ILS Committee Minutes

April 1, 2020, 10 am

Phone/web conference


Action Items:

The IC approved the policy changes for audio-enabled books from the Collection Maintenance Subcommittee.

The IC approved the policy changes for video media players from the Collection Maintenance Subcommittee.

The IC approved the changes to the Levels of Cataloging Policy from the Collection Maintenance Subcommittee.

The IC approved creating the new Collection Code BKJFICH and new Shelving Location SPA from the Collection Maintenance Subcommittee.

The IC approved the recommendation from the Circulation Services Subcommittee to ask LibLime to remove the Advanced notice settings from patron records that have no email address in the primary or secondary email address field.

The IC approved the rankings of the Top 5 and second Top 5 and moved to include them as our next group of priorities for Bibliovation upgrades.

The IC approved the creation and makeup of the Mobile App Work Group.



Present: Erin Foley, ACL (1), Cathy Borck, WID (2), Suzann Holland, MRO (3), Eddie Glade, PCPL (4), Emily Judd, SKC (5), Eric Norton, MCM (6), Heidi Cox, MCF (7), Phil Hansen, FCH (8), Nate Snortum, DCL (9, 10), Margie Navarre Saaf, Susan Lee, Molly Warren, MAD (11 -13)

Absent: None

Excused: None

Recorder: Michelle Karls (SCLS)

SCLS staff present: Vicki Teal Lovely, Amy Gannaway, Heidi Oliversen, Martha Van Pelt


1.      Call to Order at 10:01 am.

a.      Introduction of guests/visitors

                                                              i.      None.

b.      Changes/Additions to the Agenda

                                                              i.      None.

c.       Requests to address the Committee

                                                              i.      None.


2.      Approval of previous meeting minutes: February 5, 2020

a.      Motion: M. Warren moved approval of the February meeting minutes.  E. Norton seconded.

b.      Discussion: none.

c.       Vote: motion carried. 


3.      Action Items

a.      Recommendations from the Collection Maintenance Subcommittee:

                                                              i.      Policy changes for audio-enabled books

1.      Amend Sound Recordings Searching and Matching Policy

a.      Under “Description (format, length): Formats include:” add audio-enabled book with micro-USB port

2.      Amend Sound Recordings BSE (Bibliographic Short Entry) Policy

a.      Under “Title, including sub-titles” add Audio-enabled: include (audio-enabled book) in the title

                                                             ii.      Policy changes for GoChips

1.      Amend Videorecordings Searching and Matching Policy

a.      Under “Edition:” remove GoChip Beam, GoChip USB

2.      Amend Videorecordings BSE (Bibliographic Short Entry) Policy

a.      Under “Title, including sub-titles:” remove Video Media Player: include (video media player) in the title

                                                           iii.      Levels of Cataloging Policy changes

1.      Under “Sound recordings” add All non-local audio-enabled books with micro-USB port

2.      Under “Videorecordings” remove All non-local video media players

a.      Motion:  V. Teal Lovely called the question for the policy changes described under 3ai, 3aii, and 3aiii.

b.      Discussion: A. Gannaway explained the background for the policy changes listed under 3ai, 3aii, and 3aiii. 

c.       Vote: motion carried.

                                                           iv.      Add New Collection Code: BKJFICH (BOOKS JU FIC CHAPTER ; Chapter Books)

                                                             v.      Add New Shelving Location: SPA (SPANISH LANGUAGE COLLECTION)

1.      Motion: V. Teal Lovely called the question to approve the creation of the new codes described under 3aiv and 3av.

2.      Discussion: A. Gannaway reviewed the background on the requests for the new Collection Code BKJFICH and new Shelving Location SPA.

3.      Vote: motion carried.

b.      Recommendation from the Circulation Services Subcommittee

                                                              i.      Ask LibLime to remove the Advanced notice settings from patron records that have no email address in the primary or secondary email address field.

1.      Motion: V. Teal Lovely called the question to approve asking LL to remove the Advanced notice setting for the patrons described in 3bi.

2.      Discussion: M. Navarre Saaf explained the background for the recommendation from the CSS. 

3.      Vote: motion carried.

c.       Select Bibliovation items for next phase of fixes (list available by March 31)

                                                              i.      Motion:  E. Norton moved that the rankings of the Top 5 and second Top 5 and to include them as our next group of priorities for Bibliovation upgrades.  S. Holland seconded

                                                             ii.      Discussion: V. Teal Lovely reviewed the list of suggested items for next phase of fixes that came from the CSS, CMS, and DIS members along with input from the online survey.  The only cluster not represented is Green County but S. Holland is here and can weigh-in during this meeting.  At their last cluster meeting, the Green County Directors didn’t have anything to add to the list.  They are satisfied with what is being worked on and the priorities for the next upgrades.  LibLime is working on the next upgrade and there are high priority items from SCLS included in that.  We don’t have a timeline yet and a period of testing will follow.  LibLime agreed that we can start escalating 5 items at a time.  Two items in the list (receipts work and adding author & copy number to the holds queue report) are already in progress, so they were excluded.  We prioritized the four that had the highest number of votes. After that there were several that were tied. Of those, we selected the problem with the Fast BIB Add default library as that creates problems for Adams County, but for all other libraries as well. The top five are as follows:


#20217 Circulation: Patron data in left sidebar not cleared when using Clear screen button. (8 votes)

#21024 Circulation: Canceled holds on Holds Awaiting Pickup Report. (8 votes)

#21206 Discovery Layer: Advanced search option "Only items currently available for loan or reference" includes items not available for loan (7 votes)

#21095 Circulation: Items checked out to patron but still on hold. (20 holds)

#20725 Circulation: Fast BIB Add default library (6 votes)



What about the next Top5?  STP noticed the Cataloging, Acquisitions and Serials items have fewer votes, but is that just because not as many people know about them?  S. Lee confirmed that, but said that we should focus on fixes that affect patrons the most.  A. Gannaway mentioned that the CMS said session defaults were more of a problem.  MCM wants to see checkout search boxes not accepting truncated patron barcodes on the second round of fixes.  Different barcode prefixes for STP and MCM cause them issues.  The second round of fixes are as follows:


#21884 Discovery Layer: Hold history display to patron doesn't display all holds filled, cancelled, or expired in past 30 days (4 votes)

#21580 Discovery Layer: In transit holds not counted as "active" holds on Patron Dashboard page (5 votes)

#19177 Circulation: Check in. Pop-up about item barcode not in system. (6 votes)

#20933 Caching / retaining search parameters problem. (6 votes)


A runner up is: #21517 Serials: Status Not for loan subscription item default not migrated correctly

                                                           iii.      Vote: motion carried.

d.      Forming Mobile App Evaluation Work Group

                                                              i.      2 from CSS – M. Navarre Saaf (MAD), B. Anderson (STO)

                                                             ii.      2 from DIS – E. Cobb (VER), J. Iniechen (MAD)

                                                           iii.      2 from ILS – E. Norton (MCM), P. Hansen (FCH)

                                                           iv.      2 “at-large” – from non-Dane County and Madison clusters

                                                             v.      Leader: SCLS Nominates Heidi Cox; could have co-leaders; SCLS will facilitate

1.      Motion:  E. Norton moved that we accept the volunteers from the subcommittees and the ILS Committee and seek out at large members from non-Dane County and Madison clusters; accept Heidi Cox as chair; and accept proposed timeline for work group.  E. Foley seconded.

2.      Discussion: We were hoping that vendors could be visited at ALA to gather information about mobile apps, but now the investigation will have to be done online.  We hope to make a recommendation at the August IC meeting. Our current agreement with LibraryThing ends in December.  We hope we can get a new app up by then, but we are unsure of the timeline at this point.  There is a large representation of Dane County in this work group.  The group felt that at-large members should be recruited from other counties after this is approved.  We will have cluster reps (outside of Dane County and Madison) solicit the at-large members for this work group. 

3.      Vote: motion carried. 


4.      Reports

a.      ILS Report

                                                              i.      V. Teal Lovely reviewed the ILS Report.

b.      Circulation Services Subcommittee

                                                              i.      M. Navarre Saaf reviewed the minutes from the March 10 meeting.

c.       Collection Maintenance Subcommittee

                                                              i.      A. Gannaway reviewed the minutes from the March 11 meeting.

d.      Discovery Interface Subcommittee

                                                              i.      A. Gannaway reviewed the minutes from the March 18 meeting.

e.      Script Approval

                                                              i.      Lucas’ Extension (link after posted)

                                                             ii.      Discussion: M. Navarre Saaf explained the tasks/shortcuts the extension provides (such as screen-scraping information to populate a receipt printer version of the Problem Items form, and accurately populates the PSTAT field when a staff person enters a new address or modifies an existing mailing address).  It saves MPL staff time and is very popular.  The new script was vetted by C. Weber for security purposes.  MCM asked if we can we develop a tutorial or webinar for library staff?  SCLS could facilitate a session and MPL could provide the content.  M. Navarre Saaf will ask Lucas if he’d be interested in doing a webinar if there’s interest.  It can wait until May or June when libraries are open and serving the public. 


5.      Items from clusters for initial discussion

a.      SUN mentioned SCLS hiring a programmer to make fixes faster.  This first came up after the migration to Koha. At that time we determined that most likely hiring a full-time programmer with salary and benefits would cost more than to pay LibLime to do the programming. The reason we cannot do this now is that Bibliovation is no longer a true open source software.  We don’t have our own copy of the software that we’re running (like with open source) and we don’t think LibLime would provide that option because they own the software.  Also, the programmers that wrote the software are the best ones to fix the problems.  We need to improve the overall process with LibLime, including better specifications and communication structure with them.  Things are now more stable after the migration.  We are hoping that once we get through the bug fixes and we can start pursuing development, things will go more smoothly. 

6.      Discussion

a.      Cataloging Contract (available for by March 31) and Preliminary 2021 ILS budget proposal (available for by March 31)

                                                              i.      Discussion: S. Lee is doing a final check.  At this point, we don’t think the Cataloging contract will change.  Catalogers are beginning to add subject headings for Spanish language.  This could be added to the Appendix.  M. Van Pelt asked about taking out the language in the appendix about the $50,000.  We will present the final version of the Cataloging Contract at the June meeting.  V. Teal Lovely discussed the preliminary 2021 ILS budget proposal, which is a draft.  V. Teal Lovely still needs to gather information and will continue to update these numbers.  Third party vendor maintenance went up a little.  Authority control may increase because we have a new vendor.  MAD, graciously, will be keeping their fee the same.  The OCLC cost always increases but it should be relatively minor.  The Mobile App costs may increase if we go to a different vendor, but this won’t show up until the 2022 budget.  Crystal reports will be removed because libraries are now able to run reports in Bibliovation.  Please review this document and let V. Teal Lovely know if you have any questions.  The final budget will be approved at the June ILS Committee meeting.

b.      Review service priorities for May All Directors (discussions on March 31)

                                                              i.      Discussion:  Two special meetings were held yesterday in place of roundtable discussions at the All Directors Meeting.  V. Teal Lovely reviewed the ILS discussion notes that are available on the meeting page.  MCF is interested in pursuing the new self-check software-only options with Envisionware and volunteered as a “test” library.  The Envisionware project could take off on its own.  Could the Mobile App could include tablets?  The group can talk about it being a part of the criteria.  Arrowhead is now showing movie previews in their catalog.  We can investigate what sources are out there for movie trailers being integrated into our ILS.  E. Norton is on the Delivery committee and mentioned the possibility of Marathon County joining our system. Marathon County is still in the beginning stages of its investigation. We may know more about them possibly joining SCLS in July/August. We’re obligated to meeting our current libraries’ needs.  V. Teal Lovely will divide the ideas into what we’re working on now and what we need to investigate.    

c.       Mobile App Evaluation (see April 1 ILS Report)

                                                              i.      Discussion:  This was covered under 3d.

d.      Purchase Alert Report

                                                              i.      Discussion: We are allowing patrons to continue to place holds even though libraries are closed.  When libraries open, their holds queue reports will be larger than normal. The Purchase Alert could get inflated as patrons are allowed to place holds.  Library staff should understand if they’re seeing larger numbers, it doesn’t mean you necessarily need to purchase these items.  Should we continue to run the Purchase Alert Reports on a regular basis and continue posting them to the web site?  MCF intends to use them with the understanding things will be inflated.  MAD would prefer it to continue to be run weekly because they are using it to prepare SCIDs.  We will continue to run it and post it.

e.      Libraries reopening. 

                                                              i.      Discussion: Libraries were asking about staggering checkin and delivery.  Library staff will be overwhelmed with what is waiting already.  We will need a plan but it is hard to discuss at this point.  Dane County Libraries are trying to coordinate their openings so they open around the same time.  Until we know when libraries can reopen, we don’t know exactly what will need to be done.  SCLS staff could talk about different scenarios with the Governor’s current order about business resuming on April 24.  There’s a SCLS Directors webinar tomorrow.  Maybe directors could start talking about what help they need from SCLS in order to open.  We can always push the plan back if the governor extends the stay at home order.  This could be discussed at the next CSS meeting on April 14.  CSS members started to talk about this at the last meeting and thought we can model our plan after the migration timeline (stagger services, etc.).  We will figure out the best way to move forward.  We would like to know what libraries are planning for their re-openings.    

7.      Plan for Next meeting:  June 3, 2020

a.      Action: Approve final 2021 ILS budget proposal

b.      Action: Approve Cataloging Contract


8.      Adjournment at 12:17 pm



For more information about the ILS Committee, contact Vicki Teal Lovely.

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.


ILS Committee/Minutes/04-2020