Collection Maintenance Subcommittee Minutes

May 12, 2021, 9:30 am

Phone/video conference


Action Items:

The CMS recommended adding serials information to the Books Searching and Matching Policy.

The CMS recommended discontinuing the Serials Searching and Matching Policy.

The CMS recommended deleting the low use Collection Code PBJNFBI and the low use Shelving Locations GR2F and AV1F.


Present: Jennifer Hepler (POR), Kate Odahowski (MAD), Molly Warren (MAD), Tina Marie Maes (MAD), Sarah Hartman (MID), Amy Lawrence (MCF), Theresa Skov (VER), LuAnn Kranz (DFT), Celine Metzig (WAU)

Absent: Laura Schmiedicke (MRO), Alison Wirth (STP), Sarah Bukrey (STO)

Excused: None

Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Amy Gannaway, Kayla Linke


1.      Call to Order at 9:32 am

a.      Introduction of guests/visitors

                                                              i.      None.

b.      Changes/Additions to the Agenda

                                                              i.      None.

c.       Requests to address the Committee

                                                              i.      None.

2.      Approval of previous meeting minutes: March 10, 2021

a.      Motion: T. Maes moved to approve the March 10 meeting minutes.  T. Skov seconded.

b.      Discussion: none.

c.       Vote: motion carried.

3.      Action Items

a.      Changes to Books Searching and Matching Policy – add serials information

                                                              i.      Motion: T. Maes moved to add the Serials Searching and Matching information to the Books Searching and Matching Policy.  M. Warren seconded.

                                                             ii.      Discussion: The group reviewed the policy drafted by K. Linke.  The proposal details adding searching and matching information about annual serials to the Books Searching and Matching policy.  There will also be information added to the Multi-part Items section of the policy. 

                                                           iii.      Vote: motion carried.

b.      Discontinue Serials Searching and Matching Policy

                                                              i.      Motion: T. Maes moved to discontinue to the Serials Searching and Matching Policy.  S. Hartman seconded.

                                                             ii.      Discussion:  This was discussed and agreed upon at the last meeting.  This will go to the ILS Committee for final approval.

                                                           iii.      Vote: motion carried.

c.       Low Use Collection Codes and Shelving Locations to delete:

                                                              i.      PBJNFBI (Bilingual Picture Books, Non-Fiction) – 0 items

                                                             ii.      GR2F (Green Reads Collection, 2nd Floor) – 0 items

                                                           iii.      AV1F (Audiovisual, 1st Floor) – 0 items

1.      Motion: L. Kranz moved to delete Collection code PBJNFBI and Shelving Locations GR2F and AV1F.  M. Warren seconded.

2.      Discussion: none.

3.      Vote: motion carried

4.      Discussion

a.      Updates from previous meetings

                                                              i.      None.

b.      Update on Spanish language subject headings

                                                              i.      K. Linke reported that during the Bib Base Backstage should have added “Materiales en español” to the materials in Spanish (except for learning language materials). 

c.       Update on Multi-part DVDs Packaging Workgroup

                                                              i.      A. Gannaway reported the Multi-part DVD Packaging decision process will take longer than expected because there are many different opinions.  A survey went out and the deadline was extended to May 21 so we would try to get responses from libraries who didn’t fill out the survey.  Another meeting will be scheduled after the survey closes and the results are analyzed.

d.      Bibliovation questions and/or discussion

                                                              i.      None.

5.      Plan for Next meeting:  July 14, 2021 at 9:30 am

6.      Adjournment at 9:48 am



For more information about the Collection Maintenance Subcommittee, contact Amy Gannaway.

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.


Collection Maintenance Subcommittee/Minutes/05-2021