 Serving public libraries in Cayuga, Cortland, Seneca, Tioga and Tompkins Counties 
119 E. Green St. |
FALCONS Meeting
Date: Nov. 15, 2007
Minutes: Motion to accept Augusts’ minutes: Waverly, seconded by Newfield and approved.
Present: Apalachin, Auburn, Aurora, Candor, Cato, Cortland, Dryden, Groton, Homer, Newfield, Poplar Ridge, Seneca Falls, TCPL, Trumansburg, Union Springs, Waterloo, Waverly, Weedsport, and, Rex, Robert, Linda, Marisa, Jan and Eric from FLLS.
Absent: Alternatives, Berkshire, Cincinnatus, Fair Haven, Interlaken, Lodi, Marathon, McGraw, Moravia, Newark Valley, Nichols, Ovid, Owego, Port Byron and Spencer.
Announcements:
1. Karen discussed the New York State budget. The additional funding from 2007 was a one time only funding. We were hoping to have that additional funding made permanent for 2008 however; a predicted 4.3 billion dollar gap for New York State makes it unlikely that the governor will include this funding in the budget. Karen requested that letters be sent to the governor asking him to retain the funding for 2008. Stress the importance and value of services currently being offered.
2. Karen also discussed the recent implementation of Overdrive downloadable audio books. There were a few glitches linked to blocks on patron records. A reporter from the Post Standard would like to do an article on the Overdrive service and is looking for comments and input from patrons and library staff who have used this service. Contact Karen if you are willing to share those comments.
3. Amanda Latreille from the New York Equal Access Library Institute spoke on the training program available for public libraries and staff. These workshops will focus on insuring the library is more responsive to the community and is able to meet community needs and advocate for those needs. Workshops will span 4 days with the first and second in April, the third in May and the final workshop in June. Each participant will need to select one of the three Access Programs: Health Access, Lifelong Access or Youth Access. There is no charge for these workshops and if traveling 35 miles or more, lodging, traveling expenses and meals will be provided. This is in conjunction with the Onondaga, Pioneer and Southern Tier library systems. There are 8 opening for FLLS member library staff. The workshops will be held at the Ramada Geneva Lakefront located in Geneva.
Old Business:
1. Rex discussed retaining deleted item records. Starting in January of 2007, deleted item records are retained in the database. This was instituted due to the discrepancy in reporting on the circulation counts of deleted items. This is no longer a problem since we went on Polaris 3.3. How long should deleted items be retained in the database? Rex suggested keeping them for 1 full year. Lost items if deleted will still be linked to the patron’s account though the title information is moved to the note field or can be accessed using the properties view. Waverly was concerned about counting deleted items. Rex will design a report that counts deleted items during a given time period.
2. Rex discussed the Gates Online Opportunity Grant. Berkshire and Seneca Falls have been added. We are sending updated information as we receive it. There is a website where you can see any updates to this grant. Rex will post the location of this website for you to access and see the latest changes and updates. Computers should be installed by late summer or early fall of 2008. A package will also be offered to libraries who are not participating if they want to take advantage of the pricing structure at that time. Newfield asked if the library could use money budgeted for technology. No, you must find another source of funding. Rex also reminded granted members that you must complete the surveys to retain your eligibility.
3. The 2008 budget was discussed and a copy handed out. Upon notification from Polaris, version 4 will require the purchase of a new server which must have 64 bit architecture. We will also be moving to the Vista operating system. Vista handles remote desktop a little differently in that there will no longer be a remote desktop on top of your local desktop. In 2009, we anticipate an increase in Polaris fees.
4. Rex discussed the implementation of Overdrive. We had some authentication issues; any block a patron had on his record would then block them from using Overdrive. Until this is fixed, this blocking function in Overdrive has been turned off. Ideally we would like the block to be either fine driven, lost item driven and including the expired patron block. Expired patrons are the responsibility of the library to remove from the database if appropriate. If a patron only uses the electronic databases or Overdrive, the authentication updates their last activity date. We are also currently testing software that authenticates PC usage. A question was raised regarding the wordage on expired card notices sent out to patrons. The wording states to call the library but no phone number is listed on the notice. Is it possible to add the libraries phone number to the notice or change the wording so it just states contact the library? MP3’s players were given to all member libraries present at the meeting for use with Overdrive. Rex will put in the weekly bulletin the Overdrive link, graphic and instructions and also the link to the databases. A question was also asked as to where we sent press releases on Overdrive. Rex will generate that list and send it out. Robert pointed out that the downloadable audio books can be found by searching PowerPac. Limiting by format = downloadable audio book will display those records in Pac. Downloading these audio books in the library was discussed. Rex cautioned that it will use up your bandwidth. It was recommended that if you do allow downloads in the library you dedicate one Internet station specifically for that purpose.
5. A question was asked as to whether we are going to continue to purchase playaways now that we have downloadables. Marisa answered that it’s hard to tell at this time and we would like to wait to make a decision when she has a sense on how much they are being used. If you would like to purchase ebooks, or download audio books, we can set you up with an account after the first of the year. We would like to work out the kinks in this service first.
New Business:
1. Telephony was discussed. Telephony is an add-on product offered by Polaris that will automatically call patrons who have holds and overdues. The software will reside on a server and be connected to a phone line which will then call the patron. There will be an initial cost and a yearly maintenance fee. This will not happen until FLLS moves to Road Runner because of more favorable phone calling rates. It is in the 2008 budget but will not be implemented before July of 2008. Questions were raised as to whether you can separate holds and overdues, is the format of the phone number important and what will the exact message state? Is there any kind of tiered notification? Email sent, bounced, moved to phone call, call unsuccessful then prints the notice. You would have to select the notification method as phone. Notices will print for calls that were not successful. There also will be a report on unsuccessful calls made. Cost will be $750 a year for software maintenance and $150 a year for two phone lines. More information will be available at the February Falcon meeting.
2. Patron Online Registration was discussed. This allows patrons to register online. Polaris notifies the library when this is done. Jen from TCPL reported that 65 TCPL patrons have used the online registration since Sept. 4, 2007. Pros are: the patron can immediately place holds using a temporary barcode and can also access the electronic databases. An account update is also available, if the patron has changed their address, phone number etc. the software sends an email to library staff noting the changes but does not automatically update the patron record with those submitted changes. They must come in within 3 months and receive a permanent card. Cons: Cannot access Overdrive with a temporary barcode, if the patron is registered at another library, it will treat it as a duplicate and the patron will be unable to register. The temporary cards expire in 3 months if the patron doesn’t come in. If you are interested in online patron registration, please contact Rex.
3. A Simply Report demo was done by Jan. This is a web based add on product offered by Polaris. Rex will generate a spreadsheet of the cost and its impact on member libraries.
4. Rex discussed credit card payments. There are a few costs associated with this service including monthly charges of $30, a 2.9 % fee submission and a $.30 per transaction charge.
5. Linda Beins made some ILL announcements. Folders were handed out with search guides on Medline Plus, information on the database, posters for leaning express and bookmarks. Also included was information on the new interactive language instruction database entitled Tell Me More, used in place of the Rosetta Stone which will no longer be available after Jan. 31st. Please evaluate the trial version and provide Linda with feedback.
Meeting adjourned:
Motion to adjourn by Cortland and seconded by Waverly at 12 Noon.
Next Meeting:
Feb 21, 2008 9:30 - 11:30 am