 | Summary of NMRLS Executive Board Meeting
February 15, 2007
By Greg Pronevitz |
Conflict of Interest Statement
Mary Behrle presented the following recommendation from the Board Development Committee, to be added to the NMRLS Bylaws and voted on by the membership at the November Annual Meeting. The IRS now asks not-for-profit organizations whether or not they have such a policy and NMRLS' auditor has suggested that we adopt one. This recommendation was approved by the Executive Board.
Conflicts of Interest
Whenever a director, officer, or Council member has a financial or personal interest in any matter coming before the Executive Board or Council of Members, the affected person shall a.) fully disclose the nature of the interest and b.) withdraw from discussion, lobbying, and voting on the matter. The minutes of meetings at which such votes are taken shall record such disclosure and abstention.
Strategic Plan Update
Greg presented a streamlined document that summarizes progress on NMRLS' Strategic Goals and Objectives for 2005-2010. He suggested to the Board that this be distributed to our Committee Chairs as we ask the respective committees to recommend prioritization of strategic planning objectives for Year Two of the Plan (FY2008). See: http://www.nmrls.org/strategicplan2005/implementation-report-overview.xls
Delivery Committee Packaging Recommendations
Susan Grabski presented the Delivery Committee's packaging recommendations which were developed by the Packaging Sub-committee. She thanked Jackie White, Delivery Committee Chair, and Marc Lankin, Chair of the Packaging Subcommittee, for their efforts in creating the document. The Executive Board approved the recommendations which will be placed on the delivery area on NMRLS' web site.
The NMRLS Packaging Committee has been meeting for some time examining interlibrary loan packaging standards and practices. A survey of packaging practices was made to determine the level of attention paid to protecting the materials in transit and to determine how much damage is typically occurring during transit. The results were very encouraging. Libraries are doing very well at taking care to ensure the safety of material. The level of damage is minimal. We also surveyed other consortia to see how they handled the packaging of materials and discovered very little difference in approach. Finally, we assessed the new state standards to see if there were significant changes suggested in the Statewide Delivery Committee Report regarding labeling and packaging procedures.
As a result, we decided that rather than attempt to create new standards for NMRLS libraries, we would confine ourselves to making suggestions of best practices for labeling and packaging. Some of these ideas may be cost prohibitive for some libraries. NMRLS has agreed to implement a program of group purchases for those libraries wishing to purchase new packaging items that are deemed useful by a number of member libraries.
The Statewide Delivery Committee recommends placing library barcodes on the outside of all items. This is to facilitate automated sorting in the future. While such processes are viewed as a long term goal, giving this suggestion consideration might reduce future efforts to be compatible with automation. We have referred to the Statewide Delivery Committee Report as it supports this committee's suggestions and reminds all parties of the responsibility and care of library material.
Packaging Best Practices
- The most effective way to transport DVD's and CD's is in soft Jewel cases. Made of a flexible plastic, they have minimal breakage and don't crack. This may require a reworking of cataloging procedures for these items. (vendor information is provided)
- If soft cases are cost prohibitive, all A-V materials should at a minimum, be shipped in bubble-filled envelopes (fiber-filled create too much of a mess). Securing routing labels with tape and rubber bands.
- Sending multiple items can be done in cardboard carriers meant for this purpose. Mark clearly owning library's name so that the investment of such a product returns to the appropriate library once items are returned. (vendor information provided)
- Multiple packages of A-V materials should not exceed 5" in width. They become too difficult for the sorters and drivers to handle.
- Sending magazines or books in delicate condition should be sent in appropriate sized manila envelops.
- All approved labels for routing items should be placed consistently on the exterior of the items or its packaging with double rubber bands, when necessary, to keep the label visible and secure.
- For all packaged items, once emptied and ready for re-use, make sure old labels and markings are removed, thus not confusing future transits.
Presorted Bins Instructions (See the NMRLS site for details on the new instructions for preparing and labeling presorted bins - http://www.nmrls.org/delivery/instruct.shtml)
Libraries that ship enough items daily to fill an entire bin to other libraries are encouraged to presort. Presorting eliminates the need to label individual items for delivery and allows the opportunity to pack books and media carefully to avoid damage. Labeling the bins properly is key to successful shipping.
Remove all outside labels from presorted bins upon receipt. This step removes the possibility of erroneous shipments based on "old" labels.
Each presorted bin requires three steps (see illustrations at LINK). We ask that libraries end the practice of taping a label to the side of any bin. This practice has led to the misdirection of bins because libraries did not remove them and sorters believed they were presorted.
- Tape a label to the top of the bin clearly indicating the destination by number and name.
Use a standard label, e.g.,
Or, create a label for presorted bin destinations:
Presorted - ship to:
10 Chelmsford
From: Burlington
|
- Insert a label on the side to assist drivers in identification. (Use a preprinted routing slip and circle the number of the destination library.)
Use a standard label:
Or, create a label for presorted bin destinations:
Presorted - ship to:
10 Chelmsford
From: Burlington
|
- Seal the bin closed with a cable tie.
Cable ties are available at home stores and elsewhere. Contact NMRLS to participate in our group purchase. We suggest a visible color other than red to enhance recognition.
Upcoming Meetings
Thursday, March 15, 2007
NMRLS, Danvers
2:30 - 4:30 PM
