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LINK Minutes

October 9, 2008

Present: Adams County – Calef; Cambridge – Behm; Columbus – Kindschi; Cross Plains – Bosben; Dane County – Chase; Deerfield – Fry; DeForest – Berg; Madison – Dimick, Grogan, Lee; Marshall – Skalitzky; Mazomanie – Johnson; McFarland – Selle; Middleton – Westby; Monona – Gerber; Monroe – Guralski; Mt. Horeb – Unruh; New Glarus – Anton Wright; Plain – Palmer; Portage – Jensen; Prairie du Sac – Endres; Reedsburg – Steiner, Mobley; Spring Green – Anderson; Sauk City – Heidenreich; Stoughton – Vache; Verona – Simons; Waunakee – Hedrick; Wisconsin Rapids – Barnett.

Absent:  Baraboo, Black Earth, Belleville, Brodhead, Cambria, LaValle, Lodi, North Freedom, Oregon, Pardeeville, Poynette, Rock Springs, Wisconsin Dells, Wyocena.

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

Call to Order:  The meeting was called to order at 10:08 am.

Establishment of Quorum:  J. Endres reported that we have a quorum.

Changes or Additions to the Agenda:  D. Calef suggested moving the ILS Suggestion Committee to Number 8 a.  D. Calef moved.  B. Simons seconded.  Motion: carried.

Approval of Minutes from the July 2008:  J. Chase moveed approval of the July 2008 Minutes.  P. Bosben seconded.  Motion: carried.

Treasurer’s Report - No report.

Project Manager’s Report:  The ILS Selection will be discussed during the committee reports.  We have scheduled a resize that will happen over the coming weekend (October 11 & 12).  Automation staff worked with Dynix to split the resize into two parts.  The first part will run Saturday night, after libraries close.  The second part of the resize is scheduled to run on Sunday night.  Greg and Lauren will be taking care of this.  If all goes well, we should be back on schedule Monday morning.  Members of Automation staff went out VER, MTH, and SUN with representatives from Sirsi Dynix and ITG to discuss their plans for RFID.  Lauren sent out an email reminding libraries that an order for new Dynix licenses will be placed on November 24th.  Please let Lauren know by November 21st, if you would like to place an order. 

Computer Systems Integrator’s Report:  The PC Order deadline for the 2008 year is approaching.  An email will be sent out to let libraries know the actual date for the deadline.  Operations staff is making progress with automating software updates to staff and patron PCs.  There were problems in the beginning, but it is working a lot smoother now.  There was a Java runtime update completed on all staff PCs that was transparent.  We are working on an update to Internet Explorer 7 update.  This change will be noticeable and will cause significant change.  For example, the print preview button is gone, but there is nothing that we can do about it.  Operations staff will do their best to make the transition smooth.  They plan on using pilot sites for testing before it is deployed to all LINK Libraries.  There will be updates to Office Reader.  I.E. 7 is a requirement for this.  There will be a big push to get the email server updated in the future and to begin a migration from Eudora to Thunderbird.  T. Herold asked about the possibility of migrating to Vista.  Operations staff have looked at Vista, but its problems outweigh its benefits by a lot.  They are likely to skip over Vista entirely and migrate to Windows 7.  Next year, SCLS will support gmail as a web interface to email for those who don’t like web2mail.

COMMITTEE REPORTS:

ILS Selection Committee:  J. Endres reviewed the minutes from their last meeting.  Migration Committee members and a number of library staff attended demonstrations of the Polaris, III and Symphony library software.  Extensive evaluation was done for each vendor’s software.  They are all comparable with functionality and cost, but we would lose some functionality that Dynix currently offers us.  There are concerns with companies changing hands and having an unsure future.  The committee has been exploring the Open Source possibility, which would allow us to be able to take advantage of what other libraries have already done and have the ability for more customization.  Koha is the product most developed for public libraries and offers flexibility for consortia.  It has the most functionality of the Open Source software.  Koha also has a more robust customer base and a better support system for training and development of the product.  The software is free, but development incurs costs and we would use LibLime as a support and development vendor.  The ILS Selection Committee recommended that we migrate to Koha, use LibLime as the support vendor, and use the funds designated for migration.  The current ILS Selection Committee will become the Implementation Committee.  There will be subcommittees appointed for areas such as contract negotiating, timeline coordination, etc.   The move to Koha is not expected to cost any more money or take any more time than the other vendors we looked at.  Koha also has no end of life.  If LibLime were to go out of business we could contract with another support vendor.  Koha has 8 consortia up and running and a total of 600 sites (NEKLS-NE Kansas, MassCat, Crawford County Federated Library System (PA), CKLS-Central Kansas Library System, Howard County Library (MD), WALDO (NY).  The ILS Selection Committee web page has links to these sites.  The fiscal structure will change, software maintenance would be less, but there would be higher development costs.  The PAC timeline has changed and will be discussed later during the UEPR Minutes review.  Motion: carried.   

Long Range Planning:  The committee was told that the ILS Selection Committee hoped to make an ILS recommendation at the October LINK Meeting.  The SCLS Technology Planning Process was discussed.  Workgroup reports noted what had been accomplished and what still has to be done.  SCLS staff are going to identify themes from the surveys and determine principles of service.  The committee also talked about the pending resize that is intended to improve poor response time.  WID remote circulation project was also discussed.  They have purchased and are operating a bookmobile.  WID is talking to Heidi in detail about the possibility of expanding PC Reliance features that would be similar to Dane County’s setup. 

Circulation Services:  Heidi reviewed the minutes from the July and September meetings.  MOO had asked a question about LINK-wide lapsed holds at the July meeting; a spreadsheet has been posted on the Circulation Reports web page that lists the total amount of lapsed and filled holds for LINK as a whole for each day of the week since June.  Heidi will continue to update the spreadsheet on a monthly basis.  VER is testing notices and pre-overdue notices via text messaging.  The committee recommends to LINK that we create PTYPEs that allow Pre-Overdue notices for all PTYPEs that are able to receive email notices.  This will be opt-in for patrons and the notices will be sent 2 days before materials are due.  Motion: carried.  DCL wants the committee to look at PTYPEs that don’t allow email to see if they can be changed.  The committee also recommends to LINK that the interactive setting in Dial Out be turned off for all LINK agencies.  Patrons would no longer get the option to interact when Telecirc called.  All Dial Out calls would only give the standard answering machine message.  MID suggested the committee should consider using a person’s voice and removing patron’s names from Telecirc calls.  Motion: carried.  MCF would like to remove their items from the Floating Collection project.  DEE is interested in doing the same thing.  Heidi and Lauren went to VER, SUN, and MTH with ITG and Dynix to look at the viability of RFID in the future. 

BSCC – Did not meet.  There is an Acquisitions User’s Group on October 13th from 1-3 pm at the Sun Prairie Public Library.  Only 4 ACQ libraries are currently signed up.  Staff can participate by phone.  There is also a Serials User’s Group scheduled for October 27th from 1-3 pm at the SCLS Administration Building. 

UEPR:  Amy reviewed the minutes from the September meeting.  The committee recommends to LINK that we send out a mass email to patrons advertising pre-overdue notices. Libraries may choose not to participate in the mass email. Motion: carried.

JTC – Did not meet.

Budget and Personnel – Did not meet.

Delivery Advisory – Did not meet, but will be meeting soon.

Migration – Already reported under the ILS Selection Committee.

ILS Committee – Already reported earlier in the meeting.

Communication – None.

Other Business:

  1. New member nomination for LINK’s CSC Committee – Rob Klecker (MOO). 
  2. New member nomination for LINK’s UEPR Committee – Jaime Vache (STO).
  3. Designating alternative representation.  This issue came up at the June meeting and a formal process should be established for future occurrences.  Any director wishing to appoint an alternative representative that is not from their institution should notify the Secretary prior to the meeting.  J. Chase moved.  D. Gerber seconded.  Motion: carried.
  4. Facilities planning: The lease on the SCLS Administration Building expires at the end of next year.  There is a question about what will be happening at the Central library with Automation staff.  We are exploring the possibility of joining both offices in one space.  A lot of factors will play into this decision including pros and cons of combining the offices, access to city fiber, and accessibility for library staff coming for meetings, training, etc.  We hope to make a decision by next April.  SCLS has signed a contract with a tenant agency to look into spaces.  This will be discussed for the first time after the SCLS board meeting on Monday and hope to have more predictable costs.   
  5. Technology Planning Process Update:  There is a blog to let people know where things are in this process.  The working groups have completed the first phase.  Group 1 focused on surveying library staff and focus groups with SCLS and library staff.  Thank you to everyone who participated.  The results are posted.  Group 2 worked on decision-making models by looking at various organizations, cost sharing, etc.  This information is available on the Wiki.  Group 3 was charged with looking at technologies that we should be aware of.  They concluded this is not about technology, but decision making processes.  The goal is to design a good feedback mechanism and feed into the planning process for service (their work will come later).  Jan Berg was added to this group.  She replaced JoAnne from Vesper.  The core group is going to go through the surveys and focus groups results and list out questions and define themes.  Then they will start working on possible principles of service/core values at the end of the month.  The blog is being used to clarify what services we currently offer.  This information is also added to Online Update. 
  6. Meeting room layout discussion:  SCLS got some feedback from folks that changes might be needed to make this meeting more helpful for people to participate in.  Today, we added a PA system to help members hear better.  Staff salary voting should be closed door (budget discussion).  It would also be helpful for people to identify themselves before talking.  There was also talk of changing the room layout or putting a microphone in one spot where people could go to speak.  We will revisit this discussion.
  7. Next meeting:  The December meeting will be held at the Sun Prairie Public Library.  There will be a potluck following the meeting.   

The meeting was adjourned at 12 pm.