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Architecture Library Staff Group

March 3, 2004
LIB 428


Present: Margaret Aquan-Yuen, Susan Bellingham, Eric Boyd, Betty Graf, Ruth Lamb, Sharon Lamont, Richard Pinnell (Chair), Linda Teather, Annette Dandyk (Recorder)

Regrets: Michele Laing

  1. Approval of notes from February 4
    #2 Business Arising
    1st paragraph, 4th sentence: change “The Library staff …” to read “The UMD Library staff …”
    Last sentence: change to read “Computing assistance may also be available remotely from MAD on the Waterloo campus.

    #4 Chair’s comments
    Change Denis to Dennis.

    #5 Systems requirements report
    2nd sentence: “Linda distributed draft meeting notes.”
    2nd paragraph, 4th sentence: “Linda will talk to Carl about ftp …”; Action: Richard and Linda
    3rd paragraph: MOU instead of MOA

  2. Business Arising
    #5 Systems Requirements Report
    Richard, Carl, Linda, and Mark have discussed the MOU, with states that equipment will be purchased by FES and will not be signed over to the Library. The FES is responsible for hardware upgrades and upkeep/repairs. Library specific costs such as Voyager upgrades will be absorbed by the Library.

    #6 Prelaunch Library Projects
    Betty has created locations for Architecture, but there is a problem with Voyager that doesn’t allow Debbie to add the locations to the fund structure. The next patch, available in mid March will likely address this. Until then only duplicate periodical subscriptions can be ordered.

    #7 Co-op Job Description
    Betty finished the co-op job description but it was subsequently withdrawn. The Davis Library will be closed over the summer, and Davis User Services staff will carry out the work that would have been done by the co-op students as outlined in some of the prelaunch projects list. When the position is posted it will ask for expressions of interest from Davis User Services staff. Access to a vehicle would be necessary to carry out the Annex work. Betty will provide Sharon with a final draft of the posting. It was suggested that the jobs be posted by the prelaunch projects. Sharon would like to let people know by the end of March what they will be doing over the summer. Concern was expressed that the Davis staff will be busy moving back into Davis at the same time that the Architecture Library is opening. This is a legitimate concern, and a few extra casual staff may need to be hired to ensure that all the work gets done. Betty has had some preliminary discussion with Heather Martin in the Annex.

  3. New Business
    None.

  4. Building Committee report
    Richard spoke with Rick Haldenby this morning. It is possible that there will be a week’s delay in opening due to the trades people and the way they arrive on the job site.

    The School of Architecture is deciding which company they will purchase furnishings, workstations etc from. Spacesaver will supply the motorized laser controlled compact shelving in the Rare Books area, as well as the general shelving for the rest of the Library. It was suggested that Janet Wason and Angelo Graham be consulted regarding ergonomics and health and safety issues before anything is ordered.

    Duct work is currently being installed with completion scheduled for next week.
    Richard has asked Rick to provide a schedule of milestones.

  5. Systems support
    Richard sent Linda’s notes on systems requirements to Mark, who approved them and sent them to Brent Hall. Brent responded that he doesn’t think he can provide ongoing daily support for the Library. The MOU spells out that FES will provide support. Geoff McBoyle, Richard, and Rick will meet on March 12 to talk about computing support.

  6. Electrical layout
    Margaret distributed the electrical layout that Michele received yesterday.

    • there will be 3 power drops along the river wall; no internet plugs on that wall;
    • power plugs under the benches have been moved to the pillars on the left wall;
    • the Library is wired for wireless;
    • there is a need for more double plug outlets at table height for easier access (currently all outlets in the offices are near the floor); will ask for triple gang outlets, and more of them, in the staff areas;
    • Richard will confirm that the arrows in the Rare Book Room are internet drops – not needed in Rare Book stacks; power and internet should be moved to the west wall in the reading area; need one more Ethernet drop in staff area;
    • agreed there should be no photocopier in the Rare Book room; suggestion that the photocopier located in the staff area should be able to accommodate Rare Books (i.e. books hanging over the side to protect the spines); there will be an all in one (fax, scan, copy) in the staff work room; decided that there should be two copiers– an all in one and another for special copying;
    • Richard will take the suggestions to Rick.

  7. Prelaunch library projects
    Richard asked project managers for the various prelaunch projects to provide him with updates and project descriptions.

    #1 Purchase duplicate Architecture titles: required by Planning
    Funds are not in place yet.

    #2 Insert electronic security strips …
    This project is on track.

    #3 Catalogue Architecture’s BArch papers …
    Maureen is scheduled to return March 15, and will work on them. Michele will provide Betty with theses by March 15; locations need to be finalized; Betty will create a thesis location that is a subset of Rare Books for undergrad essays; for theses currently in UMD controlled access, she wants to create a location that is a subset of the reference collection, i.e. Thesis non-circulating; Susan will contact Michele about Special Collections locations.

    #4 Prepare materials (including Dendy collection) in Special Collections for relocation
    Ruth brought samples of book dummies; work is proceeding;
    Betty and Ruth will experiment with a small file to see if ‘pick and scan’ will work; material described in the 2nd last bullet is on a truck in Betty’s office, and Michele will review it soon.

    #5 Pull and process special materials in UMD and Porter for relocation
    Material from Porter has been pulled, some has been looked at by Ruth and Michele, and other items need to be reviewed by Susan; Ruth has received two boxes that Michele pulled from UMD – not straightforward, needs further review; not sure if it should be moved to Cambridge if not Architecture - many were purchased on a generic fund or have no fund; Margaret would like to review this material.

    #6 Appraise rare and special materials being relocated
    Not ready to do yet.

    #7 Identify architecture titles in Porter/UMD/Annex for relocation
    This is Michele’s project; she is consulting with Margaret; Richard hired a student to work with an NA inventory list and a couple of fund lists; there is some problem solving for Michele to follow up on.

    #8 Change locations for books, serials, & theses in Porter/UMD/Annex
    Betty cannot proceed until she has a list.

    #9 Pull library materials from shelves in Porter/UMD/Annex and pack
    Eric and Sharon will co-manage this project; Eric has a cost estimate that includes the amount of shelf space in the Architecture library and what is involved in moving the materials; approximate cost is $10,000 but there are many variables, e.g. whether library staff or the movers pack; Eric needs to know how many books, and specifically where they are located (which shelves); Heather in the Annex will set up shelves specifically to aid the project; still need to decide if Porter books will be relabeled when pulled or relabeled when reshelved.

    #10 Pull library materials from shelves in Special Collections and pack
    The project is on track.

    #11 Implement an Annex project
    Richard proposed folding all of these tasks into other tasks, however Betty prefers to keep it as a separate project; they will discuss further.

    #12 Unpack library materials in Cambridge
    Not there yet.

    #13 Complete documentation for incorporating new TRELLIS participants into the TRELLIS system
    Nothing done yet.

    #14 Create Architecture Library webpages
    May be done by User Services staff.

    #15 Develop Branch computing plan in collaboration with MAD
    Linda has tentatively been assigned as the project manger; she needs to talk further to Mark.

  8. Library services? How do we approach this topic?
    It is important for Michele to be present during that discussion. We know what services we want to provide, but discussion needs to occur to determine how best to achieve that, and to resolve some of the issues. Sharon will invite Wish Leonard and Jamie Russell to the next meeting.

Next meeting: March 17, Davis

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