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Executive Committee Meeting - February 2007

Thursday, February 1, 2007, 1:00 - 4:00
Room H195, Hennepin Technical College, Brooklyn Park Campus
With the option to attend via conference call (dial 763-488-2552)
Dan Mollner, Chair
Brittney Goodman, Secretary
(with assistance on site from Kathleen Nelson)

DRAFT MINUTES

  1. Introductions, sign-in sheet
    Present: Kathleen Ashe; Orrin Ausen; Becky Bell; Jan Carey; Donna Davis; Bill DeJohn; Todd Digby; Sandra Fuhr; Barb Golden; Robert Horton; Michael Kirby; Dan Mollner; Linda Richter; Kathleen Nelson; Sonja Eilertson; Brittney Goodman; Kevin McGrew

  2. Agenda approved and adopted.

  3. Approved minutes from September 7, 2006 meeting.

  4. Minnesota State Colleges and Universities Update (Todd Digby)
    • Update on PALS Executive Director's search. Committee formed and met in January, 2007 to finalize job description and process for hiring. Description will be sent to appropriate publications in early February. Members will have the opportunity hear candidates either by live meeting or via ITV. Members will also have opportunity to offer feedback. Expect a July 1st start date. Todd no longer involved in the process as he acts as the hiring agent.
    • Search committee members are: Becky Schwartzkopf- MSU-Mankato, Chair; Rod Bruce and Dee Nolan - PALS; Pat Opatz - Office of Chancellor; Larry Simmons - MNSCU IT Division; Robert Horton - MN Historical Society; Joan Klanderud - South Central College; Dan Mollner - Gustavus Adolphus; Kathleen Ashe, Southwest Minnesota State.
    • Update on MERLOT - looking for some library leadership in that group.
    • Update on virtual reference, exploring as a joint venture with MINITEX.

  5. User Council Report (Kathleen Ashe)
    • UC suggestions for annual meeting: 1) Discussion of the strategic plan to ensure that Deans, Directors and Coordinators are willing to support the costs that will be incurred to implement the plan. 2) Discussion on the nature of the consortium, what will it be? Is there a desire for it to be more than an ILS? Deans, Directors and Coordinators should be encouraged to support their staffs' attendance and involvement in the Consortium.
    • UC approved a motion to ask the EC to select 7 possible core activities from the strategic plan, which can be accomplished over the next 15 years.
    • UC approved a motion to request the EC find an appropriate forum to share the strategic plan and how it should move forward.
    • Recommended to EC that only the first sentence of the proposed vision statement should be used. The remainder of the statement concentrated a bit too much on "how."
    • Recommended to EC that the language in the governance structure document be edited so that it is consistent across all groups.
    • With a recommendation from UC, a task force should be formed to finalize edits to the governance structure document so that it can be presented at the User Groups meetings in April. Bobby Bothmann, Chair; Keith Ewing volunteered to serve from UC.
    • Breakout session is planned for new members at the User Group meetings.

  6. Director's Report (Linda Richter)
    • Presented a summary of the 2006 budget. Special libraries had a credit balance to pay a significant amount of their fees. TDS extraction is one time money. MNLINK is at the end of their contract, funding came in 2005 and paid out in 2006. RightNow software has two support people working out of the PALS office. We have begun spending our reserve as expected. PALS expects to purchase additional servers and begin paying maintenance costs to ExLibris in July, 2007. Staffing numbers are down but always a significant impact on budget because of salary increases and other costs.
    • Motion, moved, seconded and approved to accept the recommended 7% increase for PALS fees in 2008.
    • Motion, moved, seconded and approved to accept the proposed increase and additions to the Participant Library Charges. The charges include: loading other records, charge set at $300 for the first 10,000 records, $100 for each additional 10,000 records; global changes to patron records, charge of $350 established; increased fees for customized training, group training and workshops; increased charges for inventory equipment, PT2000 with a tethered wand: $1339, PT2000 with a tethered laser: $1459. A clarification that a charge for a global change is made only when a library requests a change.

  7. Strategic planning for the future of the consortium
    • Brief report/comments from those that attended the strategic planning sessions: many accomplishments, positive response to the process, facilitator was good and the process is not finished. The action plans need to be validated by the entire group and presented at the annual meeting.
    • Dan suggested that the EC Steering Committee look at the action plans for the 7 activities requested by the UC and make a proposal.
    • Lengthy discussion on the vision statement was held; the EC Steering Committee will make a recommendation on the statement and bring back to group.
    • Linda R. updated the progress on the action plans. The EC Steering Committee has met via conference call and determined that the vision statement encompasses the action plans; a realistic start has been made on the action plans; and member participation (action plan) could be divided into separate steps.
    • Progress on the plans:
      1. Implement discovery tool. A task force is being formed, has 3 volunteers but not all identified. This will require some funding source and needs a buy in by all libraries. Linda has sent out a call for nominations.
      2. Effective member participation. UC conveners are meeting to plan spring meetings with a focus on networking. New member meeting is planned.
      3. Centralize technical issues to central office. PALS office is examining ideas for centralization. Becky Bell is examining what the staff is doing now. Plans survey to identify technical issues that could be moved back to PALS central. After issues identified, assess if PALS staff has time to work with these issues.
      4. Statement of benefit of membership. Task force has been created: Donna Davis, Chair, Barb Golden, Ruth Zietlow, Orrin Ausen and Cathy Colby. More clarification on the second action plan is needed for the task force to move forward on it. Some data has been collected in the past by the previous Marketing Task Force and at other consortium meetings, which will be used.
      5. IT-MNPALS planning integration. Todd is seeking funding opportunities with Tim Price and Gary Langer. Todd has had informal contact with MNSCU IT and attends the CIO meetings. He also made the recommendation that librarians participate in IT groups. A concern was expressed that IT interactions do not trickle down to the campus level. We need to make sure we send the message that what libraries do on campus is an academic function. MNSCU IT is doing road trips and librarians are encouraged to attend campus sessions.

  • MINITEX report (Bill DeJohn)
    • Regional ExLibris conference set for week of March 5th. Registration information will be out week of February 5th. Cost is $50. Special SFX training on March 7th.
    • Discussion of MINITEX budget.

  1. Planning for the Annual Meeting
    • UC ideas for annual meeting: follow-up to Richard Madaus, strategic planning, funding issues, report from discovery tool group and governance structure changes.
    • EC recommendations: report on action plans, Barb Deming return to discuss strategic plan process and document and conduct sessions to clarify the action plans. This will depend on Barb's availability and Linda will contact.
    • The main purpose of the meeting is to gain buy-in and positive critique from DDC members. Invitation should include number invited to strategic planning sessions and number attending with the emphasis that we really need to hear from the whole group.

  2. MnPALS Update (Becky Bell)
    • LaSSSI met last in October 2006 with ExLibris. A document of issues that affect consortia was created and ExLibris has begun work on the issues identified in the document.
    • ELUNA conference is in Spearfish, SD week of June 5, 2007. The deadline for submitting presentations for the conference is February 9th. ELUNA membership information is on the ELUNA website or members may use the Consortium membership when registering.
    • Version 17 progress report. Went live on January 3rd and had a rough beginning. PALS is still discovering some problems. PALS support had 530 requests in January, 38 SIs were sent to ExLibris. Becky is working on a document that will summarize the questions already addressed; questions still open and update the document periodically. The work plan will be edited to reflect changes in version 17, those problems not operational and those that still need testing.
    • Version 18 plans. Version 18 has been available since summer 2006 and PALS has determined they will need more memory on the server in order to upgrade. UM is beta test site for GUI ILL.

  3. Governance structure changes
    • There was a recommendation that the title for DDC remain Deans, Directors and Coordinators. Consensus by EC to leave name as Deans, Directors and Coordinators.
    • Bobby Bothmann, Chair; Keith Ewing, Michael Kirby, Jan Carey and Todd Digby will serve on the task force to edit the document.
    • Document will be completed by April 1, 2007.

  4. Motion, moved, seconded and approved to adjourn

Upcoming Meetings
  • Executive Committee meetings:
    • April 26, Eden Prairie

  • Annual Meeting:
    • March 22, Eden Prairie

  • User Group meetings:
    • April 16 and 17, St. Cloud State University
    • October 11 and 12, Minnesota State University, Mankato



AGENDA

  1. 1:00 Introductions, sign-in sheet

  2. Amend/Adopt Agenda

  3. Approve minutes from September meeting

  4. 1:05 Minnesota State Colleges and Universities Update (Todd Digby)
    1. Update on PALS Executive Director's search

  5. 1:15 User Council Report (Kathleen Ashe)
    1. User Group meetings
    2. Other

  6. 1:25 Director's Report (Linda Richter)
    1. Budget update
    2. Approval of FY08 annual fees and other charges

  7. 1:45 Strategic planning for the future of the consortium
    1. Brief report/comments from those that attended the strategic planning sessions
    2. Review of the final strategic planning report, comments
    3. Review of the draft vision statement, comments, revisions, approval
    4. Update on action plans

  • 2:15 Break

  1. 2:30 Planning for the Annual Meeting

  2. 3:00 MnPALS Update (Becky Bell)
    1. LaSSSI
    2. ELUNA
    3. Version 17 progress report
    4. Version 18 plans
    5. MnPALS Reports
    6. Other work in progress

  3. 3:15 Governance structure changes

  4. 4:00 Other/Adjourn

Upcoming Meetings
  • Executive Committee meetings:
    • April 26, Eden Prairie

  • Annual Meeting:
    • March 22, Eden Prairie

  • User Group meetings:
    • April 16 and 17, St. Cloud State University
    • October 11 and 12, Minnesota State University, Mankato
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