Agenda

Meet in Goldberg Conference Room

• Update on responses to security report from Andrew Atwood
• Communications plan for staff related to DiscoverLibrary
• Project Team for copier replacement
• Announcements

Meeting Notes (Regrets: Marshall, Frances, Beth)

1. The group followed up on the security report from Andrew Atwood with responses to action items discussed at a previous meeting:

• The SDC is working to facilitate safety training sessions for staff and student assistants based on a SOLINET program. They will also facilitate training in CPR, fire extinguisher use, and use of emergency kits for the Emergency Planning Team. Plans include a link to online resources.
• Some libraries have developed a procedure for reporting suspicious activity to VUPD (following the Incident Report example used by Central); other libraries still need to develop a reporting process.
• The Emergency Planning Project Team will be including information on a standard set of written emergency protocols and identifying staff members with special training and/or skills for assistance in emergency situations in their final report later this year.
• All libraries have a current protocol for cash and key control procedures.
• The Public Use Policy of Library Facilities needs to be completed; volunteers are needed for a Task Force to draft a proposal.
• All libraries have graduate student workers on staff after normal business hours when no professional staff is available.
• A blog has been created by the CAC for the purpose of security incident reporting and information sharing; if council members or specific supervisors are interested in gaining access to the blog, please contact Tracy.
• Each library should designate an individual responsible for overall security concerns (to routinely check that windows are locked, emergency exits are not blocked, etc.). Not all libraries have designated an individual to date.
• The Security Guard Trial Project is underway. The CAC will review effectiveness of the project in the future to make a recommendation for next year. If beneficial to continue in the spring, funds can be made available to continue; a budget request can be submitted if the trial is considered effective enough for implementation next year.
• A group with representatives from Divinity (Bill), Central (David), Peabody and Science and Engineering will follow up with Andrew Atwood to discuss and consider security camera installation at those library’s entrances.

2. Jody and Sue developed a communications plan for staff related to DiscoverLibrary. Council members reviewed the draft and approved the communiqué being relayed to staff via the Staff News. Additionally, a blog will be made available for staff to share their concerns and comments about DiscoverLibrary. This blog will also serve to track conversations on implemented changes and to show a path to particular resolutions, and to provide a forum for public staff conversations about the DiscoverLibrary platform. Possible future info sessions (such as brown bags) are also being considered to provide face to face conversation on the topic.

3. Bill presented a proposal for a Copier Replacement/Upgrade Project Team to evaluate the services we currently provide to patrons and to recommend changes for possible implementation. The Project Team, to be coordinated by Tracy, will investigate and report back to the Library Council by March 2009. Directors from Peabody, Management, Central and LITS should send names of representatives for the Project Team to Bill before the next meeting.

4. Announcements:

• Lisa announced plans to have the revenue centers incorporated into the operating centers for each division by FY 09/10, reducing the overall number of library budget centers.
• Roberta announced that Verde installation will begin the week of November 10, with training (for specified staff) scheduled to take place after Thanksgiving. Additional local training will take place at a later date; Julie Loder is drafting a proposal for a Project Team.
• The Library Council will continue to rotate its meeting locations but will meet in one specified location for a month-long period. For the remainder of October we will meet in the Goldberg Room. Holling will look into scheduling the November meetings in the Music Library. Other directors are asked to consider scheduling monthly meetings at their individual libraries. Please contact Robyn about available meeting space and times.
• The survey for the Staff Service Awards will post soon.
• A recommendation was made to begin reflecting on financial planning for the near future in consideration of the current state of the economy and possible future University inflation guidelines.
• Jody mentioned that the new online syllabus project (in OAK) is up and running.