User Council Meeting
September 10, 2015 St. Cloud State Univerisity / WebAdobe Connect URL: https://connect.shot.smsu.edu/uc_ec_09_10_2015/Telephone Number: 507-389-1014 (must dial in for audio)
Convener: Michael Kirby (DCTC)
Recorder: Alex Kent (PALS)
Motion to approve agenda Adam moved, Terrence seconded
Minutes from last meeting February 12th
Any action items from last meeting?
AM: Don't remember
Motion to approve, seconded
Fall User Group meetings - Monday November 2nd at St. Scholastica in Duluth
Move meeting around so people in other geographic areas can participate who normally do not (Northern half)
New library system RFP process will be big discussion point at User Groups
Will have draft for User Group
User Group planning meetings soon
PM: Next week; talk about common agenda items
Entertain ideas for breakout sessions; limited number of breakouts
Focus on RFP and data cleanup sessions
Conveners should send out requests to steering committees for agenda items
LR: Structure of the day; relatively short business meetings, more breakout sessions
RFP discussion by User Group - want this as part of business meeting, or a breakout session?
AM: Lengthen business meeting rather than additional breakouts
Business meetings two hours long?
6 groups (2 hours each?) How many could meet at a time?
Cataloging/Circulation at same time? Combine certain ones
General session at beginning of day to help people start thinking about RFP, etc.
Go over introductory sessions (SFE)
AM: VERY brief overview b/c it will be a long day
Instructions prior to meeting? Very brief logistics at start of the day
Get information out ahead of time/five minute reminder
LR: members of next gen task force at each group, they could give info
5-10 minute break
Time will be an issue
6 hours of meetings, lunch, breaks
Skip general session to focus on feedback for RFP/need to look at overlapping business meetings/simultaneous
Three 2-hour blocks?
1 hour 50 minutes each so you can transfer rooms
PM: two at a time for 1 hour 30 minutes/buffer between sessions
LR: Look at schedule options, bring to first conveners call
Tuesday morning 9 am meeting for Conveners?
Send comments ahead of time
30 minutes at end to recap?
Don't know setup for phones, etc. Would be a good idea to look at this; PALS staff will look at this
LR: How to use lunch time?
Mixed feedback @ lunch
Reports ahead of time instead of discussing -- how much does this need to be reported in person?
LR: Overarching issues...topic tables...
AM: What is process, what is going on, etc. @ lunch?
Task force gives report @ lunch on process, what's going on, etc.
Focus only on RFP for this User Group
No Director's report, Minitex report, etc. to save time
Only use part of lunch period - brief overview then let discussion happen during lunch
Workday planning 2016
Data quality/cleanup workshop
Preparation for next gen ILS
Some sites have not done inventory since moving to Aleph
Are they going to be truly workdays where you are learning how to do things
Will you need to do it over two days?
Depends on each group?
Do that or use current existing tools (AM)
Can only do reclamation once - AM
SFE: Remember reclamation as an option to update records
Workday session on reclamation
Minitex will be doing session on reclamation
Title level holds / edition / AM not going to do title (?)
Invite Minitex/OCLC in to do training on reclamation
Helpful to have something on what we can do with Aleph vs Reclamation process
Will people want to do this w/out having done cleanup yet?
Mark: Found process very helpful; found ton of local markups, problems with Voyageur
Cleanup took time but then records matched OCLC
SFE: helps with resource sharing
What does group want for this day?
AM: Issue, need to run everything through business office a second time? Hoping to get more information
Do we have to educate someone at MnSCU about PALS?
Mark Vargas: Way out of compliance for payments; found $300,000 because they were out of alignment
Michael: hiccup with purchasing; had encumbered funds in the past with Baker & Taylor; now if spending $10,000 or more have to do a bid; can't break it up; MnSCU very clear
Can't break 50K up into smaller chunks; it’s a purchasing violation
Can we get preferred vendors?
If you follow MnSCU there are a lot of libraries that are out of compliance
Have to use POs for capital assets
Can't use P-cards for collection related
Buying land/buying books treated same
Have to explain why
Todd needs to do some education on this? Would we need additional staffing?
Library collections are capital assets
If we could come up with preferred vendors that would help
Ask Todd about this
Michael: 10:25 - what would we bring to Executive Committee?
New format for User Group - longer business meetings, no general session, report from NGILS Task Force @ lunch
Motion to adjourn 10:25
9:30 – 10:30 a.m.
10:45 am – 12:00 pm
Mission and Values
Map and Directions
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