ILS Committee Minutes

June 2, 2021, 10 am

Phone/video conference


Action Items:

The IC approved the final 2022 budget.

The IC approved the Cataloging Contract.

The IC approved the recommendations from the CSS for the “new” LINKcat library patron application, setting the “MessageDeliveredExpireDays” and “MessagePendingExpireDays” system preferences to 120 days in order to prune older messages from the Patron Message queues and Print Message table, and proposed for the Data Entry Format guidelines.

The IC approved the recommendations from the CMS to add the Serials Searching and Matching Policy information to the Books Searching and Matching Policy, discontinue the Serials Searching and Matching Policy, and delete the low use Collection Code PBJNFBI and the low use Shelving Locations GR2F and AV1F.


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

Absent: L. White, PDS (5)

Excused: None

Recorder: Michelle Karls (SCLS)

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



1.      Call to Order at ­­­10:02 am

a.      Introduction of guests/visitors

                                                              i.      None.

b.      Changes/Additions to the Agenda

                                                              i.      V. Teal Lovely added 5a. Bibliovation bug fixes and development, 5b. Format for August meeting, and 5c. Mobile App.

c.       Requests to address the Committee

                                                              i.      None.


2.      Approval of previous meeting minutes: April 7, 2021

a.      Motion: M. Warren moved approval of the April meeting minutes.  D. Bird seconded.

b.      Discussion: none.

c.       Vote: motion carried.


3.      Action Items

a.      Approve final 2022 ILS budget proposal

                                                              i.      Motion: E. Norton proposed accepting the 2022 ILS operations budget including the change allocating $5,000 of the contracted development fund to pay for the LTE position that provides RFID support and database cleanup.  M. Navarre Saaf seconded. 

                                                             ii.      Discussion: V. Teal Lovely reviewed the 2022 budget proposal.  There was no further increase to the Solus fees for adding Rio and Marshfield.  We agreed on the increase for Solus last year at the All Directors meeting.  OCLC is still a question mark, but we’re hoping the fees don’t increase.  There are a few regular step increases.  There is no cost of living increases for 2022 but there is a jump in benefits.  This will be incorporated into the fees in 2022.  We have $20,000 allocated for ILS contracted development.  $10,000 of that goes to LibLime for development support.  It is offset by the fee for Bibliotheca first tier support.  Now we are transitioning to Envisonware.  We have an increase in RFID support, in part because of the initiative to support RFID in libraries and the CARES Act grants.  V. Teal Lovely is proposing that we reallocate $5,000 of the ILS contracted development fund to an LTE position that would support RFID and work on database clean-up.  T. Miller is working on both of these things currently. 
The contingency account is lower because of what we funded last year (lots of projects).  We will talk about this again at the August meeting.  At some point, we will have to decide if we want to increase the development funding category (it would come out of library fees).  At the July All Directors meeting, V. Teal Lovely will work up the fees and create a separate option for libraries to vote on reducing them by $50,000.  The recommendation will include this as part of the Cost Formula for the directors to vote on.  STP would like to see what the numbers look like and how much would the fees be decreased.  These numbers will go out to library directors by June 30 so they can see difference.  We do have a directors checkin meeting scheduled and M. Van Pelt will bring it up then.   

                                                           iii.      Vote: motion carried.

b.      Approve Cataloging Contract

                                                              i.      Motion: H. Cox moved to approve the Cataloging contract.  P. Hansen seconded.

                                                             ii.      Discussion: V. Teal Lovely reviewed the Cataloging agreement.  There are no changes except dates and the fees will remain the same thanks to Madison Public Library.

                                                           iii.      Vote: motion carried.

c.       Recommendations from the CSS

                                                              i.      The CSS recommends the “new” LINKcat library patron application form be sent to the IC for approval at the June meeting.

                                                             ii.      The CSS recommends setting the “MessageDeliveredExpireDays” and “MessagePendingExpireDays” system preferences to 120 days in order to prune older messages from the Patron Message queues and Print Message table.  

                                                           iii.      The CSS recommends the changes proposed for the Data Entry Format guidelines to be sent to the ILS Committee for final approval. 

1.      Motion: These motions came from the Circulation Services Subcommittee.

2.      Discussion: H. Oliversen reviewed the motions from the May meeting.

3.      Vote: motions carried.

d.      Recommendations from the CMS

                                                              i.      The CMS recommends adding the Serials Searching and Matching Policy information to the Books Searching and Matching Policy.

                                                             ii.      The CMS recommends discontinuing the Serials Searching and Matching Policy.

                                                           iii.      The CMS recommends deleting the low use Collection Code PBJNFBI and the low use Shelving Locations GR2F and AV1F.

1.      Motion: These motions came from the Collection Maintenance Subcommittee.

2.      Discussion: A. Gannaway reviewed the motions from the May meeting.

3.      Vote: motions carried.


4.      Reports

a.      ILS Report

                                                              i.      V. Teal Lovely reviewed the June ILS Report.

b.      Circulation Services Subcommittee

                                                              i.      M. Navarre Saaf reviewed the minutes from the May meeting.

c.       Collection Maintenance Subcommittee

                                                              i.      A. Gannaway reviewed the minutes from the May meeting.

d.      Discovery Interface Subcommittee

                                                              i.      A. Gannaway reviewed the minutes from the May meeting.

e.      Multi-part DVDs Packaging Workgroup

                                                              i.      The deadline for the library survey was May 21.  ILS staff will be reviewing the results and scheduling the next meeting.

f.        Delivery Workflow Workgroup

                                                              i.      The first meeting is scheduled for June 24.  We created a poll and sent it out to participants to pick the best time.  The regular meeting will be held on the 4th Thursday of every month.   


5.      Items from clusters for initial discussion


6.      Discussion

a.      Bibliovation bug fixes and development

                                                              i.      P. Hansen mentioned the Prioritized list of Known Problems that submitted in March/April 2020.  Most of these are still listed as active problems.  What is the process for this?  In March 2020, we had 3 issues that were flagged before the prioritization.  RTH is actually working in the sandbox and will be included when we upgrade to 7.0.  The first two items have partial fixes in production and generated workflow discussions with libraries.  We are working with LibLime to understand the needs and library workflows.  Libraries voted on a first phase of 5 fixes and a second phase of 5 fixes.  Of the first 10 that were submitted, there are four that are fixed.  We will resubmit the other six and try to get them into the 7.0 fix.  FCH mentioned staff fatigue with reporting bugs and how sometimes updates break previous bugs.  An example of this is canceling holds from the patron record.  How are fixes vs. development prioritized on LibLime’s end?  VTL reviewed Known Problems page.  The fixes are listed and the release notes are available for library staff looking for more information.  LibLime has contracted development that takes priority over bugs and having a bug list is pretty typical for software (as we know from Dynix).  FCH also mentioned patrons being blocked from using the self-check to checkout.  We were trying to do triage but libraries were closed for a long time which made testing difficult.  We will be reprioritizing this problem.  The August meeting will be a good time to review this, discuss another round of voting, etc.

b.      Format for August Meeting

                                                              i.      SCLS HQ has lifted all restrictions for Dane County and are following CDC guidelines.  We can have in-person meeting again without masks if people are vaccinated.  Do we want to have the August meeting virtually or in-person?  Members expressed interest in hosting a hybrid option for this meeting.  SCLS staff will investigate this and try to make it work for the August meeting.

c.       Mobile App

                                                              i.      MCF mentioned that some libraries are using Capira (MCF, SUN) for curbside scheduling software and they want to continue with curbside pickup.  The Capira license is up in August and they would like to look what’s included in Solus app as a possible replacement for this  A. Gannaway will have to ask Solus about what’s involved in that and how fast it can be done, so libraries can begin to test it.  Is it possible to get statistics on how many patrons are loading the new app?  Yes, A. Gannaway will let you know when she has more information about this.  ACL mentioned they didn’t see any place on the app that tells how many people are on hold for an item.  A. Gannaway can ask Solus to add this to the bib details page and add something about number of available copies.  ACL received feedback from their cluster that a library did not really understand they would need new barcode scanners to scan phone digital barcodes.  Buying even small equipment can be a big issue for smaller libraries.  Is there PR we can do for libraries that may not have these scanners?  A. Gannaway can add a note to the LINKcat Help page.  STP mentioned that in Google play the old “LibraryThing” app is still showing up.  A. Gannaway will ask if they can remove it from Google play.      


7.      Plan for Next meeting: August 4, 2021, we will try to do a hybrid in-person at SCLS-HQ and also offer the virtual option

a.      Discussion: Plan for fall ILS Users’ Summit

b.      Discussion: Conduct Bibliovation development survey

c.       Discussion: Review marketplace reports for ILS software and peripheral software (committee members will report on new features and services found in the marketplace)


8.      Adjournment at 12:10 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/06-2021