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Architecture Library Staff Group

March 17, 2004
DC 1568

Present : Margaret Aquan-Yuen , Eric Boyd , Sharon Lamont , Michele Laing , Richard Pinnell (Chair), Annette Dandyk (Recorder)

Regrets : Susan Bellingham , Betty Graf , Ruth Lamb

Guests: Wish Leonard , Jamie Russell

 

  1. Approval of previous minutes (March 3 2004)
    Change MOA to MOU.

    #2 Business Arising, #6: change last sentence to read Until then only duplicate periodical subscriptions can be ordered.

    #2 Business Arising, #7 Co-op Job Description: change 2 nd sentence to read … and Davis User Services staff will carry out the work that would have been done by the coop students as outlined in some of the prelaunch projects list.

    #7 Prelaunch library projects, #5: change last sentence to read … or have no fund; Margaret would like to review this material.

  2. Business arising from the minutes
    #2 Business Arising, #6: The Voyager patch is scheduled for April 7.

    #2 Business Arising, #7: Jobs have been offered to the Davis staff and Sharon hopes to have a clear plan by next Friday. She will present it to User Services staff on April 2 nd and staff should know who they are working with by the 2 nd week in April.

    #6 Electrical layout, 6 th point: Michele does not agree that there should not be a photocopier in the Rare Books room. There will be further discussion when Susan is present.

    #6 Electrical layout, last point: Richard and Rick Haldenby have discussed the changes to the electrical layout, and Rick has done what we asked him to do.

  3. New business
    #8 Processing supplies

  4. Library services in Cambridge
    Guests: Jamie Russell and Wish Leonard . Discussion focused on Circulation and Reserves services, from the Inventory of Services, May 2002.

    Some assumptions were made, specifically that: the Architecture Library will be a full service library . As a branch library it will adhere to UW Library practices and policies. The group discussed TUGdocs and book retrieval services at length, particularly regarding how to facilitate requests for books and articles between UW sites (i.e. the main campus and Cambridge ).  

    • Sharon is committed to providing the TUG bars service to Architecture. Undergrads currently do not have access to books and article retrieval; however, A lex McCulloch can create a new patron group for Architecture undergrads. UW@UW could be opened both ways to undergrads but only as it relates to Architecture. Sharon will know in the next few weeks if we are going to continue with the UW@UW service. Either way, retrieval will be provided for faculty, grads, undergrads, and staff for Architecture materials.

    • Michele does not believe there would be a lot of requests, from UW Campus User Services staff can also handle any increase in workload.

    • Turnaround is projected to be three business days, assuming that the shuttle runs will be direct between UW and Cambridge.

    • There will be an Ariel station in Cambridge . Richard and Michele will discuss the ILL/DD service with Christine.

    • Jamie will train Architecture Library staff in TUG bars and RACER; Melanie Watkins will be assisting with training casual and new full-time staff, plus training someone to train future staff in the circulation module. Wish agreed that User Services would also assist with the reserves module.

    • Combining Cambridge into the TUG run is likely not feasible. Stats for requests have been low, making it hard to justify adding another stop and delaying the others.

    Interac/credit card service for fines payments will be available. Sharon will talk to Alex McCulloch about the software and setting it up. The interac machine requires a dedicated phone line. Michele will ensure that there are two phone lines at the circulation desk.

    Community borrowers were also discussed. Currently staff in UMD does not register community borrowers, and sends them to Porter or Davis. Architecture Library staff will need to be trained to do this. For the time being community borrowers registering in Cambridge would pay the $20 fee and have limited access (need to drive to Waterloo to receive the full benefits of their cards). Michele wants to consider this issue further. There are already some ties with Cambridge Public Library and allowing borrowers to use their Cambridge Public library cards may be possible. Richard suggested that this may be something the soon-to-be-established Architecture Library Advisory committee could discuss.

    User Services will help with training for print Reserves. Until the Architecture Library is fully operational and staff is trained, Wish offered to place materials on E-reserve, should there be any. To date there has been no demand for Architecture E-reserves.

    Margaret and Michele will develop criteria for handling requests for Architecture material to go on reserve on the main campus and vice-versa. The procedure will likely be different from the arrangement between Porter and Davis.

  5. Report on Cambridge site visit on 11 March
    Michele and Richard had an extensive tour with Rick Haldenby on March 11.

    In summary:

    • old ductwork and mechanicals have been removed;
    • the windows have been glazed;
    • the only windows in the Library that will open will be in staff areas;
    • east, west, and south windows will have blinds that can be controlled from the Information desk;
    • air conditioning for the Library will be separate from the rest of the building; there will be two compressors - one for the rare book area with environmental controls and one for the remainder of the Library;
    • studs for the walls are in place providing a sense of what the offices and rare book room will look like.

  6. Building committee report
    Rick is working with the two largest donors to name the Library.

    Michele received a request from the Architects on Monday for information about the service desk, bookcases etc, with a deadline of Friday. A packet of material including plans of the Davis Ccntre service desk, other plans of desks, and various dimensions has been couriered to Toronto . Michele has asked David Warne for a schedule/timeline.

  7. Review of Library Prelaunch projects
    #1 Purchase duplicate architecture titles required by Planning
    A Faculty of Environmental Studies account has been set up and Margaret can begin ordering periodicals; monographs can be ordered after the April 7 Voyager patch. Margaret has given Debbie Tytko a list of the periodicals she requires.

    #15 Develop Branch computing plan in collaboration with MAD
    Richard met with Geoff McBoyle and Rick Haldenby on March 12 to ensure that they were all in agreement about day to day support. Rick and Richard will meet with Linda (date to be determined) to discuss specifics such as the computing environment Library staff will be on ( FES vs Library server), network authentication, public printing, etc. Once the details have been worked out, Rick will communicate with Brent Hall.

    Richard reminded project managers to send him any changes for the project descriptions.

  8. Processing supplies
    Action has been taken to transfer the expenses for various supplies purchased to process materials for the move to Cambridge to an appropriate FES account.

Next meeting:
March 31, 2004 , 10:00 a.m. – 12:00 noon , DC 1568

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