|
NOBLE MEMBERS OF THE CORPORATION MEETINGAT NOBLEAPRIL 18, 2002 |
Present: Sixteen libraries were represented at the
meeting, attendance sheet attached.
1. CALL TO ORDER /WELCOME - Deborah Abraham. Deborah called the meeting to order at 10:05.
2. APPROVAL OF MINUTES - Minutes from the March
meeting were not available.
3. TREASURER’S REPORT – In Tom’s absence Ron
presented the report. At three-quarters
of the way through the fiscal year the operating budget is 64% expended through
March. Camilla Glynn made a motion to
accept the report, Martha Holden seconded the motion. The vote was unanimous.
4. MANAGERS’ REPORT – Ron Gagnon reported the contract with Atrion Networking has been
signed and will begin June 1st.
The cost is approximately 10% less than Dimension Data with better
service. There will be an introductory
meeting to introduce Atrion on May 29th.
The
renovations in the Member Services area are complete.
Ron
and Elizabeth will be going to the Innovative User’s Group conference from
April 27th-April 30th.
Elizabeth will be presenting three sessions on Millennium Create
Lists. Also, the MLA Conference is
later that week and Martha will be speaking on wireless LAN security. Deborah Abraham, Mary Rose Quinn, and Diane
Young will also be speaking on wireless in their libraries.
With
the encouragement of the MBLC, Ron filed a comment with the FCC on potential
changes in the E-rate program. He has
not heard from the MBLC about funding from the state budget for next fiscal
year. The line item we get our funding
from is decreased 3% in the Governor’s budget.
Federal funds for LSTA grants may have an increase. NOBLE received $105,000 in Virtual Catalog funding,
and still awaiting the funds for bringing the Lynn branches on-line.
Elizabeth
Thomsen. Elizabeth reported on upcoming
meetings. On April 24th
Marilyn Graves is having the ILL Center
Meeting, in May there will be a roundtable for public libraries on Summer Reading Lists, on May 7th
is the Collection Management Roundtable
for college libraries, and on May 22nd is Collection Management
Roundtable for public libraries.
Elizabeth is looking into ways to do collection assessment on children’s
circulated non-fiction. On May 20th
and June 4th there will be roundtable sessions for Children’s Services. One issue Elizabeth would like to get input
on is redesigning the NOBLE for Kids web site.
Other meetings coming up are Tech
Services for Temp Record Libraries on
May 14th, and for OCLC
Libraries on May 23rd.
On June 6th will be the Annual
Meeting for Libraries with Web Sites, whether hosted by NOBLE or not. This gives libraries a chance to get
together to show their web sites.
Digital Imaging – The grant-supported
equipment is in place for our digitizing and imaging project. Elizabeth
explained that staff from the libraries should go through their local history
collection and pick out 10-20 items, 1 or 2 should be old books, and some
pictures. A time will be scheduled for
them to come to NOBLE and be trained on the equipment and software, and linking
to the catalog. Elizabeth suggested
sending more than one person, of whom one should be the tech services
librarian.
Acquisitions – Elizabeth has been
scheduling training and consulting at individual libraries. She sent a message to the acquisitions list
suggesting things libraries should do before she visits.
Other
issues: Elizabeth is redesigning the web site incorporating the new brochure
color scheme and logo. She also has
been chosen as the functional expert for cataloging, database maintenance, and
authority control for the Innovative User’s Group. She will be meeting with other functional experts at the IUG
Meeting.
Members
of the Corporation Meeting Page
2
April
18, 2002
Martha
Driscoll.
Martha has been working with Genuity on the Internet changeover which will take
place in June. We will be getting new
IP addresses from Genuity. She’s
meeting next week at Atrion to discuss the changeover and the IP changes with
them. John Wade, our Verizon account
manager, will also be attending the meeting.
Martha
has been looking into hardware maintenance with Compaq. Innovative wants customers to contract
directly with Compaq instead of going through Innovative.
She is also getting ready for the year-end statistics and her goal is to have them done by end of July. She is going to reduce the number of reports that are produced by eliminating separate reports for each branch, campus, and bookmobile because the state reports don’t require them. If needed these reports can be run after the other reports are finished.
Calendar Program – Martha gave an update on
the calendar program NOBLE purchased.
It has been successful and libraries are setting up several calendars on
their web pages. There is no limit to
the number of calendars that a library can have.
Martha
reported that the Long Overdue Reports
for items that were due from 1992-1996 were sent out. A purge of these items will be done in October. The next phase to be sent out is for items
that were due from 1997-1998, and the last phase will be for 1999. There are options and suggestions on how
libraries can handle these items. This
information was documented in the cover letter that went out with the reports
and is also on the Staff Information System.
5. STRATEGIC PLAN UPDATE – Deborah Abraham reported
that at the last Executive Board meeting a list of goals were put together and
the Board is now working in teams of two on the objectives. The teams will try to have their objectives
ready by the next meeting. The goal is
to have the Strategic Plan in place for the beginning of the new fiscal year.
8. ERWG – netLibrary and the NOBLE Catalog
Update –
This item was moved up on the agenda due to Camilla Glynn having to leave the
meeting early. Camilla explained there
has been a recent change in the new netLibrary contract. Patrons are going to be able to access the
entire netLibrary collection, viewing a book will add it to the
collection. At the last ERWG meeting
they voted to remove all the netLibary records from the catalog and not to add
any additional ones. Following is the
recommendation and motion from the Minutes of the March 5, 2002 ERWG
Meeting:
The Committee reviewed the issues surrounding
netLibrary as a result of the recent changes made to the way that libraries are
able to add netLibrary books to their collections. Patrons can now add titles to the collection by selecting them
for viewing, in effect purchasing them for the collection. Since the collection, then, is constantly
changing, it is nearly impossible to maintain records for netLibrary items in
NOBLE. After further discussion of the
difficulties involved in maintaining records, and the possibility that the
program could, in any case, change in the next contract, Elizabeth moved that
netLibrary records be removed from NOBLE, and that no new netLibrary records be
added. Approved unanimously by the
Committee and Executive Board.
Members
of the Corporation Meeting Page
3
April
18, 2002
Camilla
pointed out this doesn’t effect Middlesex or Merrimack’s collections, which are
separate. There was some
discussion. Deborah Abraham stated a
motion is not needed since it’s a committee report, but a vote is needed. The vote was unanimous with no oppositions.
6. ACQUISITIONS: THE MANAGEMENT OVERVIEW – Elizabeth did an presentation on an overview of acquisitions and
the different aspects of it. Each
library that wants to do any aspect of acquisitions is assigned to a unit,
which cannot be viewed by other libraries.
Following are some aspects she reviewed:
Funds - Funds are set up by what the library wants to track. The more funds you have the more detailed reports are produced. The funds can be set up under hierarchies and grouped together however a library wants. Also a Quick List can be done to pull together a group of funds. These reports can also be viewed in Web Management Reports.
Vendor and Order Records – Can have as many vendor records as needed, as well hierarchies for them. Elizabeth demonstrated how an order through Baker and Taylor is done, and how to input a record. She pointed out there is a code “E” in the record that lets the system know that the order will be sent electronically. There is a link to Amazon that can be turned on to search for a book. If a bib record is not in the system then one needs to be added. Acquisitions can also be linked to Create Lists. Elizabeth further demonstrated the order process and the confirmations that you should receive once the order is sent.
Invoice Processing – This is the process that lets the system know the order was received and to process the invoice. An item record needs to be created at this point. Elizabeth demonstrated different ways to do the receiving and invoicing process. There are many options, settings, and authorizations that can be set.
Recommendations – This is a form that staff can submit to recommend items for purchase.
Claim/Cancel Items - This is where you can set up a claims cycle for items that are backordered or never received.
Elizabeth explained the workflow pros and cons of putting the temp record in at the ordering point as opposed to the receiving point. There was some discussion regarding staff inputting and workflow.
Elizabeth is looking for a volunteer library to test out “print orders” as opposed to doing an electronic order. Also before Elizabeth can meet with libraries individually they need to send her their vendor information and some sample funds. This demonstration overview will be on the Staff Information System.
7. NOMINATING COMMITTEE REPORT - Deborah Abraham appointed Linda Hummel-Shea, Dennis Kelley, and Marjorie Hill-Devine for the Committee. Marjorie reported the Committee nominated Tom Scully as Treasurer for another term, and Kimberly Lynn as Secretary/Clerk. Voting will be at the next meeting.
9. WORKING GROUP UPDATES –
Brochure Committee – The brochure is complete and at the printing stage.
Electronic Resources Working Group – Reported earlier in the agenda.
Database Quality Working Group – Elizabeth reported that the Group is working on cleaning up bibliographic formats and adding more formats to the system. They are also working on “I” types.
Holds Committee – Nothing new to report, haven’t met since last meeting.
10. LOCAL BUDGET UPDATE ROUNDTABLE – There was a roundtable
discussion on library budgets for FY 2003.
Most libraries didn’t have a final budget yet. Some libraries were cutting back on their weekend hours. Nadine Mitchell of Lynn reported that their
budget was cut $137,547.
11. ADJOURNMENT. The meeting was adjourned at 12:15.
Members
of the Corporation Meeting Page
4
April
18, 2002
Respectfully
submitted,
Mary
Rose Quinn
Secretary