PLVN Executive Committee
Held on 2 February 2016
MINUTES
1. / WelcomeAttendees:John Murrell, Patti Manolis, Karyn Siegmann, Sally Both, Joseph Cullen, Chris Kelly
Apologies:Michael Byrne, Sally Jones, Jenny Ruffy
2. / Declaration of conflict of interest
3. / Minutes of last meeting held on 7 December 2015.
That the Minutes as circulated be accepted as a true record of the meeting
Moved: KSSeconded:PM:Carried
4. / Business arising from previous meeting minutes
4.1 / Restructure of PLVN Community Access Special Interest Groups
The restructure discussion is deferred for further discussion in March and MB is on leave.
Jennifer Khan and Shirley Bateman have suggested via KS a Reader Development Special Interest Group with a proposal to be sent to PLVN
Action:Circulate the proposal to PLVN Executive and add to March executive agenda
By:KWS
4.2 / The Australian Mobile Library Network Conference 2016
The draft program and related aspects of the conference were discussed.
ActionCirculate draft document to Executive
By:KWS
4.3 / Picture Victoria
Meeting with Peter McMahon at SLV, re SLV image collection
Football connection has not been maintained but images to continue to be accessible; historical societies not to be disadvantage
PLVN supports continued access to the images but does not have the resources for publicity and marketing to develop the site
An increasing number of public library services work with their local historical societies and use their LMS to provide access to their images,
Does Trove harvested images from or just point to PicVic
Response within couple of weeks
4.4 / Cities of Literature – collaboration
Deferred
INELI Oceania: with the retirement of Chris Mackenzie the auspice for the program and all related matters sits with ALIA; Leneve Jameson continues as the manager of the program
4.5 / Mentoring – CAVAL to attend next Executive meeting, Robert Bonte
Items For Discussion
5.1 / Financial report
Financial Status: attached
Current assets total $519,306 (Macquarie - $513,220, NAB Community Saver - $6,086); the Libraries Australia invoice for January to June has been paid. Income received during January totalled $42,795 including $790 in interest on Macquarie Transaction account. Expenses during the same period totalled $119,368.
The Aged Receivables to 31 January 2016 total $42,255 ex GST ; all overdue payments have been followed up and invoicing checked.
That the financial report for January 2016 and the year-to-date be accepted and the Aged Debtors report be noted
Moved:KS,Seconded:JCCarried
That Hobsons Bay Libraries’ credit of $2,235.79 for the Ancestry/Libraries Australia overpayment be approved
Moved:SBSeconded:KSCarried
5.2 / Accounts for payment: attached
That the accounts for payment totalling $116,940.82 be approved for payment
Moved:PMSeconded:KSCarried
5.3 / Payments for ratification: attached
That the payments for ratification totalling $11,111.43 be approved.
Moved:SBSeconded:JCCarried
5.4 / Term Deposit
That 250K be invested in a Macquarie term Deposit for 3 months at 2.85%
Moved:SBSeconded:JMCarried
5.5 / PLVN Auditor
The draft External Audit RFQ document was discussed and agreed to be sent to a number of appropriate organisation for consideration. Any submissions to be received by 22 February 2016 and considered at the March 2016 Executive Meeting.
Action:Send RFQ to nominated companies for consideration
By:KWS
6. / PLVN Communications Plan – Priorities – circulated separately`
Key strategic priorities as set out in Strategic Plan
Key partner working group
Actions:Website changes, what is required?
Consult with the network, - Libmark, managers, SIGs
Sample brief from PM, Ballarat
Key priorities to be sold by library managers and CEOs, as well as LibMarkl
Welcome pack for library staff could adjust manager’s pack
7. / The Victorian Library Update
PLVN Advocacy
Anticipated letters to Councils. CEOs and Boards letter not received; LGV waiting for Graeme Emerson to take over as as head of LGV?
Arrange meeting with Graeme Emerson
LGV have submitted bid into state Budget for Living Libraries, Tomorrow’s Library but no detail provided
8. / State –Wide Library Development Projects and ACPL / JM
State-wide Public Library Development Projects 2014-17
Meeting held today to discuss the new triennium (2017-20) and to develop project development process for ACPL consideration. Al agreed that the planning process needs to include a positive, focussed and inspirational summit demonstrating good investment in the planning. The next triennium will be discussed at PLVN March meeting with possibly a July summit
The outcomes of the State budget in late May could be discussed at the pre-summit meeting in June 2016. PLVN has indicated its preferred facilitator for the summit so the details of the summit need to be finalised a.s.a.p.
Meeting with Justine Hyde to be scheduled.
9.
9.1 / General Business
Libraries Australia
Key actions (detailed in the attachment) agreed are
1.Confirm with OCLC the proposal to cease the use of VDX for Library Link Victoria in 2017
2.Discuss with Libraries Australia the proposed forum and the issues relating to the updating and currency of the Libraries Australia database
3.Develop a plan for communicating with key LMS vendors in Victoria re software changes to facilitate LA maintenance (additions and deletions) in liaison with SWIFT group
4.Organise meeting with LGV to discuss the way ford for LLV
5.Ascertain what is happening in the other states about their current practices and proposed future actions. / KWS
9.2 / PLVN Sponsorship
A draft document prepared and circulated offering a number of options for partnership; the proposal will be circulated to interested parties and potential partners at the VALA conference 9-11 February by KS
Redefining Reference Services with current partners workshop to be held on 8 February, with about 40 public library staff in attendance
9.4 / APLA update
The Early Literacy Summit to be held in Canberra from 7 and 8 March 2016 with JM to represent PLVN.
APLA has a face to face meeting in Sydney on 23 May 2016
9.5 / Library Materials procurement contracts:
The Procurement Australia Library Materials tender is being prepared, libraries need to discuss with PA their need
Action:Request Cameron Spence to advise public libraries about the status of the MAV library materials contract
Ascertain status of the Procurement Australia library materials contract and advise members
Action:KWS
Items For Information
10. / Correspondence –
Nil / KWS
11.
11.1
11.2
11.3
11.4
11.5 / Other Business
VTSS EoIs have been invited for English- and LOTE programs – submissions due 15 February 2016
PLVN Annual report 2014-15 – edits, etc. to KWS by 3 February 2016
SLV mini conference – call for papers issued
ALIA paper abstract accepted
NSLA Public library statistics due in March 2016
Executive Meetings: / 2 February 2016 / MAV
1 March 2016 / MAV / Appointment of PLVN auditor
5 April 2016 / MAV
3 May 2016 / MAV
1 June 2016 / MAV
12 July 2016 / MAV / Accounts for auditor
2 August 2016 / MAV
6 September 2016 / MAV / Audited financial statement
4 October 2016 / MAV
8 November 2016 / MAV
5 December 2016 / TBD
General Meetings / 22 March 2016 / MAV
21 June 2016 / MAV
18 October 2016 / MAV
6 December 2016 / TBD
AGM / 18 October 2016 / MAV
With thanks to our Partners for their continuing support:
Item 5:FINANCIAL REPORT to 31 January 2016
5.1Financial Status:31 January 2016
Bank Balance / July / August / September / October / November / December / January / TOTALMacquarie Transaction Account
Opening Balance / $148,811 / $192,413 / $261,135 / $353,532 / $320,634 / $724,152 / $493,200
Closing Balance / $192,413 / $261,135 / $353,532 / $320,634 / $724,152 / $493,200 / $513,220
Interest Received / $333 / $249 / $463 / $589 / $859 / $954 / $790 / $4,237
NAB Community Saver
Closing Balance / $7,580 / $7,362 / $7,262 / $7,037 / $7,037 / $6,620 / $6,086
Profit and Loss / July / August / September / October / November / December / January / YTD
from MYOB ex GST
Income / $45,826 / $361,070 / $296,343 / $1,738 / $148,959 / $5,192 / $42,795 / $895,273
Expenditure / $663,525 / $29,867 / $9,632 / $46,296 / $19,642 / $2,913 / $119,368 / $897,091
Bad debt/WriteOff / $0 / $0 / $0 / $360 / $360
Net Surplus/Deficit / -$617,699 / $331,203 / $286,711 / -$44,918 / $129,317 / $2,279 / -$39,990 / -$1,878
Quarterly summary / Q1
Income / $703,239 / $149,544
Expenditure / $703,024 / $74,902
Net / $215 / $74,642
BAS / $21,297 / $9,168
Aged Receivables at 27 January 2016
PLVN Inc - General AccountGPO Box 4326
Melbourne VIC 3001
Aged Receivables [Summary]
27/01/2016
Name / Total Due / Jan / Dec / Nov / Pre-Nov
Casey-Cardinia Library Corporation / $16,681.08 / $16,681.08 / $0.00 / $0.00 / $0.00
Cengage Learning Australia Pty Ltd / $2,750.00 / $0.00 / $0.00 / $0.00 / $2,750.00
Central Highlands Libraries / $8,330.03 / $8,330.03 / $0.00 / $0.00 / $0.00
Coburg Historical Society / $330.00 / $0.00 / $0.00 / $0.00 / $330.00
Department of Environment, Land, Water & Planning / ($0.01) / $0.00 / $0.00 / $0.00 / ($0.01)
East Gippsland Shire Library / $1,791.90 / $0.00 / $0.00 / $1,791.90 / $0.00
Hobsons Bay City Council / ($2,235.79) / $0.00 / $0.00 / $0.00 / ($2,235.79)
Latrobe City Library Service / $0.40 / $0.00 / $0.00 / $0.40 / $0.00
Mitchell Shire Library & Information Service / $1,195.70 / $0.00 / $0.00 / $1,195.70 / $0.00
Monash Public Library Service / $3,240.60 / $0.00 / $0.00 / $3,240.60 / $0.00
State Library of Victoria / $745.00 / $745.00 / $0.00 / $0.00 / $0.00
Towong Library Service / $522.00 / $522.00 / $0.00 / $0.00 / $0.00
Vision Australia Information & Lib Svce / $2,389.20 / $0.00 / $0.00 / $2,389.20 / $0.00
West Gippsland Regional Library Corporation / $2,987.60 / $0.00 / $0.00 / $2,987.60 / $0.00
Yarra Libraries / $3,527.62 / $0.00 / $0.00 / $3,527.62 / $0.00
Total: / $42,255.33 / $26,278.11 / $0.00 / $15,133.02 / $844.20
Ageing Percent: / $0.62 / $0.00 / $0.36 / $0.02
5.2Accounts for Payment
Invoice Date / From / For / Amount ex GST19.12.2015 / I&J Management / Review of Local Government Act for RLCs (to be recovered in full) / $1,950.00
31.12.2015 / Maude Farrugia / Annual Report, Website Maintenance (Dec 2015, Jan 2016) / $750.00
31.12.2015 / MAV / Exec Officer and Administrative Overheads, less workshop receipts / $3,864.82
14.1.2016 / Inticon / Domain renewal, 11.0.16-10.2.18 / $55.00
20.1.2016 / Vicnet / Virtual Mail Server - plvn.net.au / $150.00
21.1.2016 / NLA / Libraries Australia, subscription January to June 2016 / $110,171.00
TOTAL / $116,310.82
5.3Payments for Ratification
Invoice Date / From / For / Amount ex GST17.12.2015 / CAV / Annual Statement and fee / $108.80
18.12.2015 / Geelong RLC / PLVN General Meeting and Scholarship presentation costs (SLV to reimburse $745), 8 December 2016 / $1,300.45
31.12.2015 / ATO / BAS payment / $9,168.00
25.1.2016 / NAB / Credit Card payment, December 2016 / $534.18
TOTAL / $11,111.43
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Item 9.1: LIBRARIES AUSTRALIA ISSUES
Notes and Actions from meeting held on 27 January 2016
Attendees:Anita Catoggio, Lloyd Brady, Michelle McLean, Evi Bachelor, Sherrill Harvey, Jospeh Cullen
Apologies:Jane McKellar, Lorraine Seeger
Actions:
1.PLVN to discuss with LGV the proposed changes to the LLV program resulting from the OCLC change (VDX software being phased out within 18-24 months )
WORLDCAT will harvest from LA database rather than live data - contractual implications.
Current usage of LLV?
Implications of the changes on PLVN members in terms of resourcing (staff, time, etc.)?
Current LLV cost $283K per annum – could be used by Vic’s public libraries to fast track the updating and maintenance of the state’s library collections
Check original contract specifications and date for retendering
Action:executive Officer
Since the meeting, I had the opportunity to speak with Chris Thewlis, OCLC who has had discussions with LGV about the future of VDX and has advised that the proposal to cease the VDX product has been cancelled in the short term – LGV to formally advise PLVN
2.PLVN to contact OCLC re
- The proposed software changes to LLV – no longer required due to note in previous point
- The changes in the Libraries Australia LMS and the implications for contributing libraries?
3.PLVN to write to National Library of Australia
- Advising the concerns with the accuracy and updating of the national database – Chris Thewlis indicated that he will also look into this.
- Seeking clarification on the strategic direction into the future (2016- ) with reference to https://www.nla.gov.au/content/resource-sharing-strategic-plan-2012-2015
- and the IT strategic plan (https://www.nla.gov.au/sites/default/files/it-strategic-plan-2012-2015.pdf) including replacement ILMS
- The implications of these plans on libraries contributing to and maintaining the national database.
Current usage of Libraries Australia for ILL from Victorian public libraries? Usage of LA for ILL across Victoria varies considerably with the implementation of LibraryLink Victoria, due to its ability to search live holdings, and the SWIFT consortium database, resulting in Victorian public libraries more easily sourcing material from each other rather than via traditional inter-library loan
4.Letter to each LMS vendor to ascertain the work that they are doing with LA and OCLC for the automatic updating (additions and deletions) of public library holdings on the national database
5.SWIFT committee/user group to identify the status and processes in place by different members
Action:Lloyd Brady
6.Ascertain what is happening in the other states through APLA contacts
State and Local Collections:NSW and QLD
Single Bibliographic Database:SA, WA, Tas, NT and ACT
7.Letter to SLV re the changes proposed, the implications for Victoria’s public libraries – given the updated information in item 2 this is not required?
Notes
LMS vendors:Spydus -cannot delete records with no holdings
SirsiDynix – keen to work with LA to develop a process
Amlib-Now an OCLC subsidiary
Libero -?
Implications of using an alternate record source , such as Library of Congress, won’t help ILL costs in Australia
Inaccurate holdings records increase the cost to library services
Possible solutions to the accuracy of the Libraries Australia database:
One off deletion of library service holdings, upload current data then maintain holding automatically (software to add necessary markers/tags when last copy deleted) – implications for LA resourcing (see IT strategic plan)
Discussions with LMS vendors for automatic uploads have been started. What is the status/progress?
If Victoria enters into one LMS arrangement, the specification to include automatic upload of data including deletion of holdings
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