LOGIN Directors Meeting

March 13, 2009

Attendance: Marie Downes, Jean Wipf, Denise Saia, Linda Snyder, Sharon Furgason, Anne Kohn, Gwen Carotenuto, Anne Wodnick, Jane Crocker, Arn Winter, Matt DiBella, Marge Dombrosky, Sue Mounier, Carol Baughman, Carol Wolf, and Bob Wetherall.

President Marie called the meeting to order at 10:06 at the Mullica Hill Branch of the Gloucester County Library System.

Secretary’s Report

The minutes from January 16^th were reviewed. Jean motioned that they be accepted. Linda seconded it and they were approved.

Treasurer’s Report

Jane distributed her report. We have received payments for all members but two and they are pro-rated. The balance is $141,941.43. Jane paid SIRSI. However, with their change in address, the check got lost in the mail and had to be stopped and reissued. A second SIRSI bill was paid as was a bill for IBM. Jane paid the State registration fee using her charge account. Bob motioned and Marge seconded that we reimburse Jane for the fee. Bob said that later this year he expects the bill from SIRSI for authority control to be around $2500. Also, the server is around six years old and the reserve funds are planned for a new one. Anne Wodnick motioned that the treasurer’s report be accepted. Bob seconded it and it was approved.

OLD BUSINESS

Policy Committee

Jean reported that the committee had two purposes; to list the policies that we all have agreed to, and to list everyone’s circ policies. Anne Wodnick made a list of agreed policies based on past minutes. She distributed them and asked that all review them for accuracy and completeness. Anne asked to be emailed with any additions or corrections. Anne also made list of everyone’s circ policies. Although not every library had submitted the information, Anne distributed the list she had and asked for feedback. President Marie thanked the committee for all their work.

Update on New LOGIN Libraries

Bob reported that Monroe Township Free Public Library is on track to go live later in March. GCLS staff will be sent to Monroe to provide support the first two days. Gill Memorial Library in Paulsboro has applied and been accepted to membership in South Jersey Regional Library Cooperative (SJRLC). Karen Shiles is working with them on barcoding. LOGIN will provide county-wide service when Paulsboro joins. Arn asked if the Gloucester County Historical Society Library could join. All agreed that the Historical Society would be a great addition to the consortium. Jean will discuss it with their director. Bob informed the group that the Gloucester County Times is no longer being microfilmed.

LOGIN Directory

Jane reported that she has completed the tri-fold brochure. She will send the pdf file to each library. She will also do an internal directory for contacts for each location, for example, ILL, circ, children’s reference, and cataloging. Jane will email the form to each location to fill out and return.

Public Relations Committee

Jane reported that she needed some volunteers to participate on the committee. Denise and Matt will serve with Jane. Carol’s coupon idea was discussed. It was suggested that an article on LOGIN be submitted for the Gloucester County Times. Denise said that we need a consistent message, perhaps a slogan. Jane did an article for NJLA newsletter to be published soon.

Review of LOGIN Bylaws

Beth Lillie reviewed the bylaws and made notations of questions, problems and suggestions. Since Beth was unable to make the meeting, President Marie went over those items and obtained consensus on the following items:

LOGIN – need to add statement “aka LOGIN” so it doesn’t need to be repeated. Membership Section 1a. Automated Services Agreement - copy will be sent to each library to be signed by Denise and copy will be included with the appendix. Section 2 d. Should be “attached policies.” Section 10 Annual schedule could be created but not in bylaws. Article V. Officers Section 2 Eliminate May as annual meeting. Section 3 Arn suggested that in the minutes, committee members should be listed for information purposes. Section 5 Add that electronic notification is acceptable. Section 6 Eliminate apostrophe (Board of Director’s) The treasurer shall be responsible for providing reports to the LOGIN Board of Directors at their meetings. Change examine to “authorize” and vouchers to “purchase orders.” Section 3 Eliminate May. The appendix should include the Service Level Agreement, the Automated Service Agreement, and the List of Common Policies. Page numbers should be added and the document should include the date revised. The revised bylaws will be sent out to be voted on the next meeting. President Marie thanked Beth for her work.

Review of Service Level Agreement

Bob sent a copy to everyone. We will review it at the next meeting.

LOGIN Stickers for Library Cards

Jean obtained an estimate of $80 for 1500 LOGIN stickers that can be attached to library cards. Carol Wolf moved that Jean be authorized to order the stickers. Bob seconded it and it was approved. It anticipated that the stickers will help get the word out about LOGIN.

SIRSI Reports Training

Linda reported that training was available from SIRSI for $300 for three hours. Karen Shiles proposed a couple of other options and joined the meeting. After discussion of all the options, Anne Wodnick motioned that we purchase six sessions for $1500, using three for report training. Anne Kohn seconded it and it was approved. Jane offered the use of the college with its mike for the speaker phone. Linda and Karen will coordinate the scheduling with Jane, probably after May when the college is not as busy.

Library Thing

Karen Shiles reported that there is a “glitch” concerning the tags in using the Library Thing. A tag allows the customer to use layman’s language instead of library vocabulary to describe material. When a customer selects a tag, the catalog defaults to one library. This could be a problem with holds. The consensus was that we should wait and consider it again in the fall. Library Thing was recently taken over by Bowker. It was priced at $1600 but is now $2200.

NEW BUSINESS

Renewal of Materials

Jean discussed the problem of other library staff renewing material by overriding limits. She said that staff need to be more respectful of material belonging to other libraries. Lori runs a report weekly that lists items borrowed by other libraries that are out more than eight weeks. She will be happy to share the template. Anne Wodnick suggested that a statement needs to be added to the policy list regarding the extension of holds. Bob has sent an email to all GCLS staff and will ask branch managers to review this problem with staff.

SRG Meeting

The minutes for the SRG meeting were distributed. There was a correction for the comment listed on page two. Contrary to what was said at the SRG meeting, the agreed policy is that the bill stays with the patron. The lending library isn’t sent a bill. Jean also had a correction. Woodbury does use “claims returned.” However, only her staff is authorized to use it for Woodbury’s material. Linda said the Heggan Library uses Unique Management Collection to collect outstanding patron accounts. Problems that need the intervention of the collection agency may be reflected on a person’s credit report.

Cataloging Meeting

Bob reported that they met in January and it may be difficult to reach complete agreement. However, they encourage as much consensus as possible. They are working on guidelines.

Announcements

Bob reported that East Greenwich will celebrate becoming a branch on April 14^th. They will have an open house from 5:00 to 9:00 with a ceremony at 6:00. Invitations will be sent later.

Linda distributed posters for the Author Event sponsored by Logical. It will be held on Thursday, April 16^th from 6:30 to 9:30 at the Washington Township Senior Center. Twenty authors will participate, including local authors, the Steen sisters.

Next LOGIN Meeting

The next LOGIN meeting is tentatively scheduled on Friday, May 29^th at Deptford Public Library. Coffee will be at 9:30 and the meeting will start at 10:00.

Jane motioned that we adjourn. Denise seconded it and President Marie adjourned the meeting at 12:15.

Respectfully submitted,

Carol Wolf