Board Minutes, 2016 05 special meeting



Special Meeting

2:00 pm, Tuesday, May 17, 2016

Wallingford Library


Present: Bonny Albanese (MA), Marian Amodeo (HA), Colleen Bailie (WH),  Lois Baldini (NH), Gale Bradbury (LB/LG),  Barbara ganciano (WA), Melissa Canham-Clyne (BE), Beth Crowley (MA), Richard Conroy (EX), Lew Daniels (WS), Elizabeth Davidson, (MC), Meryl Farber (OR), Mary Fiorelli (OL), Jane Fisher (WA), Janet Flewelling (WA), Andy Gardner (LION) Michael Gilroy (RA), Alan Hagyard (LION), Karen Jensen (BR),  Jess Lobner (ML), Suzanne Maryeski (NL),  Rob McCoole (GU), Cornell McNair (NW), Tom Piezzo (HA), Alice Pentz (ST), Matt Poland (MD), Karen Roesler (ME), Sandy Ruoff (GU), Kathleen Sasso (East Lyme HS), Cyndi Shirshac (DU), Lisa Timothy (EL), Trish Tomlinson (DU), Eric Werthmann (WD),  Rick Widlansky (LION),  Michele Van Epps (OS)

Guests:  Ken Wiggin, CT State Librarian, Dawn LaValle, CT State Library Division of Library Development, Maria Bernier, CT State Library, Brynn DePrey, CEN.


I)       Call to Order: President Jane Fisher called the meeting to order at 2:00 pm.  Jane thanked Ken Wiggin and Dawn LaValle for attending the special meeting to discuss the deliverIT service.


II)     Additions to Agenda: none


III)    Public Comment: none


IV)    Action/Discussion:


1.  CT deliverIT:  Members were sent suggested discussion points prior to the meeting, and Jane Fisher opened the discussion by asking for members to speak up with questions.   Questions and responses included:

·How is the data that LION provided to the State Library being analyzed and what have they gleaned?  Ken responded that they are still analyzing the data and they may ask for more data in the future; he stated that they were more concerned with the Library Connection consortium rather than LION or Bibliomation.

·Why has the problem only become apparent since Avant dropped the contract?  Ken responded that Avant had not been keeping up with all the libraries, and they also needed to increase costs in order to provide the same level of service.

·Is there still a backlog in the warehouse?  Ken responded that the warehouse is empty and they are not stockpiling.  This is why the drivers are not picking up all items.  However, there is still a volume issue.

·Is there a plan in the short term?  Wallingford has cleared their backlog by delivering their own items 2 times in the past month and they still have a significant backlog. What should we tell patrons?  Ken:  Tell them that we are still experiencing delays.  Many libraries are getting better.

·Why did a retired staff member from LCI who left in 2012 write the white paper?  Ken responded that this person volunteered and he felt she had the proper background information.

·How did Libby Post get involved with deliverIT?  It sounds like her comments about the service and library’s poor collection development policies runs counter to the message that we have advocated in the past.  Dawn responded that Libby worked with State Library staff to work on communications.  Ken accepts there were mistakes made in early communications and wants to make sure that all members of consortia are contributing to the best of their ability.  LCI does not have item level holds.  There was some discussion of how holds work.  Ken stated that the State Library was not included in LCI’s planned migration to Sierra.

·Can we move funds from C-Card into deliverIT?  Ken responded that there are no restrictions on how individual libraries use C-Card funds, but he does not have the authority to transfer those funds to another budget line item. Another member suggested that libraries could pay a fee to belong to deliverIT, similar to the fee charged for reQuest.  A member asked if there was any money left from the Autographics line and Ken responded that it had been used for databases.

Comments from members were made:  Circulation is down; boards, patrons and staff are upset.  This is a critical problem.  Perhaps the system is not broken, it is just undersized.  If it is not going to have a funding increase, how is it ever going to be fixed? We have staff driving materials around.

An April 11, 2016 email from Dawn was referenced; a member thought the email was unhelpful and that CT State Library should deal with the problem at the source.  We are willing to help-just ask us and we will do anything we can.

A member pointed out that it is important for the state library to know how the system really works at libraries.  It is too late to pull back the service.  It is a priority for us.

A member commented that at many libraries, the drivers are dropping off more than they pick up.  It doesn’t make sense.

Dawn offered that routes are being re-assessed continually. The service employs a very good pool of drivers; 9 full-time and 1 part-time.  The vehicles are leased; the State does not allow purchase.  There are no plans for the cost of the service to decrease over time.

Ken is looking into a logistics consultant but this is hard to sell to the legislature. He reported that some libraries are experimenting with floating collections and trying to pilot large volumes going directly to another library on a route.  There is a task force meeting scheduled for next week and Ken will be involved.  He is looking into hiring an independent facilitator and logistics consultant.  They will be looking for ways to make the system more efficient.  There will be public hearings to test the waters re: solutions.  He reiterated that the service jumped from 700,000 ILLs per year to 1 million.  This is the problem and the service cannot handle the volume.  Growth in ILL has not been great in the past except for this spike. Ken is working on new budget proposals over the summer.  There are some legislators that are not running again and we will need to craft a new message regarding the importance of the service.  If the service is important to the library community, we have to do a hard sell as to why this matters now.  Legislators still ask why we are still funding libraries.  There are still people in our communities who don’t have resources, and cannot afford them.  We need to mine these stories.

2.  CEN:  Maria Bernier and Brynn Deprey explained that CEN has switched to being a service provider.  Any libraries that currently use DSL will not be charged for the service until June 30, 2017.  CEN is also moving ahead with providing fiber connections.  Maria said she has made up a consortium for statewide buying and filed a form 470 which says we want to connect libraries with fiber.  CEN is the preferred vendor.

Libraries are being asked to complete the e-rate paperwork to help the state pay for the fiber connections.

The form 471 will also help to pay for internet access.  Libraries that go this route will have to comply with CIPA.  These libraries could realize a 40-80% discount, depending on the community.  CEN can provide a filter to help with CIPA compliance. CIPA compliance can take 1 year unless the library has used e-rate at any time since 2001.

An annual maintenance cost is required if you go with fiber through CEN. There is a 20-year fiber lease.  The annual maintenance cost covers problems, repairs, damage by the elements.  E-rate can help with this, and you do not have to filter.

The CEN website has a map of existing fiber.  The distance from your library to their existing point of contact determines the maintenance cost.  In the future, this could change.

If you don’t install fiber this year, you can apply next year, and possibly even in year three.

If libraries want DSL beyond 6/2017, they can still obtain it at a cost.  Another option is to get a cable modem-but they don’t recommend signing a long-term contract.

Watch for information on upcoming workshops to help with completing the forms.

V)     New Business:  none

With no further business, the meeting was adjourned at 4:15 p.m.

Minutes respectfully submitted by Karen Jensen.
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