NSW PUBLIC LIBRARIES DOCUMENT DELIVERY SUB-COMMITTEE MEETING MINUTES

Date: Monday 3rd February 2020
Venue: Macquarie Room, State Library of NSW
Time: 2.00pm-5.00pm
Chairperson: Anne Laidlaw, City of Sydney
Secretary: Kristin Ovidi, Sutherland

1. Welcome and introductions

2. 2. Apologies:

• Andrew Gee, Wollongong
• Brenda Finney, Singleton
• Huong Tran, Lane Cove
• John Hogan, Canada Bay
• Sharon Downie, Liverpool

3.AGM nomination of Chairperson and Secretary

Anne Laidlaw, City of Sydney, offered to stand as Chairperson and Kristin Ovidi, Sutherland, offered to continue as Secretary for the next 12 months. Nominees were appointed to these positions by majority vote.

We all would like to thank Murray Boothman, Strathfield, for the great job he has done over the past 2 years in organising and chairing the quarterly meetings. Thanks Murray!

4. Confirmation of minutes dated 2nd December 2019
Annie Persijn, Georges River
Murray Boothman, Strathfield

5. Actions arising from previous meeting

• Deep linking from Libraries Australia records to catalogues: Since the last meeting, some libraries which previously were not deep linking from Libraries Australia directly to the item listed on their catalogue, have opted to do so. These libraries include Bayside, Georges River and Randwick.
  

• Van run deliveries over Christmas: Hornsby and Strathfield both received their regular deliveries over the Christmas/New Year break even though notification was sent to SLNSW that deliveries were not required.
  

• Strathfield Library’s renovations: At present, the library is undergoing major work; the building has been gutted and the floor and walls are being rebuilt. The scheduled work is running on time and should be completed towards the end of March. Strathfield is still emptying chutes and having van run deliveries even though half their collection is in storage. The library is suspended on LADD during this time.
  

• RFID: The State Library is considering converting its multicultural collection over to RFID; they have had a conversation with an IT Librarian located at Inner West. If the plan goes ahead in the future, it will mean that borrowing libraries with RFID systems will need to reset the tags in the bulk loan books when received so that the items can be borrowed by their patrons.
  

6. State Library of NSW report – Oriana Acevedo
This report is emailed monthly to library managers and covers topics such as grants and upcoming activities – topics may be of interest to staff in various other positions so Oriana will forward the current report to Anne Laidlaw, City of Sydney, who will distribute it via the ILL elist.

7. Multicultural Services report – Oriana Acevedo

• The Multicultural Services Unit is currently up-to-date with the processing of bulk loan requests. If you have a patron requesting a bulk loan in an language not listed on the Community Languages Collection Directory, please let them know and when a number of requests for a ‘new’ language have been received, the Multicultural Unit will look into the possibility of purchasing items in that language. Also, if you receive requests for bulk loans in alternate formats, please check with the SLNSW as they may be able to assist eg. French, German and Spanish audiobooks are available for loan, although A/V items in non-European languages are in limited supply.
  

• The SLNSW is planning to collect statistics on the types of materials lent to public libraries. This is a timely reminder about the upcoming end of financial year report on statistics of borrowings of items for specific languages – SLNSW will send a spreadsheet indicating what data is required.
  

• The SLNSW’s Multicultural team will be relocating. At present, a lot of walking is involved in their daily tasks. A new lift will connect the collection to the team and driving trolleys will also be introduced to help move boxes between floors. The change will allow a more efficient work-flow and is expected to happen by June 2020.
  

• Oriana will be on leave for 2-3 weeks and will return towards the end of April. Abby Dawson (Senior Library Technician) will soon be working overseas as a library manager. A new Senior LT will work with Oriana, Jason McPherson, Lauren and Rita.
  

8. ILL Van

• The transition from Toll Couriers to the Australia Post driver service has occurred. One of the reasons for the change in provider was the result of poor communication from Toll managers. The move is also due to Australia Post having a better tracking system for bulk loan boxes – in November 2019, 5 boxes of German books went missing with Toll. The boxes eventually turned up in a warehouse in Wollongong (their distribution centre).
  

• The new Australia Post van run driver is Mike Ng. Allow for 2 weeks to adjust to the new delivery system but overall the van run schedule has not changed much. As long as a library is open, Mike will be able to make his delivery – we will also be provided with Mike’s contact details. Over the next 2 weeks we’ll encounter issues which may arise eg. Does AM listed on the new schedule definitely mean that Mike will be arriving in the morning? Libraries can make a note of any issues and email them through to Oriana. Aurora from Bayside has had her delivery day moved to a Tuesday – this has had an impact on her scheduled hours.
  

• With the changeover to Australia Post, the blue tubs which were used as deliver crates by Toll Couriers are no longer required so libraries can keep them if they wish. These crates were originally supplied by Waverley 10-15 years ago.
  

9. The Wiki

Nil comments.

10. Libraries Australia/LADD issues

Nil comments.

11. Suggested topics for discussion

The ILRS Code Review 2019 by the ALIA Interlibrary Lending Committee, the ALIA Board, and representative library bodies. Here is an excerpt from the email that was sent by Margarita Moreno, Chair, ALIA Interlending Advisory Committee (AIAC), on 17th January 2020:

From 1 April 2020 there will be a 9.5% increase in the ILRS Code recommended basic fee, taking the total to:
• $18.50 for core copies electronic delivery • $28.50 for core loans including normal delivery.
Please note that the $10 postage charge for physical loans (incorporated in the $28.50) is new. In the past, there has been no charge for postage when sending an item in the standard 4 working days (additional charges only occurred for express post). Along with a reduction in the number of pages scanned in the base charge from 50 pages to 25 pages before additional charges are incurred.
Also, from July 1 2021, charges will increase annually according to CPI.

Questions regarding the fee increase were raised at the meeting and Anne Laidlaw offered to contact Margarita about some of these issues. Here are the questions and responses:

Q. Is a $10 postage charge going to be applied to public library requests in LADD, changing the default cost from $0.00 to $10.00 per item?

A. The $10.00 postage charge applies to any libraries that adopt the ILRS Code principle and fees. Libraries that have reciprocal arrangements determine the fees for libraries participating in the reciprocal agreement. In other words, it’s up to the members of the reciprocal agreement to determine fees or gratis service.

Q. If so, is it possible to keep the default for reciprocal public library requests in LADD at $0.00 to limit changing the price for Metro Van deliveries where postage isn’t used?

A. Yes. Members of the reciprocal agreement decide the fees libraries pay or whether they supply gratis.

Q. Have all Universities agreed to the new charges of $28.50?

A. ALIA approached a number of peak representative bodies to endorse the proposed changes to the ILRS Code including fees. And I can report that all peak bodies endorsed the proposed changes including the Council of Australia University Librarians.

Q. Where can we access the CPI information? Is the data sent through to Library Managers?

A. CPI information is available from the ABS. We used this information to determine the CPI increase since the fees were last increased in 2011. We calculated the increase to be 9.5%. The ALIA Board and the different peak organisations have agreed that from now on the intention is to increase the ILL fees annually based on the CPI increase as confirmed by the ABS https://www.abs.gov.au/ausstats/abs@.nsf/mf/6401.0. We expect that a few months before the fees are due to increase, the AIAC would check the CPI rate and update the fees on the ALIA ILRS page to reflect the new change. LADD will then be updated and libraries with their own ILL management system will need to make the changes in their local systems.

Q. After the new fee implementation on 1st April 2020, the next increase in fees won’t occur until 1st July 2021?

A. That is correct. The fees will be increased annually except for this year given the implementation will occur on 1st April.

Q. Many libraries have already set their fees and charges for financial years 2019/2020 and 2020/2021. In the interim between April 1st and July 1st 2020 are we able to change the cost in LADD back to $16.50 or equivalent if agreed by both lending and receiving libraries?

A. The ILRS Code fees are recommended fees however libraries can agree to vary charges at any point. So if both lending and supplying libraries agree to hold the $16.50 that is perfectly okay, however, you’ll need to remember to adjust the fee in the system before you supply on LADD.

Attendees at the quarterly meeting were in agreement not to charge postal public libraries the $10.00 postage fee.

For more information on ILRS Code fees please see https://www.alia.org.au/resources-and-information/interlibrary-lending/australian-interlibrary-resource-sharing-ilrs-code

12. General business

Aurora from Bayside now works at the Bexley North branch instead of Rockdale. As she has an influx of emails in her ILL folder, please email her directly at aurora.laimable@bayside.nsw.gov.au if you wish to contact her regarding ILLs. She is unable to update her email address on the ILRS.

13. Next meeting - Monday 4th May 2020. Venue – Macquarie Room, SLNSW (located behind the café near the library entrance).

Attendees:

• Ania Milczarczyk, Campbelltown
• Anne Laidlaw, City of Sydney
• Annie Persijn, Georges River
• Aurora L’Aimable, Bayside
• Deborah Malcolm, Stanton
• Diane Parkin, Hornsby
• Fujing Zhao, Kuringgai
• Grace Yoo, Mosman
• Kristin Ovidi, Sutherland
• Mayer Wu, Canterbury Bankstown
• Mark Ross, Ryde
• Mirjana Kusevska, Ryde
• Murray Boothman, Strathfield
• Shelley Petchell, Cumberland
• Teresita Quinones, Waverley