September 30, 2003

Members Present: Bill Covey, Michele Crump, Martha Hruska, Erich Kesse, Cathy Mook, and Betsy Simpson

Absent: Phek Su

1. Announcements

· Maribeth Manoff was interviewed last week for the Web Services Manager position. Martha has not received the final report.

· Gus Clifton has moved to the Digital Library Center. His position as Camera Room Technician in Preservation was posted. Will Canova applied and was hired for the position.

· SOLINET consultants were here for three days last week. Two one-day sessions were held with staff. The consultants’ report should follow in approximately one month.

o Staff feedback

§ Some staff felt they had a better understanding of the financial situation with OCLC.

§ Good ideas came out of the smaller break out sessions. A suggestion was made to review the flipcharts that were used for these sessions.

o Given that the smaller break out sessions were so successful a suggestion was made that this may be a good exercise to do for a variety of topics when things begin to change in the new library system, i.e. ALEPH.

· Suzanne Kiker is in the process of conducting interviews for a Senior LTA position in Monograph Acquisitions/Resource Services.

· Emilia Garcia, an Archivist in Resource Services, will be retiring

· A high-speed microfilm scanner has arrived in the DLC. Erich Kesse is waiting for Collection Management to confirm that the Baldwin and Cuban materials are a priority. DLC staff will complete internal training and then in approximately a week start processing one reel a day until they become familiar with the process. With the Baldwin Collection will start with materials that we already have color images.

· Erich met with FCLA on September 25 to figure out issues with implementing the Prime software. It was discovered that FCLA had turned off some required features. The features have since been turned back on.

· Ying Tang (Systems staff member) is out for approximately three weeks. She is expected to return on October 25^th.

· A decision to convert two large journal publisher packages (Kluwer and Wiley) to “electronic-only” has recently been made by the University Libraries (SUL). John Ingram will report on the key elements of these recently negotiated deals and discuss some of the implications of these decisions on Thursday, October 13^th from 10-11am in MSL L107.

2. Updates/Status Reports:

a. Budget/Positions/Materials Budget

· Positions

o The current administrative strategy regarding vacancies is that all positions will be held vacant for approximately six months before posting.

· Materials Budget

o There is $3,050,314.17 remaining in the materials budget. This balance does not include DSR funds. All of the prepayments to serial vendors have been made.

b. Systems/Networking

· The server room in Systems began having AC problems last night. UF Physical Plant has been notified of the situation and is suppose to be working on a solution.

· The SQUID server went down. This mostly affected Public Services as it controls the proxy server. It has been fixed and is now back on-line.

· Anytime there is a threat to the data system or network, Systems should be notified immediately.

· A report was received yesterday about an unpatchable hole in IE. If MicroSoft cannot develop a patch, Systems contingency plan is to take IE off all of the public machines. For staff machines, staff would be notified not to use IE for anything that is not directly business related. This is not a policy in place but it is the only contingency plan at this time. A public machine has been turned into a spam relay station for spam mail due to this vulnerability.

c. Moves/Building issues

· Walk-up ports, how many and their location in Library East Room 100 are being considered. The current room setup hides all but two of the existing walk-up locations. CNS will conduct a walk thru today.

· The Business Services office has moved to Room 419 and 420 in Library East.

· ILL is scheduled to move October 27^th.

d. Projects

· Ephemeral Cities grant project has been funded. Erich does not anticipate a cataloging burden. Work is slated to begin on October 1^st.

· Jim Cusick is putting together a grant for East Florida Papers. It’s a card catalog and archival collection. The card catalog will be digitized.

· Redirect Project –Titles from Swets Blackwell have been canceled. New orders have not been built in our system for EBSCO because the individual we have been working with at EBSCO to get bar codes working correctly has been out of town. She is scheduled to return Thursday. Hopefully the orders will be in by the end of October.

· CD case security case project – This project might possibly expand to DVDs and VHS tapes. The decision was made to purchase DVD cases. VHS cases are being given to the library by Florida Gulf Coast University. Current thinking is that for the two years during construction some CDs and DVDs would be located in Paged and at LAD. In the new building these materials would be located in the media area that will be located across from the reference desk.

· Over the next few months Public Services will review the Library West web page for information that might need to be updated. Information about how to search for a book by call number will need to be listed in a more prominent place on the Web site.

· The ALEPH Steering Committee met last week and plans to develop training materials and schedules for staff over the next few months. Michele Crump is coordinating a group to review publication patterns for serials. The catalog training group is scheduled to meet on October 15^th.

3. Discussion

a. Annual report http://web.uflib.ufl.edu/ts/TS%20200203%20Accomplishments.htm

Martha noted that this document is still open to revision.