ILS Committee Minutes

December 1, 2021, 10 am

SCLS Headquarters or

Phone/video conference

Action Items:
The IC recommends creating the new Shelving Location: STU (Studio).
The IC recommends creating the new Collection Code: LPPB (LARGE PRINT PICTURE BOOKS ; Large Print, Picture Books).
The IC recommends updating the BSE policies mentioned with current Bibliovation terminology (see below for details.)


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: Lau
ren White (PDS)

Excused: None
Recorder: Michelle Karls (SCLS)
SCLS Staff Present: Vicki Teal Lovely, Amy Gannaway, Heidi Oliversen, Martha Van Pelt




1.      Call to Order at 10:00 am

a.      Introduction of guests/visitors

                                                              i.      None

b.      Changes/Additions to the Agenda

                                                              i.      V. Teal Lovely added under Discussion 6d: the decision on Multi-part DVDs Packaging.

c.       Requests to address the Committee

                                                              i.      None


2.      Approval of previous meeting minutes: October 6, 2021

a.      Motion: M. Navarre Saaf moved approval of the October minutes.  P. Hansen seconded.

b.      Discussion: none.

c.       Vote: motion carried.


3.      Action Items

a.      Approve 2022 Technology Plan: ILS section

                                                              i.      Motion: D. Bird moved to accept the Technology Plan for 2022.  M. Warren seconded. 

                                                             ii.      Discussion: V. Teal Lovely reviewed the plan.  We used to have EBSCOhost in the past but it has been removed as it is unlikely that we will integrate it.  We will focus on getting Overdrive integrated into LINKcat 2022.  We will work on creating an online patron registration form and continue to support RFID.  We will investigate locker options for patron holds pickup.   We will explore other ILS vendor’s web based functionality. We will continue with the Delivery Workflows and Multi-part DVDs Packaging Work groups.  Multi-part DVDs – E. Foley asked why the Multi-part DVDs decision is taking so long.  V. Teal Lovely explained that it is a major decision and we must assess all aspects carefully.  Their first meeting was in March, but the work group was put on hiatus until after the RIO and MFD migration.  They reconvened in September but members and libraries are still split and there are still a lot of issues to work out.  They formed a steering group to formulate the evaluation process.  We would like to take the time to get more of a consensus.  We are trying to get input and evaluate the issues to come up with a solution that most agree upon.  We will move this to the end of the meeting as Discussion 6d.

                                                           iii.      Vote: motion carried.

b.      Approve process for Requests for New Services process

                                                              i.      Motion: M. Navarre Saaf moves approval.  N. Snortum seconded. 

                                                             ii.      Discussion: V. Teal Lovely reviewed the process for New Services. 

1.      Vote: motion carried. 

c.       From the Collection Maintenance Committee

                                                              i.      New Shelving Location request: STU (Studio)

                                                             ii.      New Collection Code request: LPPB (LARGE PRINT PICTURE BOOKS ; Large Print, Picture Books)

1.      Motion: The new Shelving Location and Collection Code requests came from the Collection Maintenance Subcommittee.

2.      Discussion:  A. Gannaway reviewed the new Shelving Location and Collection Code requests.

3.      Vote: motion carried.

                                                           iii.      Books BSE (Bibliographic Short Entry) Policy, Sound Recordings BSE (Bibliographic Short Entry) Policy, Videorecordings BSE (Bibliographic Short Entry) Policy, Software BSE (Bibliographic Short Entry) Policy

1.       Change Use the BSE (Bibliographic Short Entry) framework to create new BSE bibs to Use the Cataloging BSE template for the appropriate format to create new BSE bibs.

2.       Remove Type before Format Type, Target Audience, and Library.

                                                           iv.      Generic and Perm Records Policy

1.       Change GEN (Generic) framework to GENERIC BSE template.

2.       Change BSE (Bibliographic Short Entry) framework to PERM BSE template.

                                                             v.      Linking Items Policy

1.       Change permanent location to library.

2.       Change current location to current library.

3.       Change date created to date acquired.

                                                           vi.      Serials Receiving Policy

1.       Change Koha Periodicals to the serials module.

a.       Motion: The motion to update the terminology in the policies mentioned came from the Collection Maintenance Subcommittee.

b.      Discussion: A. Gannaway explained we reviewed these policies and changed the Koha language to the corresponding Bibliovation language, or made the language more generic so it’s not dependent on a particular ILS.

c.       Vote: motion carried. 


4.      Reports

a.      ILS Report

                                                              i.      V. Teal Lovely reviewed the ILS Report for December 2021. 

b.      Circulation Services Subcommittee

                                                              i.      M. Navarre Saaf reviewed the November meeting minutes.

c.       Collection Maintenance Subcommittee

                                                              i.      A. Gannaway reviewed the November meeting minutes.

d.      Discovery Interface Subcommittee

                                                              i.      This group did not meet (conflict with WLA).  They will meet on January 19, 2022 via phone/video conference.

e.      Multi-part DVDs Packaging Workgroup

                                                              i.      V. Teal Lovely reviewed the Steering Work Group meeting notes from November 2, 2021.  She also reviewed what happened at the meeting yesterday.

f.        Delivery Workflow Workgroup

                                                              i.      V. Teal Lovely reviewed the notes from the last meeting.  They meet again on December 9.


5.      Items from clusters for initial discussion

a.      None.


6.      Discussion

a.      Review Development survey process

                                                              i.      The ILS staff will be holding user groups in December and will ask the user group participants for feedback on the bugfix and development priorities. Then in January the Subcommittees will narrow down the top priorities and we will survey the directors, and then all of that information will go to the ILS Committee in February for a final ranking that will be passed on to LibLime.

b.      Review 2022 calendar

                                                              i.      V. Teal Lovely reviewed the proposed 2022 meeting schedule.  We will vote on it at the February 2022 meeting.

c.       Changes to ILS Support page / new Bibliovation Support page

                                                              i.      A. Gannaway reviewed the new Bibliovation Support page. We will move most of the info on the current ILS Support page to this new page, and we have organized the information about reporting problems, the Known Problems database, the release notes, and status of priority bugfixes. The group agreed this can be posted and we can revise it later if needed.

d.      Multi-part Packaging Work group process

                                                              i.      Establishing a work group to thoroughly vet a proposed change is a process we have done before (e.g. ILS Evaluation, Cost Formula Work Group).  In March, 2021 we anticipated that this process wouldn’t take very long.  However, after the first meeting it was clear that there were many issues to assess before making a recommendation.  We recently formed a Steering Committee to streamline the evaluation process. Since the duration of the work group has been extended, V. Teal Lovely will check in with members to see if they wish to drop off.  The ILS Committee could choose to take this decision to a vote at the February meeting after checking with clusters. Cluster reps in favor of voting at the February IC meeting include ACL, POR, MCM.  MAD and DCL members asked if people thought their cluster could come up with a unified vote and work it out without information from the work group?  FCH votes no to accelerating the decision at this point and prefers to get more information from the work group.  MAD agrees and prefers to let the work group finish its analysis.  DCL mentioned that there’s a lot to unpack.  They felt that people had legitimate concerns and also want more information before voting.  Some cluster representatives had to leave, but of the remaining participants, there were 7 votes to not call the question at this time and to continue with workgroup analysis.  M. Van Pelt suggested to let the work group continue working but put a deadline on it. D. Bird suggested to let directors decide at the May All Directors meeting.  Considerations are: patrons; changing with retro conversion (repackaging).  Every decision impacts something else.  V. Teal Lovely will work on an accelerated timeline. The work group will get a proposal to the March All Directors and directors can think about it and vote on it at the May All Directors.  D. Bird understands the concerns as she has two staff on the work group.  This is why she felt comfortable to go to the clusters, but is OK with alternate choice.  E. Foley mentioned the accelerated timeline helps.  The Multi-part DVDs Packaging Work Group will present what they have at the March All Directors meeting and hopefully they will have a recommendation.  We could have IC decide in April or take a vote at the All directors May meeting.  Take this option back to your clusters for input on how we should do the vote.  V. Teal Lovely will send out an email to explain this to directors. 

7.      Plan for Next meeting: February 2, 2022 at SCLS Headquarters or via phone/videoconference

a.      Introduce new cluster reps

b.      Cluster Rep Orientation

c.       Update on multi-part DVD work group

d.      Action: Approve 2022 calendar

8.      Adjournment at 11:50 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/12-2021