User Council Meeting - September 2006

Thursday, September 7, 2006, 9:00 - 12:00
Room H195, Hennepin Technical College, Brooklyn Park Campus
Bobby Bothmann, convener
Sheila Hatchell, secretary

MINUTES

Introductions, sign-in sheet.
- Members present: Becky Schwartzkopf (MSU-Serials), Diane Richards (MSU-Acquisitions), Pete McDonnell (IHC-Reference), Adam Marsnik (NDC-Cataloging), Sharon Evenson (VCC-ILL), Bobby Bothmann (MSU-Cataloging), Lynne Weber (MSU-Circulation), Michael Kirby (DCT-Systems), Kathleen Ashe (SSU-Circulation, UC rep to EC), Sandra Fuhr (SSU- EC rep to UC); Keith Ewing SCS-Systems), Todd Martinson (SBJ-Serials), Kathleen Nelson (RVL-EC rep to UC)
- PALS Staff: Linda Richter, Sonja Eilertson, Becky Bell
- MnSCU: Todd Digby
Adam noted that he would like an update from Linda on some things voted on in user groups for implementation. Linda will address in her update. Agenda approved.
Corrections to Minutes:
Adam will be secretary in April, not May. Add to the minutes that Sheila and Bobby are co-convenors for Cataloging and share one vote. The minutes were approved with these corrections. Motion: Kathleen A.; 2nd Keith.
Fall 2006 User Group meetings
1. Dates.
  October 23 and 24 at MSU-Mankato, confirmed.
2. Schedule for each day.
  A conference call was held August 17 to plan the 2-day structure. There was discussion on the order for the 2nd day and we ended that the order will stay as determined in the concall. All sessions will be recorded/podcasted.
3. General session topics, topics for user groups.
  The General Session will only occur on the first day. Todd will report on his role in MnSCU and also to those not in MnSCU. Todd will facilitate a discussion on the Future of the Consortium. Should the structure continue around subsystems or should it be something different? The task forces are playing a major role. What should the consortium be? It was noted that there are many new library staff that may not even know what the present consortium is/does. What kinds of decisions do we need to make, and how are the decisions different from before the migration? What is the future of libraries in general, and in particular, what is the future of the OPAC? It was suggested that Todd bring some visuals to the discussion and also a list of questions
4. Breakout sessions.
  Breakout sessions will principally be the task forces/work groups. Non-members of the task forces are welcome to attend.
Other comments: There will be a celebration of the migration at the end of the 1st day. An invitation will be sent soon. There will be a short program, a slide show, refreshments, and time for reminiscing. It will be held in the Heritage Room of the union. A conference call is scheduled for next Friday to develop more specifics to the agendas. Linda asked if there are any topics that we want input from all of the user groups on. Reference meets after Cataloging, but there is a joint 1 hour session, at which MITF will present proposed changes for Reference to discuss and vote on.

ACTION ITEM: We need a list of the task forces and their respective members. There is an existing document created by Linda. This is a draft document and will be distributed to UC members in a future emailing. The document will need approval by UC and may then be updated for addition to the PALS Web site.
Task Forces - Charge Revisions
It was noted that the Task Forces document that Linda distributed emanated two years ago from MATF, with revisions added by UC. It's purpose was to make communications clearer - within the consortium and between the task forces and the PALS staff, and to give guidelines for the other task forces, so that they all operated in a similar fashion. Previously there had been no process in place for presentation of changes to the consortium and voting.

Discussion ensued on the difference between a task force and a work group. Generally, a task force is either standing or with a sunset date, and work groups exist for an indefinite period. There are inconsistencies in reporting structures and charges, among the existing groups. PALS may convene a work group for a specific purpose. UC gave direction to PALS that they would like PALS to work with the user group conveners to set up work groups in the future.

It was decided that we could work with the existing document and modify it so that it works for both short- and long-term groups, and groups requested by PALS.
ACTION ITEM: The Mankato UC members offered to revise this document on their drive home. They will assign numbers instead of bullets, for ease of discussion.
ACTION ITEM: The document will be distributed and reviewed by other UC members, then turned over to the task force conveners to share with the task forces, the UG conveners will share it with their group at the upcoming user group meetings and report back to the UC on discussions and recommended changes. It will be up to Bobby whether this discussion is handled over email or at an in-person meeting.
Governance Structure
1. Structure of User Groups and role of Steering Committees
  The discussion began with Linda clarifying for us the proper names and what they refer to;
  - PALS is the office
  - PALS Web site is the name of the Web site
  - MnPALS is the brand
  - Software and Services shared by the consortium (this is the ILS)
  - Aleph is the software
  - Consortium of MnPALS Libraries (is the consortium)
  - Consortium of MnPALS Executive Committee (the Executive Committee)
  - Consortium of MnPALS User Council (is this group)
  - Consortium of MnPALS User Groups (name of the user groups)
  - DDC/EC doesn't work any more since some members use other titles. Linda suggested Administrators and Coordinators Group.
  It was agreed that this document is difficult to read. Some sections are totally lacking such as the responsibilities of the UC.
  ACTION ITEM: This document needs to be re-written. It needs to have parallel components among all of the groups. Bobby will compare notes with Linda and rewrite the document. The proper names of the groups as listed in (a) above will replace the outdated names. Each section will have the following:
  - Name
  - Responsibilities
  - Composition of the group
  - Reporting Structures
  Things to work into the document:
  - Number the pages
  - User Groups - add a last bullet that reads Identify , assess and communicate enhancements and improvements to the Executive Committee;
  - p.2 change the first sentence of the last paragraph to: If the User Group feels it needs a Steering Committee it may create one. Move the pieces about secretary and minutes to the convener of the user group. In the last sentence change shall to may;
2. Structure and Charge of the User Council
  - User Council responsibilities (1) Assess and prioritize the work of the User Groups; (2) their work should be driven by the User Groups; (3) advance software and add ons for the purpose of serving the work of the libraries; (4) take recommendations from the task forces - some may get forwarded to the user groups, others involving monetary considerations may get forwarded to PALS and the Executive Committee; (5) are a means for user group components to talk together; (6) sets dates and agendas for user groups; (7) larger policy issues are referred to the Executive Committee especially those affecting our users.
  - Other - what is the hierarchy of the groups? Is there one? Who ultimately makes decisions? The PALS office and the consortium leadership groups negotiate as necessary.
MnSCU Update - Todd Digby
The paperwork is in Mankato for the search for a permanent director. We should see some action in the next two weeks. A search committee will be formed, and Todd decides who will be on it. It will be broader than MSU, but will not include a non-MnSCU representative, as there is no stick to hold a non-MnSCU person to confidentiality. The current bureaucratic hurdle is negotiating between the Mankato HR and the MnSCU HR - it all depends on when the paperwork gets done, but it is hoped that the position will be announced by the end of the year.

Todd participated in an open discussion with libraries. They are looking at opportunities in partnering with Minitex to provide 24/7 virtual reference. They will use OCLC QuestionPoint.

There is an issue with staffing the two year campuses. Some do not have a full time librarian and it is unlikely that they would get one. A Minitex committee is reviewing the standards for Minitex membership. MnSCU will be analyzing the staffing on their campuses including non-librarians, trying to find alternatives to one full time librarian vs. no librarian at all. SouthEast Tech doesn't have any level of librarian staffing.

LibData Assignment Calculator was developed at the U of MN and is implemented at St. Cloud. It is used for creating Webliographies, subject guides, and some libraries run their Web pages off of it. Another upcoming tool is the Learning Objects Software Repository, used by MODE - Minnesota Online Digital Exchange. Using this tool libraries may share tutorials and pathfinders.

He is also working on planning librarian day for MnSCU librarians.
ELUNA report
Sheila highlighted a few items from the report: the conference is not just about Aleph, but about all of the ExLibris products; The ELUNA Steering Committee has changed the enhancement process to a "Big Idea Enhancement Process" that will improve a process or function rather than chipping away at little annoyances; the U of MN is one of three development partners working with Ex Libris on Primo; PowerPoint documents for many of the presentations will eventually be available at the ELUNA Web site.
PALS Update (Linda Richter)
1. PALS Staff Update - Luda Lindahl has been hired in Tech Support. She will work primarily on reports.
2. Inventory in MnPALS - Linda asked how it is going? Comments were all favorable; Mankato is finding it very useful.
3. Other - Linda took a count of how many plan to attend the Nov./Feb meetings in person vs. concall; the majority plan to attend in person, depending on the weather.
  The reports task force starts tomorrow. Adam's question: Retrieval sets were supposed to be upped from 1K to 5K as per the Systems User Group - has that happened?
  ACTION ITEM: Linda thinks it has, but will check and let us know.
  What about updating the PALS Web site? Linda reported that an outside firm has been hired to do this.
MnPALS Update (Becky Bell)
1. LaSSSI - Becky referred us to her written report. The key issue is architecture. Fortunately, MnPALS has the preferred architecture. (SUNY another consortium, does not).
2. Workplan - the workplan is an internal document used by PALS to determine what to work on next. If something is not on the workplan, it should be sent to PALS via the user group. Anything added to the workplan should have a need by date and a priority. The workplan has been restructured - a new column has been added to the workplan - Who Benefits? It was noted that if only one or a few libraries has a request, that does not make it a lower priority. Also, all of the top priorities are at the top, and letters have been added to the priority numbers (priorities within priorities).
  ACTION ITEM: Discussion of the workplan should be added to each user group agenda.
3. New Aleph versions - v.18 My E-shelf has a new hold functionality.
4. MnPALS Reports - already discussed in Linda's report (see #9)
5. Customizing the OPAC - The OPAC pages do not migrate; the scripts do not migrate. We will need to start with the base pages in v.17 and add the v.15.5 modifications. A group should be formed to study what can be modified and what custom training should be developed. Also to be decided is what - consortiumwise - should be left alone. Keith suggested that the MATF should be the group to work on these issues. After we are in production on v.17 Perry will give classes on customization. We will wait until after Booking is rolled out (first of March) so look for the customization training in late April or May. Also of note - Course Reserves is hard coded. What gets changed gets changed for all.
Task 16 on the Project Plan - System Librarians keep track of table changes - PALS will send out a notice when we need to begin doing this. And table changes made after this point will need to also be made in v.17. Also of interest is item 54 - the OWN field will be added to holdings records.
ACTION ITEM: We would also like MARC 035 ocm added to the holding record.
Spring 2007 User Group meetings
1. It was not possible to find a location in the metro. Either the size and number of rooms were not available, or it was too expensive. So ...
2. Set for April 16 and 17 at St. Cloud State University. We could not get our preferred dates, so we have these dates. It was noted that UG can never be held in St. Cloud on a Wednesday, so it will always be Monday/Tuesday or Thursday/Friday, when held at that location.
User Council report to the Executive Committee
1. User Group meetings - our dates, structures of the days, and plans for the general session should be conveyed to them.
2. Other - also carry forward our discussion on the task forces paper, and the governance document.
Other. Nothing. The meeting adjourned at 12:00 noon. Motion by Keith, 2nd by Becky S.

Recorded by Sheila Hatchell

AGENDA

9:00 Introductions, sign-in sheet
Amend/Adopt Agenda
Approve minutes from May meeting
9:05 Fall 2006 User Group meetings
1. Set for October 23 and 24 at Minnesota State University, Mankato
2. Schedule for each day
3. General session topics, topics for user groups
9:25 Task Forces - charge revisions
9:45 Governance Structure
1. a. Structure of User Groups and role of steering committees
2. b. Structure and charge of the User Council

10:20 Break

10:35 Minnesota State Colleges and Universities Update (Todd Digby)
10:45 ELUNA report
10:55 PALS Update (Linda Richter)
1. PALS staff update
2. Inventory in MnPALS
3. Conference call option in November and February
11:00 MnPALS Update (Becky Bell)
1. LaSSSI
2. Workplan
3. New Aleph versions
4. MnPALS Reports
5. Customizing the OPAC
11:40 Spring 2007 User Group meetings
1. Set for April 16 and 17 at St. Cloud State University
2. Difficulty of finding a location in the metro
11:50 User Council report to the Executive Committee
1. User Group meetings
2. Other
12:00 Other/Adjourn

User Council meetings:
- November 16, Eden Prairie (Peter McDonnell, secretary)
- February 1, Brooklyn Park (Keith Ewing, secretary)
- April 26, Eden Prairie (Adam Marsnik, secretary)
Annual Meeting:
- March 29
User Group meetings:
- October 23 and 24, Minnesota State University, Mankato
- April 16 and 17, St. Cloud State University