2:00-2:45pm Thursday May 23, 2002

In attendence:

Cathy Mook, Doug Kiker, Bobby Parker, Dee Hawes, Paul Losch, Marie Kennedy, David Hickey.

· Cathy introduced and welcomed Bobby Parker as the new Coordinator for the Preservation department's Binding unit.

· Agreement made to post minutes of each meeting on a website. The URL will probably remain the same as the link for the minutes of the former Serial Operational Committee. As soon as this is determined an email notification will be sent out to all on how to access them.

· Revision of membership lists to include David Hickey and Hang SooHoo in smaller (Library West) group with Paul Losch representing Latin American collection . Also, noting that Charlotte Jordan representing Law library should have been listed on original list for larger Serials/Binding group with Linda Silba from Gifts & Exchange being removed due to her acceptance of professional position in south Florida.

· Cathy and Doug -- brief review and explanation of the charges of both groups to members present at meeting. All agreed that charge for Library West group should be ammended to include area studies. With ammendment the amendment in blue, the charge will now read:

"To discuss policies and procedures relating to check-in, claiming and binding of serials/periodicals for the Humanities, Social Sciences and area studies collections in Library West, with a special emphasis on planning for the upcoming transitions to the new building and the new library management software."

· Examples of current issues for Library West group: How fast to pull periodicals for binding, how to deal with incomplete serial volumes, how to ensure coordinated efforts among binding, serials acquisition, and access services.

· Discussion about the need to have a regular meeting time each month. All agreed to tentatively try to meet every third Thursday of the month at 2:00pm in the Library East conference room. This time will be open to change if their is reason. This schedule will be used to set the next meeting of the larger Serials/Binding group for Thursday June 20, 2:00pm.

· The need for a short, memorable name for the group was discussed. For the smaller Library West group, the Periodicals Improvement Group (or PIG, for short) was tentatively and enthusiastically accepted. Please think of a similarly appropriate name for larger group and bring ideas to next meeting.

· Doug and Cathy went over some the topics that were discussed at the first informal PIG meeting held in April. Ideas from this first meeting concentrated mostly on how to beat the binding backlog (sorry about the alliteration).

· Discussion among group on backordering. What is the current procedure? When to backorder? What costs or wait times are acceptable, manageable for all involved (binding, serials acq & access services). Approximately six months have passed since implementation of methods for Library West were agreed upon by all involved. How are we doing? Are the methods working? Binding is keeping stats. Find out from Serials acq staff about backorder fullfillment success rate. This is a topic that will need continued attention from the PIG (gotta love that name).

The next meeting will be for the larger Serials / Binding group that includes the branch library staff. As previously mentioned, the date and time will be Thursday June 20, 2:00pm in the 1st floor Library East conference room. A reminder and call for agenda items will be sent out by email a few days prior to the meeting. Possible items to discuss:

1. Post-conference reports from ALA in Atlanta.

2. Preview of GUI client for 14.1 version of Aleph (?)

3. Ask Rich Bennett to come and briefly address group.

Respectfully submitted,

Doug Kiker

Coordinator, Academic Support Services

Serials Acquisition Unit