SAGE LIBRARY SYSTEM COUNCIL
Minutes of November 20, 2012 Meeting
Members Present
Video: Buzzy Nielsen, Ann Zuehlke, Arla Melzer, Mary Reser, Linda Stahl, Maggie Pando, Terri Washburn, Beth Longwell, Karen Clay, Marie Baldo, Laurie O’Connor, Cheryl Hancock
Phone: Kat Davis, Denine Rautenstrauch, Erik Jensen, Carrie Bremer, Perry Stokes
Meeting called to order by Buzzy Nielsen at 10:00 am. The minutes from 9-18-2012 meeting were approved as presented.
System Admin Report- (Beth Longwell)
The system load is high on one server causing network problems. A ticket has been submitted to Equinox.
Tried switching to using Amazon on the test server to see if their images are better – results inconclusive. Open Library, the free product used by Evergreen, searches both 10- and 13-digit ISBNs. Some titles have displayed the title page rather than the cover image. Syndetics and ContentCafe are two other possible cover image products but cost money.
Budget Committee- (Karen Clay)
The plan is to create a draft budget by Dec. 5, present it at the Council meeting in Jan., finalize the draft in Feb. and vote on proposed budget in March.
Cataloging Committee- (Ann Zuehlke)
Discussion of the Cataloging Policy: The certification of cataloging levels 1,2 and 3 is informal at this point. The committee hopes to have online training available to everyone. The loss of cataloging privileges after a library has paid the annual fee was discussed in regards to the MOU that must be signed by every library in the system.
However, by signing the MOU, member libraries agree to all Sage policies. It would be helpful to give every library copies of all the policies along with the MOU.
Proposal: Approve Sage System Cataloging Policy dated October 26, 2012. M/S/P
Circulation Committee- (Erik Jensen)
After looking at holds statistics for the past year, the committee found no major impact from the increase to 9 holds.
Proposal: Approve current limit of 9 holds per patron and require an annual report of interlibrary loan activity in the system. M/S/P
Development Committee- (Buzzy)
Since Brian Greene has moved into another position, a new chair is needed.
Governance Committee- (Marie)
Proposal: Approve Memorandum of Understanding with EOU revised 11/20/2012. M/S/P Buzzy will send out a clean copy to all member libraries. The MOU needs to be signed by each library’s appropriate governing body and returned by 2/15/2013. The committee will work on developing a packet for incoming new Sage members including the MOU and system policies.
Sage Options Committee- (Kat Davis)
A survey about strategic planning options generated 38 responses. A majority would attend; April or May is the most ideal time. The committee is hoping Ford Foundation will provide funding for the retreat. Recommendations will be presented in January.
Personnel Committee- (Buzzy)
A technical assistant for Sage will be hired through a contract with Hood River County Library District. Applications will be taken through December with the goal of hiring someone by Jan. The position will run through June, with renewal possible. The employee will be based at HRCLD; Buzzy will supervise the position, Beth will manage daily activities.
Previous Business
The need for 13 digit passwords was discussed again. Consensus is that more is better so each library needs to choose their new passwords for each login and inform Beth by December 15.
New Business
Oregon Passport Program: If patrons have Sage library cards, they aren’t eligible for the Passport Program. Only patrons from outside the system with library cards from Oregon libraries are eligible. Since not all Sage libraries will be participating, there should be a note added to the patron’s account indicating the card is ONLY valid at the issuing library. A unique patron type needs to be created as Passport patrons will be restricted from using databases.
Proposal: Sage will participate in the Oregon Passport Program. Passport library cards can only be used in person, there will be no access to databases, interlibrary loans will be done through issuing library, and maximum checkouts will be determined by survey. M/S/P
Courier: With EOU moving to a new ILS, it may no longer be able to serve as the courier hub. Will there be one hub or several? Buzzy will appoint a committee.
Miscellaneous
The vice-chair suggested this position take minutes for Council meetings and offered to do it for the rest of the term.
Agenda Items for Next Meeting:
· Discussion of draft budget
· Strategic planning retreat report from the Sage Options committee
Action Items
Libraries need to change all login passwords by 12/15/12.
Libraries need to return signed MOU by 2/15/13.
Meeting adjourned at 12:00 pm.