DRA GOVERNING BOARD MINUTES

Thursday, June 28, 2001

 

 

PRESENT:  Linda Shaw, Linda Meyer, Cheryl Bushnell, Susan Full, Cyndi Bowman, Nancy Peterson, Karla Johnson, Shelley Koehler, Paul Johnson, Nancy Huntley, and Betty Lou Hicks

 

CALL TO ORDER:  By chair Linda Shaw, at 9:30 A.M. at Rochester Public Library

 

COMMITTEE REPORTS:

            Training Task Force – Linda Shaw distributed a DRAFT copy of an RFP for Computer Training for Librarians in Regional Library Departments (see attached copy).  This DRAFT RFP was accepted by the Board and the advertising of the RFP will be sent to ILA, Illinois State Library, Library Systems in Illinois DRA, Atlas-L listserv, schools offering library degrees in Illinois and surrounding states and any other entities the Task Force chooses to include. The Task Force has also started working on some training materials – poster, flip chart and video.

            RPLS Report – Paul Johnson distributed information on the DPL Conversion timetable, he asked for volunteers to help at DPL on their first day of operations anticipated to be September 10^th.  RPLS will send some staff, but the Broad agreed it would be helpful to have extra help for circulation and with the public access terminals, plus helping the Reader’s Advisory and Reference Staff with searching questions.

            Training on the acquisitions module is tentatively scheduled for September 20-21.  DPL will have 4 of the 8 seats for the training session, 2 seats go to Lincoln Library – Springfield, 1 seat will be a representative from the Policy Committee, and 1 seat for RPLS staff.  DPL will be the Beta Test Group for the product.

            Paul requested that DPL be allowed some period of time, once they are up and running, before they begin filling outside request The Board agreed they should just mark request as unavailable for the first month.  A notice will be distributed to all members of the database asking them to refrain from requesting from DPL until further notice.

            Other libraries, which have recently received grants, are still on hold for installation of equipment since Steve Look has been ill. 

            Paul announced that the VMS system will disappear but incorporated into another system.  This will happen over the next couple of years, and  should have no real effect on our operations. 

            Paul announced DPL wants to be able to search by call number and DRA said if we were using MFHD module we could all search by call number.  DRA thought they might be able to fix a field to hold the call number for DPL so they could search.  The Board agreed that all members of the User’s Group want to be able to search by call number, so this should not be an option just given to DPL.  This raised the question of why aren’t we using the MFHD module since it was purchased.  Paul would like to wait and install MFHD after DPL is up and before another round of libraries come into the Group.

           

 

Cheryl Bushnell questioned how we can request that RPLS include in the next round of Grants that the Serials module be purchased.  Paul felt that needed the User’s Group approval.  The Board mentioned the User’s Group did not vote on purchasing MFHD or Acquisitions since both were purchased with grant funds.

            DRA downtime – currently down to re-index. Process is moving along, but slowly.  Hope to be finished by June 30.  DRA cannot tell us what caused this problem.

            Campbell’s problem – has been connected and DRA discovered what had happened.  This will be explained at the July User’s meeting.

 

Database Committee:

            Karla Johnson distributed a list of librarians who still need to be certified.  In most cases, classes have been taken but no paper work has been submitted to obtain certification.  Most of the people are school librarians and will probably change when school begins.

 

Other Business:

            Susan Full noted the RPLS website for DRA is out of date.  Committee chairs will be responsible for submitting information – member of the committee and dates for meetings.  The chair of the User’s Group is responsible for submitting info about the Board.  The Secretary of the Board shall submit the minutes.

            Linda Shaw thanked everyone for his or her support.  This was Linda’s last official meeting as Chair.  Linda Meyer was thanked for her service to the Board. Linda Meyer leaves the Board as Past Chair.

            The regularly quarterly meeting of this User’s will be July 18 in Mason City.  Linda Shaw will send a reminder to all members and ask for a RSVP for and attendance count, which has been requested by Mason City Library.

 

Adjourned:  12 noon.

 

Respectfully submitted

Betty Lou Hicks, Secretary