Executive Committee Meeting - February 2008

Consortium of MnPALS Libraries
Executive Committee & User Council
Collaborative Meeting

DRAFT Minutes

• The ARC2 bill has come in at five times what we were expecting for their report-writing tool. PALS staff recommends not putting our resources into this product. The group decided that it is not cost-effective, and PALS will not be buying ARC2.
• It was discussed that it is unclear how PALS members can get custom reports done. There is a sense that the process is not clear or widely known. We would like to see a place on the web site where you can see reports currently available and under development, with more clear descriptions of each report, keeping in mind that there are metadata and nomenclature weaknesses and differences.
• Would this be a good thing to talk about in User Groups – what’s on the list, what is not on the list, and prioritize? User Council representatives will take it back and have it on agenda for User Groups in April. PALS staff will come up with a list for them to use along with more understandable summary text for each report.

Executive Committee Meeting

1. ARC2 – Donna Davis moved that we drop any consideration of going with ARC2. Michael Kirby seconded. Motion approved. It was decided to note for the minutes that we do see reporting is important and PALS will work on reporting process clarity and timeliness.
   
   
2. Open Source Initiatives - The following was moved and approved after much discussion:
   MnPALS staff will focus available resources to consortium-wide activities and innovative services such as Version 18 features, open source initiatives, and improvements to user interfaces. MnPALS will not move towards the implementation of Aleph Version 19 unless Executive Committee directs. (Robbie Lafleur moves. Dan Mollner seconds. Motion carried.)
   
   
3. PALS Organizational Study report
   Stephen explained that he has spoke with his staff about various organizational structures. He took us through the draft organizational chart. The Innovation and Project Management Coordinator is a new idea, and would oversee teams such as Open Source ILS, EZProxy, OpenURL, etc.
   
   In the organizational study the consultant talked about trying to focus on different user segments in some way. We already do have a structure through Executive Council and User Council for advocacy in this ways. The group would rather see meeting with different user types – like an interest group at User Groups as a way to get at the advocacy for different library types rather than a person designated at the PALS office.
   
   The Executive Committee generally liked the organizational plan and had a supportive discussion.
   
   
4. Corrections/changes to PALS training fees – Changes are only to item L on the handout, and striking M on the handout. It basically cuts the charge for training in half. Dan Mollner moved that we accept the changes. Cynthia Jorstad seconded it. “Group training for multiple libraries; includes workshops, retraining and refresher classes. Minimum of 5 attendees. Charge of $100 per person for 1 day, $150 for two days. Web training available upon request for some sessions; charge to be determined.” Motion passed.
   
   
5. Annual meeting –
   The following ideas were generated and discussed regarding the upcoming, March 20, Annual meeting:
   • Demonstration and discussion of PALS new discovery tool.
   • Could do a brief demonstration and discuss of Koha and Evergreen.
   • Talking points/advocacy for libraries – Todd Digby
   • Introduce himself and Exec. Director’s Report– Stephen Elfstrand.
   • Elections for EC. One open slot for each library type – State U. Libraries; Community Colleges; Technical Colleges; Special Libraries; State Government Agencies; EC decided that we will do elections before the annual meeting.
   • MINITEX summary/report - DeJohn
     
     

• PALS Annual Meeting/DDC Meeting: Thursday, March 20, 2008 – Hennepin Technical College - Eden Prairie Campus
• Executive Committee -- Thurs., May 1, 2008 – Location: Hennepin Technical College, Eden Prairie

AGENDA

1. Introductions, sign-in sheet
2. Amend/Adopt Agenda
3. Approve minutes from November meeting
4. Minnesota State Colleges and Universities Update - Todd Digby
5. PALS Executive Director’s Report - Stephen Elfstrand
   1. Proposed Participant Library Charges (Revised February 2008)
6. User Council Concerns
7. Open Discussion on Consortium’s future direction and member’s needs

• BREAK - UC members excused, EC meeting continues

8. Old Business:
   1. Communication Strategies & Policies
   2. Performance Reviews
   3. Governance Structure
9. New Business:
   1. Further Discussion:
      1. ARC2
         1. Pros and Cons
         2. List of All Reports on ARC 2
      2. Open Source Initiatives - Open URL, Federated Search, ILS
      3. PALS Office Organization Study
         1. MnPALS Office Organizational Chart (Draft)
         2. Explanation of Re-organization Proposal
      4. DDC Annual Meeting
10. MINITEX Update - Bill DeJohn
11. Other
12. Adjourn