lbm19831018OCTOBCR 18, 1983
MUSKEGO DUBLIC LIBRA.RY BOARD
CITY HA.LL
PRE~ENT: Board members Ray Christenson, June Wolf, Jane Roberson, Ruth Leichtfuss,
Olga Mimier, Don Matheson, and Director Holly Sanhuber. Guests: John Ernst and
Bruce Lecus.
Special meeting was called to order at 7 :00 P.M. by President Cr,ristenson.
John Ernst and Bruce Lecus of S.E.W.R.P.C. were introduced to discuss and answer
questions on library automation.
Mr. Ernst advised Regional Planning Commission has provided 90 units of data
processing service to city governments since 1967. They are very aware of cost/
efficiency. They have a lean staff of 19 and not aggressive in marketing--react
only "at request." They offer consultation free of charge, and are ready to expand
service to fulfill the needs of libraries.
They developed an automated library management system for the City of Brookfield
that has been in operation for a year. Several libraries and library systems have
observed this system. All have indicated this is the best automated system in the
country, and no negative reports. There is interest, but the problem is cost and
implementation. This is a big commitment involving library staff, library board,
and the city in general. Management statistics have been developed in the past
six months and more enhancements are available. The Brookfield system is compatible
with other systems such as OGLC. Configurations can be changed to meet individual
re~uirempnts. Other libraries can benefit from the cost, ti~e, and research involved
in develooing this original system, and the Brookfield Library computerized data
base is available at a one time cost of $15,000.00 which would save many man hours
needed for conversion from manual library. ----
Mr. Lecus distributed brochures of the Brookfield System and reviewed the
functions, highlights, and subsystems:
-shelf list format and additions in shelf list order
-key words--to eliminate card catalog
-cataloging--maintenance of data in MARC format and print card .,ith red subject
headings
-patron--bar code identification for easy check-in, check-out ...
-traps for patrons-- overdues, fines, damaged articles, miscellaneous
-overdues--can reduce a weeks work to one hour
--material traps-- reserves
-circulation--mrmth, date, time to determine "bus;r ttme" for staff scheduling
-fines--built in calendar for due date, and calculated daily. Records full
and partial payments from patrons
-reports: circulation, p~trons, overduBs, fines, turnover of materials, ..... -data integrity--dynamic security system: only authorized personnel can sign in,
operator ID, terminal ID, passwords. There is a "back up" for every file on tape
stored in fire proof vault and can be retrieved in LI5 minutes. Down time is
minimal. Can provide computer power base for local outages (rarely needed).
Addi tional general ini'ormation:
Only a few days planning would be required to ffi8dify the Brookfield System
to meet the needs of "1uskego.
IR1 equipment is used as they are the price leader and quality vendor.
It is cheaper to purchase than to lease hardware.
Hopefully leased TELPAK telephone lines which are part of the State DAIN
line service will continue at present discount rate and not be affected by
chan,-es at A.T&T.
OCT09~R J8, IG83
l'TSKE n FBLIC LIBRARY BOARD
FAGE 2
The following cost sheets were received:
MUSKEGO LIBRARY ONE-TIME EQ:JIPI'1F~NT AND IHPLEKENTATIDN COST
DESCRIPTION ESTIHt,TED COST
Upgrade City control unit
2-CRT units with wand readers
I-CRT unit without wand reader
I-printer for catalog card production
Supplies: stock paper, catalog cards, patron cards,
bar labels, overdue notices, printer ribbon
Software licensee
Brookfield data base
S.E.W.R.P.C. staff assistance-project leader 1 mo.
2 data entry/clerical 6 mo.
Freil\ht, e'luipment installation, coax cable
$ 1,200
7,000
1,710
5,000
8,000
15,000 "
15,000 *
35,000 -,co,
650
$RB,560
~~ negotiable for deferred payment. could ~e split over two annual budgets
-~:.* coulrl be reduced by traininp, present staff and taking longer than 6 months to be
oDerational
MUSKE(}O LIBRI\RY I\NNUl\.L OPERATBfG COST .~
DESCRIPTION COST
Equipment maintenance
Comp.'ter usage
SUDplies
S.E.W.R.P.C. ~upport services
$ 1,30n
25,000
3,non
3,000
$32,300
*,k
* Based on established 1984 billing rates
.:H~ not fir~t year
The payback is in better public service, increased productivity-staff can
utilize their training and leave routine tasks to machinery, better purchasing,
doing more with present or reduced staff, and maini1lÍning quaJi t~ý assis tance to
public growth in the area.
Mr. Ernst concluded that the public is accepting comDuters, and hardware costs
are decreasing. They wrmld like the opportunity to house the data base computer
system for "\^JCFLS and contract with mAmber ~ibraries for software. S.H:.1r!.Q.P.C.
is "people 0riented'! and locally avai'.BJÜe for support and assistance.
Vieeting adjourned at 8:55 P.H.
Ap;Jroved: IJ"k~;,