ILS Committee Minutes

June 1, 2022, 10 am

SCLS Headquarters or

Phone/video conference

Action Items:

The IC approved the final 2023 ILS Budget proposal.

The IC approved the 2023 Cataloging Agreement.

The IC approved implementing a pilot project for local-holds and local-use-only from July 1, 2022 through December 31, 2022.

The IC approved deleting the low use Collection Codes and Shelving Locations; BKAFISL, CAY, RFTB, MED1F, and TD.

Present: Erin Foley, ACL (1), Debbie Bird, POR (2), Suzann Holland, MRO (3), Eddie Glade, PCPL (4), Lauren White (5), Eric Norton, MCM (6), Kate Hull, SUN (7), Phil Hansen, FCH (8), Nate Snortum, DCL (9, 10), Margie Navarre Saaf, Molly Warren, MAD (11 -13)
Absent: None

Excused: Susan Lee (MAD)

Recorder: Michelle Karls (SCLS)
SCLS Staff Present: Vicki Teal Lovely, Amy Gannaway, Heidi Oliversen, Martha Van Pelt

1. Call to Order at 10:05 am

a. Introduction of guests/visitors. 

i. Jill Porter from MFD.

b. Changes/Additions to the Agenda. 

i. None.

c. Requests to address the Committee. 

i. K. Hull will be absent for the August meeting and wanted clarification on sending a proxy in her place.  She asked if it should be someone from her library or someone from her cluster.  M. Van Pelt reviewed documents on the web site and determined that cluster representatives may send a proxy from their own library or their cluster.  References: https://www.scls.info/committees/clusters/representative.html, https://www.scls.info/sites/www.scls.info/files/Clusterproxyrepproc_0.pdf

2. Approval of previous meeting minutes: April 6, 2022

a. Motion: E. Norton moved approval of the April meeting minutes.  L. White seconded.

b. Discussion: None.

c. Vote: motion carried.

3. Action Items

a. Approve final 2023 ILS budget proposal

i. Discussion: V. Teal Lovely sent out a revised version of the 2023 ILS budget proposal.  We don’t have a final budget yet as we are still pinning down a few categories. This budget represents the highest possible amount. Anything highlighted still needs to be finalized.  There is a 2 percent overall increase from 2022 primarily due to vendor increases.  M. Van Pelt is working with OCLC about final number they gave us. Madison is holding Cataloging costs the same.  Staffing typically always increased depending on where we are at with step increases/benefit increases. We have a vacant position on the Technology side that does effect the ILS budget.  We will have the budget finalized by the time we have to apply the fees.  Another area in flux, is the Bibliotheca and Envisionware support.  It is not a large amount of our budget.  Libraries are switching to Envisionware, so Bibliotheca money for our support of their machines is going down.  Envisionware RFID tagging is continuing and we are not charging for support of tagging stations, which is part of our RFID initiative.  We used to take $10,000 and apply it to the ILS contract development.  We reduce this to $5,000 from previous years because there is a request to purchase Envisionware software to help us with support.  There will be income from RIO and MFD joining ILS.   

1. Motion: E. Norton moves to recommend the 2023 ILS budget proposal as the maximum budget.  P. Hansen seconded.

2. Vote: motion carried.

b. Approve 2023 Cataloging Contract

1. Motion: D. Bird moved to approve the 2023 cataloging contract agreement with MAD.  L. White seconded. 

2. Discussion:  This was presented last month.  There are no changes in the agreement from 2022 to 2023 except for the dates.

3. Vote: motion carried.

c. Approve implementing a pilot project for local-holds and local-use-only from July 1, 2022 through December 31, 2022

i. See “Parameters for Proposed Pilot” section in separate document: Report from Local Holds Only Workgroup to ILS Committee.

1. Motion:  E. Norton moved that we proceed with the pilot project as of July 1, 2022 for the Local Holds only using the parameters suggested by the Local Holds Only Workgroup.  E. Glade seconded.    

2. Discussion: V. Teal Lovely reviewed the report.  At the May 24 meeting, the Local Holds Only Work Group reviewed the survey.  They determined the proposed parameters based on survey answers.  (60 days.  Book adult fiction format.  BKALH14 Item Type with 14 day loan period, No renewals, Home library holds).  Fines will be determined by each library.  We can encourage all libraries to participate, but we can’t force them.)  The start date was changed to July 1 to give the Local Holds Workgroup time to meet again.  They will be working on information to share with patrons who may have questions or complaints about the changes the pilot may produce.  V. Teal Lovely reviewed the concerns on the survey which include increased time to fill holds and reduction in circulation. These are similar to concerns with the Multipart DVD project.  There is also a concern this is a change in resource sharing in general (erosion of resource sharing).  We are looking for data points and will gather information from other systems in Wisconsin.  There were 8 libraries that had no concerns and are confident about this pilot project.  Many libraries are interested in exploring this option.  ILS staff are working to make the Batch Item Editor tool more efficient with a development project.  There will be an online form for libraries to report incidents of patron frustration.  We don’t want to include DVDs in this pilot because of Multi-part DVD change coming.   D. Bird mentioned that Columbia County is split on this pilot project.  There are people that still have a lot of questions.  E. Norton was wondering if there’s been any sort of comparison between how this would work vs. how the lucky day collection works.  K. Hull asked if there will be instructions on how to label these items.  V. Teal Lovely believes this would be considered a local library decision.  Libraries could discuss this at clusters.  H. Oliversen said we could provide best practices and let libraries decide their own workflow for themselves.  J. Porter reported that MFD uses a bright pink removable label for their Local Hold items.  The work group made a recommendation via consensus so we will need a motion to approve this from the ILS Committee. 

3. Vote: Cluster 8 opposed.  No abstentions.  Motion passed. 

d. The Collection Maintenance Subcommittee recommends deleting the low use Collection Codes and Shelving Locations; BKAFISL, CAY, RFTB, MED1F, and TD.

i. Motion: This motion is from the Collection Maintenance Subcommittee. 

ii. Discussion: A. Gannaway reviewed the codes to be deleted. 

iii. Vote: motion carried.

4. Reports

a. ILS Report

i. V. Teal Lovely reviewed the April and May 2022 ILS Reports.

b. Circulation Services Subcommittee

i. M. Navarre Saaf reviewed the May meeting minutes.

c. Collection Maintenance Subcommittee

i. A. Gannaway reviewed the May meeting minutes.

d. Discovery Interface Subcommittee

i. A. Gannaway reviewed the May meeting minutes.

e. Multi-part DVDs Packaging Work Group

i. V. Teal Lovely sent an email asking members of the group if they want to continue to participate.  She also put out a call for new members.  

f. Local Holds Work Group

i. We reviewed the motion for the pilot project under Action Items.  We hope to schedule a meeting or two before July 1 to come up with answers staff can give patrons in their moments of frustration.

g. Delivery Workflows Work Group – on hiatus

5. Items from clusters for initial discussion

a. None.

6. Requests for New Service

a. None.

7. Discussion

a. Update on Investigation of Solus Click and Collect curbside pickup option

i. Discussion: V. Teal Lovely and H. Oliversen met with Solus at PLA.  Solus does not have the capability that allows patrons to schedule pickups. The app only allows patrons to tell libraries that the patrons are on their way to the library. Library staff want patrons to schedule pickups. We had planned to investigate Solus Click and Collect in 2022 but since this isn’t a good option, this project will be taken off the table. 

8. Plan for Next meeting: August 3, 2022 at SCLS Headquarters or via phone/video conference

a. Discussion: Plan for fall ILS Users’ Summit

b. Discussion: Bibliovation Development Plan

c. Discussion: Review marketplace reports for ILS software and peripheral software (committee members will report on new features and services found in the marketplace)

9. Adjournment at 11:16 am

For more information about the ILS Committee, contact Vicki Teal Lovely.

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.

ILS Committee/Minutes/06-2022