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For the Public
Full Minerva Users Council Semi-Annual Meeting, May 17, 2006
Draft Meeting Minutes
Wednesday May 17, 2006 – 10:00a.m. To 12:30
Maine State Library Studio, Augusta, ME, via ATM Bangor High School and Yarmouth High School.
MSL: Jessica Thomas, Stephen LaRochelle, Lyn Smith, Jennifer Lewis, Karl Beiser, Dean Corner, Pat Brunell, Cindy Mitchell, Ann Siekman, Nancy Brown, Cyndi Burne, Janet Bolduc, Jay Scherma, Nikki Maounis, Karl Aromaa, Cora Damon, Patty Friedman, Anna Romer, Karen Reilly, Vicky Smith, Betsy Pohl, Pam Gormley, Anne Phillips, Deb Hensler, Lea Girardin, Karen Jones, Sarah Sugden, Martha Ott, Barbara Harness and Marian Peterson.
YarmouthHigh School: Carin Dunay, Emily Graham and Lynda Sudlow.
Bangor High School: Amy Averre, Laurie McQuarrie, Sue Jagels, Sara White, Julie Russell, Nancy Howland, Peggy O’Kane, and Anne Romans.
Review and approve minutes from the last meeting, December 14, 2005
The minutes from December 14, 2005 were approved as written.
Remarks by Gary Nichols and Dean Corner
Gary wasn’t able to make it so Karl Beiser spoke on his behalf. Essentially, Gary is willing to work with us any way we want and he will be as flexible as possible to help us get what we want.
Minerva update (Karl Beiser)
Finance Committee report (Cora Damon)
The Finance Committee submitted a written report. On the report, Cora noted that the figure under “Syndetics” should be $19,182.98.
Borrowing/Lending Committee report (Martha Ott)
The Borrowing and Lending Committee did not submit a formal report, but had a few points to bring up:
Statistics Committee report (Steve LaRochelle)
There was no formal report from this group.
PR/Education Committee report
This committee has not met recently and did not submit a report. Amy Averre said Amber Tatnall will no longer be chairing this group. Natalie Hutchinson from St. Josephs will be the new chair. This committee also needs more members if anyone is interested. We hope to be hearing from this committee at the next meeting.
Betsy Pohl spoke on behalf of the new committee that is working to come up with a plan for Minerva based on Linda Bills recommendations. The committee members are: Amber Tatnall, Sarah Sugden, Jay Scherma, Judy Frost, Betsy Pohl and Cora Damon. They first met on March 20 and realized it was a very large project and that they couldn’t do much without Gary Nichols to help clarify the relationship Minerva has with the Maine State Library. They did meet with Gary on April 26th and discussed their concerns such as questions about the future and how staffing for Minerva will evolve. Gary said that we will need to be flexible with all the transitions that are going on. We can be thinking of policy areas we want to gain control of and retain for ourselves. They might include our expectations of Minerva members, the agreement to participate, and/or finances. They will be looking at contracting our finances to a different financial agent so our money isn’t as “vulnerable” as it is now. Maybe we can become incorporated as a 501c3. Ultimately, they hope to come up with a plan-to-plan that will be a facilitated process that includes everyone. No timetable as of yet. If anyone has any thoughts, please pass them along to one of the committee members.
Delivery Service Update
Dean Corner gave a brief update on where we stand with CD&L. The state library has submitted an RFP and they hope to receive several responses from other delivery companies with a variety of pricing options and a list of areas served so a contract can be discussed. The RFP will include the URSUS, Bates, Colby, and Bowdoin libraries, too if possible. Concerns that got voiced included the need to find a company that will do a flat rate (though it may not be cheaper, it may be more manageable than a "per tote" format), and possible compensation from Minerva to libraries who are turning out to be net lenders.
The Cataloging committee met several times with Karl, Bonnie, Linda and several vendors to discuss the catalog clean up task. Electronic Scriptorium said we would need to do the authority clean up first, which has already been paid for. They couldn’t give us an accurate figure, as they would need to do a sample of our catalog, so they estimated around $60,000. They are still waiting to hear from a LSSI which is a second vendor working on a quote. No vote will be taken at this time. Concern was raised again about how important it will be for us to have policies in place to keep the data clean once we put all this money into it. Maybe we could consider centralized cataloging again. It was suggested once again that we really do need to make a priority list and then look at our staffing issues and how we want to accomplish these things. Maybe we can consider outsourcing for some of the stuff. Positions on this committee have changed but no member list was read. E-mail Amy Averre if you are interested in serving on this committee or if you want to see the vendor report.
What is the status of trainings and tutorials? There hasn’t been much movement on the training issue. The PR committee was addressing training issues and possibly some online tutorials. Karl said there are some tutorials available on request at http://csdirect.iii.com if you are interested. Karl will be looking into training Minerva members in statistics as a part of his new position. He also reminded us that we do have a credit with Innovative for some in depth training on whatever we want. Maybe we can utilize a “train the trainer” model.
Introduction to the new Maine InfoNet
Karl spoke about the changes with Maine InfoNet. His objectives in his new position are to coordinate, promote, support and facilitate existing electronic resources in the state. Under this umbrella is the walk in wireless initiative, delivery service, MARVEL, Minerva, URSUS, SOLAR, and other digital library initiatives. Karl is interested in hearing your ideas on what libraries in Maine might achieve. He will be working with legislation, and facilitating people to work together on various projects. InfoNet is now at a semi-formal structure. A new board is forming with representatives from each InfoNet entity of which Minerva will need to nominate someone to serve. The old InfoNet committee is now dissolved. The new one will have bylaws, goals and objectives. Karl reports to Gary Nichols from the Maine State Library and Joyce Rumery from the University of Maine system.
Results of elections of new Board members
Jennifer Lewis reported election results:
New members will be expected to fill their new positions at the June meeting of the Minerva Executive Committee on June 21st. Another call was put out to consider helping with these committees and to be active and vote.
Some parting thoughts:
Respectfully submitted 5/19/06 by Jennifer Lewis, Secretary
Members of the Minerva Users Council Executive Committee 2005-2006:
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