Materials Services Division Managers' Meeting Minutes for November 16, 2006

Materials Services Division

Managers' Meeting Minutes

November 16, 2006

Due to scheduling reasons, the meeting in November of 2006 was canceled. However, managers compiled department updates for that month to be posted on the Intranet.

Cataloging Update Pauline

Pauline is on leave and will return on December 4. Aaron is the Cataloger in charge.

The number of titles cataloged in October increased from September, but is still 12% less than last October; the cumulative total for the fiscal year is down 18%. The number of labels printed in October is also 12% less than last October; that cumulative fiscal year total is also down 18%.

The order of blank labels for barcodes is scheduled to ship on November 10, and should arrive sometime the following week.

Technicians

Margaret continues to work primarily in ILL.

Karen Davis began medical leave on November 6; she is expected to return around November 20.

Jill began medical leave on October 23, and is not expected to return until about the first of December.

Laqueta is working full time while Jill and Karen are both off. She will return to part time after Karen returns to work.

Meetings and training attended:

Aaron – Advanced Serials Cataloging, October 18-19

Pauline – Integrating Resources Cataloging, October 20

Pauline, Clyde – “Survivor: Collection Management” OLA TSRT workshop, October 27

Pauline – OLA Local Arrangements Committee, October 30

Ursula – OLA Program Committee meeting, November 9

Aaron has replaced Clyde as Cataloging representative on the Tech Group. Both attended the October 24 meeting, and Aaron will now take over.

Kelly Wolf visited Cataloging on October 25. She spent most of her time working on transfers.

Andrew Keepers-Phillips is scheduled to visit Cataloging on November 15.

Marilyn Backus is scheduled to visit Cataloging on November 17.

All Cataloging staff except Pauline, Aaron, and Jill are scheduled to work during Thanksgiving week (November 20-22).

Materials Selection Update Janet

Library Visits

• During October Selectors completed an annual visit to VI and a 6-month visit to MC.

• Because of temporary staff assignments to other libraries, Selectors are conducting annual visits with some of RE staff during November. They will visit with remaining RE staff when they return to their library in December. Selectors are also conducting a 6-month visit to SO during November.

• During December Selectors are scheduled to make an annual visit to WA and a 6-month visit to BE.

Spotlight On/Bibliographies

• The Native American Spotlight On is up on the webpage now.

• Julie and Janet worked on a YA Spotlight that should go on the webpage in December.

• Selectors will be updating the Black History Month Spotlight in December.

• In December Julie and Janet will work on another bibliography for the Philharmonic Children’s series in January.

UCO Media Student

• Janet worked with UCO Media Student Christa Nelson on Nov. 6th.

Basement Workday

• All selection staff will be working in the basement on the afternoon of Dec. 4.

• Staff will be taking care of backlog material on shelves and doing a general house cleaning of the area.

• Basement phone number is 606-3816 if staff need to contact MSL that afternoon.

Meetings/Workshops Attended

• Janet attended the Tech Support meeting on Oct. 24th

• Janet attended the Building Evacuation workshop on Oct. 25

• Kelly visited TP and CAT on Oct. 25

• Kim went to a staff recognition dinner committee meeting on Oct 25

• Janet attended an Overdrive meeting on October 26th and another on Nov. 7th

• Julie attended the YA services meeting on Nov. 1

• Elizabeth, Ruby and Janet attended the Trainers’ Retreat on Nov. 8

• Janet is attending the Long Range Planning Focus group on Nov. 15

• Janet is attending the First Amendment Congress on Nov. 16 and 17

• Janet plans to attend the X-change meeting on Nov. 20

• Kim and Kelly plan to attend the Managing You workshop on Nov. 29

Thanksgiving Day Holiday Schedule

• A number of MSL staff are scheduled off before the Thanksgiving holiday. Staff working on Wednesday Nov 22 are: Elizabeth, Denise, Kim, Kelly.

• Ruby and Janet are scheduled off the following Monday.

Technical Processing Update Heidi

So far, the runs in November have been on average 730 labels per day which is an increase compared to last month’s 666 labels. Technical Processing currently receives an average of 44 boxes of materials a day which is an increase from last month’s average of 39.

• TP is currently processing non-rush materials from the run brought to TP two days ago.

• Several staff took vacation days between the end of October and now, and several more staff have scheduled some days off around the Thanksgiving holidays.

• Andrew visited Cataloging on Nov. 15 for an overview of the department’s operations.

• Heidi has contacted Baker & Taylor’s CFS (Accounting Dept.) again to investigate what information they are not receiving that causes credit memos and short payments on our accounts to accumulate. She also forwarded information about credit memos and their open invoices to be applied to on MLS’s juvenile account with Baker & Taylor. Cindy in customer service is also investigating different ways to speed up posting of credits for returned materials.

• The Ingram accounts continue to be all current at this time.

• Kelly visited TP on October 25, 2006. As she is now attending library school, she was very interested in the whole process from customer request to shelving materials at the libraries for customer checkout.

• Human Resources has supplied a pager to the CH building to page the security guards should they be needed for deliveries when not at the security desk. The pager should be activated soon.

• TP’s latest volunteer. Gina, is working out very well. In addition to processing all of the uncataloged paperbacks, she has helped discard old invoices and file new ones in the appropriate vendor files. Unfortunately, TP will only have her until sometime in December; she will be missed.

• Both binderies under consideration for MLS’s next bindery contract picked up sample books for them to rebind on November 3, 2006. Both of them expect to return the rebound books within one month.

• Marilyn Backus (MSL) is scheduled for a visit in TP on November 17.

• Both receiving techs are scheduled for vacations during the next few weeks, so Heidi will need to fill in receiving ordered materials and continuations.

• The CH building’s Christmas party has been scheduled for December 12.

The next MSD meeting is scheduled for December 14 at the Capitol Hill Library; Pauline will chair.