Present: Merribeth Advocate (MHLS), Linda Duebert (Coxsackie); Jody Ford (Stone Ridge), Sue Hermans (Central Reference Library Services Coordinator), Lisa Karim (LaGrange), Kathleen McLaughlin (Putnam Valley); Rebekkah Smith (MHLS), Ellen Tannenbaum (Dover Plains)
Guest(s): Josh Cohen (MHLS); Laurie Shedrick (MHLS); Lena Smolon (MHLS)

Minutes:
Staff Picks - M. Advocate presented a draft of the Staff Picks form to be integrated with the Online Public Library Catalog. Committee suggestions:

• encourage book discussion group leaders to take part in this endeavor;
• Reviews should be identified by library, not specific staff person's name;
• have a disclaimer that clearly states these are opinions;
• have categories of adult, teens, and children's books (children's books could be broken down by age, see Amazon standards and YS Department review collection reviews).

Preferred Searches - L. Shedrick gave the committee an overview of what the preferred searches feature does within the OPAC/My Millennium. Committee was asked to look at the draft of the brochure and to brainstorm about a new name that would clarify to patrons what exactly preferred searches is. Committee suggestions:

• "Favorite Searches."
• Button label: "My Favorite Searches."
• Title of brochure, "Save Your Favorite Searches using the Library Catalog"

Review of Recent CE

• Trustee Essentials: Using the new evaluation summary format, M. Advocate reported that this round of Trustee Education went very well. Comments on the evaluations reflect that the curriculum is well designed. J. Cohen suggested getting this group of training sessions done in early September next year. The next Administrative Users Group will build on what we've learned through the Trustee Essential session.
• Acquisitions: L. Shedrick reported that some libraries are beginning to use the acquisitions module as a result of the training.

New Evaluation Summary Format
Comments:

• Try to use percentages of libraries to reflect smaller county's participation.
• Change the last ranked question to "Would you recommend this training to your fellow trustees?"

Off site CE

• Site form: M. Advocate presented the draft of a form to assess library's ability to host CE events for MHLS. Suggestions from the committee:
  • use "space" rather than "room";
  • ask what type of Internet connection is available;
  • use cover of Action Memo to give libraries a choice of becoming a host or not;
  • ask what kind of lead time do libraries need to book the space for MHLS;
  • ask if they can host events in the evening;
  • ask if their space handicapped accessible.
• Mileage reimbursement: In 2004 the Incentive Program will use a standard mileage measurement for reimbursement rather than self-reported mileage. The Committee is in favor of this change.

Upcoming CE

• Staff
  • ILL - Susan DiLorenzo is going to an all-day ILL training from NYLINK that focuses on resource sharing across the state and using statistics.
  • Managing for Results - R. Smith and M. Advocate will be attending training on facilitating resource allocation in November. This is a proven process that helps library directors implement strategic plans at the staff level regardless of their library's size.
• Member
  • Annual meeting: November 1st; attendees can sign up for table talks at lunch; M. Advocate will be conducting a brief Disaster Preparedness workshop prior to the beginning of the business meeting.
  • Special District Public Libraries: R. Smith reported that the NYS Comptroller's office has agreed to do a workshop for special district libraries to address recommended record keeping practices, budgeting and claims processing. It will be open to all SD libraries in NYS with priority given to MHLS SD libraries.
• SENYLRC plans: S. Hermans and L. Karim reported back from the SENYLRC Continuing Education Committee:
  • In 2004 SENYLRC will be offering two technology workshops; two core skills workshops. Topics to include: virtual reference, customer service, web pages, surveys, and Friends of the Library.

Brochures

• Library Card Brochure - draft was presented by R. Smith. Committee made some wording changes.
• RCLS Online Databases Brochure - discussion of their brochure as a model to create a brochure for HomeACCESS. Committee was in favor of MHLS creating a similar brochure for member libraries to use.
• Didn't find what you're looking for? Poster drafts: Committee suggestions - simplify message and combine for one generic sign in two formats, a poster and a stand-up sign:
  • "Did you find everything you were looking for? If not, please ask us, we're here to help."

Committee business

• 2004 Committee membership: three slots open à Wendy Alexander, Rosendale (Ulster); Linda Deubert, Coxsackie (Greene); Dutchess will decide shortly.
• The Committee elected co-chairs for 2004: Jody Ford (Ulster) and Ellen Tannenbaum (Dutchess) for a one-year term.
• Photo of the committee was taken for a presentation at the Annual Meeting

Other:
· K. McLaughlin asked for additional information regarding children's librarians be added to the salary/benefits survey that is being developed

Report to DA

• Recommendation regarding on order status in item records
• Staff Picks
• Special District library workshop by the NYS Comptroller: December 16th from 1-4pm addressing recommended record keeping practices, budgeting and claims processing
• Brochures in the works
• Signs: "Did you find everything you were looking for? If not, please ask us, we're here to help."

Next meeting: 2004 dates will be set before the end of the year

ACTIONS:

1. M. Advocate will make the suggested changes to the Staff Picks form and then begin promote it.
2. Committee recommends a DA voting agenda item: because we are turning on Favorite Searches libraries should not catalog items with an "on order" status, propose removing that option completely from the drop down menu in Cataloging; if libraries want to have purchases reflected in the OPAC they should use an order record through acquisitions. Therefore the committee recommends the delay the launch of Preferred/Favorite Searches until this has been resolved.
3. L. Shedrick will change the Preferred Searches/Favorite Searches brochure to reflect the committee's input.
4. MHLS Staff will have a HomeACCESS brochure draft ready for the next Committee meeting.
5. MHLS Staff will work on a poster and stand-up sign that reads "Did you find everything you were looking for? If not, please ask us, we're here to help."

Handouts:
Staff Picks draft
"Preferred Searches" brochure draft
New evaluation summaries
Form to assess site viability for CE in libraries
Draft of Library Card Brochure
RCLS Online Databases brochure
Draft of text for a poster to remind patrons to ask for help if they can't find what they are looking for

Submitted by Rebekkah Smith, 10.2.03