Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Attendance: Please see attached. Date: January 30, 2024

Presider: Bacani, Brigida E. Venue: AVR, LIC Matina

Proponent Issues and Concerns Responsibility Target Date Status Remarks

1 The meeting was called to order at 9:00 A.M. with

the following agenda:
1. Reading and Approval of the Minutes of Previous
Meeting
2. Business Arising from the Previous Minutes
3. New Business:
3.1 Discussion of Core Values (Innovation)
Bacani, B.
3.2 Discussion and Review of OPMs
OPM 16.06 – Rebinding and Repairing of Books
OPM 16.11 – Discussion Room Policy
4. ISO Preparation
5. Transfer to the New Library
6. Issues and Concerns per Unit Libraries
7. Other matters
Dulatre-Yuro, G. 2 Opening prayer
3 Reading and Approval of the Previous Minutes
Calunod, L. Moved for the approval of the minutes and duly
seconded by Bucog, F.
Business Arising from the previous minutes
Bacani, B. 4 UM Institutional Repository Bacani, B., Ib-ib, J. Sept. 30, 2023, To be included in the
Images uploaded by UM Branches are not in standard & Concerned moved to Jan. echo-seminar and in-
format (blurred, diff. sizes). A training workshop is branch libraries 2024 service training
A3/C
recommended to address this issue. scheduled on March
Action/Recommendation: To prepare a training 25-26, 2024
proposal addressed to HRDC
Bacani, B. 5 To conduct training for all librarians responsible for In-service training
facilitating the Information Literacy Program (ILP) Bacani, B. Jan. 29-31, 2024 A1 scheduled on March
25-26, 2024
Ramos, J. 6 LIC Digos
Shared update during the Management Review, Ms.
Asuncion commented and suggested about the
format of the library holdings:
1st column – CMO requirements
2nd column – Total No. of existing titles Waiting for
3rd column – Overall total no. of holdings Ramos, J. July 2024 A comments of Ms.
Action/Recommendation: Perez
a. Email the sample format to LIC Main for
Ms. Perez's perusal.
b. The suggestion by Ms. Asuncion is to be
integrated in the Year-end report on Data
to be analyzed and evaluated.
Anino, M. 7 Requested to review the OPM 16.11 – Discussion Oct. 30, 2023 Review on OPM
Room Policy. Anino, M. moved to Jan. A1 16.11 is one of the
29, 2024 new business
Bacani, B. 8 Mid-year Management Review
Instructed to submit the ff. AOP Mid-Year
Accomplishment Report to be submitted to QMO for Done 1/15/2024
the Mid-year Management Review:
Jan. 30, 2024 AC
 No. of updated library holdings Perez, A.
9  Random Inventory Report dated Dec. 2023 Perez, A. Jan. 30, 2024 AC Done 1/15/2024
10  Library utilization report of all sections. All readers’
Jan. 30, 2024 A
librarians
11  Summary of newly bound professional Perocho, C.
journals indexed and encoded in Alemania, C.M. Jan. 30, 2024 AC Done 1/15/2024
DLM/KOHA Calunod, L.
12  No. of freshmen (GE 2) classes that
attended the Information Literacy
Del Castillo, J. Digal,
Program (ILP) Jan. 30, 2024 A
R.A.
Action/Recommendation: Monitor the schedule to
avoid delays.
13  Preventive maintenance report. Quisido, A. Jan. 30, 2024 A
14  No. of Multimedia service requests served
Quisido, A. Jan. 30, 2024 A
on time.
15  No. of coordination meetings conducted. Vidamo, M. Jan. 30, 2024 AC Done 1/19/2024
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

16 Action/Recommendation: MYAR will be discussed on

the February cluster meeting. February 27,
Supervisors A
2024

3. NEW BUSINESS
Demetrio, M 17 3.1 Discussion of Core Values – Innovation
Discussed honesty and integrity in the workplace with
the body.
Here are the key points of her discussion:
 Creativity - Encouraging and valuing creative
thinking, idea generation, and exploring new
possibilities.
 Curiosity - Fostering a culture of curiosity where
individuals seek to understand, learn, and
explore new concepts and technologies.
 Adaptability - Embracing change and being open
to adapting strategies, processes, and products in
response to evolving circumstances.
 Risk-Taking - Accepting and even encouraging
calculated risks as part of the innovation process,
understanding that not every idea will succeed.
 Continuous Improvement - Striving for ongoing
improvement and refinement, always looking for
ways to enhance products, services, and
processes.
 Collaboration - Recognizing the value of
collaboration and diverse perspectives in driving
innovation, fostering teamwork and cross-
functional cooperation.
- - I Noted by the body.
 Experimentation - Creating an environment
where experimentation is encouraged, allowing
for trial and error in pursuing breakthroughs.
 Entrepreneurship - Nurturing an entrepreneurial
mindset that promotes initiative,
resourcefulness, and a willingness to take on
challenges.
 Customer - Centricity - Prioritizing the needs and
experiences of customers, understanding that
innovation should ultimately provide value to
end-users
 Ethical Considerations - Integrating ethical
considerations into the innovation process,
ensuring that new ideas align with values and
principles.
 Flexibility - Being flexible and adaptable to
changing circumstances, understanding that
innovative uncertain tension often involves
navigating.

As we navigate the complexities of the modern

professional landscape, we must recognize and
champion the transformative power innovation in the
workplace.
Villaver, W. 18 3.2 Review and Discussion of OPMs:
3.2.1 Review of OPM 16.06 - Rebinding and Repairing
of Books
To file RFD on the revisions made: Villaver, W & Perez, February 15,
A
 Suggest specifying the binding of print A 2024
materials.
 Associated Documents: to add a List of
books for repair.
Anino Michael 19 3.2.2 OPM 16.11 – Discussion Room Policy
To file RFD on the revisions made:
1. To change title from Discussion Room to
Vidamo, Mae February 15,
Collaboration Room A
Bacani, B. 2024
2. Collaboration Rooms are provided for the group of
10 persons who may engage in dynamic discussions,
exchange ideas and work collectively on various
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

academic pursuits including project collaboration,

research papers, problem solving, feasibility studies,
and other related activities. 3. Reservations for the
collaboration room are processed on a first-come,
first-served basis. Each reservation allows for a
maximum usage period of two (2) hours.
Reservation Procedure
For Main Campus:
3.1.1 Login to Digital Library Portal (DLP) and click
reservations. Click create reservation request and
select collaboration room number. Fill-in the date,
time, purpose of use and file reservation request.
Monitor the status of the reservation and await
notification of approval.
3.1.2 Accomplish the Google Form Attendance to
confirm your presence during the scheduled time of
use.
For Branches:
3.2.1 Reservation form for the use of the
collaboration room can be filled-out at the
information desk, and should be approved by the
Librarian In-charge or designated staff.
3.2.2 Users are required to log their names in the
Collaboration Room Logbook and deposit their
student IDs to the Staff-In-Charge.
Associated documents:
For Main:
DLP Reservation Log
For Branches:
Service Request/Reservation Slip
Collaboration Room Logbook
Bacani, B. 20 4. ISO Preparations.
 Mid-year management review on
February 7-9, 2024 at AVR4, New Library
 The tentative date of the ISO visit is on the - - I Noted by the body.
3rd week of March.
 Checking, submitting and updating
documents for ISO visitation.
Bacani, B. 21 5. Transfer to the New Library
To speed-up the transfer of the remaining materials
from BE Bldg. to the new library
Ramos, J.
Instructed the Branch head librarians on the
Donayre, C.
following:
Refugio, S.
a. to select the book shelves, tables and
Bucog, F. ASAP A
other library materials from the old library
Genon, R.
b. list down the Property Number for easy
Gelli
tracing and transfer of assets
Dacanay, J.
c. Put labels for easy identification during
the transfer
d. Request for vehicle to transport said
materials
6. Issues and Concerns
Bacani, B 22 LIC Matina
 Write a letter asking permission to
transfer the tablets to the LIC branches. Del Castillo, J - A
 Submit a list of equipment with property
numbers.
Bucog, F 23 LIC Peñaplata
Shared the following concerns:
 Suggested that KOHA visit be done online Bucog, F
via TeamViewer.
 Updating of KOHA interface.
 Suggested that only CD formats of the
Bucog, F - To be discussed
thesis will be accepted.
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

Jara, L 24 LIC Panabo

Shared the following concerns:
 No access to the DLP website.
 Ms. Jara’s appointment will end on March
12, 2024 Jara, L - A
 Eight aircon units are to be installed in the
library.
 Request a printer for free printing
services.
 Request for window blinds.
Action Taken: To be included in next year's
budget.
Donayre, C 25 LIC Tagum
Shared the following updates/concerns:
 Floor tiling of Visayan campus – Done
 PRC visitation for Electronic Engineering
Course.
 Window blinds are installed at the Mabini
campus.
 Requested sofa and steel cabinets -
Received
 Random Inventory done. Donayre, C
 18 volumes missing.
 99.91 % inventory accuracy.
 Book Enthusiast Club in partnership with
LGU Tagum.
 Ms. Clara Applied and was interviewed last
January 28, 2024.
 Adopt a Library “Aklatan para sa
kinabukasan” is scheduled for MOA
signing this February 2024.
 Adoption of the EMS of the main library.
To request the programmer of the ICT Donayre, C Feb. 29, 2024 A
main.
Action Taken: Prepare a Request Letter.
Bacani, B. 26 Inquired if students participating in the Book
Enthusiast Club with LGU Tagum have complied with - - - -
the Due Diligence requirements.
Ramos, J 27 LIC Digos
 Delayed delivery of Periodical issues
subscribed from Litera Trading Aguinsatan, L. & To follow up Sir Dan
ASAP A
Elman, G. Malayo of Litera.
 Prepare a monitoring report on the
delivery of periodical issues.
 Renovation of Circulation counter. Waiting for the final
- - I approval.

Genon, R. 28 LIC Bansalan

 Inquired from the body who is responsible
in preparing the List of Textbooks and
References per program where the
signatory is the Director and the President
- - - Noted
Willy Torres.

Response: The program heads are responsible of

preparing the List of Textbooks and References to be
reviewed by the librarian
Dulatre, G 29 LIC Guianga
 Prepare letter to request Mr. Benjade
Palmero for the installation of KOHA.
 A request letter addressed to the PPMGS
through Mr. Martin Ramos has already Still waiting for a
been submitted. Dulatre, G - A
response.
 The library is currently under repair and
repainting.
 The folding table was approved.
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

Dacanay, J 30 LIC Tibungco (Ilang)

 Inquired if there’s an update about the
- - I
books that were recommended by COO
Detoya for ePRS.
BUquia, E 31 IMS Main
 COO GED approved the leave of absence
- - - Noted
of Mr. Valentin Bantayan until April 12,
2024.
 Filed eRFD for OPM 16.09 dated January - - I
13, 2024.
 Replacement of Ms. Galano as video
February 29,
editor. Quisido, A A
2024
Action Taken: To file ERRS
 Equipment requested for the new AVR is
for Canvass already.
 1 LCD projector – 6000 lumens
IMS Personnel March 30, 2024 A
 2 LCD projector – 4000 lumens
 Speakers for both sides of AVR
 Carpet – Follow up.
Sevilla, E 32 LIC Bolton
Demetrio, M ASAP A
 To request Computer clock battery
 The thesis and donation books section will
- - A
be transferred to the CLE LIC.
 Delayed delivery of journals - PE&J Elman, G ASAP A
 Smoked detectors already requested Sevilla, E I
Del Castillo, J 33 LIC Matina
 Request to reposition the CCTV cameras Del Castillo, J February 8, 2024 A

 Submit list of faculty who did not attend February 29,

Del Castillo, J A
the ILP 2024
 Instructed the readers’ librarians to
monthly monitor and submit library
utilization reports (library attendance, in- All Readers’ February 29,
A
house utilization & check-out utilization). Librarians 2024
Also, create a Google Drive for easy access
to the body
 IDs of professional School students are
unreadable
Recommendation: Advised the students - - I
to go to the ID processing section at the
Bolton Embassy area.
Other Matters
Bacani, B. 34 Informed the body on the Community Extension
Activity:
 Share a book program and MOA signing on
February 6, 2024 at Rogationist Academy- - - I Noted by the body.
Davao, Baracatan Rd., Toril, Davao City
 Participants are selected librarians, BLIS
Faculty and Students
Introduced the newly hired librarian. Ms. Crezza Jean
Capa - assigned to supervise the Memorabilia Section
- - I Noted by the body.
and Fiction

Sevilla, E 35 BFP suggested a sprinkler system, but Eng. Nini

opposes it because it can damage the collections. - - I Noted by the body.

36 No further discussion was made. The meeting

adjourned at 5:02PM.

Legend: I – Information Only

A – Action Required
A/C – Complied/Completed
C – Cancelled
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Prepared by: Reviewed and noted by:

JOENELLE D. IB-IB BRIGIDA E. BACANI

Librarian Head– LIC