SPOT Meeting Minutes 2009-12-071. New teams and charges. 1.1 different group charges/ SPOT over all charge. Bill - slowly taking shape. RF team - Jennie interested, Shirien - six on resource fulfilllment team. Rick chairing. Training team part of this team. UI team (Allie chairing) - add two people from UI team. Current UI team is going to Look at making recommendations to our group. Charges are just copies of the borrowing committee. Anya - waiting to hear back, supposed to be call this week, about 18 responses. By January meeting these teams should be finalized. Allie to pick two people from current user interface team see if interested in continuing on later. Date for Discovery Day? Council would like to have a little conference for the membership that would allow poeple to understand discovery, why is this here? Conference planning committee - not a replacement for Summit day. Charge associated with going. Topic: Annuals and discrepancy between OCLC and local cataloging. 2. Update on face to face meeting in January. January 12th seemed to be consensus. Anya thinks we should use PCC. Mid-morning to mid-afternoon? 9am to 4pm? Same site as NWILL. 2.2 Communications plan for a year - encompasses everything - When do things get reported where? At what point, how many problems do we need to receive? Who updates? etc? Known-issues pages - Bill talking with Jean re: multiple OCLC number problem. Someplace to document these problems. Nancy has a drafted version of the page - to send link while on phone. "Big Unresolved Issues." newsletters - Rick to get Heidi placeholder blurb for newsletter this afternoon, rest of content to Anya by tomorrow/Tuesday down time -power outage, patron interface, NRE PR Internal to SPOT External to SPOT Internal to the Alliance External to the Alliance 3. Rewrite of reciprocal borrowing policy - lets rewrite and present to executive committee. Maybe is Heidi's ready to go? I sent a blurb to Anya, I think in October? Maybe she has it? (HN). Or do we just need to alter the sentence about Lending Fees here: http://www.orbiscascade.org/index/sharing-materials-policies?highlight=reciprocal change to: Alliance members do not charge each other for ILL Borrowing. I think we need to change this to "Alliance Members do not charge each other for ILL Borrowing for returnables." (HN). *** Can we just submit to the Executive Committee? Ok, we will go ahead and just submit to group and see what they do? Anya to talk with John about formatting and then to submit. *** --------------------------------------------------------------------------------------------------------------------------------------- What HN wrote last summer: Proposal: That starting on January 1st, 2010, all Summit libraries loan returnables to each other free of charge through ILL (already doing so through Summit). Why? Summit libraries are already loaning returnables to each other at no charge through Summit. However, a small percentage of items can circulate through ILL but not through Summit. Also, with the increase in Summit technical glitches many libraries are choosing to fulfill these "Summit failed/non-supply" requests through ILL, either by staff entering the ILL request or by pointing the patron to ILL and asking them to re-request. However, since 3% of Summit libraries do still charge to lend through ILL, some libraries are reluctant to send these "Summit failed" ILL requests to fellow Summit libraries out of fear of being charged. Also interestingly, our survey results from Summit Day 2009 showed that while only 3% of Summit libraries charge to lend through ILL, 18% of Summit libraries will charge only if the other library charges them (reciprocal charges). What this means, in effect, is that the 3% of us who charge are causing extra work for 18% of us. Thus we propose that all Summit libraries agree to lend returnables to each other free of charge regardless of method of request (ILL or Summit). ______________________________________________________________________________________________________________________ *** we need to find a way to not be so dependent on Kyle for the paging slips. 5. Talk about OCLC call last Thursday morning: Crashing, horrific errors week of 16th - gateway errors, recover on Tuesday, what took so long was going through all of 2000 requests to determine what was causing the errors. New monitoring tools in place, another enhancement - make error reports more granular so we know what happened and what do about it. Should not happen again - at least not this badly. Bill - having responses ahead of time was super helpful to making call move faster. Jennifer - reiterating, ALL PROBLEMS need to go through Top Desk. Larger group of people monitoring that now. If we don't get a response pretty quickly - call. When we are upgraded to Navigator 1.0 in Feb - all support will move to regular OCLC customer support. There will be a transitional meeting. Patrons should use feedback form that patrons should use. Problem reporting in general on our side we need to monitor. What did we learn about the rota? Ed is going to start running these calls - should we need a third point of contact if communications are failing, talk with Ed! *** What kind of results have we seen from the new monitoring? What are they monitoring? We need to know. Anya also tracking all the problems via email and folder - do we want to convert them and track them in something else? Nancy used to track old problems using a database. Anya worried about just anybody entering information into such a database. They are going to put a link in NRE to the new OCLC problem reporting page. We want to make sure Summit folks know they need to go through SPOT/Anya/Kyle. Anya - thank you to SPOT group for solidarity in phone call. Important for them to hear from member insitutions that level of frustration. Doesn't it sound like Ralph needs some help - not enough people working on it. Shocked to hear that privacy settings had not been run. Allie's patrons can see everything that they've requested, ever. That link was not broken. Patriot act question. Anya and all dissatisfied with discussion of rota - why do things look different now since the end of October? Kyle - one way to fix is to start fresh and give them two new rotas. Have two groups with approx equal load across the two. If there is much discrepancy there will be swings - like the dramatic swings we're seeing. Kyle to write up and to to give them a new one for first of year. Add to newsletter with follow-up email. Kyle to get it to me today. *** 6. Summit coverage over the Holidays? *** Kyle and Anya to be around over holidays - some summit locations closed. *** Next call with OCLC on 14th .... |