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Architecture Library Staff Group

Thursday, January 22, 2004
LIB 407

Present: Margaret, Susan B, Eric, Betty, Michele, Ruth, Richard, Linda, Ann, Cheryl (recorder)

Absent: Sharon Lamont

Approval of previous minutes
Under Additional agenda correct spelling of Michael Barnstijn
Vitruvius Britannicas

Memorandum of Agreement
Remove 4th bullet “an error occurs”

Pre-Launch Projects
#10 first sentence should be included in #10 and second sentence is #9

Business arising from the minutes
#1 duplicates – Margaret noted that she has accepted the Task Group’s decision that newly purchased duplicate titles would be sent to Cambridge. But, she also wanted to express her concerns over this decision.

From a selector’s perspective, there will need to be more ‘record keeping” since the older titles will have an “Arch” fund even though these will be located in Porter. In the future, if a question arose regarding the location of any “Arch” fund book in Porter, then the “duplicate” list will have to be consulted, to avoid errors. When ordering new duplicates, the list of “Arch” funded titles remaining in Porter needs to be revised for titles which are unavailable (out of print), since the original title should be sent to Cambridge.

A high proportion of the titles designated for duplication are currently located in UMD (in reserves and stacks) and the holdings and spine labels would have to be changed to show a Porter location. Hence, there would only be a very few “Arch” which would remain in Porter, and minimal savings in processing time compared with the trade off in “record keeping”.

Betty noted that newly purchased titles would be linked to the original titles.

Chair’s remarks
Access to monies – Mark will send a memo to Geoff and Rick this week to get procedures in place to allow Richard to start purchasing supplies for the Pre-Launch Projects. Any time staff are used to work on architecture projects it is important to keep track of their time, even though we may not get reimbursed from the school of architecture.

Building Committee Report
The committee has not met and is not expected to meet again, therefore the Building Committee Report will no longer appear as part of the agenda.

Computing at School of Architecture
Richard distributed notes from Brent Hall. Linda, Carl, Richard and Michele will compile the library’s computing needs and then meet with Mark to approach the School of Architecture with the library’s list. Richard has job descriptions for the three Cambridge computing support positions. There will be no “help desk” service. Application specific help will be over the phone with IST or in person at Waterloo.

Pre-Launch Projects
#1 Book locations need to be determined before any books can be ordered or catalogued.

#2 User Services staff are working on this project as time permits. Richard will instruct Mark Spencer that the markings on the books should be the full width of the spine. Ann will check with Sharon to see if User Services are comfortable taking on the managing of this project. Betty is working with Mark to provide the security strips, etc. To try to strip and change spine labels of architecture books signed out, it was decided that after May 12 (term-loan renewal date) a count of how many Porter books in the architecture ranges are signed out for term loan will be run. After books are transferred to Cambridge, run a report to see what still has a Porter location in the call number ranges targeted to Cambridge. Recall those books to Porter to have them stripped and spine labels changed.

#3 In Cambridge all Masters thesis are for “use in library only” and will be located in the library, the BArch theses will be housed in the rare book reading room area for “use in the library only”.

#7 Lists of all books without fund codes should be available to all librarians to review. Michele will review this issue with all selectors. Ann will run a powercube on how many items are in the annex under NA1-NA8999. Selection work should be completed by May 1.

Moving
Eric will determine how many boxes will be needed based on the floor plan and then ask Central stores for a rough cost estimate.

Architecture Task Group
rhpinnel@uwaterloo.ca
July 29, 2005