out. They are on Polaris. Amy can get more information. Should we also approach Crook Co.? Jolyn thinks she can contact one of the board members to see if they are still interested or have already decided to go with Deschutes.
- Other—Jolyn asked if anyone was having problems with the system being slow. No one thought so, but Jo and Shannon have experienced system disconnect after non-use.
Meeting adjourned at 10:00 am PDT
Next meeting will be on May 20, 2008
Louise Weeks, Recorder