DRA Governing Board Meeting

Thursday, September 12, 2002

Shelbyville Public Library

Call to order: 9:30 A.M. by Shelley Koehler, Chair

Present: Shelley Koehler, Paul Johnson, Pat Burg, Nancy Peterson, Betty Lou Hicks, Becky Wright, Cathy Marx and Robin Hendricks for Lee Ann Fisher.

Minutes: from the August Governing Board minutes were approved as presented.

Committee reports:

        Policy: no report

        Finance: no report

        Database: no report

        Technology: Pat Burg reported the committee had 

                Met in late August to discuss the RFQ’s which had been received.  A total of 5 were received.  One RFQ stood out and Paul Johnson had spoken to the firm personally since reviewing the RFQ’s.  The firm is RMG Consultants Inc. out of Chicago, Illinois.  Becky Wright recommended that the Governing Board accept the RFQ from RMG Consultants for the price of $16,500.  The Board accepted the recommendation and gave the Technology Committee permission to move ahead with hiring RMG. The next step is to get the RPLS Board to agree to the hiring.  The contract had already been presented to the RPLS attorney for review.  It is believed that the RPLS Board will accept this recommendation at the September Board meeting.  The next meeting for the Technology Committee is set for the 19^th of September at which time they hope to establish a date to meet with the people from RMG.

        RPLS report: given by Paul Johnson.  The de-duping process is still on hold, no additional word from SIRSI.  There have been sporadic reports that the keyword function is not working properly.  It will be necessary to do a rebuild of the keyword function to fix.  This was last done in 1998 and it took 2 ½ days.  No cataloging can be done during this process.  This fix has not yet been scheduled.

        Riverton Public Library was asked to change their bar codes since inadvertently the Chatham School District had been given permission to use the same series of bar code numbers.  Chatham is not a member of the RPLS DRA system.  When this was brought to the Governing Board the Board agreed to pay for the labels, and to help Riverton find help to get the process completed.  Some how the message did not get conveyed properly and Riverton got the bar codes and was told the person would be paid to change the bar codes.  The librarian at Riverton Public has been doing the work.  RPLS only planned on paying minimum wage, but the Riverton Board feels she should be paid her normal wage per hour.  The Governing Board decided to stop the project until Shelley Koehler can speak with the librarian and her Board about the process.  Riverton can run with two bar codes ID’s and eventually change as the books are used or as new books are added.

        MOEN Report: has been received by the System in Draft form as of September 11.  The RPLS LLSAP has been cited as a good model.  The exact statement is, “Identify best practices for shared system operations in RBLS, RPLS, and LTLS to be adopted by other RLS to improve the participation rate of the under represented library types.”  This report will be discussed at the System Directors meeting on Friday, September 13.

Old Business:

 DPL was to be invited to meet with the Decatur School Librarians and the Administrator over the School Librarians.  This has not happened yet.  However, the meeting will take place on September 24.  DPL would like to ask that material being requested by the school only be handled by the school librarian so that proper checkin and checkout can be done.

Training Committee met but only evaluated Kovac’s performance.

Meetings:

User’s Group at Richland Community College on October 2.

Governing Board will be November 7 at Taylorville Public Library.