December 2013 Meeting Minutes

December 5, 2013 (Brenda)

1. Billed items (Asita & Katie) - At the end of the fiscal year Asita runs a list of billed items and suppresses their records. It is then decided if items need to be replaced. Once per year seems too long to wait for items that need to be replaced. Katie & Asita are recommending that this be done twice per year. The end of September and March would give students the chance to return items after the summer. Deb says it usually takes 3 months before an item gets paid. After an item is billed a hold is put on the students account. They may not register for classes until the bill is paid-Deb says this is pretty effective. Leslie suggested once a hold is put on a students account, they should not be able to return the item(s)(they bought it). That way the decision may be made sooner to purchase. Sofia suggested to put the hold on a students account after 2 months and then they have the 1 month to be able to return it. Need to try really hard with seniors since after graduation they are gone. Deb also stated we can not place holds on students accounts from other campuses. FY13-have 20 (billed items), FY12-89 (billed items).

2. Martin Luther King Day - falls on the Monday after school opens. Leslie will look into it and let us know if we will be open or not.

3. VHS - keep tapes that are in a series even if they do not pertain to our area. Music set Leslie will bring to the music teacher at the high school. Sci videos-there are 3 children’s ones missing-Katie will e-mail Steve Selva about this.

4. Student snacks before Christmas - Deb will ask which time works best for students and what kind they like-Everyone will bring sweets on Monday December 9 to put out for work study and library patrons to take. Will have pizza for work study on Friday December 13.

5. Suggestion box idea and patrons voicing opinion - need an air conditioner in the back computer lab for summer months. There is no air circulation with open windows and when Sofia does sessions and closes the door it gets very hot.

6. Weekend rotation for spring semester:
Jan 19-Katie
Jan 26-Asita
Feb 1-Leslie
Feb 9-Sofia
Feb 16-closed
Feb 23-closed
Mar 2-Deb
Mar 9-Katie
Mar 16-Sofia
Mar 23-Asita
Mar 30-Spring Break
Apr 6-Closed
Apr 13-Leslie
Apr 20-Deb
April 27-Katie
May 4-Asita

7. SIERRA-would be a short term solution to replacing Millenium but not sure how this will work as not all libraries are taking the same avenue. Problem is no one has developed a program for large institutions. Not sure what the cost will be to migrate from Millenium to Sierra. Total cost will probably be divided amongst the institutions. Leslie is still seeking a better solution but has not found anything yet that would be a good fit for institutions.

8. Sofia said Frank & Joyce need to make a charge to have a sub group look at Service Summons, EDS.

9. Rachael Albert’s position- Interim VPAA process - Campus is working with the "Registry" to find a 1 to 1 1/2 year interim VPAA. The company will send a rep to campus to learn more about what we want in a person, then return the following week with 3 candidates, and the president will then make a decision

10. Class sequencing- our campus is working on getting this into effect.

11. Three positions open on our campus:
Botany
HMRT-mental health-currently 44% of our students have to take online
Soraya’s position-on hold
Kurt-not sure if he is coming back

12. Gen Ed Portfolio-Leslie is working on this with Nicki at 2:30 today-Sofia will do a walk through with library staff.

13. January 30-Leslie will be meeting with Nursing Division and will discuss stuff that needs to be updated.

14. World Acadian Congress- After our meeting with Lise and Ann in the Acadian Archives there are a few questions that came up concerning extra staffing for the Archives-Lise will submit written explanation to Leslie why and what for extra staffing is needed during the Acadian Congress and a decision will be made whether it is needed. No need to have longer library hours on weekends since there will be numerous activities in communities that will draw peoples attention. Discussed having appointments for a guided tour of the Archives and have the Library Art Exhibit as a place for an overflow of people. (addendum: library may still need to be open on weekends due to off campus cohorts coming on campus, e.g. Marshall Island students).

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