Council of University of Wisconsin Libraries
Council of University of Wisconsin Libraries Meeting
Tuesday, September 11, 2012
10:00 am – 2:00 pm
UW-Stevens Point, University Library, Room LRC 107
Agenda
Attendees In-person: E.Barczyk (UW-Milwaukee), M.Boucher (UW-Colleges), J.Cates (UW-Parkside), M.Crowens (WHS), K.Davis (UW-Stevens Point), R.Ettinger (USCC), P. Ganyard (Chair, UW-Green Bay), E.Van Gemert (UW-Madison), R.Ginzberg (UWSA), B.Johnston (UW-Stout), L.Konrad (UW-Madison), V.Malzacher (UW-River Falls), M.McCallister (UW-Whitewater), S.Mitchell (OLIT), S.Morrill (WiLS), T.Muraski (LTCC), J.Pollitz (UW-Eau Claire), J.Robb (CDC), A.Taylor (OLIT), P.Wilkinson (UW-Oshkosh)
Attendees Online: P.Beck (DICC), J.Jax (UW-La Crosse), Z.Sampson (UW-Platteville),
Guest: S.Piepenburg (UW-Stevens Point)
Meeting convened at 10:02
1. Welcome and Introductions – Ganyard welcomed everyone to the first CUWL meeting of 2012-13. Introductions were made and new members to the Council were welcomed.
2. Goal and meeting procedures – Ganyard explained that the goal of the meeting is to make a decision as to whether we should accept Ex Libris’ proposal to become an early adopter. Depending on the vote, we will discuss next steps. Since people were joining via video/audio Ganyard indicated that she may need to call on people during the discussion to ensure everyone has a chance to speak. We are not going to debate the cost sharing models at this meeting, though it will be discussed at a future meeting.
3. One System, One Library – discussion & recommitment - This decision regarding pursing a next generation ILS will require us to take us to the next step in the one system one library philosophy. The Executive Committee felt it was important for CUWL to discuss our commitment to this philosophy. Discussion took place that. Major concepts of the discussion included that this is an opportunity to think completely differently on how we manage materials and that the fact the lack of a single union catalog is a barrier to being able to take the philosophy to the next step. Van Gemert said that this decision is less about technology and more about policy decisions.
Muraski said that there was a consensus among the LTCC LAMS that we should build on the momentum and that this is an overdue move, though technology can’t drive the priorities CUWL needs to identify our priorities sense of the priorities first.
Pollitz moved (seconded by Van Gemert) "The UW System libraries recommit to a one system one library vision as they develop concepts, procedures and policies". - Motion passed unanimously
4. Ex Libris Proposal for Alma and its Associated Costs - There was much discussion, focusing on costs, other possible products, timelines and staffing implications. Under this model both SFX, Metalib and Voyager costs would go away. Discussion about possible UB impact if not all campuses went at the same time. Discussion about how well other possible products can meet the needs of CUWL. If CUWL decides to go through the RFP process we would then have an opportunity to apply to Common Systems for funding, but if a single source process is pursued we would have to look to OLIT and borrowing from UWSA to help pay a large proportion of the upfront costs. There was discussion of whether this was an upgrade or not, and it was decided it could not be considered an upgrade. Ginsberg shared some problems that could arise if the single source proposal is moved forward – not saying it can’t happen, but said the chances of getting all the signatures – including the Governor in time would be difficult.
Lunch – 30 minute break.
5. Vote – Pollitz (Van Gemert Seconded) made the motion “To accept the Alma proposal from Ex Libris and go through the process of pursuing a sole source waiver.” Discussion – some feel they cannot tell Ginsberg that we know this is the only product out there. Ruth explained what would define a sole source. Motion was defeated by a vote of 1-15.
Van Gemert made the motion (Seconded by Barczyk) “To move immediately to prepare an RFP for the evaluation and eventual purchase of a new next generation ILS for UW System libraries.”– Motion passed unanimously 16-0.
6. Methods for the Procurement of a Next Generation Library System
Van Gemert nominated Lee Konrad (seconded by Wilkinson) to lead the RFP process. No further nominations. Konrad was unanimously approved. Ginzberg will work with Konrad on getting the requirements committee together. The results of that committee will then be turned into an RFP.
Ginzberg suggested a committee of 5-7 people might be most effective for the evaluation team and one member must be from outside the UW System. Konrad will work on seeking nominees from campuses. Directors should send any recommendations to Konrad.
7. Discussion and Proposal for a Path Forward
Executive Committee will work on some overarching principles for the RFP committee to work on for the end goal. It is important to make sure people are empowered.
The rough timeline is that the RFP be issued within 6 months.
8. Next steps - CUWL is meeting with the ITMC October 15 and 16. CUWL will be doing a presentation on Primo as part of the joint session on Monday morning. Be sure to register for the conference and your hotel. If you have topics for this agenda please send them to Ganyard.
9. Adjourned at 1:36