Minerva Executive Board 9/14/11

Minerva Executive Board Meeting

Maine State Library Studio
Sept. 14, 2011

 

In attendance: Kevin Davis, Shelly Davis, Judy Frost, Pam Gormley, James Jackson Sanborn, Nikki Maounis, Steve Norman, Betsy Pohl, Alisia Revitt, Gail Roy, Cindy White

 

o Call to Order – Kevin Davis, chair, called the meeting to order at 10:05.

 

o Acceptance of Minutes of the June 8, 2011 and July 13, 2011 Meetings – both sets of minutes were approved as written.

o New Business – Kevin asked if anyone had new business that he/she wanted discussed.  Pam Gormley asked for two items to be considered:

  • Statistics – her board is asking for statistics that she is finding difficult to compile (eg, new additions to the collection by month).  Kevin noted that the statistics committee was formed to help develop procedures for gathering stats for the annual report and has been somewhat dormant lately.  He suggested that this committee might be reactivated and/or an online clearinghouse be developed.
  • New members/how to include smaller libraries – James Jackson Sanborn noted several recent developments that pertain to this question.  He has received from III a checklist of procedures needed to add new members.  The updated Agreement to Participate is almost finished; it will delineate responsibilities of participating members.  James will soon be sending out a report about Solar.  Right now, there is still no good solution for smaller libraries that don’t go the Solar route.

 

o Old Business

  • Agreement to Participate (Steve Norman) – Steve provided copies of the “original & current version, circa 2001” and the latest draft from the ATP committee.  He went over the changes as follows:
    • Section I.  Introduction and Definitions – now emphasizes resource sharing.  Also notes supplemental services (would include van delivery, Syndetics).  Minerva is defined as the consortium/Minerva Users Council.  The Minerva System or System now means the ILS.
    • Section II.  MSL Responsibilities – this now more clearly delegates responsibilities to the Maine InfoNet staff.  Also Outreach Services are now added.
    • Section III.  Participating Libraries’ Responsibilities – there are significant changes to this section, including continuing training, governance activities, requirements for leaving Minerva, and open borrowing requirement.
    • Signature section – the governing authority will need to sign.

 

Steve then asked for questions from the board.  Nikki Maounis asked if there was a definition of open borrowing and if this definition should be included in the ATP.  Kevin determined that this is defined in the Intra-Minerva request policy and the group felt it should not be included in the ATP.  However, a link to the appropriate policy on the Minerva website might be useful. The next steps for the draft ATP will be for Steve to make any additional changes then email the document to the board for online approval.  The document will need to be shown to the MIN board as well as an attorney.  It will be presented to the Users Council at the fall meeting.  Steve thanked the members of his committee for their time and efforts and Judy Frost thanked Steve for his hard work and level-headed leadership.

 

o Reports (abbreviated or tabled due to time constraints)

 

? Maine InfoNet Representative (Judy Frost) – tabled until next meeting

 

? Maine InfoNet/Minerva Technical (Alisia Revitt) – Alisia reported that progress is being made on troubleshooting the Millenium outages (one of which occurred during this meeting).  It has been determined what is happening (“packet sniffing”) but not what process is triggering this.

 

? Finance (Nikki Maounis)– Nikki asked if everyone had received her report and if there were any questions.  There were no questions.

 

? Circulation Standards Committee – tabled until next meeting

 

? Cataloging Standards Committee – tabled until next meeting

 

? Statistics Committee – tabled until next meeting

 

? Membership – tabled until next meeting

 

o Other – The next board meeting is scheduled for Nov. 9.  The Users Council meeting was tentatively scheduled for Nov. 30 at Topsham Public Library.  Kevin will check on the availability of Topsham Public for this date.

 

o Adjournment – The meeting adjourned at 12:00 pm.

 

 

Respectfully submitted,

Cindy White