Present: Morag Coyne, Anne Fullerton, Doug Morton, Sasa Mrsa, Connie Pantic (recorder), Jim Parrott (Facilitator), Susan Routliffe

1. Matters concerning the Annex (Susan Routliffe)
   
   Susan brought us up-to-date on matters with the Annex. A “Last Copy Agreement” is in place, ensuring that 1 copy is in the Annex. Weeding is needed in the Annex, to see how much actual room is available. UG & WLU have cleared out duplicate print copies of electronic items of Elsevier journals. UW is in the process of doing so. From now on everyone must be careful as to the types of items that are shipped to the Annex.
   
   About one year ago it was thought that the Annex had 4 years of growth remaining. After discussion with a consultant in regards to conforming to safety laws, and extending the width of aisles for accessibility etc., it was realized that this is no longer true. Approximately 200,000 – 300,000 items must be removed from the Annex to accommodate the consultant’s suggestions. The problem of where to store upcoming items to be placed in the Annex was brought up. A number of possibilities were investigated. U of T is building “storage pods” the question of cost is being investigated. As well UW may have unused space available from other departments. Another possibility is that of an OCUL wide facility.
   
   It was realised that a “feasibility” study is needed. It is preferable to have a regional facility, with possibly 5 throughout the province. Three million dollars are needed to fix up our Annex to conform to code, totalling about $4 million to house and maintain little used items.
   
   Robotics was a possible method that had been discussed. At the moment other back file collections are being investigated. Reports will be run to identify duplicate monographs in the Annex as well as in all 3 locations. The talk at the moment is to limit 1 copy in Annex, not 1 copy in the TUG system.
   
   Criteria are as follows:
   • quality of catalogue records
   • has the item been bar-coded?
   • relationship to home library system
   • complete holding?
   • how important is the item to the collection?
   • gift; obligatory?
   • physical condition of item
   • suitability of binding for photocopying, scanning etc.

Question - Circulation Stats
At present there is no way to know when an item went into storage, so no way to know how long circulation stats are valid for. However there needs to be a commitment not to be able to discard an item without consulting with other 2 libraries.

Question – can vital info be added to record so that items are not accidentally discarded?
This will be looked into.

Selectors have to consider journal titles that are taking up much shelf space; can electronic back files be purchased; cost; dollar value etc., e-journals, we will have back files for some, but for some only while we subscribe.

If anyone knows of anything in the Annex that is duplicated in Davis or Opt, then we can discard 1 set, or put in another location.

At the moment staff in the Annex has time if selectors would like to start weeding now.

Question – what is to be done with items that should be pulled from stacks?
These items must now be stored for about one year. A cancellation/withdrawn bulletin is needed. It was suggested that the receiving area can be cleaned up and some items stored there. Basic rule of thumb is – one item in, one item out (of Annex).

2. Approval of minutes of April 8, 2005
   
   There were a couple of typing errors noted.
   
   
3. Business Arising
   
   Jim – “How the Desk has been functioning”
   - we no longer have Lenka patrolling the library. It needs to be patrolled 3 times a day and once every evening.
   
   “New Public Printer” – A new printer is sitting in Porter waiting to be installed in Davis. They are waiting for a new server and software so this can be done before the end of summer. Our current printer will be a secondary one once the new one has been installed.
   
   Info Commons – A group needs to be set up, or a person(s) to be assigned to look into what patrons need/want. UG has tech person in Info Commons – UW need?
   
   Item #8, paragraph #1 – Biological Abstracts – Anne Fullerton will follow up with Carol Stephenson regarding this.
   
   June 16, 2005 meeting – discuss agenda item “Info Commons and Reference Desk”
   
   Signs – Anne Fullerton will cost out signage. Anne has pictures of what U of New Hampshire has if anyone would like a look. Signage for side of doors. Linda Hastings is working on “No Cell Phones, No Food etc.” signs for library. Jim noted that the “Silent Study Area” sign is still not up. The plan is to have a Plexiglass barrier dividing the Reference Area and the Silent Study are with the words “Silent Study Area” on it. Morag Coyne will make up temporary signs.
   
   
4. Additional Agenda
   
   None
   
   
5. Library Website Switchover & Contribute
   
   Dan Sich – Library Website
   New “Common Look & Feel” library website www.libtest.uwaterloo.ca/clf
   
   User input:
   • Changes are based on mandated UW CLF, and results of web survey and usability testing. Christy is writing brief report re. comments received during usability testing and from survey of old (current) site.
   • Page is work in progress. LibWebReview has put a great deal of thought and effort into coming up with the current design. However, we may have overlooked something obvious, and appreciate any reasonable feedback.
   
   Current plan:
   • Website frozen June 5/6 – June 27.
   • Esther & others convert pages to CLF during this time.
   • Only imperative changes/updates will be made (to both sites) during this time.
   • Orientation sessions (presented by Dan, Sandra, Christy, Marian, Marina, Helena) will likely occur June 21 (AM & PM) and 22 (PM).
   • Expect new site to go live June 27.
   
   Help with CLF:
   • We are confined to the new CLF for the layout of our pages.
   • Undoubtedly there will be loose ends – e.g., content/graphic width vs. page width, location of 2ndary navigation, etc.
   • Ask Dan (LibWebReview) how to fit your loose ends within CLF.
   
   Contribute:
   • John Chan offered Contribute sessions May 30 (1) and June 2 (2).
   • Dan taking IST course next Tuesday.
   • Davis users of Contribute may contact Dan for help getting started. Once website is frozen, staff free to begin playing with Contribute.
   • Contact Dan, Esther, Marina, or Bill for assistance.
   
   User Instruction:
   • Usability testing showed that students unaware of many resources, and – regardless of page layout –always a period of learning.
   • LibWebReview suggests library instructors include brief overview of page nav/layout as part of sessions (if not already doing so).
   • Instructional materials (e.g., PPT screen-captures) may need to be updated.
   
   
6. New Get It Menu – Doug Morton
   
   Doug informs us that this is now a 2 part menu. Important things visible first, lesser items visible in 2nd part. Some of the problems have been corrected, others are still being worked on. Doug showed us various things that they are working on.
   
   
7. Keystone Campaign & Event – Doug Morton
   
   Keystone event is celebrating reaching the fund raising campaign of 4.6 million dollars. The annual picnic is from 11:30 – 1:30 on June 14 is the launch for Campaign Waterloo. New pledge forms will be handed out next week. More participation is needed.
   
   
8. Around the Table
   
   Jim Parrot welcomed Anne Fullerton and Connie Pantic back.
   
   Dan Sich announced that he is purchasing a home on Beverly Street with the closing date of August 19, 2005.
   
   Jon Morgan thanked Sasa Mrsa for the great help on the Information Desk, with filling in etc.
   
   Anne Fullerton thanked everyone who took care of things while she was away. Carol, Sasa and Doug. Anne has a slide show showing libraries that she visited, as well as new layout for carrels from other libraries.
   
   Morag Coyne has been job hunting and has a couple of interviews.
   Also had some Crisis Intervention pamphlets shipped over from Needles Hall after she helped a poor student who was stressed.
   
   Connie Pantic asked whether desk staff wanted “Water Science and Technology” file returned to the desk. Everyone said they did.
   
   Sasa Mrsa is now into his 2nd contract, his first one finished in May. He is getting comfortable with proceedings and conferences, and feels confident in helping the students. He thanks everyone for being helpful.