UNC Coastal Library Consortium

Advisory Council Meeting

November 30, 1998

Fayetteville, NC

Members present: Lillian Brewington, Robert Canida, Jean Sexton, Dan Pfhol, Elois Cave, Ron
Johnson, Arlene Hanerfeld. William Hartley and Vera Hooks from FSU also attended the meeting,


1. Approval of May 12, 1998 meeting minutes

The May 12 minutes were approved.

2. Internet Resources Cataloging Project

William Hartley submitted a recent draft from the Internet Resources Cataloging Project
Committee: http://152.20.25.1/ruthr/draftpolicy.html He said the committee would be meeting
soon to tie up some loose ends. The CLC Advisory Council members want a chance to read the
latest draft before approving procedures. There was discussion concerning the use of call numbers
for collection development purposes and whether call numbers would create confusion for users.
After reading the latest draft, Advisory Council members should send any concerns to Dan by
Dec. 11. He will forward them to the committee before they meet again.

3. MLA Consortia Pricing

Silverplatter has proposed a $16,150 a year consortium price for 14+ simultaneous users. UNCW
is currently paying around $4400 a year for 4 simultaneous users, and the consortium pricing
would almost double that rate. After acquiring a training password, UNCW has not experienced a
need for more than 4 simultaneous users. The Council recommends that the Directors ask ULAC
to consider consortia pricing for MLA, and also recommends exploring to see if a lower number of
simultaneous users would be more affordable.

4. INNOPAC: format codes

UNCW proposed adding a code for graphic materials to code1 in the order record, and the
Council agreed. It is also now possible to increase the number of codes in the format field of the
order record, but this should not be done until the beginning of a new fiscal year. New codes for
this field can be decided on at the May 1999 meeting.

5. Millennium Software Suite (Innovative)

The Council agreed that we should proceed with acquiring the Millennium software. Ron thinks
III will eventually move away from the text-based system, as there has been less enhancement of
the text-based system. We have a 90 day quote of $120,000 which expires February 5, 1999, and
Ron indicated that the quote may be less. Maintenance for the text-based system will be applied to
Millennium, which would save $1200/month. The suite includes 2 modules we don't currently
own - Electronic Reserves ($35,000) and the Fund Accounting Interface ($15,000). We would be
paying for modules that are in development, but would be getting several modules that are already
available. Terminals will have to be replaced, and data lines may have to be replaced. UNCW
and FSU indicate support from their directors for this purchase. UNCP's new director will arrive
January 1, 1999.

6. Release 12 Features

Decisions were made for several release 12 options:

• 1. ISBN verification - Yes
• 2. Order record information moved to item records - will investigate further and vote by email
• 3. Retain lost book information in patron records - Yes, if it is a protected field.
• 4.Calculate due date for renewals under loan rules currently in force - Yes
• 5. Family borrower category - No (A patron can't have more than 1 status - if we wanted to use
  this for Faculty/Grad. Assistant borrowing, then Faculty and Student could not have their own
  Faculty and Student status in addition to the Family Borrower status.)
• 6. Display multiple patron messages in Circulation - No.
• 7. Renewals from item record instead of patron record - No.
• 8. Viewing extensive item information when viewing checked out material - Yes.
• 9. Export checkin record in MARC format - No.

7. Interconsortial Borrowing

A proposal was submitted by UNCW to determine how the III system would handle interconsortial
borrowing, and the system provides a nice mechanism for instituting this service. The Council
recommends that this service begin Spring Semester 1999 as a pilot project. It is recommended
that overdue fines will not be charged, but charges for lost books will be charged. There was a lot
of discussion concerning delivery methods and procedures for processing requests. Pembroke
patron records should be updated to include complete addresses. There was also discussion on
limiting checkout by location and by patron type. It is recommended that the pilot start with only
faculty, students, and staff. Each library will determine which of their collections will circulate,
and Ron needs loan rules and rule selection tables by Christmas.

8. FullText Printing

Council members expressed concerns over printing costs. Ron informed the Council of the steps
UNCW has taken to put controls on Internet workstations by using KIOSK and Cybersnoop.

9. Other Matters of Business

Arlene Hanerfeld volunteered to be the next Chair of the Council, and Elois Cave volunteered to
be the next secretary.

The next meeting was scheduled for May 12, 1999 at 10:00 am at UNC Pembroke.

Submitted by Arlene Hanerfeld, updated on December 1, 1998