Technical Services Management Group

Minutes

August 19, 2003

 

Members Present:         Bill Covey, Martha Hruska, Erich Kesse, Cathy Mook, Betsy Simpson, and Phek Su

Absent:                         Michele Crump

 

1.         Announcements

 

·         Library Director’s meeting for Friday, August 15, 2003:

o       The strategic planning process was discussed.  SPIT and the directors are going to meet on a regular basis to set priorities and make sure the process is moving along.  Martha will follow-up with the directors to see what was decided about SPIT’s membership.

o       A more formal mentoring process for new librarians was discussed.  This topic will be taken to the Library Council.

o       Trudi Ditrolio and the staff development committee suggested a Transition Monitoring Team (TMT) be formed.  The focus of TMT discussions should be limited to matters that have grown directly out of the changes happening in the Libraries as a result of collection and staff moves and the impact of construction or renovation activities to facilitate this.  The TMT will function as a point of access, getting the word out quickly to staff, correcting misinformation and countering rumors.  This group will not have decision-making responsibilities, nor will it be charged with managing moves itself.  Trudi DiTrolio will facilitate meetings and coordinate the agenda.  Steve Shorb will function as the representative for Library Administration.  Trudi will communicate with the Directors at the weekly Directors’ meetings, as necessary. Also to be on next Library Council agenda.

·         Cathy Mook suggested that a group be formed to address operational safety. Suggested members for the group were Bill Covey (computer safety), Rob Roberts (building safety), Denise Bogart-Caballero (people safety), and Cathy Mook (collection safety).

·         A storage report has been submitted and will probably be submitted at the August 28th Library Council meeting. It will contain recommendations regarding the DOT storage facility and the management of that facility.  One recommendation will be that Access Services have primary responsibility for the management of materials that will be stored in the facility and responsibility for how those materials will be retrieved.

·         Erich Kesse leaves Saturday, August 23rd for University of Botswana for ten days.  He will provided them with basic digitization information.  He will also do a consultancy on the state of their catalog records relating to digitization, the state of preservation relating to digitization, and the state of their system relating to digitization.

·         Julia Allen started as the Electronic Technology Coordinator in Resource Services on August 18th.

·         There was a meeting last week at FCLA for SUS Libraries to discuss indexing and authority control issues in ALEPH.  Problems with the browse searches in ALEPH and possible centralization of authority maintenance were also discussed.

·         Martha will be out Thursday, August 21st and Friday, August 22nd.

·         Michele Crump will return on Monday, August 25th.

 

2.         Updates/Status Reports:

 

a.                   Budget/Positions/Materials Budget

·         Positions

o       The library is under a hiring freeze due to budget constraints caused by renovation of the newly acquired off-sight storage facility and the cost to move materials out of Library West. Martha Hruska will try to find out how long the freeze will be in effect.

 

b.                  Systems/Networking

·         Library East will be going to voice/IP and wall plate service.  Note: This decision has since been changed. We will not be implementing VOIP in East at this time.

·         The books in Library East Room 100 will be moved by August 31st to begin the planning for networking and moves to locate Reference staff and services there.

 

c.         Building/Relocation Plans

·         Extra space has been rented at LAD for the materials that are currently being stored in Library East Room 100.

·         Space has been provided in the DLC and 300 of Resource Services for some Library West staff during the renovation/addition to Library West.

·         Architects for the Library West project are scheduled to be here on August 27th.

·         Martha reviewed floor plans for Library East indicating where Library West staff will be housed during construction.  Library West staff will be moved in stages.  During the construction current Periodicals are supposed to be located in the hallway in Library East and a gate installed at the main entrance.

·         Cathy Mook noted that the shelves in the Paged Area should be cleaned prior to any materials being moved back into that area.

 

d.         Aleph Status

·         Aleph is still slated to come up in May.  During the fall the various functional groups will need to begin planning workflows, etc.

·         The LMS steering committee is meeting with FCLA a monthly basis to track progress.

 

3.         Recycled periodical issues

·         It was discovered that some issues of current periodicals are being thrown away in the recycling bin.  As a result, the recycling bins are coming out of the public areas.  Serials check in staff should be aware that this is happening.

 

4.         Electronic Resource Management

·         ExLibris is trying to plan a system for electronic resource management.