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Delivery Services Advisory Committee Meeting Minutes 2008Delivery Services Advisory Committee The meeting of the statewide Delivery Services Advisory Committee was held January 31, 2008 via WisLine web. Committee members present: Jan Adams, Linda Bailen, Mark Blackman, Charles Clemence, Wendy Cramer, Phyllis Davis, Gary Flynn, Carol Mittag, Krista Ross, Bob Shaw, J. P. Slater, Juanita Thomas, Maureen Welch, Ann Welniak Committee members absent: Louis Williams DLCL and SCLS Staff members present: Tim Drexler, Sally Drew, Bruce Smith, Terry Wilcox Welcome, introductions, agenda changes, minutes Committee Chair Maureen Welch welcomed the members and asked for introductions. She then asked if there were changes to the agenda, and Charles Clemence asked to talk about issues with the all-library mailing. She asked if there were changes to the minutes for September 20, 2007, and Bruce Smith said that it was Bob Shaw who had discussed Rapid ILL, although he was listed in the minutes. Juanita Thomas moved acceptance of the minutes with that change, the motion was seconded by Jan Adams, and approved unanimously. Best practices Sally Drew introduced the discussion of the best practices document saying that this was the second round of discussions about it, but encouraging new members to bring up any topics or questions they had. She said that Terry Wilcox had added pictures of the forms and made editorial changes requested last time. Several members discussed the need to add a purpose for delivery services to the document. There was some discussion of adding a statement about the expectation of sorting to the web site. Charles Clemence asked if there should be a statement about charging for interlibrary loan, but the group felt that this was an ILL issue beyond the scope of delivery best practices. Charles's request to discuss the "all library mailing" was taken up under the section about the Wisconsin Libraries Distribution Service. Sally Drew and Bruce Smith indicated that the current policy was that this service was open to government agencies and non-profit organizations with information of interest to libraries. It was not intended to be an avenue for advertising from commercial publishers. Charles said that sometimes the documents do not come sorted, and staff has to spend a lot of time sorting and collating. Maureen Welch said that Indianhead does an in-house all-library mailing each month that also takes a lot of time. Bruce Smith agreed to touch bases with the regular groups to let them know that they need to improve the sorting and labeling process. There was also some discussion of electronic delivery. Bob Shaw described how WiLS sends articles electronically and said that he could do this for all systems as he is currently doing it for SCLS, Nicolet, and OWLS where the articles are sent to the system for delivery to libraries. WiLS is not keeping track of electronic delivery information for individual libraries. Several systems pointed out that this would not help them much as libraries are doing most of their traffic directly, and the services are not centralized with the system. Charles asked if electronic delivery could be obtained via email. There was interest in discussing electronic email further at a future meeting. Maureen Welch asked for last comments on the best practices document and members indicated that it only needed a few minor changes and would be ready for distribution. Maureen asked for a timeframe for distribution, and Terry said that she would get it ready within the next month or so. There was discussion of putting a notice in Channel Weekly, contacting CUWL, posting on various listservs, and posting it on the Reference and Loan Library and South Central Library System delivery websites. Public Library Systems should be encouraged to link to the document from their websites. Shipping labels Ann Welniak addressed a question about the Universal Borrowing label that is produced within Voyager and described the connection with call slips. Ann will look to see if there are needed changes and discuss them with Paul Moriarty and Richard Reeb at the University of Wisconsin System and University of Wisconsin - Madison. Bob discussed the creation of the ILLiad label and the change to this from the current WISCAT label. Terry Wilcox discussed the proposed changes to the WISCAT label and the group indicated that these changes were OK. Website redesign Bruce Smith and Tim Drexler showed the demo version of the new website, showing the homepage and the delivery network pages. Statistics were presented for South Central Library System and the state delivery service. Statistics for Northern Waters, Indianhead, Nicolet, OWLS, and Wisconsin Valley are not available for WALTCO deliveries. There was discussion of trying to set up a similar sample period in March/April, June/July, or mid-November for the WALTCO region. There was a request to SCLS to provide instructions on how to count (both a container and item count). Bruce agreed to do this. Linda Bailen said it would be easier to count what is moving between systems than what is sent within systems. Bruce Smith showed the master list of libraries with the cross references. Jan Adams said she liked the feature for schools which showed where items could be delivered to another library on behalf of the school. She wondered if the school survey conducted by DPI could be used to collect more information about these arrangements. Juanita Thomas suggested using a different color for the last column so it did not seem to be a part of the heading. Juanita also talked about privacy issues with the delivery slips having the patron name, indicating that she wraps items. Terry expressed concern about individual wrapping and over packaging of materials being put into delivery. Libraries may use rubber bands to hold an item closed so that the delivery slip does not easily slide out. Terry said that she would put something in the manual about privacy issues, as delivery is handled by staff. Jan Adams asked if it would be possible to have a downloadable and printable list as well. Maureen Welch asked for a timeframe for the completion of the website. Tim Drexler thought that he could have it done by spring, 2008. Tutorial/Slide show development Bruce Smith discussed the potential for development of a tutorial and/or slide show. Bruce said that he could prepare a PowerPoint show from the best practice manual and put it on the website. He would try to do this during the summer. The slide show would include both do's and don'ts. He will look at similar efforts in Minnesota and Colorado. Charles said that pictures would help some people understand why certain actions are important. WALTCO costs and services Sally Drew indicated that WALTCO had increased the Reference and Loan Library's costs by 4.5%. Other WALTCO users said that they received the same increases but noted that WALTCO had not had base price increases for five years. Linda Bailen said that WALTCO was having some problems with a cut back in business as they lost the bank business and discontinued using the plane. They also cut back on drivers and changed some delivery times which do not work well for libraries. Linda Bailen and Juanita Thomas both indicated that deliveries made after the library was closed were causing problems. Northern Waters is meeting with their libraries about what to do if WALTCO continues to have problems or discontinues services. LSTA budget and actions Sally Drew indicated that Maureen Welch had sent a letter to the LSTA Advisory Committee requesting more funding. The LSTA Advisory Committee had recommended an increase of $15,000. However, when the federal budget passed, there was a deficit of $71,000 in relationship to the grants already awarded, so cutbacks had to be made. The increase for delivery services was eliminated at that time. Phyllis Davis said that Maureen's letter had been effective and urged the committee to send another in the spring when decisions are made about funding for 2009. Juanita moved to send an open-ended request without a specific amount which again described the importance of the statewide delivery service. Gary Flynn seconded the motion and it passed unanimously. South Central Library System report Bruce Smith said that he had been invited to attend the DPI Visioning Summit to be held May 5-6, 2008. He and Phyllis Davis planned to put together a white paper on delivery services. Bruce said that he is looking at the possibility of consolidating some routes to save funds. He said that public library system increases in materials were flat and the University of Wisconsin volume was dropping. Electronic delivery is increasing. There will be a cost share adjustment because Mid-Wisconsin and Lakeshores are no longer using the state level delivery for materials going between the two systems. Bruce will work on the budget this summer. University of Wisconsin System report Bob Shaw described the work he and the Reference and Loan Library were doing to interface ILLiad and AGent and also said that there was more funding in the ILL contract for WiLS. He said that Rapid ILL was providing articles with 24 hour turnaround time. He also described the Midwest ILL conference in Dubuque, Iowa and the WiLS Resource Sharing 2.0 conference. Ann Welniak and J.P. Slater described the UW budget problems. Northern Waters Library Service report Linda Bailen indicated that they have been running out of bags and bins. She said she had already described the WALTCO issues. Maureen Welch said that Indianhead had added bins as well and it might help costs to order bins with others that need them, as there are discounts for purchasing larger quantities. Summary Terry Wilcox will complete the Best Practices document and have it posted to the R&LL website. Ann Welniak will review UW labels and Terry will send information to Paul Moriarty at the University of Wisconsin System and Richard Reeb at UW-Madison. Tim Wexler will complete the SCLS website redesign. Maureen Welch will write a letter for the LSTA spring meeting. Bruce Smith will develop methods for counting items and containers in the northern parts of the state. Jan Adams will see if a survey question can be put in the DPI school library media center survey. Future agenda items were listed as 1) results from DPI survey if available and 2) electronic delivery services. Attendees liked the convenience of the WisLine format as compared to the video conferencing and would like to use it for future meetings when appropriate. Next meeting The next meeting date will be May 15 for a face-to-face meeting at the Reference and Loan Library. The meeting was adjourned. Edited with corrections on June 10, 2008. Delivery Services Advisory Committee The meeting of the statewide Delivery Services Advisory Committee was held at the Reference and Loan Library on May 15, 2008. Committee members present: Linda Bailen, Mark Blackman, Charles Clemence, Gary Flynn, Krista Ross, Bob Shaw, Juanita Thomas, Ann Welniak, Louis Williams Committee members absent: Jan Adams, Wendy Cramer, Phyllis Davis, Carol Mittag, J. P. Slater DLTCL and SCLS staff members present: Bruce Smith, Tim Drexler, Sally Drew, David Sleasman, Terry Wilcox Welcome, Introductions, Agenda changes, Minutes It was noted that in the minutes there are several sentences with "omit" which should be removed from the final minutes. Juanita Thomas indicated in the section related to the best practices document, it should be added that rubber banding is not prohibited, but allowed. In the section related to shipping labels, Ann Welniak asked that the text be changed to read "Terry Wilcox will send a copy to Paul Moriarty and Richard Reeb at the University of Wisconsin System and University of Wisconsin - Madison." With the changes, the minutes were approved. Delivery services budget for 2009 The current SCLS contract with the University of Wisconsin will end in 2010. They may be able to continue without having to rebid. Sally Drew mentioned that DOA is now beginning to consider terms longer than 5 years (3 years with the potential for 2 renewals). The possibility of using that type of a contract should be considered if there is the ability to adjust costs at the renewal point with the increase tied to something like the Consumer Price Index. Lisa Jewell, UW-system, would like to come to one of the DSAC meetings and he suggested we invite her to the next one. Sally Drew agreed. The current formula for public library systems should be kept for now. However, there may need to be a change in 2009-2011. Milwaukee County Federated Library System has raised concerns and Lakeshores and Mid-Wisconsin library systems have changed have picked up the intersystem delivery volume. There was a question about Northern Waters costs being included and their LSTA funding. Sally Drew pointed out that Northern Waters costs have always been a factor in the statewide delivery costs and were divided among all library systems, as it saves postage for libraries in other areas of the state. Charles Clemence asked what our goal was. If it is to reduce postage for all, then we need to subsidize Northern Waters and other remote locations, as it benefits all libraries. There seemed to be general agreement that there should be a push for the state to pick up delivery costs for systems. Juanita Thomas asked how we can discuss this and make a recommendation. Bruce Smith said that there needs to be a political push to make this happen. He said for 2009 we should continue to use cost recovery formulas. We need to plan now for 2010 and beyond. Bruce Smith will write a description of the discussion of delivery costs and alternate methods that may be used to pay for delivery. Delivery services 2009-2011 budget request LSTA Budget and actions Delivery Services white paper prepared for Visioning Summit Update on Visioning Summit Best practices: Delivery Services SCLS website redesign Potential development of delivery services slide show for website WALTCO issues Issues list and new projects: Brainstorm and discussion (also old business) Charles Clemence said there seems to be more use of Overdrive resources. Sally Drew said that LITAC did a paper on audio formats that could be discussed. Band width issues impact use. Maureen Welch indicated that there are cost and funding issues, so we need testimonials and political clout in order to get the dollars needed. Juanita Thomas said the paper should be sent to the LSTA people to help educate them. Mark Blackman asked about the survey that DPI is sending out to schools. Sally Drew said they plan to send it out in June. She will work with the school library media team to draft questions. Suggestions offered were: Does the school borrow and/or lend materials outside of their school district? How do they send and receive materials? Give a list of choices: USPS, public library system, public library, CESA, Other. Bruce Smith volunteered to have Tim Drexler send to the committee the new guidelines information they wrote concerning the all-library distribution services offered by SCLS delivery. South Central Library System report University of Wisconsin System report The Montana delivery project is going into phase 2 where the library will buy a requested item from a vendor rather than use ILL and have it sent to the patron. The patron can choose to buy it if they want or return it to the library. WiLS is using ISO to connect AGent and ILLiad, and this is working well. WiLS likes it as it saves staff training and creates a better workflow. WiLS is participating in Rapid ILL and is responding to serial requests with 24 hours or less turn around time. They have groups (called pods); there may be a Wisconsin pod in the future if there is interest. The Google book project is still underway. They are working with pre-1923 titles, as copyright needs to be cleared for later titles, and it is a very time consuming process. Irene Zimmerman is in charge of the project on the UW-Madison campus. Northern Waters Library System report Other issues Next meeting date and potential agenda items Summary of items to be completed:
The meeting was adjourned. Delivery Services Advisory Committee The meeting of the statewide Delivery Services Advisory Committee was held at the Reference and Loan Library on October 9, 2008 via WisLine. Committee members present: Jan Adams, Linda Bailen, Charles Clemence, Gary Flynn, Carol Mittag, Krista Ross, Bob Shaw, J. P. Slater, Juanita Thomas, Ann Welniak, Maureen Welch Committee members absent: Mark Blackman, Wendy Cramer, Phyllis Davis, Louis Williams DLTCL and SCLS staff members present: Martha Berninger, Sally Drew, Tim Drexler, David Sleasman, Bruce Smith, Terry Wilcox Welcome, Introductions, Agenda changes, Minutes Committee Chair Maureen Welch welcomed the members and asked for introductions. She then asked if there were changes to the agenda and there were none. Maureen asked if there were any changes to the minutes. Bruce Smith said that the current UW contract with SCLS would expire in 2010 rather than 2009. With that correction, noted, Juanita Thomas moved approval of the minutes, with a second by Gary Flynn and the minutes were approved unanimously. Delivery Services Advisory Terms ending December, 2008 The terms for Ann Welniak, J.P. Slater, Mark Blackman, Jan Adams, Linda Bailen, Wendy Cramer, and Gary Flynn are due to expire December, 2008. Sally asked if any members were interested in continuing. Ann, J.P., Jan, and Gary indicated that they would be willing to be considered for reappointment. Election of officers schedule Sally Drew said that she had been negligent in putting this on the agenda for the last couple of meetings and that Maureen Welch had continued to run the meetings despite her as chairperson having expired. Maureen indicated that she did not want to continue as chair at this point. Sally Drew opened the floor for nominations, but none were made. Charles suggested asking for nominations again at the end of the meeting. Sally also said that if no one was interested it was possible to change the bylaws and have a Division staff person chair the meeting. Maureen volunteered the information that there was not a great time commitment involved. Delivery services budget for 2009 Bruce Smith said that there no changes since he reported on the budget at the May meeting. He said that fuel continues to be an issue because the prices are highly variable. He plans to send out the invoices to the public library systems in December, 2008 and he has already shared the budget allocations with systems. SRLAAW has this on the agenda for their next meeting. Other libraries served directly by SCLS will receive a 7.5% increase. Delivery Services 2009-2011 budget request The Department of Public Instruction has requested $216,000 for FY2010 and $232,200 for FY2011 in the state budget. The budget requests are now being reviewed by the Department of Administration (DOA) budget analysts and they have asked a number of questions. The DOA will make a recommendation to the Governor, and the Governor's budget will be presented in February, 2009. The Legislature will then consider it. Paul Nelson sent an email to library staff requesting people to write letters of support. Bruce Smith said that SCLS is working with Paul Nelson and WLA to set up meetings with the Governor's staff and the co-chairs of the Joint Finance committee. SCLS has also met with legislators from the Madison area. Sally Drew said that WLA was supportive of the request. Charles Clemence asked for names of key people to contact and for suggestions on timing. Bruce suggested that November, January, and early February were good times to make contacts. Maureen Welch asked if the committee should send a letter with their signatures. There was agreement that this would be a good idea. LSTA budget and action Maureen Welch asked if there were any expected problems with the LSTA budget and Sally Drew said it was unlikely there would be problems. The LSTA Advisory Committee meets in November, 2008 to confirm the budget amount allocated in the spring meeting. The Division allocated $75,000 for SCLS and $15,000 for the Northern Waters Library System. Maureen said that she would write a letter to the LSTA advisory committee in support of continuing these amounts and adding more if feasible. She and Charles Clemence emphasized how important this funding is. COLAND presentation for November, 2008 Sally Drew said that she had suggested this be an agenda item for the November 14 meeting in Madison. She asked if there were suggestions for the main points to be covered in the presentation. Bruce Smith suggested emphasizing the importance of delivery both within public library systems and between them. He said that many systems were being stretched to provide sufficient funding to handle local delivery which is required and might not have enough funding in the future for delivery outside of the local system. If some systems drop out, it could impact the whole delivery service structure. Sally Drew suggested showing the redesigned website, discussing volume of use and participation. She said it would be very helpful to have statistical information about the amount of intersystem traffic handled by WALTCO. Bruce suggested sharing the White Paper that was developed for the Visioning conference in May, 2008. It was suggested that Lisa Jewel might be asked to talk about the one system concept for the University of Wisconsin. Charles Clemence asked about COLAND's role in the budget and asked if COLAND wrote letters of support. Sally said that COLAND did discuss the budget and write in support of it. Sally and Bruce will work on a PowerPoint presentation for the November COLAND meeting. Northern library systems will attempt to get statistical information. Electronic delivery issues Sally Drew asked what angles the committee members wanted to investigate. Bob Shaw said that the UW libraries and some libraries were using Odyssey. He is sending materials via email to public library systems. The UW system funded credit card use for publisher downloading of chapters in books and journal articles. Bob said that he sends table of contents or indexes when he needs to have more information and can't copy the whole item. He says that he could send responses directly to patrons if libraries included email information. Carol Mittag said that email addresses change and this can be a problem. Bob says that he troubleshoots bounced emails. Terry Wilcox fears that system staff will not know when the item is received and will not be able to complete ILL transactions. Sally Drew said that sometimes individuals don't want to print large files. She also suggested that someone develop a best practice workflow for how this would happen outside of the academic environment. There would also need to be a field for patron email in the lender form. Bob says that he keeps the link to email requests for 14 days before purging it. Maureen Welch said that Luther Hospital lends and sends articles via email. Smaller system member libraries tend to lend the whole magazine issue. Bob said that the UW encourages patrons to scan articles rather than photocopy them. He also said that "Google books" is not available on campus. Sally said that the Wisconsin Historical Society is scanning the state government documents collection. Pre-1923 full text items are starting to appear in Google. Later items appear with only a title or small segment of the item. UW and Google are still working out copyright issues related to displaying the full text. Charles Clemence asked Bob if this saved time for WiLS staff. Bob said that it did not, but may be faster for the patron. Sally Drew will put the Google project on the next meeting agenda for more discussion. It was also suggested that there be discussion of the OverDrive project. SCLS website redesign Bruce said that the deployment had been held up due to other priorities. Tim projected that he might be done in November. He is contacting public library systems about current library contact information. He is working on the lost and found section. Tim will send out the URL for the committee to review the site before it is deployed. He said some public libraries are not interested in holding materials for schools. Bruce asked if the school survey had been completed and Sally said that the survey had also been delayed. There was discussion about the timing of sending materials to be delivered in the all library distribution service. Development of delivery services slide show for website Bruce Smith will attempt to work on the slide show in November. WALTCO issues and costs Juanita Thomas said that every couple of years, she attempts to get bids from delivery service vendors for comparison. She said that the one bid (NJ Express) she got last time was $50,000 higher than their current costs. She said local companies don't always cover the same territory so they need to make local stops to libraries. Bruce Smith said that WALTCO is actually doing pretty well, and Maureen Welch agreed. Linda Bailen said that the increase for WALTCO would be 10% for base cost, and the fuel surcharge is unknown at this time. Linda and Maureen shared some information on WALTCO costs and agreed to get more specific information. Bruce wants to do some more checking on turnaround times. South Central Library System report Bruce Smith reported consolidating the state route and the UW Madison Campus routes and saved 250-260 miles. There has been a volume drop for the UW-Madison campus, but volume has been level at other campuses. There has been a slight rise in public library system traffic and Minnesota traffic. Bruce said the delivery symposium dealt with gas prices and containing volume of holds placed on automated systems. Maureen Welch suggested examining the increase in light of WISCAT or OCLC use. Charles Clemence said that his system's volume was up in part because of use of patron generated requests at his largest library. Maureen says that interlibrary loan increase is tied to the economy and increased use of libraries in general. University of Wisconsin System report J.P. Slater said there was not an official UW System report. Ann Welniak reported using a credit card for paying for articles. Northern Waters Library Service report Linda Bailen reported that there is a new branch library with one day a week delivery. Hayward Public Library has also added a day per week. They emptied 16 book drops and found two that were not receiving use. Bob Blitzke WLA special service award Bruce Smith reported that Bob was very appreciative of receiving the award. Committee members who are attending the banquet can sit at reserved tables with Bob. Maureen Welch asked Sally if it would be possible to give Bob a copy of the nomination with all of the supporting documentation and Sally agreed to get this together. Elections It was suggested that a nominating committee be appointed. Charles Clemence and Maureen Welch agreed to work with Sally Drew as a nominating committee. Terry Wilcox retirement Sally Drew announced that Terry Wilcox will be retiring in December. Terry said she had enjoyed working with all of the committee members and the interlibrary loan community. Summary of items to be completed:
Next meeting The next meeting was set for January 29 from 9:30-12:00.
Last updated on 2/3/2009 8:29:29 AM |
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