UF Smathers Libraries: Public Services Division

October 01, 2002
Minutes

Members Present: Rich Bennett, Suzanne Brown, Pam Cenzer, Gary Cornwell, Robena Cornwell, Lori Driscoll, Carol Drum, Lei Lani Freund, David Fuller, Barbara Hood, Ann Lindell, Richard Phillips, Alice Primack, Patrick Reakes, Jana Ronan, Colleen Seale, Jan Swanbeck, Carol Turner

Members Absent: Helen Armstrong, Kate Lee, Robert Singerman, Carl Van Ness

Cornwell, Lori Driscoll, Carol Drum, Lei Lani Freund, Ann Lindell, Iona Malanchuk, Patrick Reakes, Jana Ronan, Colleen Seale, Robert Shaddy, Jan Swanbeck, Carol Turner

Members Absent: Rich Bennett, Robena Cornwell, David Fuller, Ann Lindell, Richard Phillips, Alice Primack, Robert Singerman

Welcomes and Recognition

Welcome to Robert Shaddy, the new Chair of Special and Area Studies Collections and Shelley Arlen, Interim Chair of Collection Management effective October 4, 2002.
Carol Drum was presented with an award certificate for 30 years of service. She announced that she has signed up for DROP.
There are several staff in Public Services that are in the first DROP group and will be retiring in June 2003. Discussed possibly having a reception at the Keene Faculty Center. The invitations list would be library wide. Colleen Seale, Helen Jane Armstrong, and Jan Swanbeck volunteered to help organize.

Updates from Library Council Meeting

Strategic Planning – Steve Shorb
As previously requested, the SPIT Committee provided the below listed items to the Library Council for review/comment:

Review Charge to Spit
The charge was approved, with SPIT instructed to re-format the document in accordance with the guidelines for committee charges in the current Policy and Procedures manual.
Updated scorecards
During the Director’s Retreat on September 20, 2002 nothing was deleted from the scorecards and the following were added
- Insert after 3.1 – Increase funds available through expanded individual and corporate donor contacts and increased exploration of grant opportunities.
- Insert after 1.6 – Enhance collections congruent to the priorities expressed in the University of Florida Strategic Plan.
- Insert after 1.11 – Evaluate offering expanded desktop delivery services (in both print and electronic form).
- It was noted that the Insert after 1.11 “Evaluate offering expanded desktop delivery services” includes both print and electronic format services.
- It was noted that the order of presentation (numbering) should be consistent.
Rewording 5 strategic objectives
As a result of the Director’s Retreat on September 20th the strategic objectives have been reworded to clarify meaning.
Concern was noted that the change in number four from “Increase staff influence on organizational outcomes within the library and throughout the University” to “Increase staff participation within the library and throughout the University” was not only a rewording but also a shift in meaning. As a result, the Library Council agreed that number four should be reworded and will now read, “Increase staff participation within the library and throughout the University to influence organizational outcomes.”
Areas of focus
The scorecard objectives selected for priority action (focus list) were modified substantially at the Director’s Retreat and will probably change periodically as the Libraries’ specific needs change and as the environment changes. For instance, random shifts in funding, changes in University Administration, etc.
Concern was noted that improving facilities in terms of the Library West renovation and maximizing the Library space we currently have is not adequately addressed in Objective 4.8 - Improve staff training and planning facilities. As a result, the Library Council agreed that Objective 4.8 should be changed to “Improve effective use of all existing, renovated, and planned library facilities to optimize user, staff, and collection space.”
SPIT will put together an analysis of library hours based on the LIB QUAL results.
Process Explanation
SPIT committee was asked to outline what the specific elements of the strategic planning process are. The committee divides the activities of the strategic process into six categories called elements.
1. Articulating Vision and Mission
2. Situational and Environmental Analysis
3. Developing Strategic goals and objectives
4. Measurement
5. Education and Staff Development
6. Communication
SPIT is willing to attend department staff meetings to discuss or clarify the six elements.
It was suggested that managers should discuss these planning elements with staff. It was also mentioned that the six elements could be used by library committees to better describe their areas of contribution to the library’s strategic direction.

Library West Building Plans
The Library West revised renovation/building plan will go back to Chris Eastman in Facilities Planning today. She will forward it to the architects. There is a sense that building access, circulation, facilities, some compact shelving, and possibly a classroom will be located on the first floor of Library West. Microforms, Periodicals, and Reference are planned for the second floor and office space for the third. The core of H&SSS, user space, and group study areas will be located in West.

a Studies will go to Smathers Library. Preservation, Resource Services and Systems are slated to remain in their current locations. There are tentative plans to use the hallway by Systems for some type of cafe/coffee service. A service desk and possible art display area are planned for the lobby. Office space is planned for the third floor.

Documents will move to MSL

There should be a decision about the storage facility in April or May. There has not been any decision made about browsing capabilities at the new storage facility. It will be important to look at delivery option since a lot of materials will be in storage. The use of a courier or drive thru window was suggested.

New Committees

Travel Committee
The proposed committee charge and recommended membership was approved.
Charge-
- Review current and past allocation strategies for Professional Development travel.
- Recommend any new allocation strategies for processes that will make PD travel better support our goals.
- Recommend a specific methodology, with implementation details, for allocating the funds available beginning with the next fiscal year.
- A final report due date of Dec. 2 is preferred. If not possible, a status report is due on Dec. 2 indicating when a final report can be expected.
Membership-
A&P Evaluation Standards Committee
The proposed committee charge and recommended membership was approved.
Charge –
- Compare library policies and procedures relating to annual evaluations for A&P staff with those of the University to ensure clarity and consistency.
- Review current library instructions on procedures for conducting the annual evaluation.
- Review the format for annual appraisals for clarity and ease of use. Specifically, examine the ratings categories and their respective definitions to assure that they are appropriate for A&P staff.
- Determine whether there should be differences in policy and procedures for A&P staff and recommend how they can be documented and implemented.
- A final report due date of Dec. 2 is preferred. If not possible, a status report is due on Dec. 2 indicating when a final report can be expected.
Membership –
Faculty Evaluation Standards Committee
The proposed committee charge and recommended membership was approved.
Charge –
- Compare library policies and procedures relating to annual evaluations for faculty with those of the University to ensure clarity and consistency.
- Review current instructions on procedures for conducting the annual evaluation as outlined in the Career Development Handbook.
- Examine the current standards found in the Career Development Handbook. Assure that the “Standards for Tenure and Promotion” document is clearly written to identify library policy and the criteria to be used as the basis for annual performance appraisals.
- Review the format for annual appraisals for clarity and ease of use. Specifically, examine the ratings categories and their respective definitions to assure that they can be applied successfully to faculty at all levels.
- Determine whether there should be differences in policy and procedures for library faculty whose positions are not tenure accruing (Associate in and Assistant in).
- A final report due date of Dec. 2 is preferred. If not possible, a status report is due on Dec. 2 indicating when a final report can be expected.
Membership –

Statistics Sampling – Discussion of Frst Two Days – Need For Changes?

Sampling as a means to gather reference and directional statistics is working fine. This method doesn’t appear to be any less accurate.
The reminder signs are helping.
In-house stats should still be counted. Perhaps on the same day.
Questions from patrons while they are using scanners should be considered directional and each question should be counted even in they are from the same patron.

Logging Off Public Computers

Staff should log off any machines they find to be left logged on by patrons. Perhaps making sure machines are logged off should be included in staff closing procedures.

Other Updates and Reports

There will be FISH party at the end of the month to try and build more interest in the philosophy. The campus Career Resource Center probably has tapes demonstrating how FISH has been implemented in other organizations.
Recently Circulation has encountered four instances of stolen IDs. When a patron attempts to use a stolen ID it should be confiscated and the owner contacted.
Ann Lindell distributed “Do Not Disturb – RefeXpress in Session” door hangers.
If you post an A&P position make sure that personnel notes in the listing that references are required.
The 150th celebration committee is taking suggestions for events. Vernon Kisling is drafting an extensive history of the library. An abbreviated version will be placed on the web. There will be displays, t-shirts, speakers, panels, etc. Maps is working on its 500,000 map that could be included.
Maps had the 1st implementation meeting for the grant received to scan old arial photography maps. The DLC will be scanning the maps and they will be up on a database that FCLA is handling. It will have interfaces and GIS. If everything will works out it should be a three-year project.
UF will be replacing SS# with a new eight digit ID between now and January 2003. Eventually the ID number will be printed on the Gator 1 card. The Libraries can wait to change over until the new LMS is implemented.
There will be a USA Patriot Act workshop in December. The Library is working on drafting a policy statement.

Future Meeting Agenda Topics

Review of Xerox

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Last Updated October 07, 2002