LMT Meeting Notes and Action Items, 3/2/17

Next Meeting: March 14, 2017 at 2:00 p.m.

Attendees: Ann Riley, Deb Ward, Kathy Peters, Ernest Shaw, Corrie Hutchinson, Sheryl Cullina, Pat Jones, Jeannette Pierce, Shannon Cary, Anslem Huelsbergen, Jacqueline Rash

Agenda Items:

Policy 24 Collection Development Committee

• Policy 24 was recommended to be deleted by CSC:

   

  • Committee has different name; Collection Steering Committee,
  • There are concerns about the charge,
  • It has not been updated in a long time,
  • Judy has been keeping the title of removed Policies, but removing the links for historical record.

Decision: Policy 24 will be deleted and the charge and committee information will be stored in the Collection Steering Committee SharePoint site.

Diversity Action Committee proposes to change their name

• Committee members want to rename Diversity Action Committee to Diversity & Inclusion Action Committee.
• Discussion ensued about the best way to present information:

   

  • if we want to move charge document out to publically accessible Sharepoint,
  • if standing committees don’t need a policy but just charges,
  • may need policy about how a committee is formed
  • may want to put the charge on staff website then a link into Sharepoint for notes.

Action: Ann and Sheryl will look at the website and how it is organized.

Decision: All agreed to accept the name change, delete the policy information and move the charge and committee information to SharePoint.

Annual Report

• The Annual Report needs just a few more edits, can make final draft on Monday, then we will print and send it out.

Bookmark Café Spring Break Closure

• Announced that the Bookmark Cafe is approved for closure during spring break to save $1,000.

CRL Print Agenda

• More talk about shared print will help in development with off-site depository.

Bookshelves from Reflector

• One person wanted a shelf, which will be delivered around spring break.
• We have been offered a math book collection donation from the reflector.
• Corrie will need to know what titles we would like to keep.
• Library is open to partnering with Rosemary and Dean Chval in future endeavors.

Action: Jeannette will follow up with Paula and Kimberly.

Review Chain of Command

• Discussion: how to communicate what we want to have happen:

   

  • Anyone who knows of a possible emergency should contact their department head.
  • Department heads will determine if they need to work back down through the Emergency phone tree or utilize the Sequence of Leadership.
  • Department heads have the authorization to send out an all staff emergency email and an all staff all clear email.
  • Sending calls to the reference desk or the admin. office is a curtesy, but division heads need first notification.
  • Procedures will be reviewed at the divisional level.

Budget Update

• Mid-year financials for FY17 will be shared as completed.
• Kathy is looking through them line by line and looking at what the bottom line is for this year and then what adjustments we need to make for FY18.
• Wanting to complete this report by May 8.

University Budget Committees

• Ann will recommend our volunteers to the Council of Deans for three committees: Kathy – Tuition, Corrie – Resource Allocation, Deb – Principles.
• Anyone else who wants to be on a budget committee can talk to Ann.

Merlin Transition

• We are set to migrate on March 30.
• To migrate we will be down for an entire day so the timing coinciding with spring break was optimal.
• Just found out that if we migrate before July 1 we will be charged for being hosted in April, May and June.
• Discussion ensued about where to get this funding.

Action: Corrie will find out how much they want to charge us for these three months.

Microforms

• Step 1 is to determine what part of the collection is acetate.
• Step 2 is to determine how much is too deteriorated to keep.
• We can sample to test 1985 and older microforms to speed up process.
• We will need to determine if we want to move microforms from specialized libraries.

   

  • Deb has been collecting this information to see how much microforms we have from the specialized libraries.
• If we move all Microforms to UMLD we will need to move some scanners to UMLD as well.

Proposal for the Removal of Microfilm Readers from Ellis 403

• Discussion: microcard and available readers.

   

  • We have one reader that we will keep until it breaks, whereupon it will be unrepairable.This reader could be kept in storage. 
  • Our newest microform reader, the ScanPro 3000, can read microcard.

• Discussion: proposal of evening hour closure of Ellis 406 due to vandalism concerns that have been happening.

   

  • Some were hesitant to close off another collection.
  • Pat could have officer tally the number of times students request to use 406.
• Desired timeline is to move the microfilm this summer.
• Discussion: who would best move these items:

   

  • Will we need receiving staff to help move items out of cabinets?
  • It would be easiest to move the entire cabinet with microforms inside.
  • Due to weight, these cannot be moved out using the elevators; they will have to be moved by stairs.
  • Campus movers won’t do stairs and won’t move full cabinets.

Decision: we will not put anything new in 406 due to overloading the floor with weight.

Decision: Shannon will make a sign for 406 closure at night.  If student wants to use the readers, security can let them in. 

Digital Media Commons

• Ann has a March 16th meeting with the donor, need detail of location and cost of DMC.
• Discussion:Pros and cons were offered for both proposed spaces; West Reference or Ellis 114.

   

  • 114 could offer more media for less work but we would lose quiet study space.
  • West reference would offer more flow with recently renovated Nutter Commons but would need to be smaller.
• Would want to consider SAG’s and ULSAC’s interest.