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LINK Minutes

August 11, 2005, 9 am
Kilbourn Public Library, Wisconsin Dells

Present: Adams – Calef; Baraboo – Allen; Black Earth – Stenman; Cambridge - Behm; Deerfield - Fry; Lodi - Hilliker; Madison - Grogan, Lee, Benno; McFarland - Hartman; Middleton - Nelson; Monona - Seery; Mount Horeb - Unruh; Oregon – Cothroll; Pardeeville – Selje; Plain - Palmer; Portage – Jensen; Prairie du Sac - Endres; Reedsburg – Steiner, Mobley; Rock Springs – LeMoine; Sauk City - Heidenreich; Stoughton - Chevis; Sun Prairie - Zindars; Verona - Hedrick; Wisconsin Dells – Borck; Wyocena - Canepa

Absent: Belleville, Cambria, Columbus, Cross Plains, Dane County, DeForest, LaValle, Marshall, Mazomanie, Monroe, New Glarus, North Freedom, Poynette, Spring Green, Waunakee, Wisconsin Rapids.

Also Present: Hamon, Davis, Blough, Teal Lovely, Barniskis, Oliversen, Blitzke, Dries.

Handouts:
LINK Long Range Planning Committee Minutes
LINK Circulation Services Committee Minutes
New Help, News, Questions Tab in LINKcat
LINK Levels of Cataloging Changes
Reduced Transportation Holds
LINK Circulation Standards Committee Minutes
Revision of the LINK Bylaws
Collection Agency
LINK Memo 2005-09: Impacts of BadgerNet and Windows Domain Preparation

CALL TO ORDER: Meeting called to order at 10:05 am.

ESTABLISHMENT OF QUORUM: K. Fry reported there is a quorum.

CHANGES OR ADDITIONS TO THE AGENDA: None.

APPROVAL OF MINUTES: P. Chevis moves approval of the June 2005 LINK Minutes. L. Unruh seconds. Motion carries.

TREASURER’S REPORT: No report.

PROJECT MANAGER’S REPORT: Lauren mentioned that the ALA Horizon demo on June 26th was attended by several LINK library staff. It appeared that viewers were happy with the displayed functionality, but if you have questions please contact the Automation staff. We do not have any firm dates for the conversion to Release 8.0 at this time.

The Brodhead Library Board voted to join LINK in 2006. They are in the process of building a new library which they hope to open at the end of 2006. The expectation is that they would go live on Horizon.

The Resize went well on August 6th & 7th. It took a little over 19 hours to complete. As a follow-up we've discussed some error messages from the resize log with Dynix staff. There are some files that did not get resized because of problem records. In order to correct the problem Dynix requires exclusive use of the system for a few hours. We’ve scheduled downtime for Thursday, August 18th. We expect the system will be available by 10:00 a.m. on Thursday.

A preliminary schedule was received for the BadgerNet state network conversion. Lauren called TEACH with a request for the addition of Brodhead so we know that the calendar will require revisions. Greg will address the BadgerNet and Windows migrations later in the meeting.

Pat Dolan sent email on August 8th as a follow up to LINK Memo 2005-03 “Workstation Status Report” to remind directors that XP Professional licenses must be purchased for PCs that don’t have one. Lauren had the list of libraries with the required # of XP licenses if anyone wanted further clarification at the meeting. In addition to ordering the requisite number of licenses, LINK Memo 2005-08 was recently posted noting that library staffs are responsible for maintaining an up-to-date inventory of software purchases. On occasion the key codes, CDs and other license materials were not available when the technicians were attempting to re-install programs. If the “software police” were to visit a library they would require proofs of purchase for all installations. Fines for copyright infringement run in the range of $100,000 to $150,000 so library staff should be diligent about tracking these items.

Please dispose of old equipment locally. Don’t send unwanted light pens to Andrew as we have no place to store them and would have to make arrangements to get rid of them. If your library doesn’t need to keep the spare light pens please discard in accordance with local regulations.

SirsiDynix publish photos of customers’ libraries in an annual calendar. Lauren sent email on August 5th with the details for submission. She checked with SCLS staff at Administration but they take low resolution photographs and the SirsiDynix calendar requires high resolution. If you would like to submit a photo of your library, you can either send it to Lauren by September 15th or she will supply you with the address.

COMMITTEE REPORTS:

LONG RANGE PLANNING COMMITTEE: A. Barnett was voted the facilitator of the committee. A web page was created for this committee on Automation’s web site and the minutes from the last meeting are posted on this page. The committee revised its charge and presented it to the Bylaws Committee: "The purpose of this committee is to review, prioritize and recommend plans for future development of the automated system for consideration by the Directors Council." One of first proposed projects is to create a calendar of current projects, which will assist in reviewing new projects. They will use the SCLS Survey to assist in determining new projects to pursue.

LINK CIRCULATION SERVICES COMMITTEE:
Please refer to the online minutes regarding the following:

PINs
Discussion regarding increasing MAX UNPAID FINE field in the patron loan type
Patrons from out-of-system: discussion regarding a standard LINK policy for registering these patrons
Horizon Demo
Damaged note

The report was given by M. Allen from BAR. There are still many patrons that do not have PINs and we are not making enough progress while doing address checks and registering new patrons. The committee suggests that circulation staff ask patrons to select a PIN at checkout. The committee recommends that all PTYPEs with a MAX UNPAID FINE set at $4.99 limit be changed to $9.99 to facilitate self renewals and self checkout. C. Borck mentioned that libraries can set the in library limit at $5 and require patrons to pay it in order to checkout or the staff member can override the fine. This increase would affect LINKcat renewals and self checkouts. J. Grogan emphasized that this change will save staff time (by saving them from having to explain why they couldn’t renew online and waiving the fine, etc). P. Chevis believes that there needs to be uniformity for all set limits to avoid patron confusion. Motion carries. The PSTAT cleanup project is ongoing and brought up the issues of registration of patrons living outside of SCLS. Should out of system registration become a system policy or remain a local library policy? Committee members suggested that a survey should be sent to libraries to see how they handle this situation locally. A system policy could be developed based on those responses. Madison branches have reported that there is more work involved with damaged items if there is no Damaged/Parts Missing note on the record. After much discussion, the committee suggested that libraries use the Special Note field to notify the owning library’s staff about a damaged item on a patron’s record. Staff should be reminded to read all blocks and notes on a patron record because they can change on a daily basis.

LINK BSCC COMMITTEE: Did not meet.

NEXT GENERATION PLANNING COMMITTEE: Did not meet.

LINK UEPR COMMITTEE: The committee did not meet, but there was discussion via email. MID reported that LINK PCs are set to a resolution of 800 x 600 and this setting requires scrolling to display the far right buttons on the HIP screens. V. Teal Lovely came up with an alternate tab set that will help with this. The committee recommends adopting this new tab set. Motion carries.

NETWORK INTEGRATION COMMITTEE: Did not meet. There is a memo being distributed today (LINK Memo 2005-09: Impacts of BadgerNet and Windows Domain Preparation) that provides details for the following summary. Automation recently received a projected timeline from the state for the conversion to the BadgerNet Converged Network (BCN). In preparation for both the BadgerNet and the Windows domain migrations and with the use of Cisco loaner devices, P. Dolan and G. Barniskis have made substantial progress in choosing replacement telecommunications equipment for the libraries. They anticipate ordering the new routers and switches soon. Delivery should take 4-6 weeks and the installations will be scheduled from October through December 2005. The work will require at least one hour of downtime at each site. The BCN migration will begin in November 2005 and will intensify in January and February of 2006 with completion of the project slated for June 2006.

A moratorium for ordering new PCs will begin in December 2005 and will end in March 2006. Automation staff will be spending the majority of their time in the field working on conversions in libraries and won’t be in the office to order and configure new PCs. Exceptions will be made for emergency replacements and the new building and remodeling projects that are already scheduled.

If you currently have a simple parallel port or USB printer that is shared by both staff and patron PCs this functionality will be lost when the new routers and switches are installed. The easiest solution is to buy separate printers for staff and patron PCs. Alternatively, you can convert printers using a print share adapter for $70, but they will require a network jack, which would increase the cost if new cabling is needed. There will also be a change to FTP procedures for uploading records.

The Windows domain migration schedule is undetermined at this point but the preparation for the BadgetNet conversion will enable domain pilot testing at libraries. Eventually this conversion will allow for future wireless access for patrons to connect to the LINK Network with their own PCs.

JOINT TECHNOLOGY COMMITTEE: A. Barnett discovered an Internet Explorer toolbar that would give quick access to various catalog areas. JTC members were encouraged to try it out for a discussion at the next meeting. The committee looked at the recommendations for LSTA grants – digital audio books and Overdrive, web site publishing software with some funds for training, digitization of a county history (or 2), advanced Windows training, backup storage for Automation, RFID, etc. C. Froistad volunteered to coordinate a project to digitize plat books. A. Barnett reported that only 11% of MCM’s circulation went through the Circulation desk. The rest is done on their SelfCheck machines.

BUDGET AND PERSONNEL COMMITTEE: Did not meet.

DELIVERY ADVISORY COMMITTEE: The minutes from the last meeting were sent out via email yesterday and will be posted online. A sample of library volume was taken and activity is increasing drastically. SUN and MCM reported on methods used to streamline workflow and help reduce delivery. SCLS Delivery is also streamlining their workflow and is researching the purchase of new carts to replace the red bins.

POLICY COMMITTEE: Did not meet. The next meeting is scheduled for September and they will have a report on this at the next LINK Meeting.

COLLECTION DEVELOPMENT COMMITTEE: There are two recommendations to vote on and a handout was distributed for both. The committee feels that some changes need to be made to the LINK levels of cataloging. There are six cataloging changes to vote on today and it will be easier to vote on them individually. The committee talked about splitting the category for PERM and GEN. The GENBSE record created for your local library patrons is not searchable by patrons in SCLS. The committee would like to begin cataloging Cliff notes. The committee would like to stop cataloging board books, instead they would be linked generically. L. Unruh mentioned that patrons often order board books by mistake. This takes up a lot of staff time as they have to be sent back. Parents seem to be happy with their local collection and they don’t get a lot of holds placed on them. This change would also reduce transportation issues. S. Hartman said they have difficulty in locating board books to fill holds and this also wastes a lot of staff time. K. Fry mentioned that Deerfield’s YS librarian is concerned about this and suggested that libraries could organize the books by letter to make them easier to find. J. Endres said that they get a lot of requests for board books. They have daycares, home-schooled children and parents who come in to use them. She also mentioned that linking generically would take about the same amount of work. P. Chevis said that it sounds like the problem is with libraries organizing these materials so they are easy to find. She plans to vote against this change. P. Chevis asked if libraries who don’t want to do this could put these items on a generic record. V. Teal Lovely said that goes against policy as LINK libraries have agreed not to hide collections unless all LINK libraries hide the same collection. Board books are searchable through keyword searches. Board books are also a part of the early literacy grant. P. Kindschi couldn’t attend this meeting, but asked C. Borck to state that COL is opposed to passing this recommendation. The committee recommends that kits created by libraries and comic books be moved to the generic only category. If this motion passes, Automation staff will work on cleaning up the records. PDS created BSE records for Spanish language kits. STO objects to picturebook paperbacks being included in generic record because they would be difficult for patrons to search. V. Teal Lovely said that picture paperbacks should be included under item #3 on the handout. S. Hartman agrees with the title not being in record, but believes it should be in note field so library staff can find it. Comic books are either subscriptions or can be circulated generically. Are people prepared to vote on this today? K. Fry feels it should go back to committee because of all the discussion making it difficult to vote on this today. LINK can choose to amend the recommendations and vote on each item individually. Recommendation 1: Motion carries. Recommendation 2: Motion carries. Recommendation 3a (board books): Motion does not carry. Recommendation 3b (paperback picture books): Motion does not carry. Recommendation 4a: P. Chevis motions to amend this to allow libraries to choose whether to circulate these items generically. J. Endres seconded. Amendment to 4a: Motion carries. Recommendation 4a (amended; kits created by libraries): Motion does not carry. Recommendation 4b (comic books): Motion carries. Recommendation 5: P. Chevis moves to amend the recommendation to exclude die cuts and big books. K. Fry seconds. Amendment: Motion carries. Recommendation 5 (amended): LDI Opposed, Motion carries. Recommendation 6: J. Seery asked what happens if someone adds these as Fast Adds. V. Teal Lovely stated that those are handled separately. C. Borck stated there needs to be enforcement to ensure cleanup. Recommendation 6: Motion carries.

The second recommendation from the committee is to turn on the Reduced Transportation Holds for items with at least 2 holds on a title. The process will look at holds by pickup location and see if there are any holds at the checkin location that are placed 60 days from when the first hold was placed. The reason behind this is to allow preference to local patrons and alleviate libraries “Lucky Day” carts/hidden collections. This will also help to reduce delivery. This was in place previously but the parameters were set low (activate at 0 holds with a 3 day differential), which appeared not to have a big impact. Increasing it to 60 days will hopefully allow more holds to stay at the checkin library. P. Davis asked if it could be studied to see if there is a large impact and suggested conducting a pilot project before implementing fully. H. Oliversen will contact libraries that were part of the pilot last time. The procedure for SCIDs would have to be looked at. Madison needs to be looked at because of their branches. Library staff should be warned by their directors and prepared for patron’s questions. P. Nelson pointed out another advantage of implementing this might be that it would encourage libraries to order more copies knowing it will most likely go to their patron’s first. P. Chevis asked about items with small holds lists. S. Hedrick feels that 60 days is too much. P. Chevis motions to amend the recommendation to 30 days and 50 or more holds. S. Hedrick seconds. P. Nelson is against the amendment. He feels we should allow the pilot project to proceed and see what happens. The parameters can always be changed later. 60 days was chosen because it’s significantly larger then what was chosen on the previous project. We can always reduce it further. P. Hamon suggests that not activating RTH until there are 5 or more holds be offered as a compromise. He mentioned that this process could reduce the pressures on delivery. This will also take away the need for libraries to use Lucky Day carts, which goes against LINK policy. The parameters can always be changed if they don’t produce acceptable results. SCID items can be checked in through Automation’s account. There was discussion about the effect this would have on smaller libraries. K. Stenman said that she is from a smaller LINK library and is in favor of trying this. S. Zindars wondered how much of a problem does LINK have with libraries not meeting their purchasing requirements. P. Nelson did research on this by looking at the top 50 books with most holds. He said the average was one copy for every 6 holds which is close to the purchasing requirement of one copy for every 5 holds, and libraries are still ordering additional copies. L. Unruh asked if this research included SCIDs. P. Nelson will have to go back and look into this. P. Chevis wants to revise her amendment to 60 days and 50 or more holds. Amendment 1: Motion defeated. P. Hamon motions to amend the recommendation to 60 days and 5 or more holds. H. Jensen seconds. Amendment 2: Motion carries. Recommendation (amended): Motion carries. After some discussion, P. Hilliker moves for September 1st, 2005 start date and a 3 month pilot period. The results will be reviewed by the Collection Development Committee and the Delivery Advisory Committee. A report of the results will be given at the December LINK Meeting. P. Nelson seconds. Motion carries.

RFID COMMITTEE: The committee talked about which vendors to interview and assigned members to call vendors to get more information. The committee wants to go on an SCLS sponsored trip to view RFID being used first hand. The committee is interested in chartering a bus and would open the trip to anyone interested. The suggested locations were Hennepin County, Ramsey County and Minneapolis Public, but none of these sites are using RFID. Another location for this visit needs to be determined. P. Davis mention there is money available in the 2006 LSTA grant. V. Teal Lovely added that this won’t be soon enough because they want to take the trip in the fall of 2005. Hennepin has sorting equipment and self checkout with self service holds and it could still be considered as many are interested in seeing those setups. The trip will be open to any SCLS library. P. Hamon said that the location and the number of participants needs to be determined before we can determine how much SCLS can contribute to the cost. October 5th, 18th, and 19th were picked by the committee members to facilitate implementation. P. Hamon recommends two trips to see RFID and Hennepin. P. Hamon moves to amend LINK to SCLS. L. Unruh seconds. Amendment carries. Motion carries.

PIN COMMITTEE: Did not meet.

CIRCULATION STANDARDS COMMITTEE: Due to the length of today’s meeting the recommendations will be tabled until the next LINK meeting. Please contact the committee with any questions about the recommendations.

DVD STANDARDS COMMITTEE: No report.

BYLAWS COMMITTEE: Due to the length of today’s meeting the discussion regarding the bylaws will be tabled until the next LINK meeting.

COMMUNICATION: None.

OTHER BUSINESS:

1. Overdrive informational meeting: The Overdrive project is scheduled for implementation at many libraries across the state in the fall.

2. Collection Agency: J. Grogan presented the background on this topic and distributed a handout on August 1st. Debt Collect is a Dynix software module that would produce reports of delinquent patron accounts matching the parameters determined by LINK. The setup is limited on Dynix but will offer more diversity in Horizon. Unique Management Services is the collection agency that utilizes the data produced by Debt Collect to contact patrons to retrieve the delinquent materials. P. Hilliker expressed concern about how soon it would be implemented. She feels that there should be time to notify patrons about this. J. Grogan responded by saying that patrons should be aware of the issue as they will have received overdue notices and a bill for the items but also suggested distributing information in the library. The collection agency will not pursue older retroactive cases unless contracted to do so by an interested library. Automation would work with Dynix staff on the report setup, but each participating library must contract individually with Unique Management Services directly for the collection agency’s services. Two proposals are presented for the purchase of the Dynix Debt Collect module. The first proposes to use Contingency funds to cover the $6,000 cost. The other involves charging the participating LINK libraries part of the total by applying their percentage share of the LINK budget. The remainder of the $6,000 would be paid from Contingency now. If and when additional libraries choose to use the Debt Collect module, they would be charged their percentage of the Budget shares. Those payments would go to LINK Contingency. Lauren noted that in the second instance tracking could go on for years and cost more than the module in staff time. J. Seery is in favor of implementing this, as his former employer used this system and found it to be effective. P. Hamon moves for payment option 1. H. Jensen seconds. Motion carries.

The meeting was adjourned at 12: 17 pm.

 

For more information about LINK, contact LINK staff at (608) 266-6394.