SIRS Meeting Minutes February 13, 2002 Facilitator: VanSant Note taker: Yocco Timekeeper: Norris-Gonzales Present: Evelyn Yocco, Yahaira Norris-Gonzalaz, Cindy Todd, Bob Garber, Michael Zeliff, Susanna VanSant, Allen Mattlage, Otis Chadley, Debbi Stefany. 1. Review agenda: No changes to the agenda were made. 2. Rover Representation: We discussed the issue of filling the Rover Representative position. After a discussion of the situation Cindy proposed that we not have a Rover Representative at this time. We would like to have a representative from TSD. We will not eliminate the position but reserve the spot for now. The rovers break down as follows: Volunteers to rove: 4 Hours/week by TSD staff 4 Hours/week of TSD GA's 1 Hour/week by ITD GA 1 hour/week by P&AS staff 1 Hour/week by ITD staff 1 hour/week by CM GA This is a total of 13 hours per week of roving done at the Information Desk. There is an additional 1- hour per week of roving in Gov. Doc. 3. Moves and Renovations: Construction of the new Reference Desk is scheduled to begin around February 25, 2002. About one month later, hopefully the weekend before Spring Break, the hole in the wall for the new doorway to the stairs will be made. We will have one phone line in our temporary location. We will have Simmons II in Room 1107 and two stand alones. We will be in the temporary location for about 4 to 6 weeks. 4. Welcome Desk: There will be 50 hours of Welcome Desk to fill with volunteers. Monday to Friday 8:00 am to 6:00 pm. So far we have only 25 volunteers and we are hoping for at least one hour each per week. We will fill the rest of the hours with Service Plus Students. We will not be able to fill the 8:00 am hours with students since we have no students at that time. The welcome desk will start operation the week of February 25, 2002 at a temporary location. The Welcome Desk will serve two functions A) Man the security desk for food and drinks and alarms. B) Give directional information. There will be handouts at the desk: campus maps, Library floor plans and Library hours. Cindy will check to see if there will be a panic button at the permanent Welcome Desk (none is planned at this time-ct). First floor panic buttons will be installed after renovation is complete. Lost and found will not be at the welcome desk at least not at this time. There will be no room for the lost and found at the Circulation Desk once it moves to its new location. There will be no room for the lost and found at the new Reference Desk. We will discuss the lost and found at a later time. 5. Planning for 2002 - Current Pending Items: Gather data about traffic/use and staffing and information needs after 10pm New desk set-up Shift of stacks collection: is accurate information getting to our users? SIRS pages: evaluate contents, distribute the work, post minutes Gather input re: undergraduates behind the MCK reference desk Also: IRS Team - The relationship to SIRS Print station location and how it is working Special borrowing Working with IRST on Strategic Planning and Best Practices Guides - should be keep them in print and the use of colored paper Responding to services needs during renovations 6. Cindy explained moving items into Per Stk 7. Government Documents should be open next week. Maps will be moved later. 8. In the future the 2nd floor will have the National Bibliographies, Oversize books, and group study - rooms. 9. Round Robin: Send students to the 6th floor to turn in employment applications. Until the printer on the 2nd floor is moved to Government Documents, Ross will fill it with paper. The new card system should be starting soon. Bob Garber will be sending out information on the new system. Beth will replace Barbara N-C. Cindy will send out a complete List of members. 10. Next SIRS meeting: Facilitator: Moreton Notetaker: Stefany Timekeeper: Todd Agenda for next meeting: Special Permission loans and we will invite Jessie Print station # 10 Renovation Round Robin Set agenda for next meeting