Wednesday, June 16, 2004
Davis Conference Room, 10 am – noon
Approval of minutes
May 12 approved
Site visits to Cambridge
May 29 open house:
The open house was a great success. It was disappointing that the library was blocked off and the entire 2 nd level was off limits. There were plenty of drawings and diagrams for people to see what it will look like.
June 24 visit:
Gemma Selvanera is willing to take anyone interested on a tour of the Architecture library space on June 24 around 2:00 pm .
Job descriptions for support staff in Cambridge
The job descriptions have been written for the two clerk positions. One is collection work and the other is secretarial, both classified as USG4. The library assistant position has been written and classified as a USG6. The postings have been drafted and will be finalized very soon.
Building Committee report
- Books can begin to be packed on August 16 and can be moved later that week or August 23.
- Construction needs to be done before compact shelving tracks can be installed.
- The shuttle service is still under discussion.
- Carpet is expected to be installed by July 24
- Millwork is to begin August 1
- Ways of transferring rare book and archival material to Cambridge in a secure manner will have to be investigated.
Review of library prelaunch projects
#4 Prepare materials (including Dendy collection) in Special Collections for relocation
- Reimbursement transfer for supplies is still outstanding
#7 Identify architecture titles in Porter/UMD/Annex for relocation
- Michele has given Betty lists which deal with small collections and will have completed the UMD cleanup list by June.
- Michele will give Betty the master file for the Porter NA section and Betty will have Gerald Underhill match it against the paper list with the crossed-out titles to create a clean electronic list, which will be used for pulling books.
#11 Implement Annex project
- Annex project is going well. All the theses and a number of books have been pulled. The books are being moved to a separate area and once they are all pulled will be sorted by location. Betty has roles of spine label tape that will be cut and placed on the spines. Betty will ask Gerald to measure how much space the theses will need. Three files will be created with barcode numbers; theses, stacks and periodicals. Casual staff will be hired to pull, pack, and scan the material before the move and then to add new location labels after the material is moved and shelved.
A list of material signed out on term loan will have to be generated to determine what needs to be security stripped and the spine labels changed when the books are returned.
#12 Unpack and reshelve library materials in Cambridge
- Sharon will let Eric know to contact the movers. Staff will be pulling the material. We now know a moving date and are close to determining the total number of items to be moved minus the number of books signed out on term loan. Amy Townsend will be coordinating the pulling of books and marking of boxes.
#10 Pull library materials from shelves in Special Collections and pack
- the rare books will not be moved until construction is complete and the environment has been tested for a stable performance period. The security system, detectors and monitors need to be working.
#14 Create Architecture Library webpages
- Amy Townsend will be creating a web page. She is reviewing other web sites and features for ideas.
#15 Develop Branch computing plan in collaboration with MAD
- Linda Teather and Richard Pinnell met with Rick Haldenby last week to talk about computing issues (email June 10, 2004 ). It was recommended that library staff and public would be in a FES computing environment and every machine will have to be authenticated. Discussions are still ongoing regarding the library’s computing plan.
#1 Purchase duplicate architecture titles required by Planning
- duplicate ordering is complete and will be processed through cataloguing by the end of July, early August.
Projects #2 & #4 are complete.
Discussion took place about how to thank the staff who have been working on specific projects. No decision was made, and discussion will continue at future meetings.
