September 28, 2007
CARLI Office

Members Attending: David Bell, Sarah McHone-Chase, Xiaotian Chen, Keith Eiten, Stephanie Graves, Dallas Long, Carlos Melian, Larissa Moebs, Carol Reid (phone), Stephen Smith

Members Absent: Paula Garrett, Tom Goetz

CARLI Staff Attending: Lorna Engels, Kristine Hammerstrand, Cathy Salika (phone) , Paige Weston

Decisions:

• Minutes approved
• Next meeting: October 25, 2007, 11AM, by conference call only (NOTE: changed from in-person meeting at Wheaton to accommodate people interested in attending CARLI Annual Meeting Oct 26th)

CARLI Board Report: (Kris Hammerstrand)

• CARLI strategic plan was adopted. Themes: collaboration, leadership, resource sharing and innovation
• Award process changed
• Renewing efforts to remove or stop collecting Social Security numbers from patron records, especially for libraries with alternative numbers; will contact individual libraries, by August 2008
• Library delivery service implemented January 2, 2008 (firm date), delivered by Lanter. New procedures and delivery routes are in development. More information available soon. Has encouraged additional memberships

Team Reports:

• Acquisitions & Serials Team—Carlos Melian
  • ERMS session discussed relative to wiki, notes posted to wiki
  • Planning for Forum “Clean up your ACQ”
  • Open conference call well attended
  • “Forum friends” plans discussed
  • Complex publication patterns: working on website and guidelines for providing screen shots from libraries
• Cataloging and Authority Control Team—Stephen Smith
  • Possible communications; test for Forum using guest blogger
  • Documentation updating, UC update workflow
  • Call for volunteers planning to explore Metadata standards and CONTENTdm
  • Planning forum tentatively titled: “Cataloging matters: Looking Forward,” November 13 at University of Illinois-Springfield. May include sessions on:
    • New front ends and cataloguing implications (Michael Norman)
    • Gary Strawn location changer
    • Authority control
• Resource Sharing Team—Sarah McHone-Chase
  • Revised interlibrary loan information will come out mid-January
  • Will give bullet points to Margaret
  • Lanter and delivery system discussed
  • Forum planning, including preparation for new ILDS and copyright basics (Rebecca Butler, speaker)
  • Will ask Susan Singleton for more information regarding LOST item study
  • Standardization of UB regular and UB long loan policies in early discussion
  • Policies for renewal loan periods, replacement and fines; will develop Best Practices
• Instruction Team—Stephanie Graves
  • Forum planning for November 7 at Heartland Community College including Best Practices: Beth Woodard on instruction, Karen Brown on assessment. Afternoon sessions include technology (clickers and wikis) and Immersion attendees discussing changes they instituted. Forum Friends registration will be included
  • Member Randi Sutter will send bullet points to Margaret Chambers
  • Instruction Wiki subgroup with 6 members (Lorna)
• OPAC Team—Paige Weston
  • VUFind: working with CALRI staff
  • Support and maintenance of Web Voyage, including asking CARLI staff for persistent link available for records, so they can be bookmarked
  • In anticipation of Upgrade, team will develop checklist for testing the new version

CARLI Office report (Paige)

• Forum planning for several forums
• CARLI office is moving, possibly all CARLI staff will be located in Champaign, just west of campus, larger conference space will be available but not on site.
• Cindy Clennon, Director of Electronic Resources
• CARLI newsletter
• Ex Libris meeting with UIUC accessibility office and Paige; Future Web Voyage version 7.0 looks much more accessible
• Ex Libris migration to Pivotal problem tracking will probably require individual library passwords
• Prototypes of Web Voyage version 7.0 and customization discussion; will probably require complete reimplementation of all customizations, if Web Voyage functionality is to be maintained at current levels
• CARLI annual meeting Friday Oct. 26 at the Hilton Garden Inn (Champaign)

Discussion:

• Future of ILS symposium (discussion)
• Liaison Forum—Library liaison from I-Share libraries, new or refresher information, including Liaison area in website, how to communicate information to staff. Currently, we are documenting what could be done at this forum (ex: UB loan standardization, tour of CARLI web site, new sign-on for Ex Libris documentation/problem-tracking); scheduled for March 18 at IWU
• Usability studies: develop program for participants interested in conducting usability studies, funded in part by CARLI (for incentives like pizza, posters etc) through an application/award process. CARLI staff will look at this in the future

Agenda decisions:

• Using minutes template provided, minutes may be posted within 1 week of meeting
• Dallas Long will submit to Program Planning Committee: suggested CARLI workshop with a copyright lawyer, so attendees can come away with a copyright policy in hand
• Susan Singleton welcomes suggestions on how to brand new front end possibly to be available next year
• Reports Forum—tabled until March

Continue to compile agenda items for a Liaison Forum
Discuss “Forum Friend” results at January meeting

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Board

Executive Committee
Finance Committee
Personnel Committee
Products and Services Vetting Committee
Program Planning Committee

Collections Working Group
E-resources Working Group
Preservation Working Group
Public Services Working Group

Digital Collections Users
I-Share Users
I-Share Acquisitions & Serials Team
I-Share Cataloging & Authority Control Team
I-Share Instruction Team
I-Share OPAC Team
I-Share Resource Sharing Team

Illinois Repository Task Force
Image Database Task Force
Learning Objects Task Force
Library Tools Task Force
Seamless Access Task Force
Statewide Serials Collection Task Force