ILS Committee Minutes

April 5, 2023

10:00 am

SCLS Headquarters

4610 S. Biltmore Lane, Madison WI 53718

Hybrid Meeting = in person and using virtual Zoom option


Present: Debbie Bird (POR) (2), Suzann Holland, MRO (3), Eddie Glade, PCPL (4), Lauren White (5), Katherine Elchert, MCM (6), Kate Hull, SUN (7), Phil Hansen, FCH (8), Nate Snortum, DCL (9, 10), Margie Navarre Saaf, Molly Warren, Susan Lee, MAD (11 -13)

Absent: None

Excused: Erin Foley, ACL (1)

Recorder: Michelle Karls (SCLS)

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


1.      Call to Order at 10:03 am

a.      Introduction of guests/visitors

                                                              i.      V. Teal Lovely was asked to be the Cluster 1 proxy today.

b.      Changes/Additions to the Agenda

                                                              i.      None.

c.       Requests to address the Committee

                                                              i.      None.


2.      Approval of previous meeting minutes: February 1, 2023

a.      Motion: MNS moved approval of the February meeting minutes.  K. Elchert seconded. 

b.      Discussion: none.

c.       Vote: motion carried.


3.      Action Items

a.      The CSS recommends to the ILS Committee that we change the description of item type CAAMS to “LP/Vinyl.”

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

                                                             ii.     Discussion:  L. White reported that RKS is not in favor of changing the code name because she feels it’s more comprehensive as it stands now.  The rest of Cluster 5 is in favor.  H. Oliversen explained that no one in system is using adult cassette music.  M. Navarre Saaf gave some background (see CSS March minutes).  H. Oliversen will contact RKS to explain why this is happening and see if they have further questions. 

                                                           iii.     Vote: motion carried.

b.      The CMS recommends the following changes to the Videorecordings Searching and Matching policy, under Multi-part Items:

                                                              i.      Change “Television fiction mini-series and series” to “Television fiction and non-fiction mini-series, series, and documentaries”

                                                             ii.      Change “Non-fiction instructional, series, mini-series, and documentaries” to “Non-fiction instructional and travel”

1.      Motion: This recommendation came from Collection Maintenance Subcommittee. 

2.      Discussion: none.

3.      Vote: motion carried.

c.       Approve 2024 Cataloging Agreement

                                                              i.      Motion:  L. White moved approval of the 2024 Cataloging Agreement.  P. Hansen seconded. 

                                                             ii.      Discussion: We took out a few changes out (distinguishing between MAD and MAD Board).  The consensus was there was no need to clarify that between M. Van Pelt and S. Lee.  Everything else is the same.  Madison is holding the fees at the 2023 level.

                                                           iii.      Vote: motion carried.

d.      Local holds recommendations:

                                                              i.      From Local Holds Workgroup: The Local Holds Workgroup recommends that Local Holds continue to be an option for interested LINKcat libraries.  Materials that will be immediately eligible will be new Adult books. Requests to expand the types of materials eligible for Local Hold parameters will be submitted to the Circulation Services Subcommittee and ultimately sent to ILS Committee for approval. The rules and procedures under which the local holds operate will continue to be monitored and modified by the Circulation Services and Collection Maintenance Subcommittees as appropriate.   

                                                             ii.      From Madison Public Library and Portage County Public Library: MPL and PCPL request that SCLS explore further development of Local Holds functionality for libraries with multiple locations in order to provide the benefit of filling local holds at any of the libraries' locations.

1.      Motion: S. Lee moved approval of the Local Holds recommendations.  N. Snortum seconded.

2.      Vote: We conducted a poll. Cluster 7 votes Yes.  However, there was not consensus among that cluster.  Feedback from those opposed included believing that it goes against resource sharing, concern with wait times for patrons, etc., but they agreed to support the vote to benefit those libraries that want this.  Cluster 8 votes No.  However, if this is to pass, they agree with the development for MAD’s and STP’s branches.  Cluster 11-13 vote Yes for both.  Cluster 5 votes Yes as long as it remains a library choice and not a system mandate. 

a.      In favor – Cluster 7, Cluster 6, Cluster 11-13, Cluster 5, Cluster 4, Cluster 1, Cluster 9-10, Cluster 2, Cluster 3

b.      Opposed – Cluster 8

c.       Abstentions: none.


4.      Reports

a.      ILS Report

                                                              i.      V. Teal Lovely reviewed the February and March ILS Reports.

b.      Circulation Services Subcommittee

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

c.       Collection Maintenance Subcommittee

                                                              i.      A. Gannaway reviewed the March meeting minutes.

d.      Discovery Interface Subcommittee

                                                              i.      A. Gannaway reviewed the March meeting minutes.

e.      Local Holds Workgroup

                                                              i.      We reviewed the discussion at the March meeting under this agenda’s Action Items, Local Holds Recommendation. 

5.      Items from clusters for initial discussion

a.      SCLS move/downtime:  E. Glade asked about how service will look like on the dates that SCLS is moving to a new office.  STP believes it will be difficult to use their County network.  Will has been in contact with Charles at STP about this.  Some services won’t work because they are tied to SCLS internet.  There are options with wireless.  MAD is working on a solution for their locations.  If libraries have mobile hotspots or wireless through their municipality, they could potentially use desktops.  D. Bird inquired about POR because they got VOIP and are trying to connect to the city.  V. Teal Lovely confirmed that POR is getting their internet through SCLS and this will be down.  There is a form to submit any questions libraries have about SCLS’s upcoming move.


6.      Requests for New Service

a.      None.

7.      Discussion

a.      Review service Priorities for May All Directors

                                                              i.      Discussion:  We have an open ended discussion at the May All Directors meeting where people can submit ideas for new services.  They will be sent to the appropriate subcommittees to discuss moving forward and exploring these ideas.  None were submitted for ILS for the second year in a row and we are not sure why.  We used to have a table top discussion and now we use jam boards.  We do usually find something new to work on.  We still have a process where we go to conferences annually to explore the marketplace.  ALA is in Chicago this year.  SCLS will be chartering a bus and library staff can go down and talk with vendors.  M. Van Pelt mentioned that the Technology Service 2024 agreement has been sent to the AC to vote on accepting the new language regarding cyber insurance.

b.      Preliminary 2024 ILS budget proposal

                                                              i.      Discussion: V. Teal Lovely reviewed the draft of the 2024 ILS Budget.  There is a standard increase.  Contracted support has a percentage increase every year. We will need to talk about the development budget this year.  The Cost Formula Workgroup approved to spend contingency.  Telephone notices will have increase in fees from iTiva/Talking Tech.  Staff salary and benefits will most likely increase as their step increases are built in.  MAD fees are firm, but OCLC always has a fee. Authority control bills need to be reviewed, but it has been stable and less than LTI (the previous vendor).  Items highlighted means it’s not finalized.  The final version will get submitted to IC members two weeks before the June meeting and we will vote on them at the June meeting.

c.       Reviewing security practices for Bibliovation

                                                              i.      Discussion: There was be an All Directors discussion about what libraries need to do to help with security.  DPI is encouraging that InfoTech training about cyberattacks be available but there is a question of funding it.  Multi-factor authentication for emails will be coming for libraries who use SCLS email.  For ILS security, we have left responsibility in the hands of libraries with their logins/passwords.  This won’t change but we will come up with stronger language about when to change passwords. 

8.      Plan for Next meeting:  June 7, 2023 at 10 am and August meeting as well.

a.      Action: Approve final 2024 ILS budget proposal

b.      Sunsetting Local Holds Workgroup

c.       Discussing security practices 


9.      Adjournment at 10:57 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/04-2023