ILS Committee Minutes

June 3, 2020, 10 am

Phone/video conference

Action Items:

The IC approved the ILS budget as presented with the 1.5 % increase with examination by November to discuss applying contingency funds to reduce the budget.

The IC approved the 2021 Cataloging Contract.

The IC approved extending patron expiration dates due to expire between June 1 and September 30 to October 1, 2020.

The IC approved deleting the low use Collection Code CDYMS and the low use Shelving Locations OVLL, FR, and GGML.

Present: 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: Erin Foley, ACL (1)
Recorder: Michelle Karls (SCLS)
SCLS staff present: Vicki Teal Lovely, Heidi Oliversen, Martha Van Pelt


1.      Call to Order

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: April 1, 2020

a.      Motion: M. Warren moved approval to the April meeting minutes.  S. Holland seconded.

b.      Discussion: none

c.       Vote: motion carried.


3.      Action Items

a.      Approve final 2021 ILS budget proposal

                                                              i.      Motion: M. Warren moved to approve the ILS budget as presented with the 1.5 % increase with examination by November to discuss applying contingency funds to reduce the budget.  H. Cox seconded.

                                                            ii.      Discussion: The ILS Committee approves the budget before it will be sent to the SCLS Board of Trustees, who has final approval.  Once approved, all fees get put in Cost Formula to determine costs. There is an increase of $17,000 this year.  We have contracted support payments to PTFS to host our software and provide daily maintenance, run our overnight scripts, general maintenance on software upgrades, etc.  We have a minimum expenditure for development of $10,000/year for a LibLime staff member to manage/overseeing our development.  We work very closely with her. We budget $10,000 for development which is offset by an arrangement from Bibliotheca to pay SCLS for first-tier support.  ILS Staff salaries and benefits increase every year due to step increases, reclassifications and increases to benefits. SCLS is not requesting cost of living increases for 2021. The Cataloging Agreement with MAD is not changing and they have not asked for an increase for several years.  Thank you MAD!  We see a small dip because OCLC is keeping their 2020 fees the same cost as 2019.  We also have a small credit from OCLC that will be applied to 2021.  The main increases are in the ILS benefits/salary area and increases that are built into vendor contracts.  A few years ago we budgeted for linked data, but didn’t pursue it because we were focused on the migration to Bibliovation.  We said we would revisit it, however, we received advice from the catalogers to not pursue this.  We have 3 options for the budget:

1.      The first option is to move the budget forward as presented. 

2.      The second option is to reduce this contract of development by $10,000 and we use income we get from Bibliotheca and Envisionware to fund operating costs.  This is something we wouldn’t normally do, with anticipated budget issues, we could choose to do this. 

3.      The third option is that we have the development contingency of $413,000 dollars that we could use to help reduce the budget.  We will be spending money on development this year and have several projects already in the works.  Sometimes this money is used it for startup fees (ex. new Mobile App).  How much do we need to keep in contingency? We use this money to pay for development and as a safety net in case we need to migrate to another vendor unexpectedly. Libraries are most likely still working on their budgets right now and are unsure if they will have issues later in the year.  MCM, STP, MAD and MCF are not in favor of reducing contingency because we still want fixes/development. We are trying to cut cost in any ways that are reasonable. C. Borck suggested that we put a note in the recommendation that we could take money out of contingency if we need to if libraries are hit hard at the end of the year. We will revisit the budget at future meetings and make a decision whether or not to adjust it by November.

                                                          iii.      Vote: motion carried.

b.      Approve Cataloging Contract

                                                              i.      Motion: E. Norton moved to approve the Cataloging Contract.  P. Hansen seconded.

                                                            ii.      Discussion: V. Teal Lovely reviewed the Cataloging Contract.  This is the same version you saw in April with a slight correction made to the appendix.  MAD has agreed not to increase their costs again.  The cost to continue is $404,255, which has been the same for the past few years. 

                                                          iii.      Vote: motion carried. 

c.       The Circulation Services Subcommittee recommends extending patron expiration dates due to expire between June 1 and September 30 to October 1, 2020.

                                                              i.      Motion: This recommendation came from the Circulation Services Subcommittee.

                                                            ii.      Discussion: H. Oliversen reviewed the discussion at the CSS meeting.  In light of uncertain times, the CSS recommended extending the patron expiration dates again.  We had LibLime do this previously for patron records that were set to expire between March 1 – May 31.  They extended the expiration dates to June 1.  The CSS recommends extending expiration dates to October 1, 2020 for any patron records with expiration dates between June 1 and September 30.  This will not apply to patrons whose records have already expired.  If this is approved, H. Oliversen will submit ticket with LibLime today and it should be finished within a day.

                                                          iii.      Vote: motion carried.

d.      The Collection Maintenance Subcommittee recommends deleting the low use Collection Code CDYMS and the low use Shelving Locations OVLL, FR, and GGML.

                                                              i.      Motion: This recommendation came from the Collection Maintenance Subcommittee.

                                                            ii.      Discussion: M. Warren reviewed the motion and there were no questions or discussion.

                                                          iii.      Vote: motion carried.


4.      Reports

a.      ILS Report

                                                              i.      V. Teal Lovely reviewed the ILS Report.  There have been more changes to the Pandemic/COVID 19 web page.  V. Teal Lovely will add this information to the ILS report so we have a record.  The CSS has been meeting weekly to discuss pandemic issues.  They will continue to meet bi-weekly to deal with things as they come up through the end of July.    

b.      Mobile App Work Group

                                                              i.       V. Teal Lovely reviewed the minutes from the May 20 Mobile App Work Group Meeting.  They finalized a criteria list.  Vendor demos are being scheduled virtually for late June with Solus, Capira, Communico, and Chilifresh.  The work group hopes to have a recommendation to the IC by the August meeting.

c.       Circulation Services Subcommittee

                                                              i.      Discussion: M. Navarre Saaf reviewed the May 12 meeting minutes.

d.      Collection Maintenance Subcommittee

                                                              i.      Discussion: M. Warren reviewed the May 13 meeting minutes.

e.      Discovery Interface Subcommittee

                                                              i.      Discussion: The minutes are available online.  There were no action items.  Please let A. Gannaway know if you have any questions. 


5.      Items from clusters for initial discussion

a.      None.


6.      Discussion

a.      M. Van Pelt mentioned that Corey Baumann has been meeting weekly with Bruce Smith at DPI and RLL&L to talk about WISCAT and delivery/loaning of materials outside the system.  We are waiting for other systems to become more comfortable with receiving materials.  SCLS Delivery is ready to go anytime they are ready. 


7.      Plan for Next meeting:  August 5, 2020 via phone/web conference

a.      Discussion: 2021 new ILS services and grant ideas (Joint with Technology Committee)

b.      Discussion: Plan for fall ILS Users’ Summit

c.       Discussion: Conduct Koha development survey

d.      Recommendation for pursuing a Mobile App from the Mobile App Work Group


8.      Meeting Summary and Evaluation

9.      Adjournment at 11:19 am



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/06-2020