Access Services Minutes - February 23, 2021

Welcome: Tricia called the meeting to order. She reviewed the ground rules, Zoom meeting expectations, and introduced the guests.

January Meeting Summary (Tricia): The group reviewed the action items from the January 19th AM Meeting.

FRBR Demo (Pauline, CSD): Pauline gave the group a thorough demonstration of the new FRBR system. The test catalog will be pushed out to staff in early March for further testing.

Weeding Poll (Tricia): Tricia asked the group if we needed Janeal to talk about weeding at our next meeting. The group voted they did not need Janeal to talk about weeding after receiving the email she sent previously.

Feedback from Checking for Damage PowerPoint (Tricia): Tricia solicited questions, thoughts, and feedback on the Checking for Damage PowerPoint. The group voted to immediately start using this for training.

Vote on Shelving Order Proposals (Tricia, Courtney, Dakota): Courtney spoke about the proposed change to shelving Roman Numerals and the group voted to implement the change. Dakota spoke about the proposed change to shelving DVDs with numbers for the title and Tricia took questions. The group voted to adopt the change. These changes will happen in March 2021.

Missing Pieces Proposal from 9/15/20 AM Meeting (Tricia): Tricia reviewed the Missing Pieces Proposal, took questions, and after thorough discussion it was decided to take the proposal to staff and revisit at the March AM meeting.

Fill list reminder (Tricia): Items will not be removed from the fill list until the item is marked not found. Be sure to mark hold items as Found or Not Found on the same day the holds are pulled.

System Trace and Unexpected Closure (Tricia): Continue to run the System Trace report daily but only search for T2 and T3 through 2/28/21. Most T1 system tracers should be cleared this week as delivery is processed.

Performance Development Changes re: Documentation (Meghan): Skipped due to lack of time.

MeeScan (Breakout Rooms): Skipped due to lack of time.

System updates (Risa): Proposal being developed to delete patrons from the database after three years of inactivity. Del City is in the process of moving and the private grand opening for staff will be Friday, March 5 and for the public on Saturday, March 6. The Commission is asking what it would take for the MLS to go fine free and several groups are gathering the requested information for the next Commission meeting.

Review of action items / Complete Communication Checklist (Tricia):

• Share FRBR catalog information with staff through March 31, 2021.
• Share the changes to the shelving order with staff by March 22, 2021.
• Solicit feedback from staff that handle missing pieces about the Missing Pieces Proposal by the March 16 AM Meeting.
• Remind all staff to mark holds as Found or Not Found on the same day they are pulled by the March 16 AM meeting.
• Immediately inform staff to only search for T2 and T3 items through 2/28/21 and resume searching for T1 items on 3/1/21.
• Share with all staff the proposals to go fine free and to delete inactive patrons after 3 years of inactivity by March 16 AM meeting.

Next Meeting: March 16, 2021 at 1:30pm via Zoom / Next Notetaker: Ralph Ellison