Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Attendance: Please see attached. Date: June 21, 2023

Presider: Del Castillo, J. Venue: AVR, LIC Matina

Proponent Issues and Concerns Responsibility Target Date Status Remarks

1 The meeting was called to order at 9:00 AM with the

following agenda:
1. Reading and Approval of the Minutes of Previous
Meeting
2. Business Arising from the Previous Minutes
Del Castillo, J. 3. Business for the Day:
3.1 Discussion of Core Values (Honesty and
Integrity)
3.2 Review of OPMs (OPM 16.09 and OPM 16.10)
3.3 Issues and concerns
3.4 Other matters
Sevilla, E. 2 Opening prayer
3 Reading and Approval of the Previous Minutes
Ib-ib, J. Moved for the approval of the minutes and duly
seconded by Mr. Villaver.
Business Arising from the previous minutes
Villaver, W. 4 Raised his concern on the replacement of his Villaver, W. & April 2023 Included in the
stamping machine to fast track the binding of Vidamo, M. moved to May budget proposal
Periodicals. 30, 2023 To be included in the
AC
Action/Recommendation: To look for an upgraded budget proposal SY
stamping machine. This will be included on SY 2023- 2023-2024
2024 proposed budget.
Palmero, B. 5 Suggested to schedule a visit to UM Tibungco, UM Palmero, May 30, 2023 Draft of the letter to
Guianga and UM Penaplata RE KOHA concerns Concerned Branch be checked by Dir.
Action/Recommendation: Mr. Bucog to prepare a Libraries A1 Bacani
request letter RE approval of visit and per diem of Mr.
Palmero
Bacani, B. 6 UM Institutional Repository Bacani, B., Ib-ib, J. April 2023 To be scheduled on
Images uploaded by UM Branches are not in standard & Concerned moved to June 5, July 3, 2023
format (blurred, diff. sizes). Training workshop is branch libraries 2023
A2
recommended to address this issue.
Action/Recommendation: To prepare a training
proposal addressed to HRDC
Quisido, A. 7 Raised concern with the branch libraries that have no Approved and
IMS Personnel. subject for annual
 Tibungco – Video & Photo documentation c/o evaluation.
OSA; PM of computers c/o ICT; IMS concerns
c/o Main
 Guianga – No IMS Personnel; LCD weekly report
c/o Ms. Dulatre; PM of computers c/o ICT Main;
PM LCD c/o IMS Main
 Digos- Video & Photo documentation c/o OSA;
Recommended Mr. Edgar Lugatman to be
assigned to IMS
 Tagum – Video & Photo documentation c/o
OSA; Recommended Mr. Duane Bercilla to be
assigned to IMS
 Panabo – no IMS Personnel; PM of LCD c/o Quisido, A March 17, 2023 AC
PPMGS; Request for replacement of Mr. Regie
Canesares former IMS personnel; Added task
given to Mr. Samuel Refugio as the IMS-in-
charge
 Penaplata – no IMS Personnel; Added task given
to Mr. Franlo Bucog as the IMS-in-charge
 Bansalan - PM of computer units c/o Mr.
Palmero ; had an additional Technical staff;
submit LCD weekly report c/o Sir Genon;
Recommended Mr. Benjade Palmero to be
assigned to IMS
Action/Recommendation:
To request a designated IMS staff for all Branches
except for UM Guianga and Tibungco.
Anino, M. 8 Suggested the following: Anino, Michael June 30, 2023 Fill out System
A
1. Discussion Room Reservation System LIC Head Development Form
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

2. To convert the DR logbook to Online Attendance before June and

form include in the AOP
Response:
To include this improvement in the next AOP SY 2023-
2024
Del Castillo, J. 9 LIC Matina Del Castillo, J. April 30, 2023 Done 05/31/2023
Shared concern about Ms. Perez’s observation on the
Student ID No. indicated the Students’ Logbook,
which violates the Data Privacy Act.
A1/C
Action/Recommendation: In the meantime, EMS will
be used on the upcoming ISO visit. A review of the
Students’ Logbook Form will be conducted on April
2023.
Elman, G. 10 OPM 16.01 review Elman, G. May 31, 2023 Approved for layout
Below are the revised items, to wit:
III. Policies/Guidelines
2. An assessment of all library holdings per
program based on CMO standards shall be done
every Summer and shall be used as a basis for any
acquisition to be done.
4. The ePRS shall be endorsed to the LIC Head or
Branch Director before submission to the
Purchasing Office.
IV. Procedure/Flowchart
1.1. Conduct assessment of all library holdings per A1
program based on CMO standards every Summer.
2.1 Submit the budget for theincoming school year
and attach the summary of subject per program
which needs improvement/acquisition.
3.2 Submit filled-out BOS (Book Order Slip) to
Acquisitions Librarian.
4.1 Counter check the BOS againstthe holdings to
avoidduplication.
4.2 Approval of BOS by LIC Head
4.3 Create/Fill-out the ePRS template
Action/Recommendation: To file an eRFD for
revision via MIS
Matavia, M. 11 OPM 16.05 review Matavia, M.J. May 31, 2023 Approved for layout
Below are the revised items, to wit:
III. Policies/Guidelines
1. Borrowing/ Check-out
1.1 The CL shall create an account for
unregistered students and employees upon
presentation of UM validated ID/Certificate
of Matriculation Form, and faculty
loading/UM ID for employees along with the
filled-out Data Privacy Consent form. In the
absence of the above requirements, the CL
can verify in the masterlist of currently
enrolled students.
1.2 – delete
1.3 The CL shall record transactions in the Library
System.
A1
1.3.4 Fiction books can be checked-out for a period
of seven (7) days.
1.5.2 Tertiary, Professional Schools and College of
Law Students – start of classes until the last day of
the Semester.
1.5.3 – delete
1.7 Checking-out of books shall start at 7:30 7:15 am
until 8:30 9:00 pm only for circulation and fiction
books, while reserve books can be checked-out from
6:00 pm to 9:00 pm for students only.
2. Returning/ Check-in
2.1 All borrowed/checked-out circulation/fiction
books must be returned on or before due dates.
Reserve books must be returned not later than
10:00 A.M. on due date.
2.2 The stakeholder with overdue borrowed
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

materials shall be charged a fine/penalty of

P25.00 per day per item for circulation/fiction
books and P10.00 per hour for reserve books,
excluding Sundays and Holidays and
unprecedented suspension of classes. The
stakeholder shall be notified for the overdue
either through letter of notification or E-mail.
2.4 – delete
V. Associated Document/Records
To delete Certificate of Matriculation (Form 1)
Action/Recommendation: To file an eRFD for
revision via MIS
Ib-ib, 12 UM Repository Vidamo, M. June 30, 2023 Included in the
Uploaded 385vols. of manuscripts. Likewise, proposed budget for
requested for an Adobe Pro Software. SY 2023-2024
AC
In addition, issues and concerns with regards to
Digitization will be discussed on the upcoming
training workshop.
Bucog, F. 13 UM Penaplata Bucog, F. June 30, 2023 Included in the
Requested for a library expansion. budget proposal for
AC
Action/Recommendation: To be included in the SY 2023-2024
proposed budget for SY 2023-2024
Refugio, S. 14 UM Panabo Refugio, S. June 30, 2023 Approved during the
Requested the following to be included in the budget hearing
proposed budget for SY 2023-2024, to wit: AC 06/15/2023
 Additional Air-conditioner units for the reading
areas.
Refugio, S. 15  Heavy duty scanner for scanning of manuscripts Refugio, S. June 30, 2023 Approved during the
for the Digitization Project AC budget hearing
06/15/2023
Calunod, L. 16 UM Basic Education Calunod, L. June 30, 2023 Approved by COO
Requested the following to be included in the Detoya with remarks
proposed budget for SY 2023-2024, to wit: “AVP RFE/Chief
AC
 Library expansion - conversion of the old Eman”. Forwarded to
records room of Basic Ed. to AVR Maintenance Office.
06/02/2023
Calunod, L. 17  Air-conditioner units for shelf protection for the Calunod, L. June 30, 2023 Included in the
library collections AC budget proposal for
SY 2023-2024
Quisido, A. 18 IMS Main Quisido, A. & June 30, 2023 Submitted a request
Raised the ff. concerns, to wit: Bacani, B. letter addressed to
 Request for the provision of an IMS Office to COO Detoya thru
accommodate all requests and serve as a AVP Castillo.
central location for storing IMS equipment, 05/19/2023
records and documents. A
Action/Recommendation: To coordinate first with
Ar. Quinto
Response: After the deliberation, they recommend to
utilize the stockroom near the AVR on the ground
floor.
Quisido, A. 19  Fast turn-over of STAS due to financial problem. Quisido, A. June 30, 2023 Still waiting for the
Action/Recommendation: Already reported to A approval from HRMD
HRMD and request for replacement.
Quisido, A. 20  Requested to review the OPM 16.09 and OPM IMS Personnel June 30, 2023 Done 06/21/2023
AC
16.10
Quisido, A. 21 Recommendation of interactive whiteboard to be Anino, M. & June 30, 2023
installed to all Discussion Rooms. Vidamo, M.
AC
Action/Recommendation: To be included in the
proposed budget for SY 2023-2024
Anino, M. 22 CEE CMC Meeting Anino, M May 31, 2023 No proposal yet
Raised the Access Engineering subscription
Action/Recommendation: To coordinate with the A1
CEE Dean’s office for a recommendation from Dean
Cañesares
Perocho, C. 23 CHSE CMC Meeting Elman, G. May 31, 2023 Sent update via
Raised concern from Prof. Solano asking why is it their email 05/27/2023
AC
requested books since 2018 are not available in the
library – need to rephrase
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

Action/Recommendation: Review the list of DACUN

books since 2018 and inform Prof. Solano for the
updates. In addition, there should be a
communication addressed to the concerned Faculty
informing them with their selected/requested books
and attach the BOS.
Magayon, J. 24 CTE CMC Meeting Villaver, W. & ASAP Done. For delivery on
Follow up the requested books of Prof. Porras. Magayon, J. June 26, 2023.
AC
Response: Books are still in the Bindery Section for
rebinding.
Bacani, B. 25 Team LIC Main & Branches Rest and Recreation Bano, N.J., Mancao, July 31, 2023 Annual planning will
The ff. personnel are the committee for the planning K.B., Perocho, C. & be held at Lugar
of the R & R, to wit; Refugio, S. Mountain Resort on
 Bano, N.J. August 27-28, 2023.
 Mancao, K.B.
AC
 Perocho, C.
 Refugio, S.
Target date is before First Sem. of SY 2023-2024
Updates will be presented on the next cluster
meeting.
New Business
Del Castillo, J. 26 Discussion of Core Values (Honesty and Integrity) - - Noted by the body.
Shared to the body the ff. insights:
 Honesty is being sincere. Being able to tell the
truth always.
 Integrity means that being true to the
company’s brand and beliefs I
 Establishes utmost trust and ensures practical
transparency in dealing with the stakeholders.
 Practice accountability in all undertakings
especially those that involve with the
stakeholders.
Quisido, A. 27 Review of OPM 16.09 (IMS Preventive Maintenance) Quisido, A. & July 31, 2023
Below are the revisions for OPM 16.09: Galano, R.
 To delete item no. 2 Maintenance of the
Computer Set.
 Add the ff.
3. Maintenance of Audio Systems:
3.1 Amplifiers Mixers and Speakers
3.1.1 The parts of amplifiers and mixers should
be cleaned regularly. Otherwise, the
sound quality will be greatly affected the
minute particles of metal oxide are
deposited on the parts of the player. Many
manufacturers recommend cleaning after
approximately 50 hours of operation.
3.1.2 Do not use cleaning sprays, benzene,
thinner or other solvent. If the surface is
solid, wipe gently with a soft, damp
A
(water only) cloth.
3.1.3 Never allow the ventilation holes of the
audio amplifier to obstruct in anyway.
3.1.4 Do not store the equipment in locations
exposed to direct sunlight, humid or dusty
places.
3.2 Speakers
3.2.1 Do not blocked any of the ventilation
holes.
3.2.2 Clean only with damp cloth.
3.2.3 Only used accessories specified to avoid
poor performance, or damages.
3.2.4 Speakers attacked directly on the floor or
on a tripod stand.
V. Associated Documents/Records
*Add Equipment to the word History Card
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

Prepared by - Change the name of VICTOR V. PANER

to BRIGIDA E. BACANI
Action/Recommendation: To file an eRFD for
revision via MIS
Quisido, A. 28 Review of OPM 16.10 (Use of IMS Quisido, A. & July 31, 2023
Equipment/Materials Galano, R.
Below are the revisions for OPM 16.09:
 Add “and/or Branch Director” for item no. 4
A
 Prepared by - Change the name of VICTOR V.
PANER to BRIGIDA E. BACANI, HEAD
Action/Recommendation: To file an eRFD for
revision via MIS
Issues and Concerns
Sevilla, E 29 LIC Bolton - - Noted.
Raised the ff. Issues/concerns:
 Defective Aircon at Legal Ed LIC I
Response: Already requested for SY 2023-2024
proposed budget
Sevilla, E 30 Requested for an additional wifi router at LIC Bolton Sevilla, E. July 31, 2023
Action/Recommendation: To send a request letter A
addressed to ICT.
Sevilla, E 31 Requested to transfer some of the aircon units from - - Noted.
LIC Matina to LIC Bolton.
Response: To send a request letter addressed to I
COO Detoya once the transition to the new library is
complete.
Perez, A. 32 TPS Main Sevilla, E, Perez, A., July 31, 2023
Raised concern from the CTE Faculty with regards to Del Castillo, J. &
her confusion in the legends of the attach note in Mancao, K.H.
the syllabi checking.
A
Action/Recommendation: All Asst. Chief Librarians
will provide for the right term to use in the legends –
NC & NA for clarity. The updated template will be
edited by Ms. Mancao.
Del Castillo. J. 33 LIC Matina Del Castillo. J. July 31, 2023
Raised her concern with regards to the oudated
tablets. Hence, no students utilizing it.
A
Action/Recommendation: To file an eRFD for the
deletion of OPM 16.13 - Policies and Guidelines on
the Use of Tablets (Rev. 2) via MIS.
Del Castillo. J. 34 Suggested to reduce the minimum no. of pages for Del Castillo. J. July 31, 2023
free printing service to prevent printer’s
malfunction. A
Action/Recommendation: To change the policy in
the free printing service.
Genon, R. 35 LIC Bansalan Genon, R. ASAP
Raised concern with regards to an error registration
in the Student Portal. A
Action/Recommendation: Communicate with AVP
Petinglay of ICTC Main.
Bucog, F. 36 LIC Peñaplata Bucog, F. ASAP
Already encoded the items in the Feedback Form but
have the difficulty in uploading of list of students. A
Action/Recommendation: Communicate with AVP
Petinglay of ICTC Main.
Bucog, F. 37 Asked for approval to use the template from Main as - - Noted.
attachment in the syllabi checking.
I
Response: Approved. To wait for the revised
template.
Bucog, F. 38 Requested for a DSLR camera to be used in UM
Peñaplata
Action/Recommendation: To include in SY 2023-
2024 proposed budget and coordinate with Mr.
Quisido for the specifications.
Quisido, A. 39 Suggested that all branch libraries will request a - - Noted by the branch
I
DSLR Camera for their photo documentation service. libraries.
Refugio, S. 40 LIC Panabo - - I Noted.
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

Asked for approval to use the template from Main as

attachment in the syllabi checking.
Response: Approved. To wait for the revised
template.
Refugio, S. 41 Asked for a new format use in newspaper clippings Perocho, C. ASAP
Action/Recommendation: To be emailed by the A
Periodicals Librarian.
Ramos, J. 42 LIC Digos - - Noted
Informed the ff. updates:
 A newly hired office assistant, Ms. Mikayla
Adolfo, started on June 16, 2023.
I
 15 computer units delivered last June 19, 2023
for replacement of the defective units at the E-
resources section
 IBC books were already delivered to LIC Digos.
Ramos, J. 43 Asked the body of the contact information of Davao - - Noted
Print for their newspaper subscription.
I
Response: No availabe contact information of Davao
Print. Torino Newspaper is the supplier of LIC Main.
Ramos, J. 44 Informed that she has no personal umindanao Ramos, J. ASAP
account yet to register in the Student Portal. A
Response: To email to ICTC Main.
Donayre, C. 45 LIC Tagum - - Noted
Informed the ff. updates:
 Ongoing floor tiling - 70%
 Requested additional AVR staff – Approved
05/26/2023
 Transfer of Ms. Galano to UM Tagum – no
update yet I
 Waiting for the delivery of IBC Books
 IBC will email the list of titles for request via
ePRS.
 Syllabi revision were already coordinated with
FLAC
 Syllabi checking is ongoing
Other Matters
Bacani, B. 46 Instructed all concerned branch libraries to request Refugio, S. July 30, 2023
an honorarium for Mr. Benjade Palmero as the A
KOHA Admin.
Bacani, B. 47 Instructed to submit the ff. documents for the Year- June 30, 2023
end accomplishment report on or before June 30,
2023, to wit:
 Perecentage of compliance to regulatory Perez, A.
A
requirements for library holdings.
 Percentage of accounted library resources
*95 unaccounted materials.
*Last day of inventory is on June 28, 2023.
Bacani, B. 48  Percentage of library resources utilization. Reader’s Librarians June 30, 2023
*All reader’s librarians must submit their Bolton & Matina
A
Utilization report to be consolidated by Ms. Del
Castillo and Ms. Elsa E. Sevilla
Bacani, B. 49  Percentage of newly bound professional Alemania, C.M. & June 30, 2023
A
journals indexed and encoded in DLM/KOHA Perocho, C.
Bacani, B. 50  Percentage of freshmen classes that attended Digal, R.A. June 30, 2023
A
the Information Literacy Program.
Bacani, B. 51  Percentage of Preventive Maintenance Quisido, A. June 30, 2023
conducted as scheduled.
A
 Percentage of multimedia service requests
served on time.
Bacani, B. 52  Number of Coordination Meeting conducted. Vidamo, M. June 30, 2023 A
Bacani, B. 53 Informed the body that the motif for the 77th UM - - Noted by the body.
Founding Anniversary on July 28, 2023 is army-navy I
inspired.
Bacani, B. 54 Reminded the body of the ff: - - Noted by the body.
 All librarians must do the shelving before
leaving the office. I
 Break time must be limited to 15 mins. both in
the morning and in the afternoon.
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

 Punctuality at work.
 All personnel with evening shifts are required
to be present during cluster meetings.
 A minimum of 2-hour overtime and no OT on
holidays and day-off.
55 No further discussion was made. Meeting adjourned
at 4:10 P.M.

Legend: I – Information Only

A – Action Required
A/C – Complied/Completed
C – Cancelled

Prepared by: Reviewed and noted by:

MAE A. VIDAMO BRIGIDA E. BACANI

Administrative Assistant Head– LIC