ILS Committee Minutes

February 3, 2021, 10 am

Phone/video conference


Action Items:

The IC 2021 calendar was approved.

The IC approved discontinuing the Serials BSE Policy.

The IC approved the creation of the Multi-part DVD Work Group and its members.


Present: Erin Foley, ACL (1), Debbie Bird, POR (2), Eddie Glade, PCPL (4), L. White, PDS (5), Eric Norton, MCM (6), Heidi Cox, MCF (7), Phil Hansen FCH (8), Nate Snortum, DCL (9, 10), Margie Navarre Saaf, Molly Warren, MAD (11 -13)

Absent: None

Excused: Suzann Holland, MRO (3), Susan Lee, MAD (11-13)

Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Vicki Teal Lovely, Amy Gannaway, Heidi Oliversen, Martha Van Pelt, Corey Baumann



1.      Call to Order at 10:02 am

a.      Introduction of guests/visitors

                                                              i.      New cluster representatives: D. Bird and L. White.

                                                             ii.      Guest: C. Baumann (SCLS Delivery).

b.      Changes/Additions to the Agenda

                                                              i.      V. Teal Lovely added “Multi-part DVD Packaging Work Group” as 3d and added “Automated materials handling (sorter)” as 4c. 

c.       Requests to address the Committee

                                                              i.      None.

2.      Approval of previous meeting minutes: December 2, 2020

a.      Motion: M. Navarre Saaf moved to approve the December 2, 2020, IC Minutes.  M. Warren seconded.

b.      Discussion: none.

c.       Vote: motion carried.

3.      Action Items

a.      Approve 2021 calendar

                                                              i.      Motion:  E. Norton moved to approve the 2021 IC Calendar.  N. Snortum seconded.

                                                             ii.      Discussion: The 2021 calendar was initially reviewed at the December meeting and some changes were proposed.  V. Teal Lovely reviewed the 2021 calendar with these changes. 

                                                           iii.      Vote: motion carried.

b.      The CSS proposed offering the option to extend patron expiration dates again in 2021.  The proposal is to stagger the future expiration dates in order to not set all expirations to one date.  Patrons with the expiration date between Jan 1, 2021 and Jun 1, 2021 would be as follows.  Those surnames starting with A – D would have their expiration date extended to July 1.  E - H August 1.  I - M September 1.  N - R October 1.  S - V November 1.  W - Z December 1st.  A survey will be sent to all libraries and they will need to opt-in to provide these extended expiration dates for patrons with their library as their home library. 

                                                              i.      Motion:  This committee doesn’t need to take action on this because this was completed in January 2021. 

                                                             ii.      Discussion: M. Navarre Saaf reviewed the proposal to stagger future patron expiration dates.  This was an opt-in option for libraries.  A survey was sent to libraries with a deadline of January 25th.  Liblime completed the patron expiration date extensions using the parameters we submitted and only for those libraries that responded “Yes” to the survey. The extension of the expiration dates was completed Jan. 29, 2021.

                                                           iii.      Vote: n/a.

c.       The CMS recommends discontinuing the Serials BSE (Bibliographic Short Entry) Policy and update the Linking and Serials manuals accordingly.

                                                              i.      Motion:  This recommendation came from the CMS and does not need an additional motion.

                                                             ii.      Discussion: A. Gannaway reviewed the recommendation.  Serials BSEs are no longer used because the materials that used to be cataloged as serials are now cataloged as books. 

                                                           iii.      Vote: motion carried.

d.      Multi-part DVD Packaging Work Group

                                                              i.      Motion: D. Bird moved to create the Multi-part DVD Packaging Work Group and approve the proposed members.  E. Norton seconded.

                                                             ii.      Discussion: V. Teal Lovely did several rounds of recruiting for this work group.  The list is posted and the members were reviewed. 

                                                           iii.      Vote: motion carried. 

4.      Reports

a.      ILS Report

                                                              i.      V. Teal Lovely reviewed the ILS Report for February 2021.  The shipping date of the annual barcode order was delayed by Computype until February 5.  H. Oliversen sent out an email informing libraries.  She will go into the office when the shipment arrives at the office and will sort out and distribute the ordered labels to the libraries via delivery.

b.      Circulation Services Subcommittee

                                                              i.      M. Navarre Saaf reviewed the January 12 meeting minutes.

c.       Collection Maintenance Subcommittee

                                                              i.      A. Gannaway reviewed the January 13 meeting minutes.

d.       Discovery Interface Subcommittee

                                      i.      A. Gannaway reviewed the January 20 meeting minutes.

5.      Items from clusters for initial discussion

a.      D. Bird (POR) – A. LeClair from LDI submitted something via email to D. Bird. He has worked at 2 systems previously and the software wasn’t as slow as Bibliovation is. He is concerned with slowness and basic features that are missing (i.e. There is no easy way to print a patron’s accounting page).  He is hoping that something could be done to speed up the ILS.  H. Oliversen will contact him about his printing issue.  We will need more specifics about the slowness to help pinpoint the problem.  Typically people report slowness issues by creating a Help Desk ticket.  There has been some work done on response time to solve certain problems.  ILS will create a new form for libraries to report response time.  We want to fix this, but need help from libraries to narrow down the issues. 

6.      Discussion

a.      Introduce new cluster reps

                                                              i.      D. Bird, SUN (Cluster 2) and L. White, PDS (Cluster 5).

b.      Cluster Rep Orientation

                                                              i.      M. Van Pelt reviewed the handouts for new Cluster Reps.

c.       Automated Materials Handling (sorters)

                                                              i.      Discussion: The RFID initiative was discussed and approved at the December IC Meeting.  SCLS would like to explore if it makes sense for SCLS to buy a sorter at the new building.  C. Baumann reported they have had a few meetings with vendors.  The idea is intriguing but it is costly.  Would cost 10% of our new building costs, reviewing if it would be helpful.  He asked the Delivery Committee to generate a discussion based on value it may have for library staff.  How does it save time/change processes?  Safety/efficiency?  Interested in input/feedback from library staff.  Teal Lovely said we are thinking about creating a joint workgroup between Delivery Committee and IC/CSS Members and possibly open up to members at large.  We anticipate it will take this year to look into this.  We will also consider looking at Holds sequences in ILS to sync with routes; more presorting; and other ways to move items through system more efficiently.  Does this seem like something we should be exploring from this groups’ perspective?  Yes.  We will discuss approving a work group at the April meeting.    

7.      Plan for Next meeting:  April 7, 2021

a.      Discussion: Cataloging Contract

b.      Discussion: Review service priorities for May All Directors

c.       Discussion: Preliminary 2022 ILS budget proposal

8.      Adjournment at 11:33 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/02-2021