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WYLD REGIONAL COUNCIL MEETING MINUTES
Meeting – December 18, 2007
10:00 a.m. – phone conference
In attendance – Regional Council:
Mary Jayne Jordan
Carmela – Region 2 rep
Jill Mackey – Region 3 rep
Karen Hopkins – Region 4 rep
Megan Kelly – Region 5 rep
Marilyn Heiner-Region 6 rep
Others in attendance:
Brian Greene, WYLD Office
Marci Mock, Adhoc WYLD Patron Database Committee Chair
Ann – Region 1 rep
- Welcome and introduction of participants – Jill Mackey volunteered to record the meeting.
- Approval of agenda
- Marilyn made a motion to switch items V and VI. Karen seconded.
- Karen made a motion to add “Resource Sharing Council” under item VIII. Marilyn seconded.
- Both motions were unanimously approved by a roll call vote.
- Approval of minutes
- The minutes of the May 30, 2007 meeting at the Annual meeting in Torrington were available for review at http://will.state.wy.us/wyld/network/rcouncil/2007report.html
- Karen made a motion to approve the minutes as they stand, Jill seconded, unanimously approved by a roll call vote.
- Adhoc WYLD Patron Database Management Committee report by Marci Mock
- Discussed the WYLD Database Guidelines which have been presented to and approved by the Governing Board.
- These are minimum recommendations to help cleanup the database (e.g. keeping records a maximum of 7 years – each library can decide how many years they want to keep up to a maximum of 7).
- Each library must determine what their policy will be and notify the WYLD office – some of the cleanup can be done locally, but some must be done by the WYLD office.
- Once the Guidelines are approved by the Regional Council Marci will draft an email to send to all libraries detailing what needs to be done.
- Marilyn made a motion to accept the Guidelines, Karen seconded. The motion was unanimously approved by a roll call vote.
- Marci formally thanked all who worked on the Database Management Committee for their hard work.
- Report and comments by Brian Greene of the WYLD office
- Spoke on the role of the Regional Council and the Regional representatives
- Referenced WYLD Bylaws for responsibilities.
- Stressed importance of regular meetings, posting of meeting minutes, and passing along history to succeeding representatives.
- Stressed communication between regions and suggested representatives subscribe to distribution lists for other regions to keep up on what other regions are doing.
- Difficult issue is getting responses from region members when they are asked to give input or suggestions.
- State library has two valuable online conferencing tools which may be helpful – YUGMA and WIKI.
Suggested conducting next Regional Council meeting via YUGMA so we can see how it works.
- WYLD office report
- The governor has declared December 24th a holiday for all state offices.
- Brian expressed his pleasure at how active the WYLD committees have been.
- The state library will hold their annual count of circulation and item holdings after the end of the year. The Fees and Budget Committee will use this information to recommend WYLD fees for the next biennium to the Governing Board.
- The WYLD system is growing.
- Lincoln County added 2 branches to the system, with Alpine Branch going live in January.
- A new library in the system is the Casper College Western History Center, under the directorship of Kevin Anderson. They will have a low circulation of materials due to the composition of their collection; however, some materials may be borrowed.
- The Law Library has been a member for some time, but will begin circulating in 2008.
- Moving plans for the State Library are up-in-the-air, but looks like it will be AT LEAST next fall. No architect has been assigned and two issues are affecting plans at this point:
- An energy audit of the old county library building is being conducted which will affect the cost and timeframe.
- Discussions are being concerning sharing the building with two other sections – the Economic Analysis Division and the Telecommunications Section & Video Conferencing Center – with some significant technology and space issues involved.
- WYLD positions at the State Library
Trish is no longer in a WYLD position, however her WYLD position will not be filled. Instead, there will be a go-between position between 4-5 sections of the State Library, including WYLD.
- There have been a lot of personnel changes in the A&I Division overseeing the State Library.
- The new head of A&I is Mike McVey.
- There is a new assistant director at A&I, as well as new heads over the Technology Division and the Human Resources Division.
- SIRSI/DYNIX Symphony 3.2 will available the end of the year.
- This is an upgrade, not a migration, and we shouldn’t see major changes. Unicorn will be the primary infrastructure.
- WYLD is not rushing to upgrade right away – waiting for reactions from other customers who upgrade and also waiting to assess training impact.
- Super Conference in Detroit in April
- will focus on features for the Symphony product
- Results of the super conference will help determine training needs for the WYLD annual meeting in Buffalo.
- The WYLD budget contains a provision to send the WYLD Network president and vice president.
- Authority processing
- Last done in 2004
- A 3-year contract is currently being written for the authority updating process.
- After the contract is signed and a date is set, notification will be sent to all libraries – the process will take 3-4 weeks and any work done to BIBLIOGRAPHIC records during that time will NOT be retained, but will be overwritten.
- Brian will have this report posted on the WYLD webpage. He will also try to have his report for the next Regional Council meeting sent to council members so they can review it prior to the meeting
- Region reports:
- Region 1 – no representative present
- Region 2 – Carmela reported that they have held 3 trainings in 2007 (on Director’s Station, troubleshooting, and databases) and all minutes have been posted to the region members but not on the WYLD webpage, she will post them on the webpage after this
- Region 3 – Jill reported that no meetings/trainings have been held in several years, but there is a training/meeting scheduled for February
- Region 4 – Karen reported that no meetings/trainings have been held in several years. They will be having a meeting in January and will plan training after that.
- Region 5 – Megan reported that there has been no activity for several years. She is emailing members for training needs, but nothing is set yet. A problem she has had is people approaching her, not for training, but for money for them to do their own training. It was reiterated that the Regional Council has no money for regions for training.
- Region 6 – Marilyn reported that no meetings or trainings had been held for several years. She will be holding a business meeting, but does not plan on any trainings. She doesn’t believe training is the responsibility of the Region, but should be done by the WYLD Training Committee, with individual libraries being responsible for training their own people.
- Suggestions for Annual WYLD meeting:
If anyone has any suggestions for training at the annual meeting contact either the Training Committee or host Cynthia Twing.
- Resource Sharing Council:
- Brian will defer this discussion to our January meeting due to the length of the conference call
- He did say that there was some confusion about the databases and ILL issues – also some people had thought the Resource Sharing Council had disbanded.
- Next Regional Council meeting:
- Tuesday, January 29, 10:00-11:30 a.m. via YUGMA and Leader phone.
- Brian will contact Mary Jayne about setting up a “practice” session prior to that.
- Brian also asked us to check out the “Calendar” on the WYLD webpage and update as needed.
The meeting was adjourned with Holiday Wishes for all.