Resource Sharing, Automation & ILL Advisory Committee Minutes
February 19, 2002

Present:            W. Alexander (Rosendale), J. Cohen (MHLS), L. Crow (MHLS), S. DiLorenzo (MHLS), T. Finnigan (MHLS), N. Foster (PPLD), J. Huen (PPLD), K. O’Brien (MHLS), B. Snyder (Palenville), G. Thorpe (Cold Spring)

Excused:            C. Briggs (Hillsdale), S. Long (East Fishkill)

Absent:             D. Pulice (Pleasant Valley), L. Shedrick (Town of Ulster)

Materials Distributed:            Agenda, Minutes from 1/10/02, Forms for evaluation of III test OPAC

Minutes from 1/10/02            Motion to approve amended minutes by W. Alexander; seconded by G. Thorpe

Topics Discussed:

Parameter decisions for new system
            Most decisions for the new system will be system-wide decisions rather than by individual library.  The committee felt it was important to standardize these choices as much as possible in order to provide better service to the patron.

·           Loan rules and fines
            The committee decided to offer two different choices for both loan rules and fines.
            The standardized loan rules would be for either 1 and 3 weeks or 2 and 4 weeks based on location and item type.
            Renewals would be set at one renewal for each loan rule.
            Fines would also be a choice of two different scenarios, either having fines or not having fines.  Fines for those library choosing to have fines would be 10˘/day for books and sound recordings, 25˘/day for new books, and $1.00/day for videos and DVDs.  The committee decided against a processing fees or service charges.
            A survey will be circulated to each library asking for their decision in these two matters.

·           Patron checkout receipt
            The system is capable of printing separate receipts for each item, but the committee was against this.  The committee chose the option of one receipt/patron.

·           # of holds per patron
            The committee chose not to limit the number of holds that a patron could have at any given time.  The committee felt that this might need to be re-evaluated in the future if libraries felt that this was problematic.

·           Holds
            The committee chose using random prioritizing, because if the priority list option were chosen, it would be the same for everyone in the system and could not prevent the same library from always being targeted first.  The committee also decided not to allow local patrons the priority of getting copies of books in their own library as they are returned.  They felt that the current system does not allow this and it seems to be working well the way it is structured now.  They also decided that this option could be re-evaluated after the new system is in use.  The committee also decided that the time before an unfilled hold moves on should be set at eight hours.  This option will no longer look at the hours and days of operation for a library.  The new system also has the ability to manually make the hold move on if the decision is made not to fill it.

·           Staff logins
            The new system will offer different levels of logins, e.g. basic circulation, circulation + fines, etc.  The committee felt that this is not needed, but could be added later on if some libraries felt that it was necessary.

·           Overdue notices and bills
            The committee decided that one overdue notice should be sent two weeks after the item is due and a bill should be sent two weeks after that.  Default wording will be entered into the system, which can be changed later.  The committee does not want notices for fines.

·            Message for shelf status in OPAC
            The committee decided that this message should read “Recently returned” for twelve hours after check in and would then automatically time out to say “checked in” at that point to allow time for shelving.

·           Patron blocks
            The committee was interested in having the system block patrons automatically.  Alerts will be in place for any patron who owes money, but patron blocks will be set for those patrons with $5.00 in fines.

·            Keyboard timeouts
            The committee decided that there should be no timeouts in the circulation module.

·           Default item cost
            The committee decided that this should be increased to $25.00.

·           Due date
            The committee felt that the due date should not be limited by the patron’s expiration date.

·           System setup
            The committee decided that information on patron gender was important and that last activity date from GEAC would be helpful.  It was felt that new patron types were not needed.

Test Pac evaluations
Committee members were given two sets of evaluation forms.  The evaluation period for the OPAC ends on March 7th.  The evaluation forms included instructions to search in staff mode and evaluate the item records and to search the OPAC and evaluate the methods of searching.  Each committee member was asked to spend time evaluating both functions and reply with comments before March 1st.  During the committee meeting, members asked that the menu for limiting or expanding searches by library be changed so that the “all” searches are moved to the top (rather than at the end of the list).  They also questioned changes in how branches display.  They thought it might be helpful to have them grouped with the appropriate library.

Requests from ILL Users Group
            The ILL Users Group requested training material for the method of processing system holds for offline libraries be made available in print and on the MHLS website.  The committee felt that by the time this material could be made available, the system holds feature in GEAC would be no longer applicable.  The users group also felt that VDX refresher training was needed.  The committee felt that Southeastern should be consulted to see if they are planning to do this.  There will be five ILL workshops offered this spring.

Next committee meeting: July 10, 2002

Minutes recorded by Karen O’Brien                                                    February 20, 2002