Sage Council-September 27 2010

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Sage Council Minutes

DATE: September 27, 2010

TIME: 12:00 p.m.

PRESENT: Marie Baldo, Karen Clay, Kat Davis, Cheryl Hancock, Darlyne Johnson, Beth Longwell, Christina Macklin, Ken Reading, Perry Stokes           

CALL TO ORDER: Beth Longwell stood in for Shannon Van Kirk and chaired the meeting  

AGENDA REVIEW: As Presented

APPROVAL OF MINUTES: Moved: Ken Reading; Seconded: Karen Clay. 

July minutes were approved unanimously.   

COMMITTEE REPORTS:

  • Sage Loan/Circ Rules Standardization (Ken Reading)

The committee met on August 3rd to take a look at the many changes recommended by Perry and Cheryl.  They decided to postpone most of the decisions regarding these changes until next year, possibly in May.  The committee decided that following 2 changes were more urgent and merited immediate consideration: 

1)  Grace period – change from 1 day to 1-5 days (to go into effect on October 1st). 

2)  Probationary period for new patrons to produce some ID that proves local residency – extended from 90 days to up to 180 days (to go into effect on October 1st). 

Vote  that these changes be approved: 

Moved – Ken Reading; Seconded – Marie Baldo.  Changes were approved unanimously. 

Perry submitted an alternative implementation schedule Baker County indicting that their implementation would occur on November 1st. 

  • Courier

Beth still has a large reserve of bags, request more from Beth if you need them.

  • Cataloging Committee (Cheryl Hancock)

Christina has sent out a survey to identify training needs across Sage Libraries.  The committee is planning to have an online basic training for cataloging before December, and a Book Blitz in spring.  They are planning to identify cataloging mentors throughout the system.   Projects for clean up include serial tags, and series double entries.  This latter may not be a problem after we switch to Evergreen. 

      DISCUSSION TIMES AND GENERAL ANNOUNCEMENTS:

  • Disc Repair Proposal.  Most libraries send their discs out to be polished at a price of about $1.30 / disc.  An adequate machine for this purpose (not industrial strength) costs about $2,000.  The proposal is to purchase a machine for use by all of Sage, housing it at EOU, and asking EOU to manage the cleaning process.  Sage will apply to the Oregon Community Foundation for one-time funds to purchase the machine.  If the OCF grant is not successful, the cost can be factored into the Sage budget for next year. 
  • Columbia Gorge Community College in now up on Sage and will go live for their patrons on October 4th.  They are joining Sage as a Circulation Level 1 library.  Klamath CC is still interested in joining Sage but will have to wait until after our migration.  They would be joining as a Circulation Level 3 library.  Gorge Link Libraries, including Hood River High School, are also showing interest in potentially joining Sage. 
  • Migration to Evergreen.  The migration is scheduled for December 30th.  Sage can expect to have to devote time to analyzing the test load in October. 

Significant discussion was devoted to what would be the most effective timing and delivery for training.  There will be 5 regional trainings (likely at Umatilla, Lakeview, Ontario, Hermiston, and La Grande) which will be designed to “train the trainer” and give libraries in these areas the tools to take back to smaller libraries who don’t have the time or staff to drive out to a regional training.  The trainings will occur closer to the go-live date – November and early December.  Starting immediately, Beth will develop 10-15 minute webinars that all library staff can use to familiarize themselves with particular functions on Evergreen.  These webinars will take the place of the training exercises that Beth had been sending out. 

In addition, we need to have marketing / PR materials in place for patrons – alerting them to the upcoming move and showing them the essentials in Evergreen.  We want to be able to provide materials that libraries across Sage can use.  Perry, Marie, Karen and Christina will form a committee to work on this. 

  • Council chair and representatives to the council from library groups will be chosen via e-mail voting.  Karen will send suggested text and procedure to Shannon ASAP. 
  • Next meeting will be November 16th at 8:00 am (Pacific Time) via polycom and telephone.  NOTE – earlier than usual start time.