Materials Services Division Managers' Meeting Minutes for June 15, 2006

Materials Services Division

Managers’ Monthly meeting

June 15, 2006

8:00 A.M.

Capitol Hill Library

Present: Karen Marriott, Janet Brooks, Heidi Johnson, Pauline Boyer Rodriguez

Technical Processing update – Heidi

• So far, the runs in June have been on average 655 labels per day which is a slight decrease compared to last month’s 682 labels. Technical Processing currently receives an average of 45 boxes of materials a day which is a slight increase from last month’s average of 41.
• The oldest non-rush materials Technical Processing is currently processing are from the run brought to TP on June 13; there has only been one run since then. At this point, TP is just about caught up with processing. However, since there was a UPS delivery of 135 boxes of books on June 14, this may change again any day now.
• The bindery status still remains uncertain at this time.
• Heidi is still in frequent communication with Baker & Taylor’s accounting firm CFS. The June statements have been received. Some of the old items have disappeared from the accounts, but very few so far. However, the good news is that no new mismatched amounts are appearing, so it seems that CFS now has a handle on posting our current payments correctly.
• The Ingram accounts are all current at this time.
• On 6-2-06, Heidi met with Larry Olson, a resident of the Westminster Retirement Community here in the city. He was interested in learning more about supplies to use for processing materials for their library. He seemed quite satisfied with the information he received.
• All TP staff attended the Summer Reading training in May.
• Heidi and Dana Phillips from TP attended the Train-the-Trainer workshop DN on June 8.
• TP had a Staff Appreciation pizza party on June 2.
• Heidi Port is working on scheduling a community service volunteer to help with tasks in both TP and MSL during the month of June.
• Heidi met with Karen Marriott and Jim Welch about TP’s future department setup on June 13.
• Heidi attended the Finance Committee meeting on May 31 at the DN library where the planned Service Center was under discussion.
• All TP staff have assured Heidi that they have returned their flex enrollment forms to HUM by the deadline.
• Jim Welch has enhanced TP’s GUI client so Heidi is now able to attach check breakdown information from the vendor inquiry screen to e-mail sent to vendors’ accounting depts. This will be a big help when trying to consolidate statements each month. 

Materials Selection update – Janet

• Library Visits
• Selectors made an annual visit to SO and a 6-month library visit to RE during May.
• During June selectors are making a 6-month visit to WA and an annual visit to BE.
• During July selectors are making an annual visit to CH and a 6-month visit to BI.
• Budget
• Selectors are finishing up FY06. Most funds have been encumbered. Selectors are still working on SELFU distributions.
• Selectors worked on the fund divisions for FY07 and submitted their recommendations to Karen. With her approval, the funds will be entered shortly and selectors will begin generating orders for the first list in July.
• Spotlight On
• Julie and Janet prepared a “Spotlight On” bibliography for the teen summer reading program. It is up on the web page.
• Selectors will be working on updating the Spotlight on Hispanic Americans in July.
• Janet and Julie will be working on bibliographies for the teen page. Their first one will be on the webpage in time for Teen Read Week in October.
• Workshops/Meetings
• Julie and Janet attended the Middle School Development Workshop on May 16 and 19.
• Susan and Kim attended the workshop for Reference USA on May 23.
• Ruby attended a workshop at the Oklahoma Heritage museum on Oklahoma Centennial activities on May 31.
• Reagan attended the communications workshop on June 1.
• Denise volunteered at MC for the summer reading kick-off activities on June 1.
• Kim attended the basic parliamentary procedures workshop on June 2.
• Janet, Ruby and Elizabeth attended the Train the Trainer session on June 8.
• Janet attended the FOI board meeting on June 11 and will be working with several other board members on a project to get libraries involved in displays and distributing information about the First Amendment.
• Janet taped several Read About It segments on June 14.
• Reagan is attending the Time Management workshop on June 22.
• Several staff are attending the Mass Mutual Meetings at the end of the month.
• Janet is scheduled to attend the Young Adult development workshop on July 11 and 18.
• Ruby is scheduled to teach G.O.A.L. on July 17.
• Julie and Ruby will be attending the Coaching a Winning Team workshop on July 26.

Cataloging update – Pauline

• Ursula continues to be off; her projected return date is June 28. Pauline is still receiving shipments, and using the time to update procedures.
• As of the end of May, the number of barcode labels printed is already greater than any other entire fiscal year. The number of titles handled continues to be about the same as last year.
• The new order of blank labels has been received. Pauline will place a large order after the start of the new fiscal year.
• Several staff members now have desk lamps, to help improve visibility and cut down on glare.
• On his own, Aaron learned to do bulk deletes of holdings from WorldCat. The OCLC numbers are entered into an Excel file and uploaded to Connexion for delete. This has considerably speeded the process of deletion.
• Margaret and Karen are completely current on processing transfers. They have been a major help as various Cataloging Technicians have been on AVL.
• Pauline has talked with Stacy and Kellie about looking into the possibility of cataloging Planning’s professional collection, for easier access by managers.
• The Amigos billing estimate for FY07 has been received. Pauline and Karen discussed options, and Pauline has submitted a revised estimate. The actual invoice will be received in July.
• Jana volunteered for the summer reading kickoff on June 1 at Downtown.
• MaryGrace has been in June 5-16, while Clyde and Jana have been on AVL.
• Tech Processing invited Margaret and Karen to participate in their staff recognition pizza party on June 7, and both did so.
• Meetings and training attended:
• Jill – OLA SSRT, May 18
• Pauline – OLA Program Committee, May 19
• Pauline – OLA Leadership retreat, May 25 & 26
• Pauline – Finance Committee, May 31
• Pauline – OLA TSRT, June 2
• Pauline – Train the Trainer, June 7
• Pauline will be out for ALA June 22-28.

Administration update – Karen

• Service Center Building
• The site evaluation is proceeding.
• Funds for the purchase of property and the building are in the FY07 budget.
• Options are being explored to handle water runoff that might be created by paving the parking lot.
• Cafe
• 20 bid packets were sent out; the deadline for submitting bids has not arrived yet.
• The Headquarters Manager will begin work on June 26.
• Donna is looking for someone to chair the United Way campaign. Interested staff should notify their supervisors.
• Ralph Ellison construction project
• MLS will begin to move forward with selection of an architect.
• The project has been scaled back somewhat, due to available funds. Refer to Commission packets and committee minutes for more information.
• Capitol Hill roof
• The CH roof will be replaced using city funds. No date has been set for the project to begin.

Questions/Miscellaneous - All

• Pauline and Karen discussed encumbering remaining 404 funds to the GPO deposit account.
• Pauline, Heidi, and Karen set a meeting on July 11, 8:00 A.M., to discuss preliminary building plans.

The next meeting will be on July 20, 8:00 A.M., at Downtown. Janet will chair.