Materials Services Division Managers' Meeting Minutes for March 19, 2009

Materials Services Division Managers’ Monthly meeting

March 19, 2009; 8:00 A.M.; Capitol Hill Library

Present: Karen Marriott, Janet Brooks, Heidi Johnson, Pauline Rodriguez-Atkins.

Technical Processing update – Heidi

The average daily run in February was 718 items; so far in March, the average run has been 654 labels. In February, the dept. processed a total of 14,359 items. 

Technical Processing continues to be current on their processing without any backlog at all. 

So far in March, TP has received an average of 34 boxes of materials a day as compared to February’s total average of 39 boxes per day. 

Heidi continues to work with B&T’s accounting dept., CFS, to keep MLS’s accounts current. 

All Ingram accounts continue to be current. 

All TP staff have completed the MLS Culture Survey. 

Stacy from Planning conducted TP’s first V2R session on March 3; the second session is scheduled for March 23. 

Alexis visited Materials Selection on February 24 and found the information she learned there quite helpful. 

Loretta is finished with her physical therapy after surgery. 

Heidi has requested that the libraries send their bindery materials to TP by March 23. The bindery will pick up the materials from TP during the week of April 13. This will be the first bindery experience for three of TP’s processors. 

Teresa Goggins is still working on creating an online catalog for supply requests from Technical Processing. 

During this week of spring break, one processor is on AVL all week, another leaves early every day, and one of the receiving techs is gone for 3 days. 

TP has set the date for Alexis Austin’s baby shower for May 7. 

Heidi will attend the next Library Managers’ meeting on March 25 at BE to talk about AV packaging and processing. Heidi will be on AVL on March 30 and 31, but will attend the Culture Survey results meeting for supervisors on March 30. 

Materials Selection update – Janet

Staffing

Ruby is out on bereavement leave.

Susan will be out on FMLA sick leave beginning March 30 and plans to return April 20.

Library Visits

During February, selectors made annual visits to DN and a 6-month visit to CT.

During March, selectors are conducting an annual visit to ED and a 6-month visit to DC.

During April, selectors are scheduled to visit MC for an annual visit and VI for a 6-month. 

MSD Tech 

Interviews were completed for the PT MSD Tech position in MSL. Kim, Susan and Janet interviewed 6 applicants, all of which were very good. 

The new MSD Tech, Julia McConnell will start April 6.

Northwest

Kim has moved all of the AV to the basement. We will probably be looking at alternative storage sites before the end of the fiscal year. Janet has had a short discussion with Heidi about this. 

Meetings/Workshops

Janet and Kim attended the Supervisory Skills Workshop on Feb. 24 and will attend the next session scheduled for March 24. Janet shared some handouts from the workshop with the MSD Managers. Janet met with MC librarians to discuss weeding their reference collection to get ready for integration into the circulating collection 

Janet met with the Safety Committee on March 10. 

Ruby taught a session of the Readers Advisory workshop on March 10 and Melissa did the session on March 17 for Ruby. 

Janet’s scheduled to attend the children’s services meeting April 1. 

Janet’s scheduled to conduct an OLA workshop on Selecting for diverse collections on April 15 at Rose State. 

Cataloging update – Pauline 

Meetings and training attended:

Aaron – SA meeting, February 26

Ursula – Documents meeting with Sharon Bish, February 26

Ursula, Veronica – Compassionate Communication, March 18

Cataloging’s February output of barcode labels printed was 14,290, with a daily average of 715. Both were slightly higher than January’s output; overall, barcode labels printed for FY09 are running 6% ahead of FY08. 1,624 new titles were cataloged, for a daily average of 81. The number of titles cataloged remains 5% ahead of FY08; the overall number of titles handled is about 3% higher. 

Pauline has received this year’s OCLC cost estimate from Amigos. It is approximately $2,500 less than last year’s estimate, but does not include Amigos dues or surcharges. 

Veronica helped out in ILL on several days while Nicholas was out. 

Lisa assisted in MSL on March 10. 

All three catalogers’ computers have been replaced. 

 Several staff members visited ILL for Karen Davis’s farewell reception on March 12.

All staff who plan to attend OLA Conference have submitted their registrations. 

ILL update – Pauline

Karen Davis has resigned her position as ILL Technician; her last day at work was March 13. A number of people from DN as well as CAT and Tech came by to visit and wish her well. 

Karen Marriott, Brittany, and Nicholas assisted Pauline in the selection process for a new Technician. Stormy Lee has accepted the position and will begin work on March 23. 

As of the end of February, 2009, ILL has received 5,638 requests to borrow materials from other libraries. 4,471, or 81%, of those requests were filled. At the same time last year, ILL had received only 3,862 requests. For the entire fiscal year, more requests have been filled than were received last year. 

During the same period, ILL received 13,664 requests to borrow MLS materials via FirstSearch, and 3,703 via AGent for a grand total of 17,367 loan requests. A total of 7,517 requests (5,362 FirstSearch and 2,155 AGent) were filled, for a fill rate of 43%. The fill rate for FirstSearch has declined all year, and is now at about 39%, simple because so many requests come in that ILL staff cannot even look at them all. 

The Trans-Amigos Express courier service continues to have problems. On most days, staff do not know if the courier will show up, when, or where. 

Pauline, Karen Marriott, and Donna Morris met with representatives of Amigos on March 12. They discussed the new fee structure as well as the ongoing courier problems. Since the meeting, Amigos has sent MLS a check for $50 as compensation for lost courier service. 

Reliance Label Solutions, MLS’s source for ILL and barcode labels, is now an Amigos discount supplier. 

Administration update – Karen

Commission meeting

Circulation statistics for downloadable audio have been added to circulation statistics appearing in Commission packets, starting this month.

Northwest Library

There have been several meetings about furniture.

 Work on the design continues.

Service Center 

A hard hat tour is being discussed, possibly in May.

The furniture, fixtures, and equipment (FF&E) bid packets have been sent out.

Karen will be meeting with Jimmy and Heidi to discuss sorter issues.

Karen will be meeting with Pauline and Heidi to discuss mail issues.

Edmond

A community meeting about the possibility of an additional library in Edmond will be held on May 5.

Southern Oaks

An architect has been selected, and contract negotiations have begun.

It is anticipated that SO will have to relocate around March 2010.

Surveys

Karen has no new information about the Culture Survey.

The Staff Recognition Survey was helpful.

Staff Recognition is being moved to the Clarion, and will be held on November 14, 2009.

Cataloging

Jimmy is looking at adding more enhancements to the catalog, such as customer reviews, customer tags, etc.

There will be additional money in the budget next year for this.

Jimmy, Karen, and Pauline will work on this over the next year.

Baker & Taylor

Karen is still negotiating with B&T concerning the fuel surcharge on B&T orders.

Budget

Managers were reminded that budget is due next month.