Central Library / Collection Development Advisory Committee meeting
January 25, 2005

Attending: Sally Alderdice, Sue Hermans, Tom Lawrence, Jim Cosgrove, Josh Cohen, Ellen Guerci, Merribeth Advocate
Excused: Sherry Haluska, Greg Callahan

 Approval of minutes: Approved: E. Guerci, Seconded: J. Cohen

Review Central Library Initiatives

• Web resources
  • Recommended Links: T. Lawrence will expedite the updating of these 2 (general & children's) resource pages. (see Action 1)
  • Local Portal: Dutchess page has been met with excitement from the County Executives office.
• Member library training
  • Need to ensure that patrons get the help that is available. When patrons ask a question of the staff at the circ desk, want staff to answer if they understand it, know when to refer it, know when to ask someone else for help. Staff may need readers advisory training and training for answering basic reference questions. May be giving bad info, miss-info, or no info. · Committee suggested Central Reference Library Services Coordinator develop a listing of basic competencies for front-line staff; a 20 question exam to see if staff needs additional training. Provide training, then post-test. (see Action 2)
  • S. Hermans will develop reference tip sheets to send out to libraries with periodic update. (see Action 3)
  • Committee suggested training on using Recommended Links after it is redone. (see Action 4)
  • Committee suggested sending out an Action Memo to member to schedule with S. Hermans. (see Action 5)

Value of Reference Collection assessments discussed. Important to smaller libraries who may not have a reference background. Weeding is significant to collection development.

Central Library Promotional materials

• Tear-off pads for each library are being prepared, ("Stumped - we've got the answer") which include the updates recommended by the committee. Will be printed and distributed through delivery in mid-February. T. Lawrence will remind CL staff that of this timeline and to expect member libraries & patrons to tap into CL expertise in this new way. (see Action 6)

Central Library Funding: Lost $14,000 due to 5% cut. In 2005:

• $5000 of Central Book Aid (CBA) money will be cut from budget. T. Lawrence recommends cutting from serial collection and not cutting circulating non-fiction.
• $9000 of Central Library Development Aid (CLDA) will be cut from budget. T. Lawrence will look to reduce reliance on staff time and move more staff time to PPLD budget.

MHLS rotating collections

• Books On CD: Committee recommendation is for MHLS to not spend any 2005 funds on Books-on-CD, continue to rotate them to interested libraries who pay the $100 subscription fee, then disperse them equally to all interested libraries at the end of December 2005. (see Action 7)
• Possible New Format Rotating Collection: Downloadable MP3. Will bring update to next committee meeting. (see Action 8)
• Committee recommended rental ways to get new titles into the library (McNaughton, Landmark) as valuable.

Local History update

• 45 member libraries have asked for a Document Heritage Program review of their local history collections in 2005. DHP program was happy with this response. DHP recognized a few libraries requesting visits as ones they have already been to, and will send those libraries copies of the original report.
• Most local history materials require supervised access. Accommodating this might require a different status in the catalog, such as: "Call before coming".

Coordinated Collection Development

• Committee discussed the concept of every library chipping in for additional copies of items in high demand: bestsellers and DVD's. A sub-committee will be formed to prepare a proposal; at the February DA meeting J. Cohen will ask for interested people to join the committee. (see Action 9).
• Committee discussed how to make the best use of our shared collection (the evolution of system holds) and how to structure broadening the collection to include things that are coming out that we might not typically buy:
  • Non-Fiction: If members see a non-fiction title that is relevant, but not owned by any library in the system, they should e-mail the suggestion to S. Hermans. Would be purchased with CBA money.
  • Fiction: To broaden titles purchased, could start with award winning titles that are not already included in catalog. Not just winners, but nominees as well. Start with US awards, then mid-list or alternative list best sellers and Canadian awards.
    • Could send out a list asking for members to volunteer to buy a copy.
    • Members could contribute a small amount of money and would ultimately save money through the broadening of the collective collection (rather than just many copies of an old best sellers). J. Cohen & S. Hermans will prepare a scenario for next committee meeting. (see Action 10)
    • J. Cohen will ask Mary Lou Caskey at Mid-York Library System about their reading list. (see Action 11)

Actions:

1. T. Lawrence will see that Recommended Links web page is updated, both the general page & children's.
2. S. Hermans will develop a listing of basic competencies for front-line staff; a 20 question exam to see if staff needs additional training.
3. S. Hermans will develop tip sheets to send out to libraries.
4. S. Hermans will offer training on using Recommended Links after it is redone.
5. MHLS staff will send out an Action Memo to members to schedule with S. Hermans in 2005.
6. T. Lawrence will distribute Stumped pads in mid-February and will remind CL staff that this new way to reach CL expertise is coming.
7. DA will discuss committee recommendation of MHLS rotating collections.
8. J. Cohen & M. Advocate will prepare an update on possible New Format Rotating Collection: Downloadable MP3, for next meeting.
9. Sub-committee will meet and prepare a proposal regarding every library chipping in for additional copies of items in high demand: bestsellers and DVD's. Sub-committee include J. Cohen, E. Guerci, J. Huen and other interested volunteers.
10. J. Cohen & S. Hermans will prepare a scenario for next committee meeting regarding members chipping in to broaden titles available.
11. J. Cohen will ask Mary Lou Caskey at Mid-York Library System about their reading list.

Report to DA from the January 25, 2005 meeting of the Central Library / Collection Development Advisory Committee

1. Need to ensure that patrons get the help that is available. Want staff at circ desk to answer if understand it, know when to refer it, know when to ask someone else for help. Staff may need readers advisory training and training for answering basic reference questions. Committee suggested Central Reference Library Services Coordinator develop a listing of basic competencies for front-line staff; a 20 question exam to see if staff needs additional training.
2. Tear-off pads for each library are being prepared by the Central Library, ("Stumped - we've got the answer") which feature how and when for staff and patrons to contact the Central Library. Will be printed and distributed through delivery in mid-February.
3. Committee recommends that MHLS not spend 2005 funds on new Books-on-CD, continue to rotate them to interested libraries who pay the $100 subscription fee, then disperse them equally to all interested libraries at the end of December 2005.
4. Meeting high demand: Committee discussed the concept of every library contributing for additional copies of items in high demand (bestsellers and DVD's). A sub-committee will be formed to prepare a proposal; at the February DA meeting J. Cohen will ask for interested people to join the committee.
5. Committee discussed how to structure broadening our shared collection to include things that are coming out that we might not typically buy:
   • Non-Fiction: If members see a non-fiction title that is relevant, but not owned by any library in the system, they should e-mail the suggestion to S. Hermans. Would be purchased with CBA money.
   • Fiction: To broaden titles purchased, could look at award winning titles that are not already included in catalog. Not just winners, but nominees as well, including US awards, mid-list or alternative list best sellers and Canadian awards. A way to approach this is being formulated by the committee.