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LINK Minutes

December 14, 2006
SCLS Administration

Present: Baraboo – MacDonald; Black Earth – Schmitt; Belleville – Christensen; Brodhead – Rosa; Cambridge – Behm; Columbus – Kindschi; DCLS – Chase; Deerfield – Fry; Madison – Dimick, Grogan, Lee; Marshall – Skalitsky; McFarland – Hartman; Middleton – Nelson; New Glarus – Anton-Wright; North Freedom- Roloff; Oregon – Cothroll; Pardeeville – Kennedy; Prairie du Sac – Endres; Plain – Palmer; Portage – Jensen; Poynette – Yurgil; Reedsburg – Steiner, Mobley; Rock Springs – LeMoine; Sauk City – Heidenreich; Stoughton – Chevis; Sun Prairie – Zindars; Verona – Hedrick; Wisconsin Rapids – Barnett.

Absent:  Adams County, Cambria, Cross Plains, DeForest, LaValle, Lodi, Monroe, Mazomanie, Mt. Horeb, Spring Green, Waunakee, Wisconsin Dells, Wyocena.

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

CALL MEETING TO ORDER: The meeting was called to order at 10:05 a.m.

ESTABLISHMENT OF QUORUM:  D. Anton-Wright confirmed that a quorum was established. 

CHANGES OR ADDITIONS TO THE AGENDA:  This was Sharon Zindar’s last meeting before retirement.  A gift book was passed around for everyone to sign.  The new director from MOO is here today.  Welcome Demita Gerber.  The multipart DVD discussion will be put before the Project Manager’s report, since Paul Nelson will have  to leave today’s meeting early.

APPROVAL OF MINUTES FROM THE OCTOBER MEETING:  A. Barnett moved approval of the October 2006 Minutes.  H. Jensen seconded.  Vote: motion passed.

TREASURER’S REPORT:  No treasury report.  J. Chase asked that the new LINK Chair appoint an ad-hoc committee to negotiate the new LINK cataloging contract.  Staff members other than the directors may represent libraries (MID was interested in sending a staff member).  The committee will have to complete the negotiation process in time to determine the 2008 budget costs.  The Budget and Personnel Committee voted via email to approve a change in the duties of the vacant "Specialist" position which will be renamed Cataloging and PAC Specialist.  The serials and acquisitions duties will be reassigned among existing staff.  

The new cataloging contract negotiating committee will consist of Julie Chase (DCL), Christine Smith (MID), Phyllis Davis (SCA), and Andy Barnett (MCM).  Madison and LINK staff will select representatives and advise Shelley Hartman of their names.

Multipart DVD recommendations: 

  1. Fiction Miniseries: The committee recommendation is to circulate parts together regardless of the number of discs (fiction only).  MID discussed this at a staff meeting and the reaction was not good, especially with thought given to parts missing items.  They believe things should be packaged in 3 or 4 discs at most and that there are advantages to splitting.  Currently items with 4 or less discs are circulated together and items with 5 or more discs are circulated separately.  This rule was originally based on VHS and what could fit into a book drop, but DVDs don’t have the same problem.  The goal of the committee was to simplify things for patrons and staff doing linking.  What about a longer loan period?  The trade off with a longer loan period is we might need to buy more copies and use more SCID money.  D. Gerber pointed out that she views miniseries like a book, you don’t check out a half book.  The committee touched on each one of these issues while coming up with these recommendations.  L. Schmitt pointed out that this is only an issue for series that are popular and the problem will go away as the item gets less popular.  Vote: motion passed.

 

  1. Instructional and non features: The committee recommendation is to separate these unless there is no delineation of parts (i.e. no clear ending/way to separate).  This does remove the 4 and 5 disc rule.  This was the only change and was originally applied to VHS sets fitting into the bookdrop.  Vote: motion passed.      

PROJECT MANAGER’S REPORT:  An honorary Horizon schedule was distributed to commemorate Sharon Zindar’s last LINK Meeting.  She was involved in the 1993-94 migration to Dynix and has been anxiously awaiting the transition to Horizon.  We requested the specifications for a test server so that we can start working on a test database soon after the General Release of Horizon 8.0.  Migration committees have met and Automation staff forwarded questions about functionality to Dynix project managers.  The year-end schedule was posted on Automation’s web site as Memo 2006-12.  The system will not be available from 10:35 p.m. on Sunday December 31st until 2 p.m. on January 1st.  Year-end reports setup has begun and reports production will be completed on January 19th.  Charter.net subscribers are not receiving their library email notices because Charter is treating them as spam.  See Greg’s November 20th and 21st email messages re the handling of patrons’ bounced emails.  Greg is working with the Charter Enterprise Security Specialist to resolve this.  Thanks to all LINK directors for responding to requests for the return of two Letters of Agency for E-rate this year.  Lauren confirmed that TEACH letters for all LINK libraries are on file.  Verona and Oregon are planning to purchase Self Checks in 2007.  Please let Lauren know if your library is interested as coordinating installations saves money. 

COMMITTEES:

Long Range Planning: There were three project submission forms submitted: 1) Self-service payment of library fines, 2) Floating collections, and 3) Pre-overdue notices.  All are important issues, but implementation is difficult to schedule with the Horizon migration planning in flux.  1) Self-service payments: During discussion the focus shifted to accommodating  online credit card payment for patrons from home.  Some libraries like Madison may be interested in providing the service in the library as well.  More research on the SirsiDynix interface is required.  2) The floating collections project for VHS and books-on-tape was submitted with the proposal of creating a pilot project among Dane County libraries.  We need to research the effects on workflow and how ownership would affect the ability to place holds on the items.  3) We hope to be able to implement  pre-overdue notices after the Horizon migration.  In the meantime, there are several setup issues that will require discussion. 

CSC:  Did not meet.

BSCC: Did not meet.  Automation received 8 applications for the Cataloging and PAC position, which is a good number to work with.  There is a committee that will review the applications and the interview process will begin after the holidays.  We should be in good shape for the ISBN 13 conversion.  The Dynix upgrade will handle it and OCLC did their upgrade as well.  There is a problem with Baker and Taylor.  Acquisitions libraries know about this and have to work with B&T to send orders with a different electronic order profile.  We are still asking libraries to put the 10 digit ISBN records first, until we are forced to use 13 digits.  We will need to change cataloging procedures when we get to that point.  January 1, 2007 is the big cutover date, but we shouldn't notice a difference. 

Next Generation:  Did not meet.

UEPR:  Did not meet.

Network Integration:  Windows domain migration is moving along.  Working models are coming out of the lab into the real LINK network.  The new core network is online as well as the new production servers.  We are moving to the next phase of pilot testing of the new patron XP security model with actual patrons (MAD branch, Dane County libraries).  This phase will last 1-3 months depending on how the testing goes.  After testing is completed, there will be an aggressive conversion to the new model.  Memos, emails, and information packets to follow.

JTC:  Did not meet.

Budget:  Did not meet.

Delivery Advisory:  Did not meet.

Collection Development:  The committee members revisited their original purpose and are recommending that the committee be dissolved as they have finished their job.  They are hoping to pass new collection development issues on to BSCC and it was suggested that BSCC’s name and scope be revised the next time the LINK Bylaws are up for revision.  Future activities discussed included a vendor fair and a vendor survey which could be assigned to a newly appointed ad hoc committee.

Circ. Standards: Did not meet.  Reminders: Barcode orders due by Friday.  The Self Check User’s Group meeting is on Tuesday January 16th.

COMMUNICATION: None.

OTHER BUSINESS:

1) Changing the 100 item checkout limit.  V. Cothroll mentioned this and it should go through the Circulation Standards committee.  They have heard some people change their mind about 100 item  limit for checkout.  Not that many patrons that will be adversely affected and it’s a time bomb waiting to explode. 

2) Review of Hold/Copy Ratio:  D. Gerber moved we eliminate "14 day loan period" wording from the Books policy.  A. Barnett seconded.  Vote: motion passed. 

3) LINK Meeting in August –  We did not have a quorum when the August meeting was held at Wisconsin Dells.  P. Chevis moved to schedule all LINK meetings at the SCLS Administration Building.  J. Chase seconded.  Vote: motion passed.   

4) Election of LINK Officers: J. Chase will remain the LINK Treasurer.  Jennifer Endres volunteered to be Secretary.  Maureen Palmer moves into the position of Chair as she is currently the Vice-Chair/Chair-Elect.  A. Barnett volunteered to serve as the new Vice-Chair/Chair-Elect.   P. Chevis moved to eliminate the regular nomination process for this meeting and vote on the slate of volunteers.  Vote: motion passed and the proposed officers were elected.

Meeting adjourned at 11:30 am.

 

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