November 2017 Meeting Minutes

1. Mural/Michelle R. (Sofia) – did not get grant. She can bring it samples to get library staff feedback. Estimated cost is $700. If we can’t afford cost for supplies Sofia would try to apply again for grant. Leslie is asking how to justify the direct impact for this kind of cost, even though she does appreciate having nice things/environment for students.
2. AED, Automated external defibrillator (Leslie) –mentioned that these should be located strategically around campus (time/hours buildings are open). Looking to add a few more in strategic spots-one should go in the library (there are two on campus right now – Cyr and Gym).
3. Refresher on safety protocols (Sofia) – when power goes out in the library, and has been out for 5 minutes, move everyone to the front of the library where staff are located (reference/circ area) for safety reasons. Technically when power is out, we’re supposed to get people out of the building (fire alarms don’t work for example) right away (evacuate the building). Usually power outages are not for long in our area. After 15 minutes we should have everyone leave the library, then library staff lock the doors. Discussed the alarm system, when is the last time we tested it? We should test it, and communicate this with local PD so they are aware we have one. Leslie will bring this to Emergency Management, should be tested annually (also test 2 remotes too).
4. Routing (Brenda) – discussion of how to set up barcodes for routing, how to distinguish it from regular serials, and how it would work. Probably wouldn’t get back the clear sleeve with barcode all the time, might work better to set up with barcoded index card kept in serials department. That way the item records can be coded to give a two week checkout for routing purposes.
5. Library Docs in Box or Google Drive (Brenda/Asita) – both Box and Drive are equal as far as security. We have lots of library docs in both places right now. Leslie says it might be helpful to think of google drive as our h drive (use to back up your computer & store your own personal files), while Box is like the x drive (shared docs). Will take cleanup work in Box & Google Drive to consolidate files and remove outdated versions of documents. Latest version & new files should go in Box.
6. Approval/Purchase Process now that Nicki’s gone – Leslie recommends we do the same as before, except now send to Leslie for approval, then Leslie will order for you. Leslie prefers she uses her pcard instead of setting up shopper permissions for marketplace. Same process for supplies needed for copier & printers.
7. Directors’ Report (Leslie)
• Administration Integration Team for Library Resources-charged to make it so every electronic resource is available to everyone on every campus. Inventory in process, Orono was looking at ejournals. Another group is looking at potentially charging students a fee to help cover this. Procurement is trying to find cost savings as well.
• James (MIN) – EBSCO and authentication, Circ Manual is approved.
• Ithica Surveys that assesses our services. How do we assess what we’re doing and link it back to retention? Hoping this Ithica Survey would help to shed light on this.
• ACRL Framework, Sofia & Leslie worked on this. Workshop that ACRL would do. Trying to get MLA to host this. Survey sent out to Academic Libraries in the state to try and get enough people express interest in participating to make this happen.
• Cataloging Committee Stats-group will send compiled stats to Directors Group in January, they will review and see if they would like this continued.
• Camtasia Upgrade – hold off on upgrading for now.
• New hires across system.
• Library Reports
• Leslie will send minute meetings to us.
• Send Leslie anything you’d like to be included in the library updates for her Directors’ Meeting.
• Two new hires starting Nov. 27 (HR & Dean of Students)
8. $1,500 for the “Amazon” amount or really the book budget (stacks)? – Yes, our book budget for this fy is $1500.
9. Gobi-do we want to set up open URL-links to our catalog to see if we have the title (Brenda) – Yes.
Ebsco Renewal- credit of $2514.50 (Brenda) – amount is credit after initial renewal invoice in summer and second invoice in October. Is it okay to have that much on credit with EBSCO? Leslie is okay with keeping it there for now.
10. Updating records for audiobooks/sound, non-music (Sofia) – Circ asked the cataloging group to clarify the distinction between audiobook and sound, non-music. Problem with reference who don’t know to look at sound, non-music in addition to audiobook (can miss out on other audiobooks for libraries that haven’t updated their bib records). Chair of cataloging group has asked that everyone check and make sure the conversion from sound, non-music to audiobook has been done at their respective libraries.
11. Library Hours – discussion on extended hours on Friday at some point in the semester. Week before the week before final exams. Deb will send the tally. Sofia may set up survey to find out when students want us to be open extended hours.
12. Therapy Dogs – discussion on what was going on regarding this. Not much progress. Talked about other things we could provide for stress relief for students.

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