Date: November 20, 2014
Time: 8:00am
Location: Service Center Conference Room
Present: Janet Brooks, Heidi Johnson, Karen Marriott, Pauline Rodriguez-Atkins
Commission agenda includes a recommendation to purchase a new Human Resources Management System from Paycom. Replacement of our current system is necessary due to Jim Welch’s retirement. If purchase is approved, the target date for implementation will be April 1 of next year. Departments will be using the online calendar which is part of the package. The system also includes a new performance appraisal module and other features related to employment. Details are listed in November’s Commission packet.
The next system that must be replaced will cover financials. Business Office has begun work on locating and evaluating possible systems.
MLS will switch over to a new e-mail system on December 13, 2014. Additional information will be coming from the IT department.
MLS’s phone system is about 10 years old and needs to be updated. 25 test phones were purchased and are currently being used at various beta sites in the system. This item may be on the December Commission agenda for approval and implementation within the next year.
Today’s Commission agenda also includes approval of final contract with MLS’s new Executive Director, Tim Rogers. He will start in his new position a week sooner than originally announced. His first day with the system will be on Thursday, January 8, 2015. At their October meeting, the Commission approved the appointment of Deputy Executive Director/Library Operations Kay Bauman as Interim Executive Director.
The Library Endowment Trust has received a grant for $132,000 from the Inasmuch Foundation for the purchase of four MediaSurfers to assist in bridging the digital divide in Oklahoma County. Each MediaSurfer contains sixteen (16) iPad 4 devices with a battery life of ten (10) hours. The iPad4 devices will be loaded with applications and programs for adults and children that are selected by our library and information technology staff to optimize accessibility of job opportunities, educational resources, government programs, health care information, library resources, and social networks. There is no definite timeline established yet.
On Nov. 21, there will be a meeting of the Design Committee for the Capitol Hill expansion. Current plans are to move to a temporary location while construction is ongoing. Estimated time for this move is August, following the Summer Reading program. However, plans may change based on progress of building plans and available space for a temporary location.
Managers really like the rendition of plans for the Jones library. Jones has decided to go forward with this design.
The City of Bethany has expressed an interest in expanding their library. Harrah and Village are interested in updating and/or expanding their library facilities.
Cataloging is still unable to print barcode labels for call numbers with a total of more than 32 characters. This does not affect a large percentage of call numbers, but does have an impact. Some materials are still being held until the issue is resolved.
Library staff should feel free to check with Cataloging to see if materials are being held due to this problem.
Several library staff had mentioned that ILL customer notices did not include the title of the requested materials. Customers had contacted libraries asking for that information.
Anne Fischer worked with TLC staff to resolve the problem. All notices regarding ILL materials, e-mail and postal, now include titles of materials.
During September and October, approximately 4,500 titles new to the collection were cataloged, including 64 e-media titles. Approximately 466 records for mass market paperbacks were added during that time.
During September and October, roughly 38,350 new items were added to the collections. This total includes mass market paperback items.
Titles with customer holds waiting are prioritized over titles with no holds, regardless of the number of holds and/or copies.
During September and October, ILL requested approximately 2,150 titles for MLS customers; and borrowed approximately 1,290. This does not accurately reflect the fill rate, as responses to all requests have not been received yet.
During the same period, ILL received roughly 2,000 requests to lend MLS materials to other libraries; and lent roughly 900. Not all requests to lend were evaluated by ILL staff; some were automatically declined based on system criteria.
Margaret Angeles, former MSD Technician in Cataloging, returned to the system as a part-time ILL Technician on November 10. Her previous experience in Cataloging and ILL has been a plus. She is learning the basic tasks of her position and has already reduced the workload on other ILL Techs.
Aaron and Pauline attended the OLA Technical Services Roundtable workshop on ILL, “Any Way You Want It”, in Stillwater on October 31.
The Cataloging Technicians are regularly adding records for mass market paperbacks to the catalog, then barcoding and inventorying the items. They are doing a great job of incorporating this task into their workflow.
As they have time, the Catalogers are working to update the list of approximately 3,000 catalog records that currently do not display formats in the CarlX staff client.
Cataloging has taken responsibility for uploading MARC records for e-media materials within five working days of receipt of the records. Classification information is being added to all new records. This will help to prevent materials intended as YA from displaying in the public children’s catalog.
Karen Marriott and Anne Fischer visited ILL on November 19 to job shadow and gain a better understanding of the department’s procedures. The ILL Technicians did a great job of demonstrating and discussing processes.
Various staff members attended the Wellness Results session on November 11.
Christle Chumley of Backstage Library Works visited Pauline on November 19, to discuss Backstage’s authority control products.
The annual Service Center holiday potluck luncheon has been scheduled for December 8.
Several staff members are scheduled for AVL between now and the end of the year. However, there will always be staff in each area to respond to queries and provide assistance.
Pauline will be on AVL December 22-January 5, returning to work on January 6.
Current policy allows staff to have their fines waved. The procedure has been to contact Circulation Control or circulation staff at libraries to request waiver. Because CarlX tracks the amount of fines cleared by staff at the libraries, some are concerned about clearing too many staff fines. Service Center staff should contact Circulation Control to handle these transactions.
Managers had submitted questions relating to serials and continuations ahead of time. Some of the items discussed and clarified:
Q: Which department/area is responsible for each of the following:
Tracking periodical changes, i.e.., changes in title, frequency, format, etc.?
A: TP notifies MSL if there is a change when continuations/standing orders are received in TP; then Selector in MSL will make necessary changes to checking record. MSL is responsible for changes to periodicals,
Updating/adding/maintaining subscriptions?
A: Materials Selection
Updating/maintaining/correcting holdings?
A: Materials Selection, Libraries
Creating Item records?
A: Libraries create their own item records for their subscriptions.
Withdrawing items?
A: Libraries are responsible for withdrawing items. Heidi mentioned that in the past, TP has made sure that old editions of continuations were withdrawn, esp. ones that needed to be destroyed or returned to the vendor, as long as MSL indicates this in the check-in record.
Q: What information do libraries need in a CarlX record for a periodical?
A: Title – Publisher – ISSN – Former/succeeding titles
Q: How are periodical title changes handled?
A: Selector notifies CAT when a title changes. CAT closes the existing record so that it reflects that there will no new issues, and a new record for the new title is created. Links between titles are included. Libraries should check in issues on the record that matches the title in hand.
Q: How long can libraries keep back issues after having deleted their subscription? Is it the same time for each library or will each library be different? Should they be keeping them at all?
A: Libraries keep back issues for no more than 3 years.
Q: What should they do in Serials in CarlX? Should they delete all the issues in their grids and then notify MSL so that MSL can then delete the library from the subscription title?
A: Yes, they should notify MSL. All issues must be withdrawn before their subscription is deleted.
Janet shared MLS staff’s concerns about BIDs assigned to brief catalog records for paperbacks. Some titles had been ordered with BIDs, but the brief records were created on new BIDs. The orders required MSL to create dummy items. Since the brief records were on different BIDs, the dummy items were not deleted.
Pauline and Heidi explained that the issue arose from a lack of knowledge as to how the ordered paperbacks were to be handled. They have now established a process that will make sure that the brief record for any paperback received with a BID will overlay the ordered BID.
There were no miscellaneous items for discussion.
The meeting adjourned at 9:50 a.m. The next meeting is scheduled for December 18, 2014; Pauline will chair.