JAB Meeting Wednesday January 18, 2012 Video Conference 10:00 A.M. to 1:00 P.M.

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1 JAB Meeting Wednesday January 18, 2012 Video Conference 10:00 A.M. to 1:00 P.M. Attendees Dennis Eickhoff Colton Janet Moore Potsdam Mary Bidwell Henderson Kathy Paige Madrid Julia Gomez - Madrid Lyn Swafford Canton Carole Berard Canton Sam McBroom Canton Agnes Hoey Rensselaer Falls Charlie Garofalo Gouverneur Sandy Lamb Black River Mary Louise Hunt Black River Debbie Fuehring Massena Elaine Dunne-Thayer Massena Gerrilyn Perry Massena Lynn Brodeur Pulaski Margaret Weigel - Pulaski Theresa DiGregorio Central Square Wayne Miller - Ogdensburg Stephanie Young - Ogdensburg Jo-Ellen Murray - Ogdensburg Stella Todd - Heuvelton Ceil Cunningham Alex Bay Sharon Briggs Cape Vincent Lyn Cyr Port Leyden Sally Brown Lowville Dawn Myers - Lowville Veronica Newvine Hermon Linda McCullough - Carthage Dorothy Dineen Mexico Barbara Wheeler Watertown Tracy Tanner - Philadelphia Edward Elsner Oswego Betty Maute Fulton Sue Hutchins - Fulton Noreen Patterson - Phoenix Jennifer Thomas Dexter Christine Rajner - Theresa Marcia Gray NCLS Meg White - NCLS Stephen Bolton NCLS Jerry Schell - NCLS Libraries not Attending: Adams Center Adams Chaumont Clayton Croghan Hannibal Harrisville Lyons Falls Martinsburg Morristown Orwell Parish Sandy Creek Waddington Williamstown 1. Approval of the Agenda and introductions 2. Approval of the Minutes from June 2011 Motion by Janet Moore (POT) seconded by Charlotte Garofalo (GOU) to approve the June 2011 meeting minutes. 3. NCLS Director s Report Steve Bolton discussed the following:

2 Governor s budget support is flat, no increase, but no cut. Libraries have been cut to the 1993 level of support through cuts and flat budgets. There is an urgent need for library supporters to contact their legislators. Bus Trip. NCLS and the Northern NY Library Network are sponsoring a bus to travel to Albany on Library Advocacy Day, March 6 th. The NY Alliance of Library Systems (includes public, school and 3R s systems) are helping to increase the advocacy efforts of NYLA. The lobbying efforts with downstate and urban Assembly members will be intensified. Mr. Bolton is available to come to any Library Board Meeting. Please send him an invitation. 4. Committee Reports A. Circulation - Elaine Dunne-Thayer (MAS) gave a summary of the circulation committee meeting and the sharing session in October that were held this time by video conference. Minutes for those meetings are posted on our web page. One of the topics discussed was the procedure for registering all the school children before they visit the library. Wayne Miller (OGD) suggested that the JAB policy be amended giving libraries the authority to accept a school s verification of correct information on students, and parents and their addresses. Mary Louise Hunt (BLR) stated that her library sends a letter home to the parents for information and their signature stating their child may have a library card. She then works with the school in verifying the information submitted. Sharon Briggs (CAV) wondered if contacting the school for information was a breach of the privacy laws. Wayne Miller (OGD) suggested that since this procedure contradicts the JAB policy, the circulation committee should revisit this issue at their next meeting and come up with an amendment or procedure to present for approval at the next JAB meeting. B. Cataloging Carole Berard (CAN) gave a summary of the cataloging meetings and the October sharing session that were held by video conference. She felt this was a great avenue to reach more staff all at one time so that everyone heard the same presentation and input. Minutes for those meetings are also posted on our web page. The question was brought up about inventorying the collection. Meg explained the process for doing an inventory and the use of NCLS s PDA or a laptop computer with scanner. Wayne Miller (OGD) asked about investing in a laptop for barcoding. Ed Elsner (OSW) mentioned that any staff laptop with workflows and a scanner would work. 5. Old Business A. Is anyone assigned to review the Hold reports at the library? Discussion Meg White (NCLS) demonstrated how to effectively clear the Holds placed 1 month or more and 2 month or more reports. She asked that each library assign a person to clear these reports monthly. In many cases these holds are placed on items that have been checked out to MISSING or DISCARD by the owning library, or are in transit but never arrived, or are on items Long Overdue. If a library cannot send an item and theirs is the only automated copy on the record, please send a letter off to the pickup library that the item will not be coming, so they may contact the patron. Sam McBroom (CAN) mentioned he has a form he sends to the libraries. Sandy (BLR) mentioned that she s libraries about removing their holds and many times they still do not get removed.

3 B. Duplicate patron records are being created. Discussion Meg discussed the importance of modifying a patron record rather than creating a new record. About 3 duplicate records are reported each month. When a patron from another library has lost a card, it is ok for a library to update the information on the record, and issue him a replacement card even if he is not your patron. Do not make new records. Then the patron s library with any changes you made in the record. Noreen Patterson (PHE) asked for an explanation on privileges and extending them. Marcia explained that the JAB group voted on a one year card life. Each library needs board approval for the change to be made on the Circulation System. The one year expiration allows libraries to keep records accurate and up-to-date. Not all the libraries are using the 1 year card life. Marcia demonstrated the different ways to renew privileges. Patron records are purged once a year, usually in January. The JAB group previously voted on purging all patrons after 5 years of inactivity. Libraries should be asking to see computer users cards. If their cards are not used to take out materials, they will be purged from the system. By checking the card, it can be renewed when necessary. This will not only increase registered patrons, but it will keep their information current too. Sally Brown (LOW) explained that she has barcodes for each of her computers and checks each patron out to a computer thus keeping their patron cards up to date. 6. New Business A. Mass s by library or NCLS Official Action. Marcia announced that Steve Gaines is willing to develop a program where libraries could send s out to their patrons. This would be a separate database from Sirsi. Access to the application would require a log-in and would be listed on the NCLS website. A library would be able to compose an and send it to their patrons only. Patrons would be able to opt out of this if desired. Sam McBroom (CAN) stated that many patrons become upset when their library sends mass s and they then want their address removed from the record completely. Wayne Miller (OGD) wanted to know if it was possible to opt in rather than out. The group was split as to whether this was a great idea or one that will upset the patrons. Jerry Schell (NCLS) spoke again about the fact that this would be a separate database. It would involve one to a patron asking him to participate, if not interested, the patron opts out. We are trying to supply the tool and opportunity for a library to reach out to its patrons. If the library is not interested, or feels this is a bad idea, simply do not use this tool. NCLS will go ahead with developing the application and those libraries interested in participating, please Marcia. NCLS would like to utilize this tool to send s to patrons on topics like up-coming System wide changes or funding concerns. This would be used by us no more than 2-4 times per year. Again it was voiced that some libraries would like to see an option for patrons to opt in rather than opt out. Would there be parameters set in place outlining the contents of the s? Motion by Wayne Miller (OGD), seconded by Lynn Brodeur (PUL). To table NCLS s use of the mass mailings and to investigate the opting in function with Steve Gaines.

4 B. DVD & Blu-ray records Discussion The JAB Cataloging/Barcoding committee reviewed the movies that are now coming bundled with the DVD, Blu-Ray, and digital versions. The decision was made to create separate MARC (Bibliographic) records for each format. Whether you buy the movie separately or together, with the Blu-ray, all DVD versions (of the same edition) will be put on one record and all Blu-Ray versions on another record. This will ensure a patron placing a hold will get the correct version. Any older copies will remain on separate records as they will be different editions. Marcia stressed the importance of paying attention to the editions, number of discs and copyright when barcoding. C. Credit Account Wizard Official Action Marcia asked if the Credit Account wizard should be added back into the menu and possibly limit the amount to $5.00 used only for fines. Ed Elsner (OSW) would like to see it go for any reason, not just fines. Comments included the following : Patrons would like to put money on account especially for DVD rentals. A library supplying $5.00 in paper would not be happy if the credit went to another library. Tracy Tanner (PHI) suggested the credit be specific to the library receiving the credit. Carole Barard (CAN) felt that defeated the purpose of the Universal Card. Motion by Wayne Miller (OGD), seconded by Lynn Brodeur (PUL) to table this decision until Marcia can investigate the possibility of displaying the credit library. D. New Home Location STAFFONLY Official Action The Cataloging/Barcoding committee was asked to add a location that would not be holdable for items that the staff used regularly. These items may still circulate, but holds may not be placed on them. The new location to be introduced is STAFFONLY. Motion by Lyn Swafford (CAN), seconded by Tracy Tanner (PHI) to create a new Location called STAFFONLY. E. Remove the Call Number from the hit list in the Catalog Official Action (handout) The Cataloging/barcoding committee recommended that the call number be removed from the hit list display in the patron catalog. Since all libraries are not consistent with their call numbers, Marcia showed that the call number displayed at the hit list does not always reflect that library s item that the patron wants. Motion by Wayne Miller (OGD), seconded by Terri DiGregorio (CSQ) to remove the display of the call number information at the hit list in the catalog. F. Video Tutorials through the NCLS website Demo To help with training library staff, NCLS Technical Service is creating training videos on how to perform some of the common tasks in Workflows. This should be helpful for new and existing staff with their daily routines. Marcia unveiled one of the tutorials at the meeting and announced

5 that there will be more coming soon. They will be located on the NCLS webpage under Continuing Education-Online Training- Sirsi. Please feel free to suggest other tutorials that maybe helpful to library staff. The link will be available at the end of January. G. Tour of the NCLS website for JAB information Demo Marcia showed the libraries the three places on our webpage you can find helpful tools and assistance for the automated libraries. H. Tentative Upgrade Timeline Discussion Enterprise will be replacing the patron catalog. The software will be installed in February and development will start. A targeted late spring/early summer 2012 unveiling is scheduled. Wayne Miller (OGD) asked about more control of local real estate by the libraries. Marcia responded that the design & development has not started. NCLS will be able to answer questions once the software is loaded and Steve Gaines has started to develop the catalog. The upgrade to Symphony 3.5 is tentatively scheduled for the fall 2012 along with StaffWeb, the new simplified circulation module. I. Update on libraries automating Discussion Theresa Library is close to their Go-Live. Cranberry Lake, Lisbon, and Sackets Harbor are barcoding their collections. NCLS has 45 libraries sharing the Circulation System. J. Bookmye iphone & Android Demo Marcia and Jerry announced that there is now a library APP available for iphones and Androids. Go to ITunes or the Android Marketplace for the APP. Send Message Wizard Marcia mentioned that this wizard was not being utilized. Motion by Stella Todd (HEU), seconded by Lynn Brodeur (PUL) to remove the Send Message Wizard. 7. Date for the next JAB Meeting Wednesday June 13, 2012 at NCLS. Marcia asked that libraries please her comments and concerns about holding the JAB meeting as a Video Conference. 8. Motion for Adjournment Motion by Sharon Briggs (CAV) to adjourn at pm.

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