ILS Committee Minutes

October 5, 2022, 10 am

SCLS Headquarters or

Phone/video conference

Action Items:

The IC approved adding the Item Type DVDSETJ14.

The IC approved changing “Koha” to “LINKcat” in the Videorecordings Searching & Matching Policy. 

The IC approved adding “TV series and mini-series that circulate as a set: include [All discs] in the title” Under Title in the Videorecordings BSE Policy.

The IC approved extending the Local Holds/Use pilot project until February 28, 2023.

The IC approved to vote on the Local Holds/Use pilot project at the March 2023 All Directors meeting.

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, Susan Lee, MAD (11 -13)

Absent: None

Excused: None

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

1. Call to Order at 10:02 am

a. Introduction of guests/visitors

i. None.

b. Changes/Additions to the Agenda

i. E. Norton asked about adding “Other DVD Item types” under Discussion.  His request was added to the agenda for the November CSS meeting.    

c. Requests to address the Committee

i. None.

2. Approval of previous meeting minutes: August 3, 2022

a. Motion:  M. Warren moved approval of the August meeting minutes.  N. Snortum seconded. 

b. Discussion: none.

c. Vote: motion carried. 

3. Action Items

a. Recommendation from the CSS:

i. Add DVDSETJ14 Item Type for juvenile multi-part TV series.

1. Motion: This recommendation came from the CSS.

2. Discussion: none.

3. Vote: motion carried.

b. Recommendations from the CMS:

i. The CMS recommends changing “Koha” to “LINKcat” in the Videorecordings Searching & Matching Policy. 

ii. The CMS recommends adding “TV series and mini-series that circulate as a set: include [All discs] in the title” Under Title in the Videorecordings BSE Policy.

1. Motion: This recommendation came from CMS.

2. Discussion: These policy changes were related to Multi-part DVD TV Series. 

3. Vote: motion carried. 

c. Decision on Local Holds / Items approval

i. Will the decision to approve Local Holds / Items be made by a vote of Cluster reps at an ILS Committee meeting (representative), or, will it be made by a vote of libraries at an All Directors meeting (weighted vote)?

1. Motion:  K. Hull moved to approve the decision at the All Directors meeting.  S. Lee seconded. This motion was withdrawn by K. Hull after the Discussion. (A new motion is listed under  Discussion 4d.)

2. Discussion:  This topic was introduced in August and clusters should be prepared to vote on this today.  There are two options to vote on this topic.  The first option is at an All Directors meeting library by library (weighted vote).  The second option is to have a cluster vote at an IC Meeting.  The second option is normally how decisions like this are made, but there was a weighted vote for the Multi-part DVDs TV Series changes.  We value input from the members on this important topic and we want to get as close to consensus as we can.  There is another discussion topic about extending the pilot.  V. Teal Lovely didn’t list specific meeting dates on the agenda in case the pilot is extended.  E. Norton mentioned the All Directors vote is unusual for these kind of decisions.  V. Teal Lovely mentioned that fees are always approved at All Directors.  For the prior annual software evaluation votes, we had libraries vote electronically with weighted votes.  When we did the big ILS evaluation, the vote on whether to stay on Koha or pursue another ILS was held at an All Director’s meeting.  One guide may be how divided the libraries are within their clusters and after doing a straw poll we discovered members are divided on this issue.  The weighted vote is based on what’s in the Agreement to Participate in SCLS Technology Services “A quorum of 51% of the libraries participating in each service controlling 51% of allocated votes must be present in person or by proxy for action to be taken.  A super majority of 75% of all votes cast and 75% of the libraries in each service must be present in person or by proxy for passage of the fees.”  It may be harder to pass as a weighted vote.  On the other hand, cluster reps might have a hard time getting consensus in their clusters.  D. Bird has been talking to her Cluster and Columbia County prefers the cluster vote option.  They are prepared to do consensus vote for their cluster.  They recognize that not everyone in our cluster agrees on this (10 libraries).  E. Foley stated she thought the Local Holds issue was not an all or nothing situation but libraries would have the option of using it or not using it.  It sounded to her as if this was going to be decided today.  The work group has not finalized what will be included in the vote and whether all libraries will be required to use local hold parameters, or individual libraries may choose.  Right now it’s a pilot and is not yet permanent.  It needs to be a permanent policy in order for libraries to use local holds parameters beyond the pilot.  If the pilot is not extended, we need to make a decision by December 31.  If the pilot is extended, the decision still has to be made at some point.  By consensus this decision was tabled until after the discussion about extending the pilot. 

K. Hull withdrew the motion and S. Lee agreed with that.  All clusters wanted to move forward with the vote today except for ACL (Cluster 1).        

3. Motion: K. Hull moved to vote to approve Local Use at the March 2023 All Director's meeting.  S. Lee seconded. 

Vote: motion carried.  (Opposed: Cluster 2 and Cluster 9-10, Abstained: Cluster 1). 

4. Reports

a. ILS Report

i. V. Teal Lovely reviewed the August and September ILS Reports.  Lockers were installed in 8 library locations.  Thanks to Craig Ellefson and the Help Desk for coordinating the installs.  Bibliotheca reached out to us to meet with libraries and try to repair their reputation.  SCLS is open to partnering with them if there is a change.  It will be up to individual libraries.  We are working at setting up a reception at WLA.  Details will be coming soon. 

b. Circulation Services Subcommittee

i. M. Navarre Saaf reviewed the minutes from the September meeting.

c. Collection Maintenance Subcommittee

i. A. Gannaway reviewed the minutes from the September meeting.

d. Discovery Interface Subcommittee

i. A. Gannaway reviewed the minutes from the September meeting.

e. Multi-part DVDs Packaging Work Group

i. A. Gannaway reviewed the minutes from the September meeting.

f. Local Holds Work Group

i. H. Oliversen reviewed the discussion at the October 4 meeting (notes are coming soon).      

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. Review 2023 draft Technology Plan: ILS section

i. Discussion: V. Teal Lovely reviewed the ILS Section of the 2023 draft Technology Plan.  Technology included resource sharing.  The goals are from the 5 year plan.  Work has started on copy level integration with Overdrive and will most likely not be completed until 2023.  One of the projects is to provide online patron registration solutions.  We’re not sure if this should stay on the draft.  Should this go to Circulation Services to discuss?  Yes.  A new topic for next year is adding local LINKcat library holdings to WorldCat.  A. Gannaway is currently working on this.  Integrating lockers with SIP was taken off based on feedback from REE and the vendor, but we are reevaluating this.  We didn’t receive any additional suggestions from libraries.  If anyone has anything to add, there is still time. 

b. Review preliminary 2023 Meeting Calendar

i. Discussion: V. Teal Lovely reviewed this.  Normally this is approved at February meeting, however, it makes more sense to approve it at the December meeting and review it at the February meeting.  She also bumped up the date of the Cataloging Agreement review so that it can be submitted to the SCLS and MPL boards in time.  A. Gannaway is already working with MAD on this.   

c. Plan for fall ILS Users’ Summit—October 18 at Sun Prairie (see agenda)

i. Discussion: ILS staff continue to refine the agenda for the Self-/Check/RFID User Group and ILS Summit at SUN.  This meeting will be a hybrid, so we are working on maximizing the experience for participants.  The user group will be focusing on the support and tightening up the contacts list.  During the break, there is a tour of the SUN sorter for anyone interested. The ILS Summit agenda is available on the meeting website.

d. Should the pilot for Local Holds / Use be extended beyond 6 months?

i. Some members of the Local Holds Workgroup have expressed concern that a 6 month pilot is not enough time to gather enough data to show a pattern nor enough time for libraries (whether participating or non- participating) to assess benefits or problems.  Note: this can be turned into an action item at the meeting if cluster representatives are prepared to vote on behalf of their clusters.

1. Discussion: Some Local Holds Workgroup members expressed they did not have enough time for gathering data.  They feel it will be helpful to extend the pilot and allow for more data analysis before making a decision.  New issues have come up: Reduced Transportation Holds, renewals, materials processing (GetIt Acq/manage items).  There are also issues with functionality for branches, which can’t be resolved without development.  Our hope was to explore this change as quickly as possible, but it would be beneficial to have more time to do a deep dive and look at the issues thoroughly.  The Local Holds Workgroup did review the concerns and get as much information as possible from surveys, research, etc.  It’s going to be difficult to work through every issue before the November All Directors meeting.  Is there an option to extend the pilot through January with an idea of a vote happening in March?  E. Foley expressed the vote should be delayed for some time.  She feels we are only conducting a partial pilot because we are only looking at Adult fiction.  Does it give an idea how Local Holds solution will be implemented by the libraries?  She doesn’t think that’s what we were after and would like to try this with additional collections, for example DVDs.  E. Norton has received emails from cluster members that are opposed to the extension.  ARP doesn’t want it extended because they already know they want it to stay.  They are concerned with future patron dissatisfaction if they have grown used to new materials being on the shelf and then the pilot is ultimately not passed.  J. Porter expressed they don’t feel we have enough data and should extend the pilot.  D. Bird reported her cluster has indicated they are prepared to make a decision and don’t need to make more time, so they are against extending it.  P. Hansen reported the majority of his cluster are ready to vote. Their minds are made up and they don’t need extra time.  MAD is not participating but are OK with extending the pilot to get more data.  H. Oliversen reported there are 22 locations participating (including Portage County branches).  L. White has not heard back from anyone in their cluster about this matter (good majority of them were very uninterested).  Their cluster might still be interested in more data.  STP is interested in extending the pilot.  The group discussed that the pilot could be extended until February 28, 2023.  Technically, the pilot should be stopped until it’s voted on at the March All Directors meeting.  After more discussion, the group thought it was OK for libraries to continue the practice until the vote.  The pilot project research will end but libraries can continue workflows until the vote takes place. 

2. Motion: K. Hull moved to extend the Local Use pilot project until February 28, 2023.  S. Lee seconded.

3. Vote: motion carried.

a. Yes – (Cluster 1, Cluster 3, Cluster 4, Cluster 5, Cluster 6, Cluster 7, Cluster 9-10, Cluster 11-13)

b. No – (Cluster 2, Cluster 8)

8. Plan for Next meeting: December 7, 2022 at SCLS Headquarters or via phone/video conference

a. Discussion: Review 2023 Bibliovation Development Plan

b. Action: Approve 2023 Technology Plan: ILS section

c. Action: Approve 2023 Meeting Calendar

9. Adjournment at 11:50 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/10-2022