Maine InfoNet Board Minutes, January 14, 2009

The Maine InfoNet Board met at the Maine State Library on Wednesday, January 14, 2009 at 1:38pm.

Members present: Richard Boulet, Director, Blue Hill Public Library; Cora Damon, Librarian, Maine General Medical Center; Judith Frost, Director of Library Services, CMCC; Clem Guthro, Director, Colby College Libraries; Linda Lord, Acting State Librarian; Barbara McDade, Director, Bangor Public Library; David Nutty, Director of Libraries at USM; Elizabeth Reisz, Coordinator of Library Media Service, York Schools; Joyce Rumery, Dean of Libraries at UM; Richard Thompson, Chief Information Officer, State of Maine.

InfoNet staff present: James Jackson Sanborn, Executive Director, Maine InfoNet via telephone.

Members absent: Ralph Caruso, CIO University of Maine System; Steve Podgajny, Director, Portland Public Library.

Minutes:

On a motion by Barbara, seconded by Judith, the minutes of the December 10, 2008 minutes were approved unanimously.

Executive Director Report:

General Activities:

James reported that at the Maine Library Commission meeting January 5 there was continued discussion about the budget. The MIN positions have been protected but other MSL positions have been cut. The State Librarian position is currently frozen. A discussion on rulemaking and the Commission’s authority to create rules could have an impact on MIN if a definition of what constitutes a library is passed.

The new office furniture has arrived and has been installed.

New email addresses and website are up and running at http://maineinfonet.org. Former email addresses will also remain valid. Contact information will be switched over once glitches have been worked out.

MIN has endorsed the ICOLC statement. It will be finalized for ALA meetings.

III Contract update:

The contract is ready for signature. Future escalator is 5% rather than 8%, a savings for MaineCat and URSUS. III was not willing to negotiate new member agency license fees at this time. They will need to be determined at a later date.

Audibooks update:

There are 131 member libraries, many non-URSUS or Minerva libraries. With a 20% holdback for future maintenance and contingency there is $50,000 to purchase content in the first year. At the end of 2008 purchased 300-350 titles that were on sale. The collection development group will meet again next week. Plan to spend $35,000 initially, followed by $1100/month to pick up new titles and fill in gaps. Overdrive has prepared suggested lists. Authentication system for non-Minerva and non-URSUS libraries has been set up. Some questions still need to be addressed for authentication of larger non-III libraries. End of January release anticipated pending Overdrive site review and confirmation of dates. Overdrive is working on graphics for site since Maine InfoNet does not have a banner that could be used. Design is part of contract but not the cost of printing. Training will be offered as soon as a demo site is up and running.

Minerva update:

The Executive Board met this morning. Judith reported concerns expressed about Minerva autonomy, loan rules, cataloging standards, being on the same page with others, and how things will be handled now with the loss of staff history and knowledge.

Digital Project updates:

EAD – Bates is in discussions with their development officer.

Audio-archives – IMLS changes in match requirements might cause the proposal to be cancelled. If indirect costs and some additional match from University is approved the proposal would go forward as planned. Deadline is February 1. After discussion of staff involvement, on a motion by Barbara, seconded by Joyce, Board approved (8 in favor, 1 against) to pursue the application.

GIS – Commons of Geographic Data – Spatial Engineering Dept needs a co-PI for IMLS grant. Very little direct time of MIN staff would be required. On a motion of Barbara, seconded by Clem, Board approved (7 in favor, 2 obstentions) to pursue.

MIN staffing/Another frozen position:

Deb Hensler will be leaving at the end of January. Two vacant positions are frozen, both funded by MSL and provide primary support for Minerva. One work-study student has been hired and a second one will be hired. Students will work on stats to free up some of Tim’s time to work with Jonathan and James.

Dick suggested that with the hiring freeze it might be a good time to look at some form of outsourcing, use of IT departments of other institutions to handle specific projects. Vendor outsourcing is becoming more common. Could III provide support? Perhaps this is an opportunity to reorganize how workload is structured. Clarification was made that some services are already contracted out (e.g. UNET is running the servers). Centralization of IT at UMaine might provide an opportunity to get some needs met, however, many services are not suitable for outsourcing or centralization.

Exemption to hire current vacant position will be pursued.

Linda noted that Appropriations and Education Committees are showing considerable interest in libraries.

Awareness of UMS Budget forecast and Chancellor’s Plan:

The UMS Chancellor's report "New Challenges, New Directions: Achieving Long-Term Financial Stability" (1/11/09) has a section on transformation to which the MIN Board needs to be aware and ready with a response. The suggested consolidation of IT and the centralization at the UMS office may both impact the work done by MIN.

Board Retreat Planning and Agenda: February 27th, 10am – 3pm Colby College Library

Need to address bigger picture concerns, what Maine InfoNet is, what are the strategic directions and come away from the day with a much less scattered feeling. If our mission is to provide statewide resource sharing then we need to figure out how to do it well for everyone. David and Clem will plan the agenda for the day.

Larger Libraries Meeting:

Focus on collection development. Need to make that a serious action.

Adjourned at 3:40pm.

For the Public

For Librarians