June 8, 2004

Members Present: Bill Covey, Michele Crump, Martha Hruska, Erich Kesse, Betsy Simpson, and Phek Su

Members Absent: Cathy Mook

1. Announcements

· The University of North Florida brought up ALEPH yesterday. University of West Florida is scheduled to bring up ALEPH in early July.

· Phek Su has been unsuccessful in confirming Clifford Lynch’s visit for June 30^th. She has made several requests for his title and a brief abstract however she has not received a response. The meeting will be canceled if he does not respond by tomorrow. Update: Lynch did confirm. Presentation is scheduled for 6/30 at 10:30.

· Staff are attending the UF Bridges Time and Labor Q&A sessions being held by Steve Shorb. Time worked can be recorded in the new system beginning June 18^th however leave usage cannot begin being entered until June 21^st.

· The Grants Coordinator search was unsuccessful. The position will be re-advertised once the PeopleSoft system will allow hiring.

2. Update/Status Reports

a. Systems/Networking

· A notice was received last night from campus CNS saying that Microsoft had discovered another hole in the LSAS sub system. Microsoft has not released information pertaining to this.

· CNS also reported that the number of viruses seen in the wild peaked in May. It’s reported that as many as thirty pieces of malware a day are being produced. This trend is expected to continue into late fall.

b. TMT

· The TMT is being assessed for need. TSMG members agreed that current TMT members should be discharged and a new committee charged at a future date if needed. An ombudsman type system could replace it with Trudi DiTrolio fielding staff questions/concerns. More frequent all staff updates were also recommended.

c. Budget

· Materials budget - $113.83 (should be used today)

· DSR - $78,019.85 (this money will not be spent out by the end of the fiscal year)

· When the Library’s books are closed then Donna Alsbury (FCLA) will run a load of acquisitions data. Circulation functions will have to close while this load is run.

· Some library budget information has been received from the University but it does not include non-recurring funds. Dale Canelas has requested two million in additional funds. OPS funds being entered into the system will be the same amount as last year aside from DLC. DLC appeared to have spent less than originally allocated in OPS to date this year. Erich noted that OPS funds would have been spent however Library Human Resources Department experienced problems in getting employees assigned to the right accounts. Therefore employees were temporarily paid out of grant funds. This has been an ongoing problem that Stephanie Haas has been trying to get resolved.

d. Aleph status & event

· Martha Hruska is trying to plan a launching celebration for ALEPH and a MetaLib update for the afternoon of July 7^th.

· Martha has charged a group to develop standards and guidelines for item record set up, standards, and clean up.

· Aleph is developing a Resource Management System that will work with SFX and MetaLib.

· Betsy Simpson and Martha Hruska will attend an ALEPH user group meeting next week at MIT. They are compiling a list of questions to take to the meeting. Suggested questions should be submitted to Martha or Betsy by Friday, June 11th. On Thursday of next week they will visit Yankee.

e. Summer schedules

· The summer TS committee meetings schedules are posted.

· ALA is at the end of this month.

· Martha Hruska will be on vacation July 15^th –27/28^th.

· Phek Su is scheduled to meet with personnel tomorrow to finalize her schedule.

· Betsy Simpson will be on vacation the last week of July, first two weeks of August.

f. TS Org plans

· Martha Hruska distributed and reviewed the Technology Services Division reorganization proposal. Martha asked committee members to review the proposal and provide her with feedback by Thursday, June 10^th. She will be discussing the proposed reorganization with the other library directors and then at the June Library Council meeting. A Senate Curriculum Committee approval procedure may not be required to reorganize Resource Services, as it is not an academic unit. Martha will keep the committee updated. Ongoing discussions continue in Resource Services about the organizational changes being proposed.

3. TS 04/05 Priorities (from Library Planning Documents and LibQual)

· Committee members reviewed and approved the below listed TS 04/05 priorities:

a. Enhanced access to storage materials

i. TOC

ii. Digitization

b. Improve physical access to materials

i. Dewey reclass for new LW

c. Improve access to information resources for campus community

i. Metalib implementation

ii. Revised library web site

iii. Reassess ejournal access procedures

iv. Implement Aleph & improve displays for complicated holdings

v. Digital preservation

vi. Digitization of priority collections, especially newspapers

vii. Integrate GIS

viii. Begin ingest of IFAS EDIS documents, build institutional repository

d. Improve decision making information

i. Develop/refine Aleph reports

ii. Implement PeopleSoft/Cognos reports

iii. Develop strategy for electronic resource management

iv. Evaluate Open Source software options

v. Continue to optimize traditional workflows to redirect resources in support of digitization

e. Provide staff development opportunities

i. Implement cross training program for new librarians

ii. Identify appropriate development plans for staff training in keeping current technology skills