Miranda Shake, Chair, called the meeting to order at 9:40. With a motion from Deb Lissak, second by Sue McKinney, the minutes of the March 18, 2010 meeting were approved.
Pat Boze reviewed current status of the RFP process. There has been considerable progress made by both LINC-IC and the various subcommittees who submitted many ideas related to desired functionality in a new system. There has also been some discussion by the four southern automation groups about possibly working together with a co-location option and eventually selecting the same automation platform to allow for efficiencies of service to the four various groups. Then, in the last month, the dire financial situation facing state agencies has also hit Illinois library systems. There is now talk of mergers/restructuring of the current systems, layoffs, and some difficult financial situations facing those systems that don't have adequate reserves. LTLS has determined that it can survive through June 2011 without any funding, but that is not the case for some of the other systems. All of these developments have made progress slow down on the RFP process. The group asked if there is anything else that LINC-IC could be doing. Holly mentioned that she thought the group automation planning and discussion was a good idea and should be pursued.
Deb Lissak and Keran Harrington reiterated their request for the ability to add on-order records through Cataloging only. This has been tested, they believe using the Cataloging process for on-order records is much shorter than using Acquisitions. Testing has been going on for 3 months, with few reports of problems. Donna indicated there have been some problems, mainly with duplicate bibliographic records and non-cataloging libraries adding holdings to incorrect records. Deb and Keran reiterated that as a cataloging center, they are fully willing to clean up any problems. Pat presented an addendum to the current Adding Acquisitions Records and Associated Bibliographic Records Policy:
Pat indicated that item specific holds, in the public access catalog, has been available since the beginning of May. There have been no reported problems, so this functionality seems to be following hold queue rules that are in place. There is also no corresponding change in the number of bib level vs. item specific level holds. Since we are only in the second month of testing, LPC asked that testing continue until the next LINC Policy Council meeting.
Pat reviewed the current status of Community Resource records. This issue was discussed a year ago because the database records were not being updated. Urbana Free Library had indicated that they would update the records but have not been able to do so. In the last year, fewer than 10% of the records have been updated and most have not been updated since 2005. Since the data is very out of date, LPC agreed to complete the process started last June, when LPC stated the Community Resources database should be made inaccessible to the public if the records are not updated within the year. Pat indicated this change would be made to the PAC profiles beginning August 1.
The meeting was adjourned at 11:30.