COLLEGE CENTER FOR LIBRARY AUTOMATION EXECUTIVE COMMITTEE December 3, 2009 New College of Florida Sarasota, Florida M I N U T E S

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1 COLLEGE CENTER FOR LIBRARY AUTOMATION EXECUTIVE COMMITTEE December 3, 2009 New College of Florida Sarasota, Florida M I N U T E S MEMBERS PRESENT Mercedes Clement (Daytona), Jim Corey (FCLA), Patricia DeSalvo (Seminole), Tracy Elliott (SCF Manatee-Sarasota), Bill Foege (Polk), Patricia Frohe (DFC), Cay Gasque (FSC at Jacksonville), Karen Griffin (Hillsborough), Janice Henderson (NWFSC), Richard Madaus (CCLA), Miguel Menendez (Broward), Jim Morris (Lake City), and Deborah Robinson (St. Petersburg). MEMBERS ABSENT Winifred Bradley (Pensacola) and Judi Ring (State Library). CCLA staff: Mark Adams, Judy Bentley, Brenda Ferris, Gary Johnson, Linda McCarthy, and Don Muccino. CALL TO ORDER Chair Robinson called the meeting to order at 8:40 a.m. Madaus welcomed Patricia Frohe who replaced Kathyrine Scheuch as the DFC representative on the CCLA Advisory Board. CCLA staff members Don Muccino (Chief Operating Officer) and Judy Bentley (Chief Administrative Officer) were introduced. Approval of agenda. The agenda was approved by consensus. Director s Report A Director s Report was distributed via prior to the meeting. Other activities reported on included: Madaus reported that CCLA is continuing to refine the new LINCCWeb v.2.0 interface, built on the Ex Libris PRIMO platform, introduced statewide in August Miami Dade, Florida Keys and Palm Beach colleges participated in an early-adopters program and have now implemented the new interface for their students. Madaus commented on the next enhancement of PRIMO, PRIMO Central, an electronic resource central repository that will compete with the Summons product from Serials Solution. He related that Ex Libris will continue to release new versions of the PRIMO product while working on the next generation software. Chair Robinson asked CCLA to consider establishing LINCCWeb v.2.0 interest groups to share information and develop best practices for the product. McCarthy will discuss the matter with CCLA Library Services Consultant Margaret Murphree. McCarthy announced that a Talking Tech webcast on setting up web page access to eresources will be held on December 15, 2009, at 2:00 p.m. She reported that a LINCCWeb v.2.0 focus group session was held with the faculty at Tallahassee Community College on December 1, College Center for Library Automation 1 12/3/09

2 DeSalvo suggested that CCLA schedule web-based workshops, giving access to all librarians, to share information on PRIMO, PRIMO Central, etc. Madaus reported that CCLA is finalizing the group licensing agreements for colleges pursuing local eresource subscriptions. All new and renewed local eresources subscriptions will be activated in LINCCWeb on January 1, Update on Section 81 Report. Madaus reported that the final Joint Library Planning Committee s (JLPC) report, A Plan Providing Options and Recommendations for Cooperative Library Automation Activity, was delivered on December 1, 2009, to the Chair of the Appropriations Council on Education and Economic Development, Florida House of Representatives, the Chair of the Policy and Steering Committee on Ways and Means, Florida Senate, and the Executive Office of the Governor. The report consists of three volumes: Volume 1, JLPC report; Volume 2, JLPC Technical Workgroup report to the JLPC; and Volume 3, Supporting Documentation. Volume 3 includes a report prepared by Information Systems of Florida entitled Historical and Future Perspective of Florida s Library Automation, which documents the history of library automation in Florida. The reports are available at Handouts: JLPC Reports Volumes 1 and 2 were distributed. Madaus related that a detailed discussion of the JLPC report would take place on December 4, 2009, at the Joint FCLA/CCLA meeting. Update from the Division of Florida Colleges (DFC). Frohe reported on the following activities: College Level Academic Skills Test (CLAST) was discontinued; new academic provisions are being looked at to replace the exam. New College Placement Test is in the negotiation phase; administration of the test is planned for summer Implementation of Section (3), F.S. (a.k.a. Senate Bill 1908) High School Postsecondary Readiness Assessment and Remediation test results show that remediation is a serious issue in the state. Common Prerequisite Manual has been revised. Residency for tuition purposes rules are being reviewed. Textbook Affordability Workgroup has begun working to recommend policy and strategies to the State Board of Education. Online registration for distance learning (DL) courses to have streamlined registration for undergraduates enrolled in DL courses is being studied. Florida has received a 3-year grant from the Gates Foundation to develop and expand remediation programs to increase graduation rates. Colleges can apply for funding in spring DFC has seen a significant increase in the number of veterans enrolling in the colleges. An Associate Degree in Fine Arts is being proposed; DFC is working with the colleges to determine interest in the degree. DOE staff is working to provide input into a new federal initiative, Race to the Top. The Initiative is funded by the American Recovery and Reinvestment Act (ARRA) and is an effort to reform America s public schools. College Center for Library Automation 2 12/3/09

3 Update from the Division of Colleges and Universities (DCU). Corey reported on the following activities: DigiTool and archive projects are growing. DCU has two new projects underway: o Unmediated borrowing in MANGO; prototype coming up for three universities and o training has been scheduled. Staff is working on the potential re-architect of Aleph to be set up in a similar fashion as CCLA. Issues with cataloging and specifications for de-duping are being worked on. The SUS library directors would like for catalogers to focus on cataloging special collections. During the fall, a high percentage of FCLA management staff time was spent working on Section 81 of the General Appropriations Act. Update from the State Librarian. Judi Ring was unable to attend. COMMITTEE REPORTS Access Standing Committee (ASC). Executive Committee liaison Foege reported that the committee will meet via web conference on December 9, A face-to-face meeting will be held on February 25-26, Cooperation and Development Standing Committee (CDSC). Executive Committee liaison Clement reported on activities of the CDSC. The committee met November 18-19, 2009, in Tallahassee. The minutes are available on CCLA s web site at Clement reported that the CDSC would like to conduct a Survey of New Initiatives at the college libraries. The committee is requesting approval from the Executive Committee to continue to develop the survey. The survey will be distributed to the Public Service Contacts, with a copy to the Administrative Contacts and Advisory Board members. The CDSC Executive Committee liaison and the CCLA staff representative will have input into finalizing the survey. Discussion followed. The CDSC will make a decision on how the information will be reported out once the survey is completed. Motion: Henderson moved and Morris seconded a motion to accept the request from the CDSC to release a survey to collect information on new library initiatives. Motion carried. Note: The Executive Committee accepted recommendations for LINCC services to be delivered to a mobile a device, from the CDSC Mobile Technology Sub-committee, at its May 19-20, 2009, meeting. Motion: Griffin moved and Henderson seconded a motion that Madaus contact EBSCO and express dissatisfaction with the mobile applications. Motion carried. Information Resources Standing Committee (IRSC). Executive Committee liaison DeSalvo reported that the committee met on October 22-23, 2009, in Tallahassee. The minutes are available on CCLA s web site at College Center for Library Automation 3 12/3/09

4 DeSalvo reported that a major topic of discussion during the October meeting was the recent eresources selection and licensing processes. IRSC members expressed concern that information on the process for selecting eresources and the bundling of eresources offerings was not being shared with the front line librarians at the colleges. Awareness needs to be raised as to how databases are selected (i.e., front line librarians are not included in the discussions and the process). There is a need to look at ways to share the information as a team. The core issue is that there are no best practices for sharing information about eresources. DeSalvo related that the IRSC chair posted a letter on behalf of the IRSC to the LINCC_Ref discussion list regarding the eresources concerns. Madaus commented on the sensitivity and confidential nature of the eresources vendor financial information that is provided by CCLA to Advisory Board members. The Advisory Board makes the decisions on eresources purchases, not CCLA. Guidelines for LINCCWeb Development and Customization. DeSalvo presented the revised Guidelines for endorsement by the Executive Committee. Motion: Morris moved and Clement seconded a motion to endorse the amended guidelines. Motion carried. Technical Services Standing Committee (TSSC). Executive Committee liaison Gasque reported on activities of the TSSC. The Committee met via web conference on October 7, Minutes are available on CCLA s web site at Gasque related that the TSSC was pleased that the Executive Committee accepted the White Paper on The Use of Outsourcing Technical Services Functions in Florida Community College Libraries at the September 24-25, 2009, meeting. Dave Whisenant, CCLA staff liaison to the TSSC, will contact Chair Robinson to clarify the directive from the Executive Committee that the TSSC explore the changing roles of library personnel in an electronic meta-data environment. The committee plans to meet in-person in February UNFINISHED BUSINESS Fall Regional Meetings. Robinson reported that all five of the regional meetings were held via Elluminate, since travel budgets were limited this year. While attendance was good,it was difficult to have round-the-table discussion that usually occurs. Meeting face-to-face allows for dialog and input that is not easy to achieve via web conference. Travel budgets shaped the meeting format as well. Action: Dialogue concerning face-to-face verses online regional meetings will be a topic for discussion at the June 8, 2010, Advisory Board meeting in Orlando. Online Meeting Etiquette. DeSalvo submitted a draft Tele/Web Conferencing Best Practices document for review and comment. Suggestions: Move Participant section to the top. Revise sentence under bullet 4, Guidelines: Designate one person who will be responsible for taking notes during the conference, and getting the notes out to participants in a timely manner. Change Pacific Time (PT), in 6 th bullet under, Prepare, to Central Time (CT). College Center for Library Automation 4 12/3/09

5 Add sentence under the Participants section: Participants should log-in at the earliest possible time. Add sentence under Participant: Use appropriate tools when leaving the web conference (notify the facilitator). Add sentence under Responsibility: If you miss a meeting, it will be your responsibility to follow up with your colleagues. Add sentence under Facilitator: Silence implies consent during meetings. Motion: Menendez moved and Gasque seconded a motion to adopt the guidelines with the suggested changes. Motion carried. Action: 1. CCLA staff will prepare an introductory paragraph for inclusion in the document. 2. Executive Committee members will review the document and submit additional comments to DeSalvo. 3. Advisory Board will discuss the document at their June 8, 2010 meeting. Chair Robinson suggested that each standing committee establish its own ground rules at the first meeting of the fiscal year. NEW BUSINESS Committee Applications Process. Chair Robinson stated that the call for committee applications will take place in January A chart showing the current make-up (size and region) of the committees and upcoming vacancies was distributed for review. Robinson encouraged committee members to discuss the opportunities of serving on a committee with their staffs. CCLA has a brochure available, CCLA Advisory Committee Guide, with the charges and scopes of the standing committees. The brochure can be sent to all Advisory Board members. Chair Robinson asked that Executive Committee members try to avoid having staff on a committee where the liaison is from their respective campus. Madaus encouraged regional representatives to make the committee applications process a part of their report. Chair Robinson reminded members that all talented, non-professional staff are eligible to apply. Action: Brenda Ferris will the chart to Executive Committee members so they can share it within their region. Appointment of Nominating Committee. Chair Robinson reported that she has spoken with two of three members slated for the Nominating Committee. Foege will serve as chair and DeSalvo will serve as the Executive Committee representative. Chair Robinson will confirm with a third member. Nominating Committee members will be announced at the March 22-23, 2010, Executive Committee meeting. LINCC Library Student Survey. Committee members reviewed a proposed list of questions for the LINCC Library Products and Services User Satisfaction Survey. Suggestions: Question 6 break into two questions with ebooks listed as a separate question; and Question 9 -- Italicize Citation Linker College Center for Library Automation 5 12/3/09

6 The survey will be administered February 1-12, Motion: DeSalvo moved and Griffin seconded motion to adopt survey as amended. Motion carried. Advisory Process Assessment Tool. Chair Robinson reported that the bi-annual Advisory Process Assessment Tool is due to be administered to Advisory Board members in 2010 (See Advisory Board Goal 3, Objective 4). Members noted that a baseline was established with the 2007 survey and agreed to use the same survey again in 2010 for results comparison. Discussion followed. The survey will be administered immediately following the June 8, 2010, Advisory Board meeting. McCarthy offered CCLA s new survey tool for use in tabulating the results Chair Robinson related that the assessment tool would be useful for new Advisory Board members. Madaus related that CCLA will develop a packet of information for the library directors to distribute to new employees. The packet will be distributed at the June 8, 2010, Advisory Board meeting. Motion: Clement moved and Menendez seconded motion to accept the amended assessment tool. Motion carried. Madaus related that the Executive Committee may want to discuss the LINCC (Library Information Network for Community Colleges) system name at the March 22-23, 2010, meeting in light of the Division s name change to Division of Florida Colleges. REPORTS OF REGION REPRESENTATIVES (Attachment I) Members discussed the purpose of the regional reports (statewide perspectives, etc.) and concerns. Regional reports are to keep others informed and give a statewide perspective on library activities. Concerns are LINCC related issues that cannot be handled by calling the CCLA Service Desk. Regional reports were distributed via and reviewed by members prior to the discussion. Additional regional reports follow: Region I representative (Winifred Bradley): Henderson reported that Northwest Florida State College has hired an Interim President: Dr. G. Thomas Delanio. The position is currently being advertised. Region II representative (Cay Gasque): Morris reported that Lake City Community College will become Florida Gateway College in July Region III representative (Mercedes Clement): DeSalvo reported that Seminole State College Library will be moving to a new location at the end of the semester; the grand opening is planned for March 26, The staff is busy working on SACs preparations; the library is moving to a one-desk/one-service model. College Center for Library Automation 6 12/3/09

7 Region IV representative (Tracy Elliott): Griffin reported that Hillsborough has hired a Learning Resources Technician; Hillsborough s President, Gwen Stephenson, is expected to retire in Elliott reported that her library has instituted a one-card ; they are working on the RFID for the new library building. Chair Robinson reported that St. Pete s President, Carl Kuttler, will be retiring December Dr. Tom Furlong will be the Interim President. Region V representative (Miguel Menendez): Florida Keys registration has begun; enrollment is up at the college; continuing with remodeling of library; college has hired an Interim President, Dr. Larry Tyree. Concerns CCLA researched the concerns that were reported out in the regional reports and prepared a written response. McCarthy led a review of CCLA s response to the concerns. (Attachment 1) PREPARATION FOR ANNUAL JOINT MEETING The agenda was distributed. Discussion items will include: Section 81 and related issues; the Cooperative eresource Licensing in Florida: Joint Report of the Florida Center for Library Automation (FCLA), the College Center for Library Automation (CCLA) and the Independent Colleges and Universities of Florida (ICUF). Announcements. Madaus announced that New College is hosting a reception for FCLA and CCLA at 6:30 p.m. Upcoming Meetings Feb , 2010 Executive Officers (CCLA) Mar , 2010 Executive Committee (CCLA) May 20-21, 2010 Executive Committee (CCLA) June 8, 2010 Advisory Board (Orlando) Adjournment. The meeting adjourned at 3:00 p.m. College Center for Library Automation 7 12/3/09

8 REGIONAL REPORTS Executive Committee December 3-4, 2009 Attachment I NEWS AND INITIATIVES REGION I Regional Representative: Winifred Bradley Chipola Hosted a book signing as part of the Chipola Lecture Series with Cassandra King and Janis Owens. Both authors have connections to our area. Gulf Coast CCLA site visit on November 13, 2009 Planning to implement Primo at start of Spring semester Began a departmental liaison librarian program Will be introducing proxy borrowers for faculty/staff and students with disabilities Formulized our Collection Development Policy for District Board of Trustees approval Our Access Services Librarian resigned, and we have been given permission to hire a temporary part-time person until we receive next year s budget. Northwest Florida No Report Pensacola CCLA site visit November 2, 2009 Participated in a graduate student-vern Cresap- University of Alabama, School of Library and Information Studies, survey on Library Collection Development Celebrated our Grand Opening of the Pensacola Campus Edward M. Chadbourne Library Tallahassee No Report REGION II Regional Representative: Cay Gasque Jacksonville Florida State College at Jacksonville is integrating Academic Skill Centers into the Library/Learning Commons on each campus. Lake City The College broke ground on November 10 th for the new library and that same day the Board voted to change the name of LCCC to Florida Gateway College. There are no plans at this time to offer 4 year degrees. The book sale was a success we made $1300 and the remaining books (70 boxes) were donated to the department of corrections library system. The college came through its SACS accreditation with only three minor recommendations, and the library received none. The visiting team was very complimentary toward the library. North Florida we plan to implement Primo in the summer. All the staff is evaluating it and deciding how to tweak it to best fit our needs. We are designing some tutorials/quizzes to go with our local release of the new catalog. The tutorials will be incorporated into our course management software so the students will have easy access. The library is working with our QEP, which focuses on improving reading, to order high interest materials that will engage students and encourage reading. College Center for Library Automation 8 12/3/09

9 Santa Fe no report St. Johns River Nothing new to report from SJRCC at this time. REGION III Regional Representative: Mercedes Clement Brevard No report Central Florida No report Daytona In January 2010, the Daytona Academic Support Center will have two locations: Bldg. 500 and Bldg. 210 (library). Bldg. 500 will become the primary ASC for math, science, business, and VPI. Bldg. 210 will become the primary ASC for reading, English, modern languages, humanities, and education. The ASC will move into the current Computer Commons in the library. The Commons will move to the second floor with computers and study tables surrounding the mezzanine. This ASC location will work in partnership with the new Writing Center scheduled to open in fall The Writing Center will be located adjacent to the library. The library will also make room Faculty Innovation Center. Lake-Sumter No report Seminole No report Valencia Valencia is investigating the next steps to offering bachelor degree programs, including documentation for SACS and college-wide discussions on the issue of changing Valencia s name. REGION IV Regional Representative: Tracy Elliott Edison Hillsborough Manatee Pasco-Hernando Polk St. Petersburg South Florida REGION V Regional Representative: Miguel Menendez Broward Our tape load has also increased greatly from last year. Florida Keys No response. Indian River No response. Miami Dade We survived another Book Fair and we continue to grow. The last tape load had over 93,000 students. Palm Beach No response. College Center for Library Automation 9 12/3/09

10 CCLA Response to Concerns December 3, 2009 Jacksonville Concern: None, other than continuing to follow the activities of the Joint Library Planning Committee. Response: We are doing our best to keep you informed. Gulf Coast Concern: Our patron load from the beginning of the semester did not update correctly and we re waiting for an analysis and feedback about how to prevent this problem for Spring. Information on the file sent was correct but staff records were not updated. Response: A call was placed to the Service Desk, the problem has been identified--a conflict between newer staff records with the GCCC ID and the older records matching during the load. A resolution has been identified is underway for Spring semester. Lake City None at this time unless Section 81 has unfortunate results, and unless there are further budget cuts. North Florida Our major concern here in the library is our lack of a book budget for this year as well as our dwindling periodicals budget. This is one reason that we are trying to team with the QEP so we can order new items. Of course the library is concerned about Section 81. Pensacola Concern: Can CCLA be more proactive in testing hardware for use with the statewide system and Ariel? This includes printers, scanners and barcode scanners. The equipment that has been tested is often obsolete and no longer manufactured so that when the libraries need to purchase new hardware we have to hope that what we are getting will work with the system. Response: Yes, we review, test and ensure availability of the hardware on our webpage with each new Aleph upgrade, most recently with v. 19. There was a brief delay in receiving the new SR 30 Scanner, but we just got it in and are currently testing it. The Ariel software is no longer supported by the vendor. CCLA continues to support it minimally, and a study is slated to look at its use and support. Please let us know if you try to obtain hardware and it is not available. Valencia Concern: The little time that was given for a thoughtful review of the Section 81 Proviso is a general concern. Many librarians wanted to respond but simply did not have the time. We realize that deadlines were in place but it seems like the Joint Library Planning Committee did not take into consideration the fact that the libraries that will be involved in any future projects that may come of this discussion were not given adequate time to comment on the various proposals. College Center for Library Automation 10 12/3/09

11 Response: We have made the JLPC aware of this concern and their final report has strong recommendations to include input from the user community. College Center for Library Automation 11 12/3/09