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LINK Minutes

April 10, 2008

Present: Adams County – Calef; Baraboo – MacDonald; Black Earth – Shaffer; Belleville – Christensen; Brodhead – Rosa; Cambridge – Behm; Columbus – Kindschi; Cross Plains – Bosben; DCLS – Chase; Deerfield – Fry; Monroe – Guralski; Madison – Lee; Mazomanie – Johnson; McFarland – Selle; Mt. Horeb – Unruh; New Glarus – Anton Wright; Oregon – Cothroll; Pardeeville – Kennedy; Prairie du Sac – Endres; Plain – Palmer; Portage – Jensen; Poynette – Yurgil; Reedsburg – Steiner, Mobley; Spring Green – Anderson; Sauk City – Heidenreich; Stoughton – Chevis; Sun Prairie – Herold. Waunakee – Hedrick; Wisconsin Rapids – Barnett; Wyocena – Friesen. 

Absent: DeForest, LaValle, Lodi, Marshall, Middleton, Monona, North Freedom, Rock Springs, Wisconsin Dells.

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

Call to order:  The meeting was called to order at 10:16 a.m.

Establishment of Quorum:  J. Endres established that there was a quorum.

Changes or Additions to the Agenda:  None.

Approval of Minutes from the December 2007 meeting:  P. Chevis moved approval of the December 2007 Minutes.  B. Kennedy seconded.  Vote: motion passed.  Since there was no quorum and no official meeting in February, the notes recorded are not official minutes and do not need to be approved.  There was an Emergency Meeting of the Executive Committee after the February 2008 LINK session. The committee’s actions will be ratified later during this meeting.

Treasurer’s Report:  Lauren Blough reported that Julie Chase, Treasurer Emeritus, met with Lauren and Tracy Herold, the new Treasurer, to introduce Tracy to the process of preparing the LINK budget.     

Project Manager’s Report.  John Richardson and Terry Morris demonstrated the Polaris integrated library system on Tuesday and Wednesday, April 8th and 9th.  The sessions stayed focused on critical functionality due to Vicki, Heidi, Amy and Michelle’s superb organization of the event.

Larry Jackson is no longer employed by the South Central Library System.  The Evening Operator position is vacant and we will start the process of filling it immediately.  In the meantime, please tell staff to continue to direct their calls for support to 608 266-6394.  Automation staff will provide evening support coverage.

It was interesting to visit the exhibits at PLA to see products but also to see who is working for which vendor now.  There were some layoffs and maybe some voluntary moves at SirsiDynix.  We know that some of those staff now work for LibLime, the open source vendor, and some have moved to Polaris.  There may be other switches, too, as the Horizon list serve was busy recently sharing the names of former Horizon support staff who are no longer employed there. There is a lot of interest in open source systems and I attended a separate meeting organized by Equinox staff who support and develop the Evergreen product.  Some of the comments from disgruntled library staffs confirmed the importance of contacting customers for their opinions on their vendor’s product development and customer support.      

An email was sent on April 2nd noting that Dynix licenses will be ordered on Wednesday, May 28th.  Dynix orders are placed in January, May and November.  This is also a good time to be thinking about your plans for LINK workstations for 2009.  Julie would email directors to ask for confirmation of collections, circulation and workstations numbers before the LINK Budget   Tracy Herold will send it this year.  

Let Lauren know if you have plans for purchasing Self Check workstations.  There are currently 23 Self Checks in 14 libraries.  Middleton is planning on ordering a new unit and Madison plans to place an order for the new Sequoya building.  Coordination of the orders and installation saves some money and helps us to manage the integration.  

Computer Systems Integrator’s report: Operations staff have been working on odds and ends.  They are going to try to aggressively convert remaining staff Windows 2000 PCs to Windows XP.  There will be about 100 PCs that need to be manually upgraded.  They are trying to retire all older web browser versions.  If you still have Internet Explorer 5.5 or Firefox 1.5, Operations staff would like to get them upgraded to the current versions.  EBSCOhost will have an interface that requires this.  They are also looking at options for upgrading the types of email services that can be provided.  The email server needs to be replaced to handle Dynix notices, HIP notices and internal messaging functionality. 

COMMITTEE REPORTS:

Long Range Planning – The committee reviewed a project submission form that described a plan that, although still in development, requires some input from Automation staff.  It involves installing a paid print workstation system at Madison’s new Sequoya building.  There is a meeting scheduled for later today to discuss the details with Madison staff.  Stef Morrill reported that SCLS has started a Technology Planning Project and it will be a massive undertaking.  We are hoping to get a lot of feedback from member libraries.  The Technology Planning Project is broken up into 3 workgroups.  They will be researching decision-making models (how other consortia make decisions related to technology).  The groups will be looking at studies and ways to gather information.  The goal for the Technology Planning Project is to come up with principles of service to help guide how SCLS implements technology, to get a better sense of what is wanted, what should/shouldn’t be supported, and better decision-making models.  SCLS hopes to get this process finished by the end of the year. 

CSC – Heidi reviewed the minutes from the last meeting.  The committee recommends to LINK to allow renewals on items where the patron has received the first overdue notice.  Vote: motion passed.  The committee also recommends to LINK that the generic PTYPE descriptions be added to the LINK Circulation Manual and PTYPEs code web page to assist library staff in determining the best PTYPE for each patron.  Vote: motion passed.  There was some discussion about patrons who abuse the system by attempting to have more than one patron record at different libraries. 

BSCC - Vicki reviewed the minutes from the last meeting.

UEPR – Did not meet. The PAC migration committee reviewed and ranked five “stand-alone” PACs. The top three choices were Endeca, Encore and Aquabrowser. Amy has started contacting these vendors for more information. 

JTC – No decision items.  There were discussions about projects for LSTA 2009 funding.  Any ideas in the technology area are welcome.  Patron training money will be included for next year.  The SCLS Annual meeting is on May 7th.  There will be a speaker in the morning and discussion groups in the afternoon.  Please send any discussion ideas to Stef.

Budget and Personnel – Did not meet.

Delivery advisory – Did not meet.

Communication – None.

Other Business:

  1. TEACH Bandwidth increase: The Executive Committee convened after the February session and approved Automation’s request for authorization to order bandwidth increases from TEACH for 13 libraries and, after periodic review to order additional bandwidth as needed.  The Executive Committee approval is now presented to the Directors Council for ratification.  P. Chevis moved approval.  J. Chase seconded.  Vote: motion passed.  Julie Chase asked if the emergency meeting was necessary since TEACH recently announced that all libraries with less than T-1 bandwidth would be raised to that level.  Lauren indicated that the initial instructions from TEACH required the submission of logs that supported the claim that peak load consistently exceeded the capacity at the particular libraries included in any request.  The person in charge of evaluating the submissions was retiring in 2 weeks and it seemed there was a possibility of TEACH funds being expended in this first round.  We submitted a request for increased bandwidth for 13 LINK libraries, 6 of which had less than T-1 capacity.  7 libraries were upgraded to a level higher than T-1 and would not have been covered by the recent TEACH announcement.  A total of 30 data circuits will be upgraded to T-1.  The resulting cost was not affected by the TEACH announcement. Telecommunications costs will increase from the point at which the upgrades take place in 2008.  The annual cost for 2009 is estimated to be $13,800.
  2. COMMITTEE APPOINTMENTS.  At the emergency meeting the Executive Committee approved the following appointments to the Budget and Personnel Committee and now presents them for ratification: Mary Friesen, Richard MacDonald, Cathy Borck, Barb Dimick, and Andy Barnett.  Vote: motion passed.  The following people were nominated for Long Range Planning Committee: Andy Barnett, Barb Dimick, Sue Steiner, Phyllis Davis, Lauren Blough, Denise Anton Wright, and Hans Jensen.  Vote: motion passed.  The following changes were proposed for the Operational Committees:  UEPR - Rose Ziech will replace Nichole Fromm.  BSCC – no change.  CSC – no change.  Vote: motion passed. 

The meeting was adjourned at 11:17 a.m.

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