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For the Public
Full Minerva Users Council Semi-Annual Meeting, June 11, 2004
Friday, June 11, 2004 - 10:00 a.m. to 1:00 p.m.
Maine State Library Studio, Augusta, ME
Judy Frost, Lynn Bivens, Stephen LaRochelle, Melora Ranney Norman, Wendy Miller, Jennifer Lewis, Nikki Maounis, Vicky Smith, Bob Filgate, Diane Jones, Amber Tatnall, Marian Peterson, Amy Averre, Karl Beiser, Cora Damon, Dean Corner, Karl Aromaa, Rick Speer, Brian Damien, Martha Ott, Linda McConnell, Sue Jagels, Jay Scherma, Karen Reilly, and John Clark.
Rick Speer acted as timekeeper.
The minutes were accepted.
Outgoing one-year seats:
Rick Speer, Lewiston Public Library, Public Libraries
Jay Scherma, Thomas Memorial Library, Public Libraries
Judy Frost, Central Maine Community College, Academic Libraries
Karl Aromaa, Rumford Public Library, Public Libraries (12 votes)
Vicki Smith, McArthur Public Library, Public Libraries (12 votes)
Martha Ott, Andover College, Portland, Academic Libraries (12 votes)
Minerva update - K. Beiser & J. Clark 25 minutes
Make transition to Millennium Silver
Karl added that supposedly Millennium Silver will allow you to print notices without a printer that IP addressable. You will be able to print in a more typical "windows" way however, your settings may need to be changed again.
Minerva OPAC Committee Report - Amber Tatnall - 15 minutes
The web OPAC committee put out a survey with good response and boiled all the suggestions into a one-page summary for Karl to start editing by. Karl has made some changes to the generic page Innovative has and showed it to us at the meeting. Karl just has to find some time to make more of the recommended changes before it will be considered complete enough to start submitting further suggestions and other feedback on it. He showed the opening screen, which has a better use of graphics and allows you to scope to other libraries right from the beginning of your search. The other graphic elements (buttons and icons) are part of a standard set that he intends to modify. For instance the shopping cart on the "save records" button. If you would like to look at this "sandbox" version, you can go to: http://minerva.maine.edu:2082 Karl also pointed out that we can have individual libraries control the top and bottom logos in the search results screens. He showed some examples by scoping to YCCC's library and York Public of some ideas we could institute. We can submit text as well as graphics, but Karl says we need to make sure the name Minerva is incorporated in there somewhere. The biggest "quirk" right now is the fact that the icons for the material types are not accurate. Karl will need to work with Innovative on that. Someone suggested that "view your record" be on the opening page. Karl would like to aim for the 2 nd week in July to have a true "sandbox" version ready for comments.
Statistics Committee Report - Brian Damien - 15 minutes
Brian announced that Mike Mitchell from the Lithgow Public Library in Augusta has just come on to help him. They will be distributing a 30 second questionnaire asking you if you have questions on statistics and if/how they can get back to you to help you. He passed some surveys out at the meeting.
After the discussion time, the trial was 2 nd and the motion was overwhelmingly passed.
Other issues for the Committee to pursue next year
This discussion was tabled in favor of more discussion time for the proposed ILL trial.
Budget Committee Report - 35 minutes
Report of Actual Expenses to Date
Karl passed out two handouts. One displayed the FY 2003/2004 year projected and actual expenditures. The other was a plan for FY 2004/2005.
Regular expenditures: Projected Actual
Innovative support $60,000.00 $60,000.00
Server support $ 4,000.00 $ 4,314.00
12 new scopes $ 3,900.00 $ 3,900.00
OCLC authority services $ 9,000.00 $ 0
36 staff user licenses $37,800.00 $37,400.00
Miscellaneous (new backup drives, $ 0 $ 5,500.00
2 portable barcode readers for loan
for inventory, meeting refreshments)
Subtotal $114,700.00 $111,114.00
New Minerva server $45,000.00 $45,000.00
Subtotal $45,000.00 $45,000.00
Total expenditures $114,700.00 $ 0
Plan for FY 2004/2005:
Beginning cash balance $130,560.00 Innovative support $60,000.00
New server $ 45,000.00 Server support $ 4,000.00
Balance less server costs $ 85,560.00 12 new scopes $ 3,900.00
Partial support payments $ 12,000.00 Authority file services $15,000.00
by new libraries
Additional full support $ 75,000.00
Payments anticipated by
July 31, 2004
Cash balance beginning of year$172,560.00 Expenses subtotal $82,900
Available funds $89,660.00
Delivery service support $22,000.00
Contracted staff consultant $40,000.00
It was anticipated that we will have 50 libraries paying the full amount with 4 not active and not paying. Someone brought up the fact that we wanted to have some money in reserve for emergencies. Karl explained that it wouldn't be good to keep too much as people question it. Below $50,000.00 is about good. There will be no reduction in the $3,000.00 fee every library pays to be a member.
Proposal to underwrite a day per week delivery services
The motion from the budget committee, "In order to enhance service to the public and to encourage maximum participation in resource-sharing, the Executive Committee of the Users Council proposes subsidizing 1 day of delivery service per week, per Minerva library. The subsidy will begin on July 1, 2004, and after a year, its impact will be evaluated by the Executive Committee." (One tote, one day per week, per library = $6.50) Jay spoke briefly about how the motion came about and how this is the most equitable version for all libraries to help support them with the consortium goal of resource sharing. The motion was 2 nd and passed. It was suggested that a letter be written to all libraries telling them about this service as well as making it known to incoming libraries when they sign on for the first time so they can respond to ILL requests in accordance to procedures. It was also suggested that Gary Nichols get a formal letter explaining what the Minerva body has done.
Proposal to request the adding of part time staff dedicated to Minerva
The motion from the budget committee, "The Executive Committee moves that the Minerva User's Council vote to recommend that $20,000.00 be allocated from our undesignated balance funds to contract with an "expert" to be on retainer for 6 months to assist Minerva staff with high-level system support and staffing. And, to authorize that a small group be established to develop an RFP to this end." They also passed out a one-page rationale for this motion. Some people in the room were uncomfortable with allocating so much money without seeing some sort of job description. It was also questioned exactly who this person would work for. An amendment was made to the motion to read, "At the end of 6 months, there should be a full report on the state of Minerva, its workflow and staffing needs from this person." The motion passed with the amendment.
This item was not discussed, but it was suggested that it go at or near the top of the agenda for the next Executive Council meeting.
This was not discussed.
This discussion was tabled in favor of more time for discussion on the proposed ILL trial.
Development of a brochure and end user instructions or tutorials
It was suggested that this item be at or near the top of the next Executive Committee meeting. Some people are frustrated that this hasn't moved forward fast enough. Many feel this is really important. This could be a good way to help explain the ILL trial. Maybe we could hire someone or get a volunteer.
There was no new business or additions to the agenda.
Respectfully submitted by Jennifer Lewis, June 14, 2004
Members of the Minerva Users Council Executive Committee 2003-2004:
Brian Damien, Curtis Memorial Library, Brunswick firstname.lastname@example.org
Jay Scherma, Thomas Memorial Library, Cape Elizabeth email@example.com
Rick Speer, Lewiston Public Library, Lewiston, firstname.lastname@example.org
Betsy Pohl, Lithgow Public Library, Augusta email@example.com
Judith Frost, CMCC, Auburn firstname.lastname@example.org
Amy Averre, Husson College, Bangor email@example.com
Amber Tatnall, YCCC, York firstname.lastname@example.org
Cora Damon, Maine General Medical Center, Waterville Cora.Damon@mainegeneral.org
Jennifer Lewis, Augusta School Department, Augusta email@example.com
Karl Beiser, Maine State Library
John Clark, Maine State Library
Respectfully submitted by Jennifer Lewis, November 10, 2003
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