Access Services Minutes - July 20, 2021

Welcome: Risa called the meeting to order. Attendees shared micro-wins from their locations in the chat.

ART Collection and Training (Judie Matthews, SCR): A new Art collection was donated to the system, with the location code “ART” and will circulate like regular items but housed at DN.  The material can be withdrawn if damaged without DN permission and should be weeded ONLY by damage or wear & tear, not circulation numbers. If lost, the maximum amount to charge customers is $20. All staff will have required training in August via Edubrite, with a deadline of August 31^st, with optional video training.  ArtDesk magazines will be coming to the branches, possible future plans include satellite collections, related programs at other locations, and additional collaborations.

Black History Collection Overview (Kimberly Francisco, RE): Created at the request of Ralph Ellison himself and being refocused on the intent of Ralph Ellison’s collections. A committee was created for recommendations for the BHC. They are working with a weeding group to decide what they want to withdraw, reviewing the entire collection, one by one, and withdrawing by condition and content. New items are being purchased. Fiction works are being added along with AV items which illustrate the Black experience.

HRC Overview (Courtney Taddonio, DN): Subject collection at DN, used to be under special collections and is being moved the 1^st floor of DN for better accessibility.  Due to it being a mostly donated collection we should not weed for general wear & tear, only for major damage and if uncertain send back to Courtney at DN.  There are no plans to expand the collection but are working with the Jewish Federation to replace items.

Special Collections (Judie Matthews, SCR):  Presentation on who they are, where they are and what they do.  SCR manages the Oklahoma Room, helps with genealogy questions, and can help libraries with research questions.  Spoke on different ways to access non-circulating material.  They don’t manage the BHC, HRC or ART collections.  Can be contacted via phone at x3877 or x 3859, email [email protected]  or E-form thru the public website.

June Meeting Summary (Meghan): Meghan reviewed the June Communication Checklist. Clarification was given for Tablets that were sent to BM but coded OR.

Bingo Self-Care Activity (Brandon): Please encourage all staff to participate in this activity, as long as it does not interfere with library work. There will be a drawing for prizes in September, varying money amounts and swag bags for single bingos and full black outs.

Delivery Process Survey: (Risa and Meghan):  August 9^th thru the 22^nd we will start tracking various statistics of the delivery process.  The documents are located in the All Access Managers SharePoint under Documents>Workgroups>2021 Delivery Process.  The first 2 documents are the instructions, and the Time & Problem logs with printable versions. Access Managers will add the information to the last 2 tabs in the Time & Problem logs for every delivery.  Use portions if someone helped out for a little bit, ex: if 2 people did delivery but if one helped for 30 minutes put down 1 ½ people did delivery.

Catalog Consideration Requests (Risa): Likely due to shelving training, there are more catalog consideration requests being submitted. Cataloging will send back denied requests along with an explanation for denial. Tricia will be CC’d due to possible changes needed to the shelving guide.

TLC Upgrade Testing Assistance (Risa): Conference call with TLC on 7/21 with possible timeline for CarlX update. Anyone who is interested, can help with testing thru Carl Connect from their location. However, CarlX testing can only be done at DN.

DN Weeding Project (Geraldine): We no longer transfer last copies to DN. DN is withdrawing many last copies to make more space in their stacks.

Missing Pieces Reminder (Nicole): Nicole (NW) is a new member of the Access Cabinet. She gave a reminder to cancel customer fines instead of waiving them when missing items are returned to the library.

System update (Risa): Geraldine is retiring at the end of July. The Access Cabinet will be rotating an AM2 every 6 months. A video of our reopening plan will be distributed by Larry soon. We will be given at least 2 weeks before fully reopening to “normal.” BI is getting its replacement HVAC today (July 20) and plans to reopen soon. Kimberly Boldt’s work to place social workers at MLS locations is ongoing. Future Experience Pass venues are being explored. We’re considering removing “405” from the default setting of customer phone numbers from CarlX. Please ask your staff their preference by Friday July 23rd.

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

• Don’t send last copies to DN.
• Required training in August for new ART collection.
• We will be tracking different statistics about daily delivery, starting August 9^th to the 22^nd.
• When a missing piece for an item is returned, cancel the fine on their account do not waive it.
• What to do when a customer wants non-circulating material we own; they can visit SCR at DN, SCR can make limited number of copies, eBooks often exist of their material, and we can try and ILL material if the customer can’t go to DN.
• When material is sent to CAT for reconsideration, if the item is correct CAT will communicate with the employee as to why it is correct; Tricia is being copied in on those emails in case the training/shelving order guide needs updating.  

Next Meeting: August 17, 2021, at 1:30pm via Zoom / Next Notetaker: Almonte