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Architecture Library Staff Group

October 3, 2002
LIB 407

Present: Margaret Aquan-Yuen, Susan Saunders Bellingham, Betty Graf, Michele Laing, Sharon Lamont, Richard Pinnell (chair), Linda Teather
Absent: Murray Shepherd
Recorder:  Cheryl Kieswetter

Approval of agenda
"Next steps" was added.

Approval of minutes
Minutes of July 18 were revised:

Business arising from the previous minutes
Architecture brief
Richard reported that Mark Haslett is satisfied that his recommendations have been addressed.

Status of the Preliminary Building Program for Architecture Library document, dated July 18 - Richard
Michele described "rolled-out" shelves.  Michele commented that the revisions made at the last meeting were not reflected in the minutes and more detail would be helpful in determining what was revised in the document.  Richard will send Michele his marked up copy of the program so she can see what was changed.

Murray and Mark have both reviewed the Preliminary Building Program and their comments, as well as the committee's recommendations have been incorporated. Michele expressed her concern over having special shelving requirements removed from the preliminary document. The committee recalled that discussion at the July 18 meeting revealed that they were unsafe and were, therefore, removed because of safety concerns.

Richard reported that Murray distributed the preliminary document to Gary Waller and the school of architecture.  Rick Haldenby has reported to Richard that the document was exactly what he needed and he has delivered it to the architect.  Richard made it clear to the committee members that this is a preliminary document and revisions and changes can still be made.  The July 18 preliminary library building program document is on the web and Richard will ask all department heads at the LBPC/Department Head meeting on Tuesday, October 8, who they feel should be able to see this document.

Memorandum of Understanding (MOU) Between Library and School of Architecture - Richard
Murray is presently negotiating a Memorandum of Understanding, with Richard's input, between the School of Architecture and the Library.

Report from School of Architecture's Building Committee - Michele
The building committee is made up of faculty members, students and Michele is the UW at Large representative on that committee.  In August they met with the architect and their Canadian partner.  The committee reviewed the architects plans, floor by floor, and what works and what needs to be changed.  Another meeting took place to review the 2nd draft of building plans.  The good and the bad were discussed with revisions.  A glitch arose in terms of the remediation of this site.  The government wants the site remediated to the highest level possible and the University's advocate, Conestoga Rovers, feels that it is impossible for the site to be remediated to the highest level.  Another glitch are the personal financial set backs, which some consortium members have encountered.  The University was intending to hand-over the School of Architecture to the Consortium at the Senate meeting this October, however this has been postponed until February 2003.

The issues of having access to a freight elevator and natural lighting for the staff areas were both not addressed in the 2nd set of architect plans.  Michele has made it clear to the architect her concerns and disenchantment with the current location of the library and the lack of sight-lines.

Review and Progress of PreLaunch Projects
Richard noted the caution at the bottom of the agenda, that the library should not be implementing any of these projects until the MOU is signed.  Richard reviewed the prelaunch projects with the committee members and revisions are as follows:

  1. duplicate key title
    • For architecture journals required by Planning change 5 years to 10 year backrun (this is changed in the web version dated July 17, 2002)
    • Margaret noted that determining what books are duplicates is very labour intensive - how far should she go with this?  The committee felt that creating these lists should wait until the MOU is signed and its terms identified.
    • Michele reported that there will be no duplicates listed for the school of architecture.
  2. rebind damaged/work architecture books and periodical volumes
    • the architecture books identified for this project have been chosen and are in the process of being rebound.
  3. Dendy slides - nothing to report
  4. Catalogue School of Architecture's BArch papers submitted 1997 to present - nothing to report
  5. Building plans and drawings - nothing to report
  6. Catalogue School of Architecture's videotapes - nothing to report
  7. Catalogue uncatalogued rare-book monographs and serials in Dendy collection, and process rare-book transfers from Porter and UMD - nothing to report
  8. Location changes for catalogued rare-book monographs and serials: Dendy, Arch firm ordered, Rose Breithaupt Clark, Schmalz and Rempel Collections
    • Is Rick Haldenby aware that cataloguing the Dendy books will cost approximately $50,000? As an alternative, could these books be catalogued in the normal stream and over a much longer period of time.
  9. Pack and move RBR monographs and serials plus rare books in Porter and UMD to Cambridge
    • Delete slides, which will remain in Porter (this is changed in the web version dated July 17, 2002)
  10. Identify titles in Porter and UMD for transfer to Cambridge
    • Michele is reviewing a pre-TRELLIS report of the NA & SB sections, which has cryptic fund information
    • 27,000 volumes should be noted, which Richard will add.
    • Remove sentence starting, "User Services/RBR may be able to provide . . ." (this is changed in the web version dated July 17, 2002)
    • A sentence needs to be added, "Coop student and library staff will identify Porter, UMD and Annex material to be transferred and change the database material and the spines.
  11. Submit to Steering Committee a completed Project Outline in accordance with the Policy on Incorporating New TRELLIS Participants into the TRELLIS Library System - nothing to report
  12. Design and Create a set of Arch Library Web pages
    • Change cost estimate dollar figure to $8,000
    New #13 Annex project - nothing to report
  13. Determine incremental licensing costs to provide access to e-journals and GIS data in a location remove from main campus
    • GIS - licensing costs will be $0, the problem will be to provide access to a remote location. It is in the process of being loaded to a network server, which would give all the University access.
  14. Cultural Property Review of RBR facility in Cambridge
    • Revise the first bullet, "environmental controls, staffing, etc., must be met in order to issue cultural property receipts."
    • Remove the sentence "Susan will handle ." (this is changed in the web version dated July 17, 2002)
  15. Appraisal of rare books being transferred to Cambridge - nothing to report

Next steps:

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