USMAI Resource Sharing Task Group

May 12, 2006

Final Minutes

Present: Stephen Miller, Beverly Gresehover, Sharon Payne, Jamie Bush, Jamie Edwards, Jean Phillips, Mark de Jong, Robin Moskal, Steven Thorpe, Tanner Wray, Everly Brown, & Paula Langley as notetaker.

Meeting with the Circulation Subgroup

Welcome and introduction of members.

History of Circulation in USMAI- 3 Circ group, Circulation Agreements, RSTG work

Discussed the history of the circulation workgroups touching on the awarding of the LIMS contract to ExLibris, the Carl to Aleph migration, testing the client, training the staff, implementing faculty reserves, using the reflector, and the basic operations and functions of the workgroup

RSTG started in the fall of 2004 out of direct appointment by the CLD. It reports directly to the CLD and has worked on several projects although their main focus has been, of necessity, on ILL resource sharing needs due to the sun-setting of the OCLC Micro enhancer and Passport. Notable projects are the approval to implement ILLIAD in Institutions w/o that software, revising the circulation agreements, and creating an ILL agreement. In February 2006, the group revised its charge which was approved by CLD. Additionally, CLD extended the RSTG responsibilities through Dec. 2007 and granted them the permission to form the circulation subgroup.

Discussion of Expectations for Subgroup - Communication with RSTG and Campuses relationship with RSTG, etc.

Expectations:
Follow the RSTG commitment to being mindful of the resource sharing needs of the USM-AI Institutions in order to create a level playing field for all.
Advocate for circulation needs within the consortium structure; introduce needs to RSTG who will escalate them to CLD when appropriate
Complete assignments as assigned by RSTG
Follow the formal communication structure in place: the Circulation subgroup reports to RSTG who reports to CLD
(Feel free to use the resources of the RSTG web site)

Review of the Circulation Subgroup charge
The charge was approved by CLD on February 16, 2006 and is effective through December 2007.
RSTG was asked by CLD to look at Circulation issues so this subgroup was formed to assist with this endeavor.
The subgroup will consist of a Chair (current member of RSTG, Paula L.), an ITD staff member (Jamie B.) and 6 members: Lea, Everly, Jamie E., Stephen T., Mark de Jong and Jamal.

Things to note:

• See the handout for detailed information on the charge.
• This subgroup is not to recreate 3Circ- we will be given specific duties by RSTG
• Any communication between the subgroup and campus associates must be cleared beforehand by RSTG
• If the group needs to survey the campuses, the circulation subgroup will use the campus contacts, not the COI reflector.
• Reserve and e-reserve issues are not a part of the RSTG or Circulation subgroup charges.

Meeting Expectations - regular attendance, agenda, note taker, facilitator, action items, etc.
The group will follow typical expectations of conducting work-related meetings
Attendance is required; performance of duties is expected, documentation of meetings will be performed, and be prepared for meetings. Please be sure to bring copies of documents needed for discussion during the meetings. If something was distributed electronically, a hard copy will not be provided.

First task – review of the: “parking lot” issues.
Please see handouts. The subgroup’s first set of duties will be taken from the section highlighted for the Circulation subcommittee on the final draft dated March 2006.
The other two documents serve as historical pieces to see the full list of topics raised at the Sept 21, 2005 Circulation meeting and rationale for why RSTG reduced the list.

UC has requested additional pick up locations for PPH
ITD is making an effort to revise the development plan, which will include new initiatives such as: patron privacy, patron purge and rewriting of PPH w/ a concentration on being able to retrieve pph stats.

Set first meeting time and place
Tuesday June 13, 2006 @ UMBC Tech Center RM 2.014 (Time –TBD 2.5 hours 10 a.m. or later)

RSTG Minutes

Handouts: ILLIAD timeline

1. Approval of April minutes
   Added Tanner’s name to the list of attendees and Bev will see to it that the minutes along with the revised charge are posted to the web page.
   
   
2. Consortial ILLiad implementation – update
   The ILLIAD client was installed at SM, a test database will be ready within a day or so, and a site visit is being scheduled.
   
   
3. Consortial ILLiad timeline – update
   Stephen M. will update the timeline monthly and get it posted to the web. You may refer to the handout for the latest version. Correction: Remove Jean’s name from the ILLIAD subgroup members list - on p.2 of timeline.
   
   fyi: Nancy Patterson at HSHL is becoming an expert in ILLiad statistics. She will be a great resource for us in the future.
   
   
4. UMCP I.D. card changes –
   CP has updated their ID cards and will roll them out on May 28th. Verify new cards by the issue date printed on the face of the cards. The library barcodes, printed on the rear, have been updated so older cards will no longer work after May 28th. CP patrons should obtain their new cards; nonCP libraries should not update the library barcodes of patrons wanting to use their old cards.
   
   UC has also updated their ID cards. Please refer to the email Stephen M. sent out for the specifics. UC students are able to print official copies of their ID cards, which can be presented across the consortium along with a picture ID.
   (These web produced IDs are different form the “late night cards.”)
   
   
5. ITD reorganization – congrats to Jean and Jamie!!
   Congrats to Jean and Jamie B. for their recent promotions within ITD. Jean’s new title is Manager of Library Systems Development: Programmers and the all the UNIX services report to her. Jamie’s new title is Interim Manager of ILS Applications: Systems Librarians report to him.
   
   Several searches are underway at ITD:
   Systems Librarian, Programmer for digital collections & research and 2 GA positions
   
   
6. ILL agreements – update
   A general announcement will be sent to COI-all informing the consortium that the agreement has been approved by CLD.
   All should note that the agreements are meant to be both rules & guidelines as applicable. The final version of the agreement and a copy of the re-scanning form will be posted to the web.
   
   
7. USMAI web pages/Wiki – update and discussion
   Jamie created a Circ/Res/ILL wiki – please contact him for the password
   Jean and Jamie will create a closed wiki for RSTG and demo it at our next meeting.
   Stephen will bring a projector to use during the demonstration.
   
   
8. Summer road trip to New York?
   Tanner was extended an invitation by the ILL group at SUNY to do a site visit.
   He will contact them remotely for now and consider a visit after the System has had a bit more experience with ILL.
   
   
9. Other agenda items
   Submit June agenda items to Bev
   
   
10. Future meetings/note takers

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