ILS Committee Minutes

December 7, 2022, 10 am

SCLS Headquarters or

Phone/video conference

Action Items:

The IC approved the 2023 Technology Plan: ILS section.

The IC approved the Approve 2023 Meeting Calendar.
The IC approved the CSS recommendation to add the ITYPEs DVDSETWI14 and DVDSETWIJ14.
The IC approved the CMS recommendation to add Collection Codes DAPJWL and BAEJWL.
The IC approved the CMS recommended policy changes listed in 3d, ii-iv.
The IC approved to sunset the Multi-part DVDs Packaging Workgroup.

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, Martha Van Pelt

1. Call to Order at 10:00 am.

a. Introduction of guests/visitors

i. None.

b. Changes/Additions to the Agenda

i. None.

c. Requests to address the Committee

i. None.

2. Approval of previous meeting minutes: October 5, 2022

a. Motion: M. Navarre Saaf moved approval of the October 5 meeting minutes.  L. White seconded.

b. Discussion: none.

c. Vote: motion carried.

3. Action Items

a. Approve 2023 Technology Plan: ILS section

i. Motion: M. Warren moved approval of the 2023 Technology Plan: ILS section.  L. White seconded.

ii. Discussion: This was reviewed at the last meeting.  The only change that was made was online patron registration solutions for libraries.  Otherwise, same as last month.  V. Teal Lovely reviewed it again with the group. 

iii. Vote: motion carried. 

b. Approve 2023 Meeting Calendar

i. Motion: E. Glade moved approval of the 2023 meeting calendar. E. Norton seconded.

ii. Discussion:  This was reviewed at the last meeting.  We are approving this early so it’s ready to go for the February meeting.  V. Teal Lovely reviewed the changes from previous years with the group. 

iii. Vote: motion carried. 

c. Recommendation from Circulation Services Subcommittee

i. Create the ITYPEs DVDSETWI14 and DVDSETWIJ14 with the default circulation policy of $0.00 fine, 14 day, no holds, 0 renew.

1. Motion: This motion came from the Circulation Services Subcommittee.

2. Discussion: none.

3. Vote: motion carried.

d. Recommendation from Collection Maintenance Subcommittee

i. Adding new Collection Codes

1. DAPJWL (DIGITAL AUDIO JU WORLD LANG, World Languages Digital Audio Players)

2. BAEJWL (BOOK/AUDIO-ENABLED JU WORLD LANG, World Languages, Audio-Enabled Books)

a. Motion:  This motion came from the Collection Maintenance Subcommittee.

b. Discussion: A. Gannaway reviewed the new Collection codes with the group.

c. Vote: motion carried.

ii. Change to the Levels of Cataloging Policy

1. Under Videorecordings:

a. Remove:

i. All non-local DVDs, including Blu-ray DVDs and Blu-ray 3D DVDs

b. Replace with:

i. All non-local DVDs

ii. All non-local Blu-rays, Blu-ray 3Ds, and 4K Ultra HD Blu-rays

iii. Change to the Videorecordings BSE (Bibliographic Short Entry) Policy

1. Under Title, including sub-titles:

a. Add: 4K Ultra HD Blu-ray: include (4K UHD) in the title

iv. Change to Videorecordings Searching and Matching Policy

1. Under Edition:

a. Add: 4K Ultra HD

1. Motion: These motions came from the Collection Maintenance Subcommittee (3d,ii-iv).

2. Discussion: A. Gannaway reviewed all the recommendations from the Collection Maintenance Subcommittee.

3. Vote: motion carried.

e. Recommendation from Multi-Part DVDs Packaging Workgroup

i. Sunset Multi-Part DVDs Packaging Workgroup

1. Motion: E. Norton moved to sunset the Multi-Part DVDs Packaging Workgroup.  P. Hansen seconded.

2. Discussion: V. Teal Lovely reported that the workgroup feels they are done.

3. Vote: motion carried.

4. Reports

a. ILS Report

i. V. Teal Lovely reviewed the October and November ILS Reports.

b. Circulation Services Subcommittee

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

c. Collection Maintenance Subcommittee

i. A. Gannaway reviewed the November meeting minutes.

d. Discovery Interface Subcommittee

i. A. Gannaway reviewed the November meeting minutes.

e. Multi-part DVDs Packaging Work Group

i. V. Teal Lovely reviewed the October meeting notes.

f. Local Holds Work Group

i. The Local Holds Workgroup met yesterday and the notes are forthcoming.  We talked about the presentation made at the All Directors November meeting.  M. Navarre Saaf presented some compromises to the parameters.  T. Drexler presented the data dashboard.  There was a Q&A after the presentation which was helpful.  V. Teal Lovely will be attending as many cluster meeting as possible in January to address questions.  She is hoping workgroup members can attend their cluster meetings.  We will also be scheduling webinars which will be a repeat of the All Director presentation with updates.  Our goal is to reach consensus.  We will try to educate everyone about individual library needs but also providing assurance them this project isn’t affecting resource sharing in a negative way.  The data has been collected for a short period, and it may difficult to see a real pattern.  We are not seeing many changes when compared with years of data.  A link to the dashboard is on the ILS web site under Circulation.  We’ll talk more about this under Discussion 7a.

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. Revisit decision to conduct approval of Local Holds at March All Director’s meeting

i. Discussion:  VTL reviewed why we vote in different ways.  The goal for a decision on the local holds change is to reach consensus.  Weighted votes were developed for decisions about fees.  In the past, we did do a weighted vote for the annual Koha evaluations and the 2017-2018 ILS Evaluation process.  These decisions were related to fees because a change in ILS would affect cost of ILS services.  Most recently, this committee decided to use the weighted voting for the Multi-part DVDs Packaging issue.  The preferred process on this type of decision, is for clusters to reach consensus. The reps bring the cluster’s vote to the committee. This also means cluster reps have to work to represent their clusters.  V. Teal Lovely recommends that the local holds policy decision be voted on at an IC meeting.  The recent survey shows that most counties are split on the decision (except for Adams County and Portage County).  The rest of the cluster votes were split between yes, no, and undecided.  Each cluster has libraries that want the option of having Local Holds.  Clusters need to understand why some libraries want this.  In a consortium, libraries need to follow the same rules to have the most benefit to all members.  We will have another vote at the February IC meeting on how to make the final decision (weighted or cluster rep vote at IC).  Cluster reps will need to go back and talk to their clusters about whether to change the vote to be held at the IC.  E. Glade said that reasoning makes sense.  Local Holds isn’t related to a fees situation and he is willing to switch this back to an IC vote.  P. Hansen agrees.  This will be an action item on the February agenda.  E. Norton suggested this be sent to new cluster reps who are participating for the first time at the February meeting.

8. Plan for Next meeting: February 1, 2023 at SCLS Headquarters or via phone/video conference

a. Introduce new cluster reps

b. Cluster Rep Orientation

c. Discussion: Review 2023 calendar

d. Discussion: 2024 Draft Cataloging Agreement

e. Action Item: Vote on switching the Local Holds vote back to the ILS Committee

9. Adjournment at 10:42 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/12-2022