Materials Services Division Minutes - November 19, 2015

Statistical Highlights

• 1,793 titles new to the collection were cataloged in October, including e-media titles; approximately 180 records for mass market paperbacks were added.
• Approximately 19,500 new items were added to the collections in October, including about  2,000 browsing collection items.
• 844 requests to borrow materials through ILL for MLS customers were received in September; 820 (97%) were submitted to lending libraries; as of October 31, 470 titles have been borrowed.  For September, 1,096 requests were received; 964 were submitted; and 775 were borrowed.
• ILL staff evaluated 1,500 requests to lend MLS materials to other libraries; 778 materials were lent, for an average fill rate of 52%.Old Business

Reports on action items

Blu-Ray discs

Janet reported that she has discussed the idea of adding Blu-Ray discs with staff at all MLS libraries.  Generally, the response has been lukewarm.  Few customers have asked for them.  Staff at some libraries feel that they would be a nice addition to the collection, but do not consider them essential.

Pauline reported on her communication with large and small public libraries.  Several libraries purchase Blu-Rays separately as well as in combination with standard DVDs.  They duplicate titles in both formats for popular items.  The Blu-Rays are used, although not as heavily as standard DVDs.

Based on limited demand and the availability of streaming services, it was agreed that Blu-Ray discs will not be added to the collections.  Blu-Rays received in combination with standard DVDs will continue to be sent to the Book Sale.

Updates

Materials Selection Update – Janet

Library Visits

• Selectors conducted visits to RE and WR during November.

CollectionHQ

• Janet, Melissa and Lauren are getting the next set of assignments entered into the CollectionHQ schedule.  This has proved to be a very time consuming effort.  Thanks to Lauren, we may have discovered a shortcut to the scheduling, but we won’t be able to test it until the next data set is run after Nov. 24th.
• Tim recommended Janet contact CollectionHQ and report the problems with slow runtime for the program.  Janet will contact our rep., Norene Allen.

Meetings/Workshops

• Janet met with Tim on Nov. 6 to discuss the movie licenses.
• Janet and Kristine attended the introductory meeting for the accounting system on Nov. 9.
• Janet met with the new employees on Nov. 10.
• Janet and Susan met with Tim on Nov. 10 to discuss Ebsco license.
• On Nov. 11, Janet met with Tim Beranek from BKD Solutions to review MSL processes and how they are related to the accounting system.
• On Nov. 16, Janet attended an Amigos webinar on e-books.
• Janet met with Anne on Nov. 18 to discuss EDI implementation.
• Janet and Ruby are scheduled to meet with Kellie/DL to discuss upcoming changes to OverDrive.

Leadership Team

• Janet began attending Leadership Team meetings.  At the meeting on Nov. 18:
• Lloyd/BUS provided an update on the progress made on the Accounting Software purchase.  He will provide updates at each upcoming Leadership Team meeting.
• Heather/DVS reported on activities conducted by Friends.  She wants to discuss with library managers how we are thanking donors at the local level.
• Heather asked for a discussion on how to celebrate/highlight staff successes in the past year.  Several ideas were discussed.  Tim will be getting with Kellie/DL about getting a spot on the Intranet where libraries and departments can share accomplishments made over the last year.
• Heather also reported about the various grant requests received, the success of the Thanksgiving Stewardship card drive and the planning of the Literary Voices scheduled for April.
• Lavetta/OUT presented a proposal for a teen writing contest.
• Kay reported progress on the hiring of lead librarian positions. 19 positions will be filled as of Monday, Nov. 23.  She stressed that these positions are allowing for a better succession plan and career path for those interested in advancement.  Tim spoke of the different scholarship funds established to help those interested in acquiring their MLIS.
• Randy reported that CH is opened in the new temporary location.  They have a celebration planned for Saturday, 2-4 at the new location.
• Tim reminded the Leadership Team to review notes from Clark Swanson and to the homework assignments before the next round of meetings.

Cataloging/Interlibrary Loan Update – Pauline

Launchpads

• Pauline has established standards for catalog records for Launchpads; Catalogers have begun training to learn to add these records.  All actions are on track for January 11, 2016 launch date.
• Anne Fischer has corrected the issue regarding the format term for Launchpads in the CarlX Staff client.  The format now displays as “tablet”.
• Pauline has tested Launchpad records in the OPAC.  Although the first test did not display a cover image, later tests did.

Holiday Periodical Issues

• Pauline is creating records for these issues.  She is formatting records so that they can continue to be used each year, in order to reduce the amount of time required to add these items in future years.
• The Cataloging Technicians are barcoding and inventorying items as the records are added.
• Technical Processing staff are attaching RFID tags and routing issues to libraries as they are ready.
• All actions are on track to have all issues in libraries no later than Thanksgiving.
• After the process is completed, Pauline will make recommendations to improve receipt and handling of the issues next year.
• ILLiad implementation has been slowed due to Pauline’s having focused on Cataloging needs over the past few weeks.
• Pauline presented two sessions on cataloging AV materials under RDA at the OLA Technical Services Roundtable workshop, “Take this item and catalog it!”, at Midwest City on October 30.  Several attendees commented positively on the information presented.
• Pauline attended a Community Libraries staff meeting on November 2, where she discussed ILL policies and procedures for MLS libraries.  This interaction should help Community Library staff to better assist customers with ILL requests.
• Aaron, ILL, and Jill, CAT, volunteered to assist with Capitol Hill’s move on November 3.
• John Rahhal brought a small group interested in CarlX financial operations to tour Technical Processing, Cataloging, and ILL on November 11.  They were particularly interested in how our operations interface with TLC’s product.
• On November 13, Pauline hosted a joint meeting of the Oklahoma Union List of Serials (OKULS) and the Serials Interest Group of All Libraries in Oklahoma (SIGALO) at the Service Center.  At that meeting, the groups approved the OKULS Steering Committee’s recommendation to merge OKULS into SIGALO.  Union listing and local holdings records continue to be important for ILL operations when requesting to borrow or copy serials.  Tim Rogers welcomed the group to MLS, and the highlight of the day for most attendees was an afternoon tour of the Service Center.
• The most recent group of new staff receiving onboarding training visited the Service Center on November 16.  Kristin led a tour of Technical Processing; Pauline, Cataloging and ILL.
• Pauline is working to make sure that UPS is aware of our Thanksgiving closing schedule, so that they will not attempt delivery.
• The annual Service Center building holiday potluck luncheon has been scheduled for Monday, December 7.

Administrative Update – Tim

• Currently, the Leadership Team is working on establishing what library positions are needed and the right number of positions.  They are working toward better succession planning.
• Project Kaleidoscope is winding down.
• The Commisssion will take up the Long Range Planning Committee’s recommendation to adopt the SOaP document today (11/19/2015).  If the recommendation is approved, MLS will begin following the document and will incorporate its values into alldecisions, including hiring.
• The selection process for the Special Projects Librarian is continuing, with plans to hold interviews in December.
• Plans are under way to close off the third floor of the Downtown Library to the public.

Action Items

No action items were assigned for the next meeting.

The next meeting is scheduled for Thursday, December 3, 8:30 AM, in the Service Center meeting room.  Pauline will chair.