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PrairieCat Delegates Assembly July 27, 2016

10:00 a.m. – 3:00 p.m. Kishwaukee College Conference Center

21193 Malta Rd, Malta, IL Agenda

The Delegates Assembly will meet on Wednesday, July 27, 2016, 10 a.m. – 3:00 p.m. at Kishwaukee College Conference Center, Malta, IL. The meeting will also be available via GoTo meeting software.

Delegates may also attend and vote via GoTo although we strongly encourage attendance in person if possible. According to the PrairieCat bylaws we must have a quorum of delegates in person at Malta to be able to vote on issues. Also, Delegates Assembly participation is required of all Fully Participating

and Basic Online libraries and the four Union List reps. As always, please remember that only officially designated Delegates or their Alternates can vote on behalf of their library. Walk-in substitutes will not

be permitted to vote, and there are no proxy votes if a delegate is not present. There is a link in the GoTo meeting event in L2 to register

for the meeting to participate via GoTo.

I. Call to order and welcome II. Introductions and welcome new delegates or alternates

III. Introduction of new Administrative Council members IV. Welcome of new PrairieCat staff V. Review of agenda for additions/changes

VI. Public Comments at Malta or via GoToMeeting VII. Consent Agenda

a. Approve minutes for April 27, 2016 PrairieCat Delegates Assembly meeting (pp. 3-13)b. Central Site report including financial and statistical reports (pp. 14-17)

VIII. Administrative Council Report a. PrairieCat Membership Update

i. Update on QC Libraries and other libraries being added or moving up ii. Approval of Johnsburg Public Library District to move from Union List to Basic

Online Level (pp. 18-25)b. Staffing update c. Updated Delegate List (pp. 26-27)d. LLSAP Report to RAILS (pp. 28-29)e. FY16 Work Plan Highlights Review – Priority List (pp. 30-32)f. III Contract renewal discussion g. Report on PUG day activities h. Social media report i. User group volunteers for new staff mentoring j. Projects Report

i. EMaterial Integration ii. OPAC “splash screen” iii. Program Registration

k. Sustainability Committee Report – no report l. Resource Sharing Committee Report – Report on meeting 4/27/2016 m. LIPS Committee – Report on meeting 3/31/2016 and IMRF representative

presentation, 6/2/2016

IX. Review of meeting – What worked, what didn’t X. Public Comments at Malta or via phone

XI. Next regularly scheduled meeting, October 26, 2016, Kishwaukee College, Malta, IL

PrairieCat Delegates Assembly April 27, 2016

10:00 a.m. – 2:00 p.m. Kishwaukee College Conference Center

21193 Malta Rd, Malta, IL Minutes

I. Call to order and welcome Tobias (Chair – SY) called the meeting to order at 10:01 a.m. Ludwig (Secretary - GA) did a roll call of the members present in Malta as well as members attending via GoToMeeting with the assistance of Jeff Sullivan (RAILS/ PrairieCat). Quorum was established. Present in Malta: Patricia Adamkiewicz, Bonnie Adams, Jennifer Barton, Connie Beetz, Leah Bill, Noreen Bormet, Leann Bredberg, Angela Campbell, Mary Cheatwood, Kathy Clair, Rebekah Clark, Carolyn Coulter, Rici Dale, Doreen Dalman, Andrew Dettman, Carole Dickerson, Diana Dillinger, Ellen Finfrock, Jolene Franciskovich, Debbie Griggs, Shari Hamilton, Sue Hebel, Lynette Heiden, Ashley Hopper, Sarah Horn, Judy Hutchinson, Lorene Kennard, Emily Klonicki, Joanna Kluever, Sheree Kozel-La Ha, Melissa Landis, Jamie Lockwood, Laura Long, Susanna Ludwig, Grace Martin, Kimberly Martin, Lori Matlack, Sara McCambridge, Kelly McCully, Carol McSweeney, Maria Meachum, Pennie Miller, Beatrice O’Connell, Lauren Offerman, Cathy Palmer, Michelle Pfister, Nichole Phillips, Jane Plass, Emily Porter, Nancy Radtke, Rylie Roubal, Charm Ruhnke, Linda Schreiber, Pilar Shaker, Michael Skwara, John Slanicky ,Debby Smith, Elizabeth Smith, Jeff Sullivan, Gwen Thompson, Julie Timm, Sarah Tobias, Amy Walsh, Julie Wayland, Peggy Wogen, Paula Wold Present via GoToMeeting: Cindy Bahr, Laura Crisp, Annette Davis, Jodie DePatis, Sarah Flanagan, Julie Harte, Anne Hutchison, Jason Jensen, Kacy Kelly, Renee Kozeal, Cynthia Maxwell, Margie Nolan, Jacqy Peterson, Laurel Reiss, Kimberly Riley, Kim Scace, Cristy Stupegia, Don Thorsen, Denise Tollensdorf, Phyllis Von Arb, Barb White Libraries represented: Andalusia Township Library, Bertolet Memorial Library District, Bourbonnais Public Library District, Bradley Public Library District (GoToMeeting), Byron Public Library District, Charles B. Phillips Public Library District, Clinton Township Public Library, Coal City Public Library District, Colona District Public Library (GoToMeeting), Community Unit SD 2, Cordova District Library, DeKalb Public Library, Earlville Public Library District, East Moline Public Library, Ella Johnson Memorial Public Library District, Erie Public Library District (GoToMeeting), Flagg-Rochelle Public Library District (GoToMeeting), Forreston Public Library (GoToMeeting), Fossil Ridge Public Library District, Freeport Public Library, Galena Public Library District, Genoa Public Library District, Graves-Hume Public Library District, Hanover Township Library (GoToMeeting), Highland Community College (Clarence Mitchell Library), Hinckley Public Library District, Homer Township Public Library District, Joliet Township High SD #204, Julia Hull District Library, Kankakee Public Library, LaSalle Public Library (GoToMeeting), Malta Township Public Library, Manhattan-Elwood Public

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Library District, Manteno Public Library District, Maple Park Public Library District, Meridian C.U.S.D. #223, Mokena Community Public Library District, Morris Area Public Library District, Mount Morris Public Library, New Lenox Public Library District, Odell Public Library, Oglesby Public Library District, Oregon Public Library District, Pearl City Public Library District, Pecatonica Public Library District, Peotone Public Library District, Peru Public Library, Plano CUSD 88 (GoToMeeting), Polo Public Library District, Princeton Public Library, Princeton Township High SD 500 (GoToMeeting), Prophetstown-Lyndon-Tampico CUD #3 (GoToMeeting), Putnam County CUSD #535 (GoToMeeting), Reddick Public Library District, River Valley District Library (GoToMeeting), Robert W. Rowe Public Library District, Rock Island Public Library, Rockridge CUSD #300 (GoToMeeting), Sandwich Public Library District, Seneca Public Library District (GoToMeeting), Somonauk Public Library District (GoToMeeting), South Beloit Public Library, Stockton Township Public Library (GoToMeeting), Streator Public Library (GoToMeeting), Sycamore Public Library, Three Rivers Public Library District, Western District Library (GoToMeeting), Wilmington Public Library District, Yorkville Public Library Libraries not represented: Black Hawk College Library, Cortland Community Library, East Dubuque District Library, Elizabeth Township Library, Franklin Grove Public Library, Geneseo Public Library District, Henry C Adams Memorial Library, Limestone Township Library District, Moline School District #40 - Moline High School, Moline Public Library, Plano Community Library District, Putnam County Public Library District, Robert R. Jones Public Library District, Sherrard Public Library District, Silvis Public Library, United Township HS Dist #30, Walnut Public Library District,

II. Welcome new Delegates or Alternates Tobias (Chair – SY) welcomed new delegates and alternates including Grace Martin from Malta Township Public Library, Nichole Phillips from Clinton Township Public Library, and Amy Walsh from Joliet Township High SD #204.

III. Welcome of new PrairieCat staff, RAILS staff, and Innovative representatives Coulter (RAILS/ PrairieCat) welcomed Andrew Hettinger who is the new system supervisor and Elizabeth Smith who is the new administrative assistant. Coulter also welcomed Jane Plass, RAILS Associate Executive Director. Innovative representatives were introduced including Dennis Carter, Business Manager and Leif Pedersen, Executive Vice President.

IV. Presentation of Certificate of Recognition to Diana Dillinger Tobias (Chair – SY) congratulated Diana Dillinger (BD) on her retirement and recognized her service to the Administrative Council. Tobias welcomed Kelly McCully (BD) as the new director of Bourbonnais Public Library District. Tobias also thanked Gwen Thompson (JC) for her service to the Administrative Council as Thompson is relocating.

V. Review of agenda for additions/changes There were no revisions.

VI. Public Comments at Malta or via GoToMeeting There were no public comments.

VII. Consent Agenda a. Approve minutes for January 27, 2016 PrairieCat Delegates Assembly meeting

(pp. 3-9)

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b. Central Site report including financial and statistical reports (pp. 10-14)

Motion #1: Horn (SA) moved and Ruhnke (PU) seconded to approve the consent agenda as presented. There was no discussion on the motion. Motion carries on a roll call.

Ayes: 65

Nays: 0

Abstentions: 0

Notes: Ella Johnson Memorial PLD, River Valley District Library (GoToMeeting), Seneca PLD (GoToMeeting), Streator PL (GoToMeeting) not present for vote

VIII. Administrative Council Report

a. Introduction and presentation by Innovative staff and discussion on Innovative roadmap for Sierra, etc Leif Pedersen, Executive Vice President of Innovative Interface Inc., introduced himself. Dennis Carter, Innovative Business Manager for the region, greeted the Delegates Assembly. Pedersen (III) presented on the roadmap for Sierra; the power point presentation will be made available on the PrairieCat website. This presentation should provide some insight into processes, future plans, and recent developments. He said to feel free to interrupt with any questions. His background is in computer science, and his first experience with libraries was when he joined Innovative. Slides1-6 Pedersen (III) emphasized the importance of the relationship between libraries and sharing their resources with their communities. How people interact with libraries and their resources is different in the 21st century. Pedersen (III) shared that Innovative has been on a journey from Millennium to Sierra to Innovative. The next generation of software will just be branded Innovative. Innovative is minimizing investment in Millennium. Slide 7 Product Plan of Record (PPOR): Innovative changed the process to the release chain so there is a set schedule. Innovative will create a release cadence that is quarterly. This allows Innovative to react to feedback every 90 days, but that means the customer has to upgrade and adjust to new features. The relationship between Innovative and the customer has to develop a different cadence so they can work together on issues. A release train will only work if you upgrade; if no one upgrades then it is meaningless so the new features can be verified. Slide 8 Sierra Release: Almost 400+ library systems on sierra 2.x. When more library systems are on the same release, then Innovative can focus on the new features that are working well instead of fixing problems with old releases. When Pedersen (III) started, library systems were running 32 different versions, which is not very efficient. Now, there is about 12 releases in the market. The quality of the product Innovative is delivering has improved so the uptake for new upgrades has become faster.

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Slide 9 Sierra Progress Review: What about the problems we know are already there such as packet loss and hold shelf? Pedersen (III) shared a graph of Sierra Progress Review from 2014 to 2015 showing the decrease in number of known issues and increase in number of libraries on the same systems. CHANGED INDEX Slide 11 Library Partner Driven Product Roadmap: Pedersen (III) discussed the help desk ticketing system. When a customer calls 1-800 Innovative, the first assumption is user error or configuration error. If they get a lot of calls about the same user error, then it is marked because Innovative may need to redesign if that many people are misunderstanding. The other ways it could be marked are as a bug in the software or an enhancement to the software. Slide 12 Product Development Process: Pedersen (III) wants to be transparent as possible so customers can see what is being worked on and how things are prioritized. Slide 13 PPOR for Sierra: The roadmap shows the first shipping release, then the 2nd release, and then future releases. The purpose is to capture the highest level of what they are working. For example, removing the limits in the system such as item type, branch codes etc. Pedersen (III) discussed the next generation software Innovative Open Library System (IOLS). Slide 14 Sierra Web: Pedersen (III) informed the Delegates Assembly about moving the Sierra client to the web. Innovative started this journey in Nov 2014. Innovative talked to about 80 libraries and the libraries shared that a new user interface is great, but training staff can be burdensome. Innovative took the windows client as is, but moved it to the web so there is a minimal training burden. Now they are trying a soft launch with one academic library. PrairieCat would be the last ring because of the complexities of the system. This product is hopefully only a quarter away. Slide 15 New Developer Portal: This portal provides a platform for others to share code and collaborate on ideas. Slide 16 Encore Release 4.5 Slide 17: Pedersen (III) introduced the new MyLibrary application based on these APIs. Only works with Apple now, but Innovative will be working with Android and Microsoft. Slanicky (RAILS/PrairieCat) asked a question about the MyLibrary software if it would search just one library or the same library system. For now, have to choose, but in the future should be able to select. For now, you still have to use MyLibrary application, but white labeling branding is in future planning (i.e. use your library name). Slide 18 Mobile Worklist. This is a mobile application for library staff. It’s on it’s 7th version. Great for weeding, new collection, items on display etc. After completing research, Innovative decided to create a mobile application instead of a responsive application, considering most people use apps and just use the browser for searching. Pedersen (III) said most things that happen at a circulation desk can be mobile. That way they can be done out in the library and also empower patrons.

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Slide 19 Denver Public Library – Linked Data Patrons are starting in Google or another search engine. Innovative is working on linked data application so the Denver Public Library pops up in a Google search. That way the library shows up before Amazon. Location and vicinity does matter. Slide 20 Becoming Internet “Structured”: Data is structured. Adding your library as a business in Google is important. Innovative is working on Google response for library events. For example, when you search a movie in Google show times are listed. This project should be done by this year. Slide 21-23 Looking to the future and the Journey for our Libraries and Long term portfolio strategy Slide 24-25 Open Library Experience: Pedersen (III) discussed an Innovative project in 2015 that researched what tasks library staff were doing everyday. For example, on average 2 of 4 hours are on library system. Only 1/3 of the 2 hours was spent in system. The other time was spent preparing items to go in to the system or take out of system. From a user experience, the system is not meeting all of the needs of staff users. What is everyone doing that the system is not capturing? Slide 26 Library Director: For example, if a library director of a public library wants to know circulation numbers. The director may call the staff, log in to system and run the report, or use a system with a dashboard. If the director created a report, what is the director doing with this report? Possibly forwards to staff members with praise or notes, posts a paper copy, or cut and paste into email. Innovative looked at several options for portals/dashboards such as Yahoo portal style, Windows tiles, dashboards. These are great for library director but not good for rest of staff. Innovative also looked at modern examples such as Facebook, Twitter etc. In this new system, the director would log in to Facebook-like page and post the circulation report then staff could click over to the circulation page with past numbers and comment on the post. Director can share information, tag people, share with staff. Innovative decided to explore that idea more. Slide 27 Innovative Work Streams: Pedersen (III) explained more details about the Innovative Work Strems. On the main “wall” staff can share and post. There would be groups that are stable for example a circulation group or an acquisitions group. Other features would include a calendar and search bar. Currently, Innovative has an advanced prototype. Pedersen can share url prototype. They welcome feedback. Slides 28-29: Pedersen (III) discussed some of the other features such as the task feature. Since most library staff work on several projects throughout the day and deal with frequent interruptions, staff would be able to pin tasks to the task bar. Slide 30 Open Global Knowledgebase: Pedersen (III) talked about integrating workflows and used example from Overdrive and Axis 360. Slide 31 Patrons: Patrons want their library to meet them where they are. Discovery is understanding who and what the patrons are. For example, the moment the patron returns book they are emailed with a thank you and future recommendation or a review. Pedersen (III) discussed a prototype on Apple TV; Innovative wants libraries to show up on Apple TV right next to the streaming and

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downloading options from Amazon and Netflix. Those are the types of application that Innovative needs to be focusing energy on. This application needs to be carrier grade so that it works ALL the time. Library as a destination changes in the view of the patron. Slide 32: Pedersen (III) explained a mobile application that integrates with a physical book and one feature gives user the option to save quotes. Slide 33: Pedersen (III) commented on using glass walls as a user interface. Slide 34: Pedersen (III) summarized the Open Library Experience. Collaborative – user interface that allows patrons and staff to engage in better way. Personalized – meet patrons where they are. Sustainable – cost less and get better/more features. Slide 35 Data Management Evolution: Pedersen (III) described the evolution and changes in data management from Hierarchal DB to Relational DB and now Graph DB. Sierra is a Relational DB. Graph DB allows the user to manage relationships. Slide 36 Triples: Pedersen (III) used the example of Triples to illustrate the benefits of a Graph Database. Triples can get more and more complicated but you can start from anywhere. Slide 37-39: Examples of Graph Database and Triples Slide 40-41 Open Library Stack: Pedersen (III) discussed the Open Library Stack and cloud based architecture. Slide 42: Pedersen (III) concluded presentation and welcomed questions. Question from Emily Porter from Byron PL. When is this happening? Pedersen (III) responded it depends on how much the libraries want to be a part of focus groups conversations and how much they want to participate in test products. Coulter (RAILS/PrairieCat) added we are upgrading test server May 31 once QC8 is done, and then the focus will shift to web based client. Question from Maria Meachum from Wilmington PLD. She said she is interested in the mobile application. She has experienced trouble using other mobile applications. For example, she had to find a dvd on her way home, and it took her five minutes to find. Is there going to be any sorting by location or clusters from surrounding areas or other location based features? Pedersen (III) answered that it would need to work from Google. CHANGED INDEX This is an issue of linked data. The moment Innovative takes catalog information and puts it out on the web with linked data, not only can PrairieCat benefit but other libraries will too. URL is where you go and URI is what something is not where it is. The more libraries that pump data about a thing into the internet then the UPI gets heavier so there’s more backlinking. The more libraries that get on the internet then libraries will have the best backlinking because there are so many. Porter from Byron PL asked about Innovative working with older stuff. For example, library website and OPAC.

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Pedersen (III) responded restful API very powerful to allow website integration bento box style. Working on new Discovery 1.5 to 2 years away. Tobias (Chair – SY) thanked Pedersen (III) for his presentation and visit. Tobias commented the best part of IUG was their meeting with Pedersen and other Innovative staff. Tobias appreciates that Innovative is changing the way they are thinking, and libraries will have to let go of fears and old habits to work better with Innovative. The timeline is also dependent on what kinds of decisions PrairieCat and the Administrative Council make. The Delegates Assembly took a lunch break 30 minutes.

b. PrairieCat Membership Update i. Update on QC Libraries and other libraries being added or moving up

Coulter (RAILS/PrairieCat) updated the group on the progress of the QC8 libraries and reported everything is on track.

ii. Approval of Schmaling Memorial Library to move from Union List to Basic Online Level (p. 15)

Motion #2: Clair (RL) moved and Ruhnke (PU) seconded to approve Schmaling Memorial Public Library District to upgrade from Union List to Basic Online membership level. There was no discussion on the motion. Motion carries on a roll call.

Ayes: 59

Nays: 0

Abstentions: 0

Notes: Bourbonnais PLD, Coal City PLD, Cordova District Library, Erie PLD (GoToMeeting), Forreston PL (GoToMeeting), Hanover Township Library (GoToMeeting), Joliet Township High SD 204, Putnam County SD 535 (GoToMeeting), Stockton Township PL (GoToMeeting), Streator PL (GoToMeeting) not present for vote

iii. Approval for involvement in RAILS Overlay Project initial RFP and vendor analysis process, as recommended by Administrative Council; Jane Plass, RAILS (pp. 16-18) Jane Plass, RAILS Associate Executive Director, explained the Overlay Project. RAILS is calling it an Overlay Project because it is not intended to replace any libraries’ ILS. The software expands resource sharing and facilitates the process. This is not a pie in the sky idea. The research began by identifying software in other states. Some of these systems have been in operation for 20 years for example in Michigan. Indiana has new system ready to launch this year. At this point, as we look for participants in a pilot project RAILS is not looking for any financial commitment. RAILS will go through a formal request for proposal considering functionality and finances. Currently, RAILS is looking for participants for the initial RFP and vendor analysis process who are interested enough with the ultimate goal of recommending specific software. Eventually there would be some sort of commitment needed from libraries. If PrairieCat votes to participate in the process, then Plass would need names of

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two people for the software search working group, which would be active from July 2016 through Winter 2017. Plass added some front line staff who works with interlibrary loan on a regular basis would be helpful on the committee. Rock River is willing to participate in RFP development, and RAILS is looking for commitments by May 13 so the project can move forward. The advantage to early participants is you get to help shape the project. Plass added that on April 25 the consortia committee met and approved the charge to look for software. Questions from Meachum from Wilmington PLD: Any concern about starting this huge project considering the Illinois budget crisis? Plass (RAILS) responded that the RFP and evaluation process does not cost much, but that way once the finances are worked out the research is already done. PrairieCat is just deciding on whether or not to participate in the RFP and vendor analysis process, so PrairieCat is not making any financial commitment beyond staff time in the working group. Plass (RAILS) shared that 5.8 million was approved by the State. A delegate asked, is it just RAILS or the whole state? Plass (RAILS) responded right now just RAILS, but with the intention to build and potentially include the whole state. Porter from Byron PL asked, how does this relate to World Share? Jane responded it would give libraries that want to have an alternative to OCLC an alternative. It would not preclude you from using World Share if you want to.

Motion #3: Thomspon (JC) moved and Horn (SA) seconded to approve representation from PrairieCat for participation in the RAILS Overlay Project initial RFP and vendor analysis process, as recommended by Administrative Council. There was no discussion on the motion. Motion carries on a roll call.

Ayes: 59

Nays: 0

Abstentions: 0

Notes: Bourbonnais PLD, Coal City PLD, Cordova District Library, Forreston PL (GoToMeeting), Hanover Township Library (GoToMeeting), Maple Park PLD, Plano CUSD 88 (GoToMeeting), Rockridge CUSD 300 (GoToMeeting), Stockton Township PL (GoToMeeting), Streator PL (GoToMeeting) not present for vote

Tobias (Chair – SY) clarified PrairieCat is just a part of the research process, and it is not a commitment to participate in the Overlay project.

c. Staffing update

Coulter(RAILS/PrairieCat) reported the Cataloging and Database Supervisor position is still open as the candidate rescinded.

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d. Revised governance documents – Approve Bylaw changes and presentation of General Policy Manual changes (separate documents) (pp. 19-44) Tobias (Chair – SY) said the most significant changes in bylaws is changing “Manager” to “Director”, and there is some language added about Basic Online membership.

Motion #4: Wogen (ML) moved and Bormet (PE) seconded to approve Bylaws changes as presented. There was no discussion on the motion. Motion carries on a roll call.

Ayes: 62

Nays: 0

Abstentions: 0

Notes: Bourbonnais PLD, Coal City PLD, Cordova District Library, Forreston PL (GoToMeeting), Hanover Township Library (GoToMeeting), Plano CUSD 88 (GoToMeeting) not present for vote

e. 2017 Final budget and appendix A, including PUG/DA billing and attendance

allotments (pp. 45-49) Tobias (Chair – SY) introduced the FY17 Budget and Appendix A. Page 49 came out of discussion at last Delegates Assembly. We didn’t want people to be limited because of space. The PUG allotment was modified so depending on library tier level there are a certain number of participants included in the fee. If you want to send additional people then you pay for additional people.

Motion #5: Clair (RL) moved and Ruhnke (PU) seconded to approve 2017 Final Budget and appendix A, including PUG/DA billing and attendance allotment. There was no discussion on the motion. Motion carries on a roll call.

Ayes: 62

Nays: 0

Abstentions: 0

Notes: Bourbonnais PLD, Coal City PLD, Cordova District Library, Flagg-Rochelle PLD (GoToMeeting), Forreston PL (GoToMeeting), Hanover Township Library (GoToMeeting) not present for vote

f. 2017 Tier eligibility (pp. 50-57)

Motion #6: Meachum (WL) moved and Kluever (JH) seconded to accept 2017 Tier eligibility. There was no discussion on the motion. Motion carries on a roll call.

Ayes: 62

Nays: 0

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Abstentions: 0

Notes: Bourbonnais PLD, Coal City PLD, Cordova District Library, Forreston PL (GoToMeeting), Hanover Township Library (GoToMeeting), Sandwich PLD not present for vote

Hutchinson (RAILS/PrairieCat) clarified the Administrative Council representation is based upon the library tiers and fees paid. Don Olson from Western District – OCLC said they will not send out direct billings. Coulter clarified OCLC fees are rolled into cost. However, when you get a letter from the Secretary of State you do need to sign it and send it back. Appendix A does affect all OCLC fees, although Union List members still need to pay their own OCLC fees.

g. FY16 Work Plan Highlights Review – Priority List (p. 58-59) Coulter (RAILS/PrairieCat) said PrairieCat has upgraded to the most recent version of Encore. PrairieCat will upgrade to 2.2 on May 31 on the test server because of QC8 data load. SCAT table call number in progress. PrairieCat is in the middle of contract negotiations with Innovative. PrairieCat is extracting Blackhawk’s record through June as they are going to CARLI. Coulter added moving toward the web based client is a priority after QC8. The OPAC committee is working on more effective front ends on Encore. Coulter shared that the PUG Day keynote speaker is Carson Block who will be speaking on future proofing your library. PrairieCat will be putting out calls for presentations shortly. Gale’s Toolkit is booked for a session. PrairieCat will post PUG Day updates on Facebook.

h. Announcement of launch of new PrairieCat eNewsletter. Smith (RAILS/PrairieCat) announced newsletter and shared where to subscribe and basic content.

i. Nominating Committee – Reminder of open seats on Administrative Council, election. Coulter (RAILS/PrairieCat) said PrairieCat is still taking nominations and the slate of candidates will be finalized next week. So please email with your nomination.

j. Sustainability Committee Report There was no report.

k. Resource Sharing Committee Report There was no report.

l. LIPS Committee – Description of the new committee and report from first meeting, mission statement (p. 60)

Coulter (RAILS/PrairieCat) shared some information about the Longevity, independence, Partnerships, and Sustainability (LIPS) committee. There will be a meeting with Aaron Skog, SWAN Executive Director, next week since SWAN has gone through a similar process.

IX. Review of meeting – What worked, what didn’t Offerman (TM) spoke on behalf of Coal City who recommended doing business upfront then presentations after. Laura Crisp from Prophetstown-Lyndon-Tampico CUD 3 said it would be helpful to share the screen with GoTo especially since there was a

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presentation. Cindy Bahr from Forreston Public Library said there was no stop time on the agenda. Melissa Landis from Kankakee Public Library shared with the Delegates Assembly that Delegates should be getting a survey soon, and the results from the survey will help with the direction for the Training Committee. Peggy Wogen from Malta Township Public Library thought it was a good day, and Pedersen (III) presented in a way that easy to understand and follow even if it was a little long. See Offerman for e-commerce checks.

X. Public Comments at Malta or via phone Julie Wayland (PR) commented on the House Bill 696 and encouraged Delegates to contact your senators.

Next regularly scheduled meeting, July 27, 2016, Kishwaukee College, Malta, IL

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PrairieCat

Balance Sheet

As of 5/31/2016

MonthBalance End of

Assets

Cash & cash equivalents

Cash in Checking 927,051.55

Total Cash & cash equivalents 927,051.55

Accounts receivables 20,312.98

Prepaid expenses 296,369.85

Capital Assets, net

Computers 842,760.41

Accumulated Depreciation (741,279.81)

Total Capital Assets, net 101,480.60

Total Assets 1,345,214.98

Liabilities

Accounts payable 247,675.37

eCommerce Receipts Payable 7,148.72

Deferred revenue 76,948.10

Total Liabilities 331,772.19

Net Assets

Beginning Net Assets 1,253,986.23

Current YTD Net Income (240,543.44)

Total Net Assets 1,013,442.79

Total Liabilities and Net Assets 1,345,214.98

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PrairieCat

Statement of Revenues and Expenses - FY16 is 91.67% Completed

From 5/1/2016 Through 5/31/2016

Current Month YTD Actual OriginalYTD Budget -

YTD BudgetPercent of

OriginalTotal Budget -

Annual BudgetPercent of

REVENUES

Fees for Services and Materials

Union List Member Revenue

2,756.25 30,656.25 30,316.00 101.12% 33,075.00 92.68%

Fully Participating and Basic Online Member Revenue

63,174.29 651,908.40 645,964.00 100.92% 704,689.00 92.51%

ILL Barcode Revenue 1,400.00 7,500.00 11,913.00 62.95% 13,000.00 57.69%

Cataloging Revenue 168.75 636.25 462.00 137.71% 500.00 127.25%

Fully Participating & Basic Online - CR Contribution

2,385.41 76,435.34 25,993.00 294.06% 28,350.00 269.61%

Union List - CR Contribution

408.33 4,541.63 4,488.00 101.19% 4,900.00 92.68%

Total Fees for Services and Materials

70,293.03 771,677.87 719,136.00 107.31% 784,514.00 98.36%

Reimbursements

Reimbursements-eRead Illinois

3,685.41 37,538.90 50,061.00 74.98% 54,606.00 68.74%

Other 871.00 26,062.13 3,663.00 711.49% 4,000.00 651.55%

Total Reimbursements 4,556.41 63,601.03 53,724.00 118.38% 58,606.00 108.52%

Investment Income 199.10 2,171.62 2,288.00 94.91% 2,500.00 86.86%

Other

Other Revenue 17.34 4,897.55 913.00 536.42% 1,000.00 489.75%

Total Other 17.34 4,897.55 913.00 536.42% 1,000.00 489.76%

Total REVENUES 75,065.88 842,348.07 776,061.00 108.54% 846,620.00 99.50%

EXPENSES

Library Materials

E-Resources-eRead Illinois 3,684.72 37,535.68 50,061.00 74.97% 54,606.00 68.73%

Total Library Materials 3,684.72 37,535.68 50,061.00 74.98% 54,606.00 68.74%

Buildings and Grounds

Property Insurance 93.92 1,033.08 1,100.00 93.91% 1,200.00 86.09%

Total Buildings and Grounds 93.92 1,033.08 1,100.00 93.92% 1,200.00 86.09%

Vehicle Expenses

Fuel 26.26 26.26 0.00 0.00% 0.00 0.00%

Total Vehicle Expenses 26.26 26.26 0.00 0.00% 0.00 0.00%

Travel and Continuing Education

In-State Travel 324.73 324.73 913.00 35.56% 1,000.00 32.47%

Out-Of-State Travel 0.00 4,436.26 6,171.00 71.88% 6,725.00 65.96%

Registrations And Meeting, Other Fees

894.69 5,276.70 6,413.00 82.28% 7,000.00 75.38%

Conferences And Continuing Education Meetings

150.00 2,915.38 2,750.00 106.01% 3,000.00 97.17%

Total Travel and Continuing Education

1,369.42 12,953.07 16,247.00 79.73% 17,725.00 73.08%

Commercial Insurance 419.83 4,059.49 4,587.00 88.49% 5,000.00 81.18%

Supplies, Postage and Printing

15

PrairieCat

Statement of Revenues and Expenses - FY16 is 91.67% Completed

From 5/1/2016 Through 5/31/2016

Current Month YTD Actual OriginalYTD Budget -

YTD BudgetPercent of

OriginalTotal Budget -

Annual BudgetPercent of

Computers, Software And Supplies

209.90 578.16 2,750.00 21.02% 3,000.00 19.27%

Total Supplies, Postage and Printing

209.90 578.16 2,750.00 21.02% 3,000.00 19.27%

Telephone and Telecommunications

0.00 0.00 462.00 0.00% 500.00 0.00%

Equipment Repair and Maintenance

Equipment Repair And Maintenance Agreements

0.00 0.00 913.00 0.00% 1,000.00 0.00%

Total Equipment Repair and Maintenance

0.00 0.00 913.00 0.00% 1,000.00 0.00%

Professional Services

Legal 0.00 580.00 2,750.00 21.09% 3,000.00 19.33%

Accounting 0.00 4,250.00 5,500.00 77.27% 6,000.00 70.83%

Consulting 921.00 921.00 0.00 0.00% 0.00 0.00%

Total Professional Services 921.00 5,751.00 8,250.00 69.71% 9,000.00 63.90%

Contractual Services

Information Service Costs 260,434.55 523,590.80 263,263.00 198.88% 287,198.00 182.31%

Contract Agreements w/ Systems, Member Libraries Other Coops

35,582.56 391,408.16 391,413.00 99.99% 426,991.00 91.66%

Other Contractual Services

0.00 0.00 913.00 0.00% 1,000.00 0.00%

Total Contractual Services 296,017.11 914,998.96 655,589.00 139.57% 715,189.00 127.94%

Depreciation 7,806.20 102,376.03 101,002.00 101.36% 110,182.00 92.91%

Professional Association Membership Dues

0.00 140.00 143.00 97.90% 150.00 93.33%

Miscellaneous 67.50 737.31 913.00 80.75% 1,000.00 73.73%

Miscellaneous - eCommerce Fees

237.04 2,702.47 4,587.00 58.91% 5,000.00 54.04%

Total EXPENSES 310,852.90 1,082,891.51 846,604.00 127.91% 923,552.00 117.25%

EXCESS (DEFICIENCY) OF REVENUES OVER EXPENSES

(235,787.02) (240,543.44) (70,543.00) 340.98% (76,932.00) 312.67%

16

PrairieCat FY2016

Statistical Summary

July 2015 July 2014 Aug 2015 Aug 2014 Sept 2015 Sept 2014 Oct 2015 Oct 2014 Nov 2015 Nov 2014 Dec 2015 Dec 2014 Jan 2016 Jan 2015 Feb 2016 Feb 2015 Mar 2016 Mar 2015 Apr 2016 Apr 2015 May 2016 May 2015 June 2016 June 2015 FY16 Totals

FY15

Totals

FY14

Totals FY13 Totals FY12 Totals

General

Bibliographic records 975,508 1,010,922 975,507 1,010,602 974,775 1,012,039 973,141 1,014,896 973,121 1,017,724 972,251 1,020,515 973,558 1,022,960 972,730 1,025,758 971,026 1,003,214 1,095,923 996,522 1,073,395 993,921 1,072,798 977,920 977,920 1,023,589 1,039,598 1,235,840

Item records 3,950,156 4,048,724 3,977,111 4,047,605 3,975,007 4,056,624 3,969,952 4,050,063 3,972,376 4,048,303 3,965,158 4,044,445 3,967,012 4,033,640 3,945,651 4,003,534 3,936,539 3,991,106 4,573,553 3,983,665 4,552,375 3,974,247 4,546,168 3,961,531 3,961,531 4,112,734 4,152,492 6,198,907

Patron records 354,724 369,694 358,142 372,945 360,203 375,396 362,484 376,902 364,581 376,411 365,704 377,517 367,377 378,998 368,717 378,974 370,115 379,820 315,637 377,868 371,940 365,198 372,556 351,632 351,632 375,521 392,739 527,773

Total circulation 436,172 461,193 378,815 388,583 385,231 403,813 385,176 414,956 361,557 362,933 318,927 344,075 373,825 386,559 377,534 361,733 399,323 398,401 392,920 382,037 381,473 343,129 534,491 460,959 4,725,444 4,708,371 4,843,505 4,940,947 9,509,425

ILL transactions on LLSAP 45,461 47,161 44,165 46,825 46,831 48,035 46,176 49,478 41,194 40,681 37,453 39,159 48,538 49,701 48,089 44,769 49,505 47,878 45,475 45,521 42,764 39,455 53,148 44,853 548,799 543,516 549,105 533,950 1,051,235

Reciprocal borrowing 44,596 50,042 39,817 41,875 40,204 44,819 41,279 44,566 39,274 40,272 42,386 38,013 42,615 41,686 40,947 39,923 43,729 44,058 40,461 41,230 48,916 36,764 72,451 47,316 536,675 510,564 475,635 408,104 873,509

Training

Training events 10 11 7 18 10 15 9 13 6 10 4 10 6 11 10 16 11 12 26 15 19 12 12 15 130 158 103 92 205

Training participants 38 6 12 32 21 137 25 29 23 23 14 31 16 28 33 57 74 59 188 64 132 39 58 46 634 551 295 418 1,419

Training contact hours 115 58 47 87 63 599 97 70 76 69 28 101 49 84 73 135 187 128 489 142 319 98 132 126 1,673 1,695 1,011 1,241 4,825

Troubleshooting

HelpDesk Calls Opened 78 81 88 89 91 52 77 90 89 48 77 44 88 56 104 54 134 147 85 91 105 60 139 56 1,155 868 934 2,739 1,084

HelpDesk Calls Closed 69 113 46 97 115 38 78 54 99 93 73 57 86 64 111 33 97 134 80 94 105 65 141 51 1,100 893 992 2,782 1,057

Database Enrichment

Bibload records loaded - PC staff 1,871 2,176 1,860 2,173 2,255 2,465 2,788 2,301 2,160 1,828 2,112 1,791 2,092 1,728 2,056 2,089 2,441 2,278 2,460 2,152 1,988 2,064 2,035 2,312 26,118 25,357 30,241 29,684 18,611

Bibload records loaded - MARC

catalogers 434 279 333 565 386 768 71 798 627 513 692 336 473 422 986 421 802 463 745 138 753 320 696 419 6,998 5,442 3,533

Cleanup/overlays/merges - PC staff 971 1,041 632 3,094 383 1,116 564 - 520 - 383 6 902 124 1,295 162 801 843 1,206 3,669 1,973 1,129 2,273 909 11,903 12,093 7,889 9,553 15,083

Cleanup/overlays/merges - MARC

catalogers 311 56 350 414 215 473 8 473 246 76 261 164 133 118 353 132 506 454 1,136 19 1,190 487 1,257 467 5,966 3,333 3,837

Enhancements/corrections - PC staff 10 13 5 9 20 16 26 18 43 11 20 10 27 18 23 25 29 20 22 21 22 20 42 111 289 292 441 855 345

Enhancements/corrections - MARC

catalogers 6 17 - 36 2 19 - 19 4 9 8 3 1 4 5 5 9 4 11 3 9 4 5 9 60 132 79

Authority records created/loaded 20,935 - 21,102 3 8,316 - 2,832 - 1,592 - 1,395 - - - - - - - - - - - - 492,187 56,172 492,190 1 28 224

Authority records removed 385,046 592,208 - - - - - - - - - 977,254

Original catalogings - PC staff 35 46 3 27 45 20 41 39 41 19 24 10 41 40 37 21 28 33 39 39 16 41 41 30 391 365 395 293 316

Original catalogings - MARC catalogers 6 3 5 12 8 19 5 19 5 8 4 11 5 4 2 4 - 3 13 1 11 12 9 9 73 105 47

Serial records created - - - - - - - - - - - - - - - - - - - - - - - - - - 1 - 21

Special projects (ICode1 conversion,

Reclamation, etc) 422,989 148,278 108,610 16,552 47,244 44,557 33,380 106,000 41,296 67,426 26,960 206,374 62,545 45,171 62,604 78,091 34,514 62,506 36,161 37,026 132,056 41,054 29,127 122,724 1,037,486 975,759 3,785,390

Special projects (ICode1 conversion,

Reclamation, etc) - MARC catalogers - 208 - - - - - - - - - - - - - - - - 377 - - - - - 377 208 -

17

18

19

20

21

22

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25

PrairieCat Delegates/AlternatesFY17

Name of library

PrairieCat

Code Level

DA/AC

Representation

FY17 Delegate Name Delegate Email address Alternate Name Alternate Email AddressAndalusia TL AN BO Public - Tier 3 Leann Bredberg and@andalusialibrary.orgBertolet MLD BM BO Public - Tier 3 Linda Schreiber bertoliblschreiber@lrnet1.com Julie Voss bertolibjvoss@lrnet1.comBlack Hawk College BH FP Acad/Spec Ashtin Trimble trimblea@bhc.edu Chris Ernat ernatc@bhc.edu

Bourbonnais PLD BD FP Public - Tier 2 Kelly McCully kmccully@bourbonnaislibrary.org

Bradley PL BR FP Public - Tier 2 Jodie DePatis jdepatis@bradleylibrary.org Marie Cowden mhcowden@bradleylibrary.org

Byron PLD BY FP Public - Tier 2 Emily Porter emilyp@byron.lib.il.us

Charles B. Phillips PLD BP FP Public - Tier 3 Lynette Heiden laheiden@cbplib.us

Clinton Township PL CT FP Public - Tier 3 Nancy Radtke ctplibrary@mchsi.com Nichole Phillips

Coal City PLD CC FP Public - Tier 2 Jolene Franciskovich jolene@ccpld.org Leah Bill leah@ccpld.org

Colona DPL CL FP Public - Tier 3 Phyllis Von Arb pvonarb@colonalibrary.com

Community Unit SD #2 CF BO School Andy Allen aallen@unit2.net Julie Timm jtimm@unit2.net

Cordova DL CO FP Public - Tier 3 Sue Hebel shebel@cordova.lib.il.us Cheryl Lennox clennox@cordova.lib.il.us

Cortland Community Library CN FP Public - Tier 3 Barb Coward bc114@frontier.com Heather Black hblack@cortlandlibrary.com

Creston-Dement PLD CR BO Public - Tier 3 Kristi Scherer directorcrestondementlibrary@gmail.com

DeKalb PL DK FP Public - Tier 1 Patricia Adamkiewicz pata@dkpl.org Beatrice O'Connell beatriceo@dkpl.org

Earlville PLD EA BO Public - Tier 3 Paula Wold paulaw@earlvillelibrary.org Deb Larson dllarson_60518@yahoo.com

East Dubuque DL EP FP Public - Tier 3 Jessica Arnold director@eastdubuquelibrary.com

East Moline PL EM FP Public - Tier 2 Laura Long longl@eastmolinelibrary.org

Elizabeth TL EL FP Public - Tier 3 Deb Wunsch elizabethtownshiplibrary@gmail.com

Ella Johnson MPLD EJ FP Public - Tier 2 Emily Klonicki eklonicki@ellajohnsonlibrary.org Scott Grotto sgrotto@ellajohnsonlibrary.org

Erie PLD ER FP Public - Tier 3 Laurel Reiss lreissepld@gmail.com

Flagg-Rochelle PLD FL FP Public - Tier 2 Sarah Flanagan library-director@rochelle.net Connie Avery         youthlib@rochelle.net

Forreston PL FO UL Union List Rep Cindy Bahr forlib@frontier.com

Fossil Ridge PLD FR FP Public - Tier 2 Rich Ashley rashley@fossilridge.org Bonnie Adams badams@fossilridge.orgFranklin Grove PL FG FP Public - Tier 3 Jeff Munson jmunson@franklingrovelibrary.org Marla Mairs marlamairs@live.com

Freeport PL FP FP Public - Tier 1 Carole Dickerson cdickerson@freeportpubliclibrary.org Lois Rees lrees@freeportpubliclibrary.org

Galena PLD GA FP Public - Tier 3 Susi Ludwig ludwigs@galenalibrary.org Colleen Keleher KeleherC@galenalibrary.org

Geneseo PLD GP FP Public - Tier 2 Claire Crawford ccrawford@geneseo.lib.il.us Deb Wyffels dwyffels@geneseo.lib.il.us

Genoa PLD GE FP Public - Tier 3 Jennifer Barton genoalibrary1@hotmail.com Brian Mihalik brian@genoalibrary.org

Grant Park PL GR BO Public - Tier 3 Mary Wilkening mmwilkening@grantpark.lib.il.us

Graves-Hume PLD (Mendota) GV FP Public - Tier 3 Connie Beetz cmbeetz@graveshume.lib.il.us Rhea Overley

Hanover TL HN BO Public - Tier 3 Denise Tollensdorf hanovertownshiplibrary@gmail.com

Henry C Adams ML (Prophetstown) HE BO Public - Tier 3 Susan Miniel hcadams1@yahoo.com

Highland Community College HC FP Acad/Spec Michael Skwara michael.skwara@highland.edu Laura Watson laura.watson@highland.edu

Hinckley PLD HK BO Public - Tier 3 Rylie Roubal ryliec@hinckley.lib.il.us

Homer Township PLD HD FP Public - Tier 1 Sheree Kozel-LaHa skozel@homerlibrary.org Sara McCambridge sara@homerlibrary.org

Joliet HS District #204 JW FP School Amy Walsh awalsh@jths.org

Julia Hull DL JH FP Public - Tier 3 Joanna Kluever jkluever@mail.meridian223.org

Kankakee PL KK FP Public - Tier 1 Steve Bertrand sbertrand@lions-online.org Melissa Landis mlandis@lions-online.org

LaSalle PL LS FP Public - Tier 2 Cristy Stupegia cstupegia@lasalle.lib.il.us Donna Blomquist dmblomquist@lasalle.lib.il.us

Lena CDL LE FP Public - Tier 3 Dixie Althoff althoffd@le-win.net

Limestone TPL LI FP Public - Tier 3 Lynne Noffke lnoffke@limestonelibrary.org

Malta TPL ML FP Public - Tier 3 Peggy Wogen pjwogen@yahoo.com Grace Marting gracem@maltalibrary.org

Manhattan-Elwood PLD MT FP Public - Tier 2 Ashley Hopper arhopper@mpld.org Mary Blatti mcblatti@mpld.org

Manteno PLD MN FP Public - Tier 2 Jamie Lockwood jlockwood@mantenolibrary.net Arlene Flint aflint@mantenolibrary.net

Maple Park PLD MP FP Public - Tier 3 Kimberly Martin mppl@maplepark.lib.il.us

Meridian Schools MS FP School Joanna Kluever jkluever@mail.meridian223.org Dana Brooks dbrooks@mail.meridian223.org

6/27/201626

PrairieCat Delegates/AlternatesFY17

Name of library

PrairieCat

Code Level

DA/AC

Representation

FY17 Delegate Name Delegate Email address Alternate Name Alternate Email AddressMokena CPLD MK FP Public - Tier 1 Cathy Palmer cpalmer@mokena.lib.il.us Michaelene Cervantes mcervantes@mokena.lib.il.us

Moline HS MV UL Union List Rep Carolyn Mesick cmesick@molineschools.org

Moline PL MX FP Public - Tier 1 Bryon Lear blear@molinelibrary.org

Morris Area PLD MR FP Public - Tier 1 Lorene Kennard lkennard@morrislibrary.com Jenny Crisostomo jcrisostomo@morrislibrary.com

Mt. Morris PL MM BO Public - Tier 3 Mary Cheatwood mmlib@mtmorris-il.org

New Lenox PLD NL FP Public - Tier 1 Dana Russell drussell@newlenoxlibrary.org Rose Gilman rgilman@newlenoxlibrary.org

Odell PL OD FP Public - Tier 3 Lori Matlack odell.library@gmail.com Lisa Boles lboles.odell@yahoo.com

Oglesby PLD OG FP Public - Tier 3 Rebekah Clark rclark@oglesby.lib.il.us Pam Delvallee pjdelvallee@oglesby.lib.il.us

Oregon PLD OR FP Public - Tier 3 Andy Dettman oregonlibrary@gmail.com Sandy Stukenburg stukenbergs@yahoo.com

Pearl City PLD PP FP Public - Tier 3 Pennie Miller pearlcitypubliclibrary@yahoo.com

Pecatonica PL PT FP Public - Tier 3 Shari Hamilton director@pecatonicalibrary.com Glen Wiegert glen.wiegert@gmail.com

Peotone PLD PE FP Public - Tier 2 Noreen Bormet nabormet@peotonelibrary.org Sharon Garner sgarner@peotonelibrary.org

Peru PL PU FP Public - Tier 2 Charm Ruhnke cnruhnke@perulibrary.org

Plano CLD PD FP Public - Tier 2 Deanna Howard dhoward@plano.lib.il.us Jeanne Valentine jvalentine@plano.lib.il.us

Plano CUSD#88 PX FP School Anne Hutchison ahutchison@plano88.org

Polo PLD PO BO Public - Tier 3 Ellen Finfrock ellenf@pololibrary.org Betty Shepardson bettys@pololibrary.org

Princeton PL PR FP Public - Tier 2 Julie Wayland jwayland@princetonpl.org Dana Fine dfine@princetonpl.org

Princeton Twp HS PF BO School Renee Kozeal rkozeal@phs-il.org

Prophetstown-Lyndon-Tampico Schools TW FP School Laura Crisp lcrisp@plt3.org

Putnam County PLD UE FP Public - Tier 3 Jay Kalman jkalman@putnamcountylibrary.org Marilyn Calbow mcalbow@putnamcountylibrary.org

Putnam County Schools UC FP School Annette Davis davisa@putnam.k12.il.us

Reddick PLD (Ottawa) RL FP Public - Tier 2 Kathy Clair kclair@reddicklibrary.org Rici Dale eddale@reddicklibrary.org

Richard A Mautino ML MA BO Public - Tier 3 Barb White barb.white77@gmail.com

River Valley DL (Port Byron) RD FP Public - Tier 3 Kim Riley director@rivervalleylibrary.org Teri Blake teri@rivervalleylibrary.org

Robert R. Jones PLD (Coal Valley) CV FP Public - Tier 3 Jeff Stafford jstaf@coalval.lib.il.us

Robert W. Rowe PLD (Sheridan) RO FP Public - Tier 3 Debby Smith dsmith@rwrlibrary.org Patti Smith pdsmith@rwrlibrary.org

Rock Island PL RP FP Public - Tier 1 Angela Campbell campbell.angela@rigov.org Kim Brozovich brozovich.kimberly@rigov.org

Rockridge Schools RY UL Union List Rep Jacqy Peterson jpeterson@rockridgeschools.org

Sandwich PLD SA FP Public - Tier 3 Sarah Horn horns@sandwichpld.org Jan Sutter sutterj@sandwichpld.org

Schmaling MPLD SC UL Public - Tier 3 Britni Hartman fulpublib@mchsi.com

Seneca PLD SE FP Public - Tier 2 Margie Nolan mnolan@senecalibrary.net Bonnie Anderson banderson@senecalibrary.net

Sherrard PLD SD FP Public - Tier 3 Bobbi Jackson director@sherrardlibrary.org

Silvis PL SL FP Public - Tier 3 Nancy Ashbrook nashbrook@silvislibrary.org

Somonauk PLD SN FP Public - Tier 2 Julie Harte Wasson jharte@somonauklibrary.org

South Beloit PL SB FP Public - Tier 3 Doreen Dalman ddalman@southbeloit.lib.il.us Kathleen Fago kfago@southbeloit.lib.il.us

Stockton TPL SK BO Public - Tier 3 Kim Scace stocktonlibrary@aeroinc.net

Streator PL SR FP Public - Tier 3 Cynthia Maxwell streatorpl@gmail.com Rose Ann Negray roseannnegray@yahoo.com

Sycamore PL SY FP Public - Tier 1 Sarah Tobias saraht@sycamorelibrary.org Jesse Butz jesseb@sycamorelibrary.org

Three Rivers PLD TC FP Public - Tier 1 Lauren Offerman laureno@trpld.org Debbie Griggs debbieg@trpld.org

United Township HS UT FP School Beth Tepen btepen@uths.net

Walnut PLD WA BO Public - Tier 3 Michele McAlvey wpld2000@yahoo.com

6/27/201627

PrairieCat Annual Report FY2016

FY2016 was another busy and successful year for PrairieCat. This document contains some highlights of the year’s accomplishments. PrairieCat basics: 131 member libraries

• 1 academic, 94 public, 33 school and 3 special member libraries • 73 Fully Participating, 16 Basic Online and 42 Union Listing members • 14,000 square miles across northern Illinois • 4,725,444 items circulated, 548,799 holds filled, 536,675 reciprocal

borrowing transactions in FY16 • 1,072,798 bibliographic records, 4,546,556 items, 372,556 patrons as of June

30, 2016 • PrairieCat contracts with RAILS to provide services. Twelve RAILS staff are

assigned to directly support PrairieCat members. • RAILS staff assigned to the PrairieCat contract made 46 site visits to

members, provided 130 training sessions representing 1,673 training contact hours, and closed 1,100 help desk tickets

The RAILS LLSAP grant opportunity was continued in FY2016 to allow libraries to join or upgrade their LLSAP membership. The Walnut Public Library went live for circulation as a Basic Online member in November 2015, having received an FY15 LLSAP Membership grant. Four more recipients of FY15 grants will Go Live by December 2016: Creston-Dement Public Library, Grant Park Public Library, Lena Community Library and Richard A Mautino Memorial Library. FY16 LLSAP membership grants were awarded to nine libraries: one to the Schmaling Memorial Library to upgrade to Basic Online (they will Go Live in FY17), and eight to the Quad City area libraries to join PrairieCat. Those libraries are East Moline Public Library, Henry C. Adams Memorial Library (Prophetstown), Moline Public Library, River Valley District Library (Port Byron), Robert R. Jones District Library (Coal Valley), Rock Island Public Library, Sherrard Public Library District and Silvis Public Library, formerly in the Rivershare consortium. The migration of the 8 Quad City libraries into PrairieCat was a major project, which began in November 2015 with establishment of a 15 member Implementation Team that lead the project working with four key Innovative staff. The project culminated in the libraries’ Go Live on PrairieCat on schedule on May 17, 2016. Some other significant accomplishments during FY2016 were:

• There were several staff changes in FY16: Carolyn Coulter was hired as PrairieCat Director in January 2016; Mary Louise Brown retired as Senior Cataloger in September 2015 (although stayed on part-time until a replacement could be hired); Elizabeth Smith was hired as Administrative Assistant in February 2016; Ron Chesko left PrairieCat, and Andrew Hettinger

28

was hired as System Supervisor in April 2016 (Ron continued part-time to help transition duties to Andrew).

• The new PrairieCat Help Desk was launched on OTRS software as of August 24, 2015. The new software allows users to login with their L2 login, rather than remembered a separate login, and see all of the tickets associated with their library.

• The second annual PrairieCat User Group Day was held on September 18, 2015 with 111 attendees.

• The PrairieCat Delegates Assembly voted to negotiate a contract extension with Innovative beyond the current June 30, 2017 expiration date. This decision was made after several months of gathering feedback from members at all staff levels about what is or isn’t working with Innovative products. From that it was determined that many of the issues could be resolved or were decisions PrairieCat has made in how they use Innovative products. Other issues were not serious enough to necessitate changing vendors. Contract negotiations began at the Innovative Users Group conference in March 2016 and will hopefully conclude by fall 2016.

• Four libraries are now live with Express Lane, the Innovative self-checkout product, including eCommerce integration with Express Lane for fines/fees payments at the workstations. Three libraries now use Quick Click Acquisitions.

• PrairieCat upgraded to Sierra 2.0 in August 2015, to Sierra 2.1 in February 2016, and will upgrade to Sierra 2.2 in July 2016.

• Use of eCommerce to pay fines/fees via the public catalog or Express Lane has more than doubled since the service went live in January 2015. More than $4,000 in transactions are now processed monthly via eCommerce.

• The PrairieCat Training Committee created a number of staff and end user training and marketing materials on various topics such as Encore, Novelist Select, eCommerce, SMS Alerts and more. These materials are available in a either default, printable formats or customizable versions on the PrairieCat support website. The Committee also produced some new Required/Optional Duties for PrairieCat Member Staff and Core Circulation Competencies documents to assist training new staff members.

• The FY15 audit was completed in a timely fashion by PrairieCat’s new auditing firm, Lauterbach and Amen. PrairieCat has a contract with Lauterbach and Amen through the FY17 audit.

• Work continued on adding additional statistical category tables for better call number reports. This project will hopefully be finished in FY17. Circulation options for date due slip printing were also implemented for all circulating libraries.

• OCLC fees were again incorporated into the PrairieCat budget for FY17 to make distribution of those fees fairer to member libraries. Fees for Delegates Assembly lunches and the PrairieCat User Group Day were also incorporated into the FY17 budget for circulating libraries, to remove any cost barriers to members participating fully in these events.

• The ByLaws and General Policy Manual were updated and revisions approved, along with changes to the Circulation and Technical Services Policy and Procedures Manuals.

• PrairieCat launched a new monthly e-newsletter, PING, as well as a Facebook page and Google business page in spring 2016.

29

FY2016 Q4 Workplan Analysis Carolyn Coulter, PrairieCat Director

July 1, 2016

The following summary shows areas of the workplan that need attention or that are currently being addressed. Other areas not highlighted in this report are either ongoing or completed: Outcome: All PrairieCat libraries maintain collections that meet their users' basic needs within budget constraints. Wherever possible, they also purchase materials that contribute to the breadth of our shared catalog.

Develop a means for members to identify special collection strengths and/or partner in regional cooperative collection management projects. Not Started. Targeted for early FY 17

Outcome: PrairieCat has established procedures to facilitate formal and informal mentoring between libraries.

Identify a group of volunteers from each User Group that are willing to assist new staff getting up-to-speed on PrairieCat policies and procedures. Not Started. Targeted for early FY17.

Outcome: PrairieCat works to support the fiscal stewardship of the PrairieCat consortium.

Partner with RAILS to host regional library vendor fairs, identifying third-party vendors that members would like to have represented. Not started. However, PrairieCat Director plans to shortly inaugurate a process that would allow for review of third party products that may be beneficial to membership. This process will integrate existing committees into the process, and should also involve outreach to RAILS regarding such topics.

Outcome: All issues from member libraries are responded to promptly and courteously with initial response within one working day. For more in-depth projects or issues, members are given regular updates at least every two working days until resolved.

Complete more GoToAssist training for better remote assistance to members. Not started, however the Director is having this investigated by the System Supervisor for action.

30

Outcome: All PrairieCat member staff is well-trained and comfortable with all aspects of the Sierra and Encore software.

Record basic training sessions for member staff review at their convenience. Not started. Gotomeeting could be leveraged here. Investigation of our options planned for Fall and winter. Should be part of a formal training plan.

Working with PrairieCat staff and the training committee, draw up a formal training plan based on strategic plan guidelines. Adding this goal. The Director believes that a formal training plan should be in place to standardize training practices among PrairieCat staff, and to guide further training activities.

Outcome: All end-users are informed about PrairieCat services and have the tools they need to use them effectively.

Create a public web page for PrairieCat with links to member libraries and training tools. Started, targeted launch Q2 or Q3, FY16. PrairieCat director is currently working with RAILS web staff as well as investigating third party being hired to help with this work. It is suggested to incorporate one website for both public and members, as many consortium do now (member content is, of course, password protected).

Outcome: All PrairieCat member holdings are completely up-to-date in both the PrairieCat database and PrairieCat's chosen bibliographic utility.

Update the barcode certification tests to include Sierra language and updated format examples. not started, however the test has been reviewed by the new Director. Tabled for Cataloging and Database Supervisor hire.

Outcome: All popular new titles are added to the PrairieCat database at the time of order so that end-users are able to place holds.

Implement a new instant messaging client for PrairieCat libraries and ensure that it is installed on all workstations that have Sierra installed. PC Chat is still in use and deployed on all new clients. Will review options in Q1 and Q2, FY17.

Outcome: Non-circulating and non-PrairieCat libraries consider PrairieCat one of their top options when making their next automation decision.

Create a brochure aimed at decision-making authorities that summarizes the benefits of consortium membership versus standalone. Brochure for boards and directors regarding upgrade to circulating is complete. Brochures for joining PrairieCat and for patrons of new PrairieCat libraries are also produced and patron brochure is available for download by members from the support site.

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Outcome: PrairieCat members can demonstrate their value to their communities with the assistance of PrairieCat reports and statistics.

Develop report templates or easy instructions for reports in Decisions Center for library administrators to present to boards or other key stakeholders. Not started. Should be included in training plan. Targeting Q1 and Q2, FY17. Work collaboratively on marketing materials that help demonstrate the return on investment members are providing in their communities. Not Started, targeting Q1 and Q2, FY17. Suggestions are press release assistance/templates for new libraries and new promotional pieces.

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