Central Library / Collection Development Advisory Committee Meeting
Tuesday, October 21, 2003
Attending: Sue Hermans, Tom Lawrence, Greg Callahan, Merribeth Advocate, Pat Kaufman, Ellen Guerci, Patti Haar, Sherry Haluska, Josh Cohen, Jim Cosgrove.
Excused: Sally Alderdice.

Local Newspaper Index

• Option 1: Demo of Microsoft Access database of Marriage & Death Notices 1821-1876, maintained by Adriance, was previewed as possible tool for others to emulate
  • Alphabetical index of 6631entries at this point. For in-library use at Reference Desk.
  • Will probably not put on Internet to keep from being copied to other sources. Patrons are calling in from outside the area for this info.
  • Libraries could begin their own initiative, using this model and volunteer effort.
• Option 2: Innovative could set up another database. $9,000 to configure. Everyone would enter data the same way we do now and would create a unified catalog. Could be in-house access only, not on web.
• Issues Discussed:
  • Who is collecting what already. See Action 1.
  • Need to develop a coordinated plan, whether we use individual databases or a unified system
  • How we go about advising libraries on local headings. Needs to be group conversations that include Karen O'Brien. See Action 2.
  • Good way to use volunteers.
  • Libraries are looked at as repositories of community info. A growing part of library services. Could be income generating.
  • Funding. See Action 3.
  • Managing patron expectations. Libraries will want requests for info writing.

Rotating Collections

• Discussion of modifying libraries perceptions of dealing with rotating collections. Suggestion that libraries offer each other rotating collections of their own materials. See Action 4.
• DVD: will end in July 2004. MHLS Business Office will not bill libraries for this collection in 2004.
• CD Book: Committee recommendation to extend to Jan 1, 2005. Add some titles. Bill libraries for 2004. Committee will revisit the CD book issue in November 2004. See Action 5.
• Mystery: Are collections being used by patrons? See Action 6.

  Periodical Display on OPAC

• Committee recommends a summary display of periodical holdings so patrons cannot place holds, but staff could. See Action 7.
• Committee recommends to suppress the item record.

  Database Descriptions in Home Access

• Committee recommends abbreviated descriptions & group into 3 categories: Magazines & Newspapers, Reference Books, Homework Support. See Action 8.

  New Business:
  EBSCO Host

• Need to get feedback from libraries about if they are happy with the current database mix.
• Price MasterFILE Premier & get another trial. See Action 9. Will be discussed at January DA.
• Discuss how it will be costed out to the members.

  Schedule of Upcoming Meetings (after DA meetings/separate mix recommended)

• Could schedule after Admin Users Group. Back to back with other events.
• Need to meet in January.

Other

• New DDC is available online. Suggestion that it be a system purchase, and libraries buy a share. Limited number of users. $975 for 10 licenses.

Actions:

1. MHLS will conduct a phone survey of members asking are you doing something with: obit records, marriage, baptism, tombstone records. Is anyone in your area doing this kind of record keeping. Draft of phone questions will be run by committee before proceeding.
2. MHLS will contact SENYLRC to see if they offer guidelines for local terminology.
3. MHLS will check into NYS Library grant offering: Documentary Heritage for possible funding.
4. MHLS will write directions on how in Millennium libraries can create a long-term loan in order to offer their own rotating collections.
5. MHLS will remind libraries about Landmark leasing program.
6. MHLS will get statistics on use of Mystery Rotating Collection in past year.
7. J. Cohen will work with L. Shedrick to alter OPAC display of periodicals to summary holdings.
8. MHLS will send a mock-up of new HomeAccess page to committee.
9. Price MasterFILE Premier & get another trial.

   Report to DA:

• Display of periodicals in the OPAC
• Local history name indexes
• EBSCO premier

Merribeth Advocate
10/24/03