Materials Services Division Managers' Meeting Minutes for October 25, 2012

Agenda

Discussion related to Almonte                                                                All

• Karen reported that 2458 items have already been cataloged and processed for AL.  Heidi confirmed that there were 30+ boxes of AL in storage.  As of 10/23, there were 2121 items on order. 
• The eventual size of the collection should be around 35,000 volumes. 
• Janet reported that selectors are adding AL to regular orders and are placing orders for standard replacements and other core titles. 
• Cataloging and Tech Processing are giving AL items priority. 
• Karen and selectors are working with the basement withdrawals, assigning much to AL.  Maintenance was not picking up transfer boxes on a regular basis.  Consequently, CAT received around 40 boxes at one time.  Arrangements have been made for a weekly pickup for the transfer boxes, which should help with workflow issues.
• Karen indicated that the opening date for AL is anticipated for the first of 2013.  All depends on how soon refitting the space can be done.  They are planning to wall off the east side of the space (where SO’s children’s area was) for meeting room space and on the west side for manager’s office space.  They plan to re-carpet and modify the circulation desk.  Lavetta Dent begins as AL’s manager and begins in that position on Monday, Oct. 29.

Department Update Highlights

• The average daily run for September was 835 items per day, for a total of 15,867 items in September.  The average for October so far is 1091 items per day. The processors are still current on processing all “rush” materials; they are processing non-rush materials from October 5, which is from the run 12 working days ago. Study guides and dated materials like continuations are also current.
• During September, TP received a daily average of 56 boxes of materials a day, for a total of 1071 boxes.  The daily average in October so far is 57 boxes.
• Average turnaround time for new titles in Cataloging in September was 1 working day; average for the first three months of FY13 is 1.3 working days. 
• The first barcode labels for Almonte were printed on September 18.
• In September, the average turnaround time for borrowing materials in ILL was 9 calendar days.

Cataloging/ILL Updates                                                                     Pauline

• Problems continue with the lights on the south side of the CAT/ILL area.  The issue started about a month ago, when the lights would not go off even when turned off at the switches.  That problem was corrected, but the bank of lights on the south side, nearest the windows, will not come on at more than half power.  As the days have become shorter, staff who begin work early, before it is fully light outside, are having more trouble being able to see to work; seeing is also a problem on overcast days.  Shawver Electric has been called to work on the issue, but it has not been solved so far.
• 2,518 new titles were cataloged during September.  This brings the total for FY13 to 7,450 titles cataloged; the normal average for this period is around 5,000 titles.
• 19,779 barcode labels were printed in September.  This number marks a return to normal levels after abnormally high output in July and August.
• Since the addition of the part-time processor in Technical Processing, Cataloging is now printing barcode labels for transferred materials.  Approximately 1,800 labels were printed for materials transferred to Almonte from other collections.  Transfers to Almonte are the highest priority at this time.  Thanks to Karen Marriott and Janet Brooks for reviewing the transfer materials in Cataloging and reassigning a large number to Almonte. 
• ILL received 810 requests from MLS customers to borrow materials from other libraries in August, forwarded 93% to lending libraries, and filled 80% of the forwarded requests.
• ILL staff evaluated 1,508 requests to lend MLS materials to other libraries in August, and was able to lend 993 materials, for a rate of 49% of requests filled.
• CAT and ILL staff collaborated to create a T-shirt representing the two groups, which debuted at Focus.  The design was truly a group effort and received several comments from staff from other areas.
• ILL staff are continuing to work out processes to make shipping via UPS as efficient as possible.  Currently, the department receives a discount of about 40% on all items shipped.  The team met on September 25 to brainstorm ideas about the process.
• The Catalogers met on October 3 to develop a plan for making the addition of records for e-media materials to the catalog more efficient.  They also brainstormed about features that they would like to see in a new ILS.
• Brandon, Alex, and Lisa attended the second session of the Collection Management workshop on September 13.

Tech Processing Updates                                                                          Heidi

• Heidi wants everyone to know how proud she is of her staff who carried on for three weeks without her while she was on vacation in Germany. Since her return, several staff members from other departments have commented on how well trained staff in TP is and how very professional everyone acted during their manager’s absence.
• TP staff has completed their 4th quarter safety requirements.
• Retired former processor Loretta Frantz is back in TP as a volunteer, helping with processing Outreach materials and uncataloged paperbacks once a week. Her former coworkers were glad to see her.
• TP’s part-time processor is taking care of recalls and transfers now, including transfers for AL.
• Baker & Taylor’s and Ingram’s accounts are current.
• TP still has to return about 3-5 Playaways every week. The majority of problems are defective battery posts or ear bud plug-ins, players that do not work at all, players that will not reset or that turn themselves off even though they were not paused.
• Heidi will attend the next safety committee meeting scheduled for Tuesday, October 30, 2012. 

Materials Selection                                                                                     Janet

• Selectors are making selections for the Endowment Grant.  Janet asked that selectors have orders encumbered by Nov. 16.
• Amy Chaney submitted her resignation effective September 28^th.
• Lori Mullooly began full-time beginning Oct. 1. 
• Kim, Janet and Susan are in the process of interviewing applicants for the part-time MSL Tech position.  They hope to have someone in place by Nov. 12.
• Melissa received her 10 year certificate from the Commission on Oct. 18.
• Kudos to Susan for negotiating a deal with the NYT.  MSL is the first library in the country to receive same day online service for their newspaper.
• Ruby received Kudos from Heidi Port for her work with the United Way Committee.
• During September, selectors conducted an annual visit to DC and a 6-month visit to ED.  During October, they are conducting annual visits to VI and JN and a 6-month visit to MC.
• Lisa attended the Staff Association meeting on Sept. 27.
• Melissa attended the Children’s Services meeting on Oct. 3.
• Susan attended the Adult Services meeting on Oct. 10.

Administration                                                                                                Karen

• Karen asked managers to update inclement weather calling lists and send her any changes.

Next meeting scheduled for November 15^th
Heidi will chair