Meeting #10
Held 8/23/2007 at the CARLI Office, Champaign

Members present: Susan Braxton (UIU), Daren Callahan (SIC), Priscilla Matthews (ISU), Gayle Porter (CSU), Joan Schuitema (UIC), Cason Snow (NIU) [phoned in], Marek Sroka (UIU), Pam Thomas (ICC) [phoned in]

IUG Liaison: Stephen Smith (UIS)

CARLI representatives present: Cathy Salika, Casey Sutherland (CARLI Staff Liaison), Jessica Gibson [phoned in]

Visitors: Susan Singleton (CARLI Executive Director), Jana Brubaker (NIU, ICAT past chair)

Members Absent: Diane Lisle (NPU)

The meeting was called to order at 10:30 a.m. Members introduced themselves.

1.  After welcoming new members, Susan Singleton gave a brief update on CARLI activities, including progress on the CARLI Strategic Plan and discussions of open source options for new public front-ends to the integrated library system.  

Susan stated that the CARLI Board and membership want the CARLI Office to be more experimental in new projects and products.  CARLI should try new things, and if it doesn’t work, pull it back.  Susan asked the membership to please bear with CARLI staff as they learn how to do this better.

The SFX experience within CARLI proved that one size does not fit all, so as open source systems are considered, it will be important for member libraries to be heard from.  They expect to submit an RFP to multiple vendors for alternative OPAC front-end systems (e.g., AquaBrowser).   [NOTE:  after the meeting, Susan sent an email to ICAT stating that the decision about whether to issue an RFP has been delayed for several months.] Some CARLI libraries currently are involved in the WorldCat Local pilot project (UIU, NEI, and ISL).  Susan suggested that members check out a nice demo of this product at the University of Washington site (http://uwashington.worldcat.org/).  She also mentioned that CARLI development staff are working with open source code from Villanova University called VUFind, as a potential alternative to WebVoyage.  VUFind is not public yet, but CARLI is interested in pursuing this option.  Susan also recommended Lorcan Dempsey’s blog (http://orweblog.oclc.org/) as an excellent resource for information on the future of catalogs and information retrieval.  Susan wished the team well before departing.

2.  Casey explained CARLI organizational structure and committee reporting lines and distributed copies of the team’s charge from the Web site.

3.  Susan Braxton was elected chair for 2007-2008.

4.  It was decided to rotate the responsibility for taking minutes between Team members.  The rotation will be alphabetically by last name, omitting the chair.  

5.  New members drew lots to determine terms of office, because one of the new positions was to fill an unexpired term.  Daren, Gayle, and Cason will each serve 3-year terms; Marek will serve a 1-year term, with the possibility for reappointment.

6.  The minutes from Meeting #9 (6/7/07) were approved.

7a.  Members discussed various date and location options for the Fall Forum.  Traditionally, the Fall Forum is held “downstate” and the Spring Forum is held in the northern part of the state.  The facility must provide auditorium seating for 100+ people, connectivity, projection equipment, (optionally) rooms for breakout sessions, as well as convenient parking and food options.  UI Springfield has been a popular site for the Fall Forum, and that site was preferred for this event as well.  Possible dates, in ranked order:

1.  Tuesday, November 13
2.  Wednesday, November 14
3.  Friday, November 16
4.  Tuesday, October 30

7b.  Traditionally the focus of the forums has been on best practices for our environment, but we are not limited to these areas.  The following topics, and possible presenters, for the Fall Forum were discussed:

1.  The future of the catalog, in particular new front-ends; what’s in development; where are we going
2.  RDA update.  The question was raised: should we cover this topic once a year until RDA is implemented?
3.  Traditional cataloging (including authority control) and its relationship to products like CONTENTdm.
4.  ARCHON (http://www.archon.org/0).  
5.  Roll-out of Gary Strawn’s Location Changer program for use by I-Sharelibraries
6.  Additional sessions on Authority Control, including Name/Title.
7.  PCC training sessions.
8.  E-resources: single- or multiple-record approach?
9.  How to handle multiple bibs for the same title in different formats or from different vendors.
10.  Basic cataloging training is frequently suggested on Forum evaluation forms, but the Team felt this area was more appropriately handled by IOUG.

After further discussion, the Fall Forum program was narrowed down to #1, #2, #5, #6.  The possibility of doing afternoon breakout sessions for #6 and #8/9 was raised, if speakers could be identified for #8/9.   Casey worked up a draft agenda.  She also mentioned that this year the CARLI office has decided to drop the refreshments offered at registration in favor of providing lunch for participants.  We should try to arrange and label tables in a way to encourage networking.

Members agreed to allow time during the wrap-up at the close of the program for participants to discuss some of our proposed topics for future forums, in addition to any they might suggest.

Members were referred to the “Guidelines for CARLI Committee Chairs and Members” (http://www.carli.illinois.edu/comms/comm-guidelines.pdf) for answers to questions about reimbursement and other issues.

Members of the Team discussed topics for the Spring Forum and other future projects:

1. Susan proposed exploring a joint programwith the Digital Collections Users Group (DCUG) on potential cataloging issues arising from the migration of records to/from CONTENTdm and Voyager.  This might be separate from an ICAT Forum.  Susan ill draft a short proposal for DCUG’sreview.
2. Joan suggested that we try to gauge interest in PCC-sponsored programs during the wrap-up session during the Fall Forum, with the possibility that they be sponsored via the CARLI Program Planning Committee.
3. Tag Table changes.  Members were asked to review Tech Bulletin 254 before the next meeting.
4. Suppress/Replace routine.  Casey reported that CARLI staffare considering ways to change and/or simplify procedures.  This will be a discussion item at the next ICAT meeting.
5. Pre-processing issues related to bulk loads (e.g., customization provided by vendors or CARLI).
6. Effective profiling for PromptCat.

7.c.  After discussing a question from Chicago State University regarding entering MARC records for faculty in the catalog, the Team determined that 1) we have no control over what an individual library decides to put into their catalog, and, 2) if they wish to enter MARC records for faculty in their local online catalog they should investigate the use of the MARC format for Community Information, not one for bibliographic data.  The team also agreed that these records are not appropriate for inclusion in the I-Share Universal Catalog, and CSU should use the “Suppress from UC” option if they are added to CSUdb.  Gayle thanked the Team for the discussion and will report back to her library.

7.d.  Stephen Smith reported on recent activities and appointments in IUG.  They have been discussing the possibility of asking for volunteers to mentor new members at forums.  For details, see their minutes on the CARLI Web site.

    Priscilla recommended that member libraries receive more notice for major system changes (e.g., the recent UC freeze during the rebuild) so that they can plan accordingly.

    Casey suggested a session on “how the UC works” for a future team meeting.

    The next meeting (conference call) was scheduled for Friday, September 21, 10:00-12:00.

The meeting adjourned at approximately 3:00 p.m.

Respectfully submitted by Daren Callahan.

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