NSW PUBLIC LIBRARIES DOCUMENT DELIVERY SUB-COMMITTEE MEETING MINUTES

Date: Monday 3rd August 2020 Venue: Online – Microsoft Teams Time: 2.00pm-4.00pm

Chairperson: Anne Laidlaw, City of Sydney Secretary: Kristin Ovidi, Sutherland

1. Welcome and introductions

2. Apologies: Ania Milczarczyk, Campbelltown Aurora L’Aimable, Bayside Diane Parkin, Hornsby Deborah Malcolm, Stanton

3. Confirmation of minutes dated 3rd February 2020 Anne Laidlaw, City of Sydney and Kristin Ovidi, Sutherland.

4. Actions arising from previous meeting • Oriana to provide SLNSW monthly report that is sent to Library Managers. • ILRS Code – Clarification was sought from NLA regarding new costs and whether reciprocal arrangements can remain the same for public libraries. Information was received and sent to ill@nsw.gov.au email address by Anne Laidlaw.

5. State Library of NSW report – Oriana Acevedo Advice and best practice Reopening libraries We have put together a page with information and procedures around COVID-19 and public libraries at www.sl.nsw.gov.au/public-library-services/covid-19 . This includes the NSW Public Health Order outlining restrictions on gathering and movement, the NSW Government COVID Safety Plans for public libraries, as well as additional information and resources. Contact: Cameron Morley

State Library reopening The State Library reopened to the public with limited services on 1st June 2020, and has gradually expanded the space and services available, in accordance with NSW Health guidelines. More information at www.sl.nsw.gov.au/state-library-nsw-reopening-faqs

Public Library Services

• The PLS team members are all on duty, mostly working from home and occasionally onsite at the State Library.
• Email is the best way to reach them. For now, they are not generally able to travel to visit libraries and councils.
• Services such as the bulk loans are in operation as normal, and a new stack and processing space for the bulk loans collections has been fitted-out in the basement of the Mitchell Building.

For further information regarding Promotion, Statewide Projects, Professional Development and Specialist Services please see the SLNSW Report attachment in Document Delivery Minutes email sent Wednesday 2nd September from ills@cityofsydney.nsw.gov.au

6. Multicultural Services report – Oriana Acevedo 2019/20 Statistics 53,620 Bulk Loan items were loaned out to NSW Public Libraries in the 2019/20 financial year. The number of loans is down from previous years due to the interruption of the service caused by the COVID-19 pandemic. 78 NSW Public Libraries made use of this service. Top 5 most demanded languages were Spanish, French, Italian, German and Russian.

Staffing update - Joanna Goh took on the role of Collection Services Coordinator (for Multicultural Bulk loans & Disability format Permanent loans) from April 2020. Lauren Kramer is acting in a different role at the State Library. We are recruiting a temporary Multicultural Library Assistant to cover Lauren during her absence

Bulk Loans and Covid

• The Bulk Loans Service was suspended when the State Library was closed on 23 March 2020, and staff had to work from home. Several Public Libraries also suspended their ILL and Bulk Loan services at that time.
• Libraries that submitted requests before 23 March 2020 were given the choice to cancel, hold the request until full level of operations resume, or fulfil the request (if they are still operational).
• For the safety of all staff the number of onsite staff is limited to adhere to social distancing measures. As a result, we can handle a small number of orders at a time. A longer turn- around time is to be expected
• As many libraries were not able to provide access to the collection during the closure of their premises, bulk loans were automatically extended for a period. Loan extensions were also granted when requested

Further information on the Multicultural Services Report can be found in the Document Delivery Minutes email sent on Wednesday 2nd September from ills@cityofsydney.nsw.gov.au

7. ILL Van Run On 6/8/20, Anne L. emailed all NSW libraries regarding the creation of a live Google spreadsheet compiling information on current ILL service levels for each library and whether their van run schedule is operating as usual or restricted to certain days. To assist in having the most up-to-date information possible please have a look for your Library in the spreadsheet and update your current services:

https://docs.google.com/spreadsheets/d/1- nCtaH3BERcE1dYEeVuIJnoqaWan4KbQj_BVQRhQzYk/edit?usp=sharing

Metro libraries on the van run should expect many returns in errors as patrons from across all library services begin returning items they’ve had on loan for months.

8. The Wiki Nil.

9. Libraries Australia/LADD issues

• Annie – has noticed that when placing requests with some charging Libraries that the LADD form is still showing $16.50 and not $28.50. When receiving requests from charging Libraries it DOES show $28.50. Is this an isolated issue? No other Libraries have noticed yet but will keep an eye on it.

• General Apology/Information regarding long overdue items

• Annie mentioned that as part of Georges River blanket renewal of items on loan some ILL items also have an extended loan date to August. This could hinder getting these items back to their lending location.
• Anne Laidlaw – Same issue at City of Sydney. Items currently on loan until 30th September. Trying to get back if possible but difficult as not all branches are open and those that are only open 11-3pm Mon-Fri.

10. Suggested topics for discussion

• Which Libraries have reopened ILL service and ILL Van service (covered above under 7. Van Run conversation).
• How are libraries dealing with COVID-19 measures. Please see table below.

Library Action

• Georges River Items quarantined for 48 hours before returning ILLs.
• Sutherland Quarantined 24 hours before checking them in and sending them on.
• Ku-ring-gai 48 Hours ; special trolley to move to and from shelves. After 48 hours items returned – change return date to 2 days prior so no fines incurred.
• ILL returns also quarantined 28 hours– if off shelf then straight out.
• Mosman Returned using gloves and quarantined.
• ILL Quarantined on desk for 2 days.
• Lane Cove Quarantined 24 hours normal books ; 48 hours ILL ; parcels also wiped down.
• Canada Bay Full service ; slower due to extra activities.
• Ryde 72 hours quarantine ; reinstated Van 2 weeks ago ; ILL may resume by end of August/early September.
• Strathfield Quarantined 48 hours, also have UV machine that reads items
• before quarantining. Borrowers allowed to browse shelves.
• Parramatta Starting to let people back in browsing; items Quarantined for 24 hours.
• ILL tub quarantined for 3-4 days.
• Liverpool Access to large branches only; back to normal service.
• Cumberland Reduced hours ; full services ; gloves and 72 hours quarantined for books and packages.
• Waverley Hotspot ; very cautious quarantining everything 72 hours ;
• sending Tuesdays only.
• Sydney Select branches open for click & collect, 11-3pm Mon – Fri. 3 day quarantine for all returns.
• ILL starting to accept returns but may still be delayed in processing.
• Canterbury- Bankstown Browsers allowed in for 30min; book study space and internet; book computers; HSC study space.

- How Libraries are implementing the new ILRS Code - As discussed in February meeting NSW public Libraries are maintaining existing reciprocal agreements i.e. not charging other public libraries when reciprocal agreements in place.

- Suggestions on quick link for suspended Libraries? Action taken - Google spreadsheet created for quick reference (see above 7. ILL Van Run conversation above).

- Discuss ILL processing improvement for Spydus Libraries (John and Claude (Canada Bay) o Canada Bay would like to move to paperless ILL process if possible o Asked for other Libraries who use Spydus to share their processes and/or ideas on how this could be accomplished. The following Libraries will contact John and send info at a later date.  Murray at Strathfield  Annie at Campbelltown  Sharon at Liverpool - Strathfield JP available – Wednesdays 10-12.

11. General business • If anyone has enquiries regarding a JP Strathfield has one available on Wednesdays from 10-12pm. • Christmas Meeting – Anne L. has contacted the SLNSW and requested a room, the Venues Team is looking into it and things are looking positive. If restrictions remain, the next quarterly meeting may be run via MS Teams again.

12. Next meeting – Monday 7th December 2020. Venue – TBC – SLNSW or MS Teams meeting.

Attendees: Anne Laidlaw, City of Sydney Annie Persijn, Georges River Brenda Finney, Singleton Fujing Zhao, Ku-ring-gai Grace Yoo, Mosman Huong Tran, Lane Cove John Hogan, Canada Bay Kristin Ovidi, Sutherland Mayer Wu, Canterbury Bankstown Mark Ross, Ryde Murray Boothman, Strathfield Sharni MacDonald, Parramatta Sharon Downie, Liverpool Shelley Petchell, Cumberland Teresita Waverley Zena Jaber, Snowy Monaro Andrew Gee, Wollongong