Library Managers Minutes - March 15, 2017

Outcomes:  To be knowledgeable about changes in cataloging paperbacks. To provide input into  procedures being established for revised policies and to understand the next steps in finalizing these procedures. To share information relevant to library managers.

Agenda topics:

1. Presentation on paperback cataloging - Pauline Rodriguez-Atkins
   • Determine consistency of collections across libraries: length of time to keep, whether to interfile or keep separate, etc.
     
     • Pauline presented the recommendations made by the Paperback Series Discussion Group. A handout was provided to all in attendance and handouts are to be posted on the Intranet for all staff within the week. LMs and ALMs should review these handouts and be prepared to share with staff. [action item]
       
       • The committee identified four groups of materials that they believe will benefit from enhanced shelving access: Harlequin Publishing series, Start Trek related material, Star Wars related materials, and LEGO related material.
       • The committee recommended establishing a specific classification/labeling system for each grouping, replacing the author mark below the classification. Instead, a two-part mark identifying the general grouping and series will be used.
         
         1. All other materials received that would formerly have been added to the mass market collections will be cataloged according to existing standards.
       • Shelving              
         
         1. All libraries will shelve newly cataloged mass market paperback materials in regular shelving areas per classification and call number.
         2. Library staff should aggressively weed materials in their mass market browsing collections.
         3. After weeding, libraries should shelve mass market titles in the selected series in the appropriate fiction area, following the new guidelines. Other mass market titles should be shelved in the fiction area that appears most appropriate. If other titles by the author have been cataloged, shelve mass market titles in the same area.
   • Communication and sharing of these changes
     
     • As of 3-20-17, libraries will not add materials to mass market collections, either by inventorying on site or by forwarding to Cataloging.
     • As of 4-10-17, all new titles added to the collections in Cataloging will be fully cataloged, with custom printed barcode/spine labels.
     • After 8-1-17, library staff may submit suggestions for series to be considered for the new labeling schemes. They should use the Cataloging Consideration form for such suggestions.
     • Weeding/reshelving should be completed at all locations by 12-1-17. [future planning]
        
2. Discuss Updated Procedures Committee Tasks - Melody Kellogg  

• The following handout was provided to all in attendance: Communicating Procedure Committee Work and Procedure Committee Tasks.
  
  • These documents were created to set everyone up for success
• Melody reviewed both documents and asked that all Procedure Chairs follow the recommendations and tasks presented moving forward. [future planning]
• Committees should feel empowered to make recommendations that they feel need to be made.

3. Committee presentation and discussion: AL 200.1 Library Accounts
   Committee: Barbara Beasley (Chair, LM-WA), Anna Todd (CH), Kiley Ingram (CL), Tindle Arnold (CT), Margo Engelmann (VI) 

• Committee members, aside from Barbara, were not present due to other obligations. Barbara presented on behalf of the entire committee. 
• Barbara reviewed the highlights of the committee’s research, including training considerations, and a draft of the proposed procedures.
• The committee recommended the library system consider replacing the use of “student” in the CarlX types. It was agreed by all present that the term “minor” would be an effective replacement of “student.”
• There was discussion regarding how to simplify the card process for our members who come into physical locations to open library accounts.
  
  • It was suggested that when a member inquires about signing up for a library account staff should use the new Online Borrower Registration form and if successful, issue them a physical card. If their identity is not able to be verified via the online form, then staff can issue a paper application and ask for proper ID. It was proposed that this suggestion and discussion be taken back to the procedures committee for further discussion and evaluation. [action item]

4. Announcements - Chris Kennedy
   - Age and Condition Surveys
   • LMs and ALMs were asked to refer to the Age and Condition email that Julie Ballou sent on 3/13/17 for details regarding a survey that will be sent by Jon Rollman on 4/3/17. [action item]
   • It was clarified that this survey is in reference to our collections.

- Employee requisition suggestion

• When filling out our Employee Requisition forms, Hiring Managers need to note if they desire a position to be posted internally via our Paycom client, externally via our website, or both. This should be done in the last field of the form. To cover all bases, Hiring Managers can ask that the job posting be posted via Paycom, our website, and also ask that an all correspondents email be sent. [future planning]

- Budget follow up; 5137 Dues & Memberships

• When staff are asking to receive reimbursement for OLA membership keep in mind that the cost is absorbed at the system level. The proper way to add this type of RTP in Intacct is as follows:
  • Item ID—5137 Dues and Membership
  • Location--90 System
  • Department—999 [future planning]
  • MLS will cover up to $100 for OLA membership reimbursements
  • For conference reimbursements, keep the following in mind:
• If an employee is not a member of the association associated with the conference they are requesting to attend they can,
  • Become a member at their own cost (aside from OLA-can receive up to $100 in reimbursement) and have the library cover conference costs at the member level
  • Pay the difference between the membership and non-membership conference rate [future planning]

-RTO for online order to Walmart or Sam’s should be entered with Chase as the payee

• Make sure to enter Chase as the payee when you are requesting that the Business Office order for you online from Walmart or Sam’s Club. [future planning]

- Friends Grants

• Make sure to keep the alignment and future library initiatives in mind when submitting requests to the Friends of the Library. [future planning]

-Strengths Finder

• Encourage your staff to take their StrengthsFinder assessment and share their results with their direct supervisor. LMs and ALMs will soon be asked to start gathering results from staff. Moving forward, we will be using StrengthsFinder (as one tool of many) to help balance committees, work groups etc. While the test is currently not mandatory, it is encouraged. StrengthsFinder is one tool that will help us learn more about us as an organization and assist us with developing similarity in language. [action item]
• It was shared that there is some concern from staff regarding their top 5 StrengthsFinder strengths not matching what they believe to be their top strengths. Kay will share this concern with Leadership Team. [action item]

-ROCV-Teresa Matthews

• Kevin Cook will be sending out a Survey Monkey survey with 1 multiple choice question and a comment box for feedback to the Library Management Team. Feedback from this survey will assist with their procedure committee (320.1-Responding to Disruptive Conduct) research. Please make sure to take this survey. [action item]

Meeting adjourned at 3:00 pm