NMRLS Executive Board Meeting Summary
Thursday, February 28, 2008

Action Item: School Recertification - Approval of Waivers
Susan Grabski summarized this year's recertification process. On January 7, 2008, NMRLS sent a letter requesting recertification information to 216 member school libraries (those who had joined prior to 7/1/07). As of January 25, 2008, NMRLS had not received any response from 65 libraries and, therefore a second letter was sent on February 15, 2008. As of February 28, 2008, NMRLS has received 17 waiver requests (3 that will be addressed at the March meeting), 12 incomplete returns, and 155 complete returns. 32 libraries had not yet responded and will receive a third letter informing them the NMRLS Executive Board would be taking action on March 20, 2008 to remove those schools from NMRLS membership rolls.

Of the 14 One-time waiver requests received as of Friday, February 22, 2008, NMRLS recommends that the Board accept 2, pending additional supportive documentation.

The Board discussed each waiver application and the reasons for denial or acceptance. Two libraries will be asked to submit further documentation, e.g. college transcripts, before their waivers will be formally accepted. Libraries whose waivers are being denied will receive a letter from NMRLS explaining why their waiver requests were denied and giving them a chance to submit additional information, if applicable. The Executive Board approved a motion to approve the two one-time waiver requests pending receipt of acceptable documentation.

MassCat Three-Year Agreement
Greg informed the Board that negotiations with a new vendor for MassCat were successful. The five-region project, MassCat shared online catalog and ILL system is migrating to a new, improved open-source platform-Koha (A sample Koha OPAC: http://search.athenscounty.lib.oh.us/). The MassCat Executive Committee feels it is time to revise the operating agreement to include a three-year commitment. MassCat Manager, Nora Blake, estimates that the costs to the regions under this new agreement will be reasonable. However, if one region dropped out, it would significantly increase the costs to the remaining regions. A three-year term will allow the new system to be launched and expanded. If reevaluation is required, it can take place at the end of the term. Some concern about the term has been raised as has the need for a budget contingency in the event of an emergency. Greg expressed that all of the regions are committed to the project and that nay contract on with the vendor is contingent upon adequate funding from the state. He asked for input from the Board if they had any comments on the document.

Delivery Services Update
Susan Grabski reported that our vendor has made significant improvements since our last meeting. The have brought in an efficiency expert who has made many changes to the way the firm conducts sorting. Sorting has been shifted to the afternoon and has begun to provide next day delivery of all items. Once they finish looking at the sort they will move on the delivery side of their operation. They have already begun to look at vehicle capacity and the possible change to larger vehicles to accommodate the volume. The changes are encouraging.

Upcoming Meetings

Thursday, March 20, 2008
2:30 - 4:30 PM
Gleason Public Library, Carlisle