Discussion of what has happened at these meetings in the past and how we will use them going forward:

• Share what we discuss with all staff so everyone knows what is going on in the various areas
• Determine priorities and activities for Collection Anywhere
• Talk about issues that impact multiple areas
• Let each other know what else is going on in each area
• Discuss other things happening in the library as a whole

Agenda issues

Ebook MARC records

• Can we change matchpoint to the OCLC number?
  • Anne noted that the first matchpoint is the control field, but that since we are not currently getting records from OCLC, the match will be on the ISBN number, which may cause some issues with duplicates. 

EDS soft launch

• Our EDS discovery platform will be made available to the public on Monday, December 12^th.  We are calling it a soft launch because while we will mention it on the website and social media, we will not be promoting it heavily at this point.  We will consider user feedback as we go forward and will promote the service more completely at a later date.
• Anne will check with TLC to see if new records are currently being loaded for the discovery platform.
• Digital Library will get out information to the staff about the change.
• The search box on the web site will change, but the link to the catalog will remain the same.
• Suppressed records are not sent to the discovery platform.

Other discussion

• Requested that Anne check with TLC to find out if we can prevent records with all items “in process” being suppressed.  This would help prevent the extra requests for purchase and interlibrary loan requests received when the new titles disappear from the catalog temporarily.
• Collection Anywhere space
  • Sarah is meeting with Morgan Jones tomorrow to find out what she needs to know as she begins to think about this project
  • Tim suggested considering visits to peer libraries who are changing the way they use space in their buildings – Denver, Cincinnati, check the list of other peer libraries
  • Need to start putting pencil to paper and making plans for what this center will be over the next 6 months
  • May want to consider more space than we need, and then leasing it out to other libraries
• Anne reported that the vendor is working on self checks at Edmond and they are great and easy to use.  A roll out of additional self checks will be planned once we see how these work.  The sorter is also in process, but not all the parts are here yet.
• Big Bin discussion – Big Bin has not been working properly for some time.  The retrieval process is now a 2 step process, with more manual work, and we are lacking statistics previously available that not only tracked the amount of materials, but also how long materials had been in Big Bin.  We are working on Southwest Solutions on a fix for the problems. 

Processing report

• Working to get out holiday materials, reserves, and everything else. 
• Do need to be able to capture statistics on how much work is getting done
• Jones transfers were rushed – we’ll look around to make sure everything has left the building

Cataloging and ILL report

• All holiday magazines came in the 3^rd week of November, and they were sent to Processing by Thanksgiving – they also have gotten through Processing and should be out to the libraries.
• Brandon is now handling the process of purchase requests that come to ILL
• Catalogers are learning to catalog periodicals
• The whole team did a great job while Pauline was away.

Digital Library report

• Consultant is here doing UX focus sessions – she has a script and is recording how people use our site for various tasks so we can figure out how to make it work better for them.  Considering additional UX sessions, potentially for people in each audience cluster, for mobile testing.  This would also be extremely helpful for catalog usability.
• Kellie, Janet, and Sadie are working on use cases for digital experiences so we check on not only the content but the overall digital experience before selecting a resource.  We’re using this for the first time as we evaluate Hoopla.
• Breck, Bobby, and Buddy are working together on using the folklore collection to present music at the Jones opening – wrote the music to accompany some of the (pre-1923) lyrics in that collection.

Materials Selection report

• Basement materials are still a problem.  The fire marshal came through and required that items stored under the stairs be moved immediately.  Matthew from IT helped with the pallet jack and the team got everything moved – thank you to everyone for that!  Janet and Sarah are meeting on Monday to take a look at the basement space and discuss processes down there.  Kristine and Marlene have cleared off pallets that were in the way and we are sending more from the book sale. 
• Susan is meeting with downtown staff regarding the Holocaust Center – Susan, Risa, and Dave and working with the Jewish Federation to develop new guidelines to shape the future of that collection.  Tim noted that we may be considering other supported collections and may want to talk to the development group as we build these guidelines, so they can be used in the future as well.
• Materials Selection and the Ralph Ellison Library will also be taking another look at the Black History Collection for updates and changes that will increase that collection’s use and value to the community. 
• Janet will now be doing quarterly statistical analyses for the libraries, rather than annual, which should be very helpful with goal setting and business plans.  Tim suggests we find a place for those statistics on the Intranet.  We also need to keep John in the loop.  Janet attended the Savannah training and we should also be able to analyze data against those of our peer libraries.  We need to look into more use of Orangeboy and the Savannah interface to create our own analytical elements and see more clearly how changes here impact what happens in the library. 

Sarah will set a date for the next meeting.