Library Assembly Meeting Minutes, Sept. 20

Attending: Gary Cox, Karen Witt, Jack Batterson, Laura Buck, June DeWeese, Anne Barker, Matt Stottle, Steven Clayton, Libby Myre, Deb Ward, Stephen Stanton, Ann Riley, Mark Ellis, Jim Cogswell.

• Discussion of survey results: (a recap of last month’s discussion and continuation of new topics):  Based on the survey, the Assembly resolved:
  • To send a “teaser” email to the all-staff email distribution list that would give highlights of the Library Assembly Meeting Discussions.
    • A complete copy of the minutes would continue to be published in News notes and posted on the Library Assembly web page.
  • That Mark Ellis will regularly publish in News Notes meetings of interest from the Director’s calendar.
  • To not make a great effort to publish survey results.
    • Results are not secret nor are they negative, but they were mainly intended for Assembly use and action.

• Staff Web Subcommittee – volunteer needed:
  • After a call for a volunteer and further discussion, the Assembly resolved to have the subcommittee begin the task of reviewing and updating the staff web site with only two members.
    • An open invitation shall be extended to any Library Assembly members who would like to join.
    • Current members June DeWeese and Stephen Stanton are also invited to request another member if they find the work too burdensome.

• Identifying training opportunities/needs for staff:  Gary received a suggestion after the all staff meeting requesting LMT to let non-librarian employees know about training opportunities (budget amounts).
  • MULAC annually proposes a budget for Librarians, there is not a current mechanism to do the same for non-librarian staff members.
    • Jim suggests if a staff member has a training need and identifies a training opportunity they should let supervisor and LMT member know to bring forward.
  • Response to membership suggestions:
    • Jim will inquire if Staff Development Committee could fill this role until a more formal process developed.
    • It was commented that Webinars are getting better and better (and cost effective).
    • Concerning DoIT software classes, if deemed job related, the Libraries will be willing to pay some or all of the cost.
• Discussion of fire in Ellis Library on 9/10/11:  Jim Cogswell
  • The good news: There were no injuries, and minimal damage to our collections.
  • The damage:
    • Seven separate fires were started in DigiPrint Circulation/Reserve and InterLibrary Loan departments.  Sprinkler Systems activated and contained the fires.  Sprinkler system ran for about an hour as the fire department ensured there were no other fires in the building.
    • DigiPrint, Circ/Reserve and ILL offices sustained some fire and smoke damage. All of the first floor sustained smoke damage.
    • Most of the damage was caused by water. The only part of the collection damaged were items in Circ/Reserve and ILL. 40 items are currently being treated in Ellis Library in hopes of restoring them.  Others, including approx 15 from other institutions were damaged and an effort will be made to replace.
    • Beyond the damage in Circ/Reserve and ILL , the sprinkler systems caused the Northeast quadrant of the first floor to become flooded.  This caused saturation of the floor and walls in Admin office, the TelePresence room and the Government Documents Collections area.
    • The water also seeped down into the Missouri State Historical Society.  Some State Historical collections were damaged (microfilm deemed destroyed but replaceable).  Some papers and film became wet.  Those items have been or are being treated.
    • Much of the area (NE quadrant of Ellis Library first floor) are still dealing with water cleanup (fans and dehumidifiers have been running constantly).
  • What happens next:
    • Restoring of library will happen in stages.
      • First phase:  DigiPrint, Cir/Reserve/ ILL.
      • Second phase:  Administration Office and TelePresence Room.
      • Third phase:  Government Documents Collection area.
    • The carpet will be replaced in all areas saturated by water.  The tiles underneath will, in most cases, need to be torn out to ensure water is not trapped under new carpet.
      • Most of the tile is NOT asbestos (as was once thought).
      • There is a small amount of asbestos tile in DigiPrint and Circ/reserve area.   It has not been determined how to best deal with those sections.  [UPDATE as of 9/30/11: tile in DigiPrint and Circ/Reserve was tested and is NOT asbestos.]
  • Until then:
    • Circ/Reserve and ILL are temporarily located in the north end of 114 (Current Periodicals Reading Room).
    • After they move back to 101-103, the Administration Office will be temporarily moved to this space wile 104 is being restored.
    • It will likely take the better part of the semester to completely recover from this occurrence.
  • Thanks: Jim expressed pride in the library staff and how they pulled together.
    • Many staff members came in over the weekend to help move Library items out of harm’s way and to start the preservation process for damaged equipment/material.
    • The Library could not have asked for more/better help from all the many units on campus that came and helped out.  (Just to name a few: Campus Facilities, Environmental Health and Safety, MUPD, etc).
    • Great outpouring of support and caring from students, fellow libraries, friends and the public.
    • The Head of Ellis Library Security, Pat Jones, deserves thanks and praise for many hours spent coordinating almost every aspect of the Library Response to this incident.
      • Access Services extends thanks to Pat Jones and Security as well.
  • Other Comments:
    • No dollar figure has been attached to the cost of this incident.
    • Most damage is covered by insurance (which has a $100K deductable).
      • It is safe to say that the cost in man hours, restoration efforts and office furniture will be well into the hundreds of thousands of dollars.  (Could reach over one million.)

Announcements:

J. Batterson: Cataloging interviewed three individuals for the position formerly held by Mary Aycock.  They will initially fill the position on a temporary basis.  John Budd, faculty member of Library school, visited at our Catalog Department meeting today and gave us insights into academic libraries. We are digitizing the pre-1920 theses and dissertations

Deb Ward: Next week, Wednesday,  Sept 28, is the HSL Symposium from  9:00 am  –  12:00 Noon, in  Accuff Auditorium.  All MU Libraries employees are invited.  Along with celebrating HSL 25^th year anniversary, the event will honor Dr. Don Lindberg – currently the Director of the National Library of Medicine.  Prior to that, Dr. Lindberg was a Professor of Pathology and Director of the Medical Informatics Group (MIG), University of Missouri

Jim Cogswell: Jim and the Development Office have just scheduled the first Interview for the Director of Development position.  A candidate will be on campus Friday, October 7^th. More information will be made available as that date approaches.

Calendar:

Jim will attend UM Library Director’s meeting in KC Thursday, September 22.

Next week Jim will be at a GWLA Meeting , Mon and Tues,  in New Mexico .

Ann Riley: to celebrate Open Access week in October, MU will host a professor from KU and other speakers from our MU Faculty.  More information to be distributed soon.