7700 France Avenue South Suite A, Room 304 Edina, MN
Michael Kirby, Chair Sarah Quimby, Secretary
Joint UC/EC Reports ... convened by Michael Kirby at 10:45 am.
Present: Kathleen Ashe, Thomas Bremer, Robin Horowitz, Michael Kirby, Kevin McGrew, Sarah Quimby, Karen Bronshteyn, Stephen Elfstrand, Kimberly Sy, Adam Marsnik, Trudy Bement, Perry Madden, Carrie Curie, Pam Sukalski, Becky Ringwelski
Via Phone: Jean Kramer, Pete McDonnell, Linda Richter, Dan Honetshlager, Jennie Simning, Randi Madisen, Vi Bergquist, Briget Reistad, Ann Schroeder, Nat Gustafson-Sundell
1. MnPALS Futures Interest Group Update - Michael Kirby
Michael Kirby reported that the MnPALS FIG met on September 5 to discuss breakout sessions and conference call topics. The topics decided upon were:
A discussion of a report that was released by the University of Minnesota that studies library impacts on student success. Kirby added that two of the authors will be presenting at UMWUG and will be at the MnPALS User Group meeting to discuss their findings.
A discussion of a report by MnSCU Chancellor’s report on charting the future.
The next call of the Interest Group will be on Thursday, September 26 to discuss mobile services used by libraries. A subsequent call will be on e-books for popular reading collections.
Another topic will be downsizing and managing print reference collections.
Adam Marsnik asked how successful the calls have been, and Kirby replied that the calls are pretty successful: there are usually 10 people on the line and the hour often seems too short.
2. Minitex Update - Becky Ringwelski
Ringwelski reported on Minitex’s strategic planning efforts using the popular “Driver’s Model.” Components of the Driver’s Model include the creation of a briefing book and an environmental scan. Minitex administered several surveys as part of the environmental scan, and Ringwelski was happy to say that resource sharing was the most highly rated of the services Minitex offers. The strategic planning briefing book can be found on the Minitex website at: http://www.minitex.umn.edu/About/BriefingBook.pdf.
Ringwelski then discussed the University of Minnesota’s implementation of Alma. The University is expecting to go live on Alma in December, even though there will most likely not be a working Alma ILL system by then. Minitex Resource Sharing is exploring alternatives for libraries to use. Vi Bergquist asked if Minitex will have to develop some manual processes, or develop an application to make ILL possible. Ringwelski replied that Ex Libris had missed the deadline for implementing an ILL system in Alma, and that the alternatives right now are staying on ALEPH ILL, using OCLC ILL, or using VDX and ISO with ALEPH. Ringwelski stressed that there would be very little effect upon the end user. Adam Marsnik asked if the assumption could be made that any stopgap measure would be more labor-intensive for Minitex, and Ringwelski replied that the assumption wasn’t necessarily true: OCLC ILL is just as fast, and no slow-downs are anticipated. Minitex will be communicating with libraries as the University gets closer to its implementation date. Ringwelski said that Minitex is hoping that the University can keep the ALEPH server open for them, and is looking for an answer by November. Marsnik then asked how far out is the development of an Alma ILL client? Ringwelski replied that the University is pushing very hard for it—it was a contract item—and they are hoping for an ILL client 6 months after their go-live date.
Minitex is also doing a survey for presentation topics at an upcoming College and Academic Libraries meeting; possible topics include discovery tools, e-books, and digital preservation.
Ringwelski announced that the fall trials for CPERS (i.e., the databases available through ELM) will be coming out soon, and added that if there any databases you would like to see included to contact the Minitex CPERS staff. Also, the ELM RFP process is beginning this year. The new system has to be in place by June 30, and we will be hearing more about this as the process ramps up.
Minitex is also offering webinars on OCLC WorldShare ILL, and invited library staff to attend.
Kathleen Ashe asked if there was any talk about whether the current subsidies for ELM databases will continue. Ringwelski replied that Minitex was pretty successful with the legislature this year, and that they would give libraries plenty of notice if there were to be any changes.
Michael Kirby noted that there didn’t seem to be anyone from the ILL User Group that was able to come to the User Council or the Joint Reports meeting, and that it would be a good idea to add the Alma ILL issue to the business meeting at User Group in October.
3. Todd Digby - MnSCU report—delayed until Executive Committee due to a schedule conflict.
4. Director’s Update - Stephen Elfstrand
Elfstrand presented his Report of the Executive Director to the Executive Committee and User Council. The presentation was centered around the PALS mission statement, a self-assessment of the FY13 strategic plan goals, and future directions for the FY14 and FY15 plans. FY13 strategic plan goals discussed during the report were:
PALS’s efforts to strengthen its financial position (which remained flat this year)
ALEPH operations and support
The next generation library system
The Summon discovery system and complimentary products (LKR, ERM)
Investigations into open access publishing systems
Creating an innovative and effective organization.
The assessment of FY13 highlighted the success of PALS’s ALEPH operations and support efforts as well as the consortium-level agreement with Summon (although Elfstrand noted that PALS was unable to get centralized funding for it, which creates haves and have-nots across the PALS consortium). PALS’s support of the LINKER and ERM also rated highly on the self-assessment. PALS’s work with Evergreen and Islandora, unfortunately, are not generating the number of contracts that Elfstrand had hoped for during FY13, and it is still too early in the process to be able to assess the next generation library system or the open access publishing system that PALS is working towards.
Directions for the next strategic plan are to position PALS as the MnSCU campus cooperative for scholarship and library infrastructure. PALS is already figuring out ways to be involved in “other MnSCU stuff” such as the GPS LifePlan. Other goals are:
Migrating to ALEPH v.22, perhaps sometime in 2014. Elfstrand said that the consortium can stay on ALEPH until we can’t anymore; however, the problem is that the hardware is 5 years old at this point, and the older the hardware, the higher the maintenance costs.
Develop the requirements for selecting the next generation ILS. PALS is already building a reserve fund to purchase the ILS. Some possibilities include Alma (which might cost twice what PALS is paying for ALEPH maintenance); Intota, OLE, OCLC.
Increase the user base for Evergreen, which has to grow if PALS is going to continue providing it. PALS will be responding to RFPs this year.
Implement web-scale discovery for all.
Increase the user base for the DAM/IR (Islandora). PALS has ingested a new version of Islandora and would like to expand its capabilities to preserve research data. Elfstrand hopes to get funding for Islandora for the long term.
Other FY14 ideas include: expanding the consortium when moving to the next-gen ILS; look into open-access publishing platforms, an open textbook repository, and taking on other MnSU projects related to the PALS core mission.
Elfstrand then presented the PALS financial report with the projected estimates to FY17. PALS came out about 1.3% ahead this year, and is starting to build up the capital accounts for hardware and next generation ILS expenses. Right now there is about $600,000 saved up for the next generation ILS. Adam Marsnik asked if PALS stops working with Evergreen, will PALS lose all that revenue? Elfstrand replied “yes,” but added it’s costing a lot more than it generates at this point.
Other highlights from the director’s report were a discussion of PALS’s ALEPH activities and an announcement that the ECRL system would soon be migrated to Evergreen 2.4. Elfstrand mentioned that the Future ILS Task Force will be giving its report on next generation library systems in November, and that Alma is getting much closer to being ready for PALS. Elfstrand concluded the director’s report by celebrating the implementation of the Summon web-scale delivery, noting that more libraries need to sign up for PALS to reach break-even territory, and mentioned that the incentive discount for libraries signing up will be expiring soon. If a library signs up before October 31, it can save $1500!
The joint User Council/Executive Committee meeting was adjourned at noon for lunch.
Executive Committee Meeting ... convened by Michael Kirby at 1:00 pm.
Present: Kathleen Ashe, Thomas Bremer, Michael Kirby, Kevin McGrew, Sarah Quimby, Rachel McGee, Trudy Bement, Carrie Curie, Pam Sukalski, Stephen Elfstrand, Becky Ringwelski
Via Phone: Todd Digby, Randi Madisen, Ann Schroder, Vi Bergquist, Elizabeth Lincoln
2. Amend/approve the Agenda
Michael Kirby amended the agenda by announcing that Todd Digby will be giving the MnSCU report during the Executive Committee meeting.
Kathleen Ashe moved to approve the minutes; Thomas Bremer seconded the motion, and the minutes were approved.
4. UC Report to the EC - Michael Kirby
The User Council met earlier this morning and discussed a few action items:
For the fall 2014 User Group meetings, the Wellstone Center in St. Paul emerged as first choice. The User Council will look into booking it. The User Council also discussed what to do to improve user group business meetings at annual meetings and also looked at a document supplied by Bobby Bothmann on OPAC display and RDA. Finally, after some discussion, the charge of the RDA Task Force will be amended so it can make changes to the OPAC display and indexing, rather than going through the Cataloging User Group. The Task Force is seeking this so changes to the OPAC/indexing can be processed much more quickly. Any changes of course will be applied to the development server first so the consortium can test them out. The Task Force’s governance structure will also be amended so that it is required to have a member from Reference.
5. Web-Scale Discovery and Summon Implementation - Stephen Elfstrand
12 institutions have subscribed to the Summon Web-Scale Discovery service so far. Elfstrand said to feel free to ask PALS if there are any questions about the subscription terms; PALS will need more customers to break even. Thomas Bremer asked about the term of the contract: PALS signed a three-year contract, but most libraries signed up for a two year contract? Elfstrand replied that PALS will take the risk of a shortfall. Several colleges indicated that they were interested in joining up in the spring. Elfstrand said, “The price goes down the more that participates. Sign up your friends and neighbors!”
6. MnSCU Report - Todd Digby
Digby reported that there has been a lot of activity surrounding the MnSCU chancellor’s strategic planning task force; the chancellor is taking feedback via a web survey to Oct. 20. The strategic planning looks at the system structurally. The report doesn’t mention libraries much, but we’re well placed as a good example for collaborative work—e.g., through building common interface, common discovery system, etc. The system office is currently in listening sessions.
Other activities are: rolling out media stream capabilities for class lectures, voice-over PowerPoint, etc. Hoping in a month it will be broadly deployed across campuses. The system is not really a video repository for a library. Issues with the system are: accessibility for hearing impaired, close-captioning, etc. MnSCU is also focusing on open education, textbooks, other things like online learning in general. MnSCU has a new interim vice-chancellor, John O’Brien. Digby reported that O’Brien is very active and knowledgeable. Digby concluded by announcing several retirements: Tim Price, Lesley Mercer, JoAnn Sheboeuf.
Michael Kirby added that people who want to respond to the chancellor’s survey should do so as soon as possible, and Stephen Elfstrand mentioned that the survey will be read at a very high level.
7. Planning for the Annual Meeting
The annual meeting will be in St. Cloud in 2014, but is not until April 17; the question was asked how much planning do we need to do at this point? Kathleen Ashe noted that for the past couple of years we have struggled to get good turnout. Thomas Bremer said that we could have some special reports about web-scale discovery and the next-gen ILS system: the Next Gen TF has a temporary report due about then. At that time we will also have more information about Alma and ILL and have an outline of the new MnSCU system, and might know something about next year’s budget. Michael Kirby asked if there were any more thoughts about the annual meeting or future executive committee meetings. None were forthcoming.
Thomas Bremer moved to adjorn; Kathleen Ashe seconded, and the motion carried. The meeting was adjourned at 1:32.
1. MnPALS Futures Interest Group Update - Michael Kirby 2. Minitex Update - Becky Ringwelski 3. MnSCU Update - Todd Digby 4. Director's Update - Stephen Elfstrand
1. Introductions 2. Amend/approve the Agenda 3. Approve Minutes from the February 14, 2013 Meeting 4. UC Report to the EC - Michael Kirby 5. Web-Scale Discovery and Summon Implementation - Stephen Elfstrand 6. Planning for the Annual Meeting 7. Other/adjourn