Collection Services and Development Minutes - October 31, 2019

Present:           Pauline Rodriguez-Atkins, Kirsten Bryson, Janeal Walker

Structure for CSD meetings – Pauline

• For the time being, Pauline will chair meetings
• Minute taker will rotate
• Draft minutes will be sent to all group members to review within three working days of meeting
• Revisions/corrections will be due within three working days of receipt
• Pauline will post minutes on MyMetroLibrary

System Information Reports – Pauline

• Managers are reminded that it is important to have a Staff Association representative from each location, and are asked to encourage staff to participate
• Participation can rotate among staff members
• If meetings are during the individual’s scheduled work time, attendance is on paid time, but no mileage is paid.  If meetings are outside scheduled work time, time is not paid.
• OCCHD Community Health Assessment Survey
• The Oklahoma City County Health Department is conducting a needs assessment survey and has asked MLS to assist by making the survey available
• Meeting room policy updates
• The Commission approved new rate schedule for meeting rooms at their October meeting; it goes into effect November 1

Reminders for staff

• Managers are asked to encourage staff who are receiving recognition certificates at Commission to attend and accept
• Edubrite and training
  • Any staff who attend training that MLS pays for, including on company time, need to turn in Outside Commitment form before training, and must provide a summary or certificate of attendance afterward.
  • The information will be entered into EduBrite so that it shows up on transcripts and can be accessed.
• EPS is planning a Winter Read Bingo program for adults for January.
• ILL will now request to borrow of items that are owned at MLS, but not circulating.
• Performance development timelines
  • Staff will get their reviews on November 4
  • If any have reviews shortly after, make sure they know to look ahead of time
  • All reviews to be completed by Sunday November 17
  • CSD staff must comment and sign by end of work day on November 5, even if the meeting is on the same day

CSD Manager hiring discussion

• Job descriptions for the Collection Services Assistant Manager and Collection Processing Manager are in the works have gone to HUM.
• Pauline asked managers to begin working on qualities for ideal candidate and coming up with ideas for questions.
  • Library experience will be essential for the Assistant Manager and helpful for the Processing Manager
  • Production experience would also be useful for the Processing Manager

Group discussion

• What would we like to know about the other CSD groups?
  • Managers expressed a desire to learn about the operations of other groups
  • Cross manager job shadowing was suggested
• What projects does each group have in the works?
  • The first MARC record for Automatically Yours (shelf ready) has been received
  • Cataloging is working on uploading instructions
  • Collection Development is working to get the collection management software Edelweiss up and running
  • ILL is preparing to upgrade the ILLiad client software
• How would we like the CSD groups to work as a team?
  • Pauline would like all departments to see themselves as part of a complete process from order to routing
  • Cross training and job shadowing may help
• What do we expect from one another?
  • The departments are more open and comfortable with one another than in the past
  • There is less siloing
  • We need to create a common vocabulary to improve communication
  • “Replacement” has a different meaning in Collection Development than in Collection Services
  • Notes for Collection Services in order records don’t make sense if the terminology is not recognized
  • Try to assume good intentions from other departments

Future meeting dates

• We will try to meet on the fourth Thursday of every month to coincide with Regional meeting dates
  • Meetings will be at 2:00 PM
  • Location will rotate between Service Center and Downtown
  • Pauline will send meeting invites, but as a general rule keep the day/time open
• Meeting dates for rest of 2019 are off due to holidays
  • November meeting will be on Friday, November 22
  • December will be Thursday, December 19