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Information Services and Resources, Dana Porter Library
Departmental Meeting
April 30 , 2010
Dana Porter Library Room 428
10:00am -12:00pm
Minutes

Present: Annie Bélanger, Helena Calogeridis, Nancy Collins, Marian Davies, Jane Forgay, Alison Hitchens, Tim Ireland, Christine Jewell, Judy McTaggart, Leeanne Romane, Janet Wason, Margaret Yuen, Agnes Zientarska-Kayko

  1. Approval of the previous Minutes from April 16, 2010.

  2. Business Arising from the Minutes
    1. Migration to YPB is scheduled for June 1st.
    2. Question about follow-up with Coutts
      1. Action: Annie will contact Coutts.

  3. Express Workstations (Jane)
    1. Pilot of Express Workstations begins
    2. Comment forms and box made available
    3. Feedback to be entered into LibQuest
    4. 5 Minute limit set, and signs distributed for viewing.
      1. 5 minute limit does not have to be enforced if there is no line-up for computers
      2. Circulation has agreed to help with call number lookups (when computers are busy)

  4. New Co-op Student (Leeanne)
    1. Rebecca Hutchinson is the new ISR co-op, stationed in Porter but will be working Porter and Davis Info Desks, as well as the Porter Tech Support Desk.
    2. Desk hours will be up to 8 hours per week (Porter and Davis)
    3. Tech Support Desk hours are Thursdays, 1-4pm.
    4. Co-op term is 8 months
    5. Proposed project list includes: Evaluation toolkit for LINC, Screen casting assistance, Library Instruction sessions, analysis of A&I databases, Government Publications research guide, and assistance/research on moving Online Reference Shelf to Drupal.

  5. Staff Updates
    1. Annie, Helena and Jane were approved for the hiring of an International Undergraduate Work Study program. Student will work up to 6 hours a week to help update German Canadiana database.
    2. Marian is working on screen casting role, usability testing with WebOps, and matching floor directories to website and print maps.
    3. Judy is working (with Marian) on revising the policies and procedures of the ISR Reference Service Philosophy Manual. Virtual services will be added to the revision, and feedback will be requested as content is prepared. Goals for completion is end of summer. Judy also complete stats of back-up pilot and will share results with group.
    4. Nancy – Outreach: video camera has been purchased for library staff and will be kept at Nancy’s desk. Software for video editing is available at computer in Porter Meeting Room and Davis conference room. Notepads of website screenshot are prepared and delivered to Information Desks. Nancy also hinted at a new, exciting marketing campaign coming soon!
    5. Nancy is going to Congress (?)
    6. Leeanne announced that she is exciting about supervising the new co-op student, and also to be teaching the Instructional Strategies course again at FIMS (Fall 2010)
    7. Tim talked about publication of the RefWorks Group Code and RefWorks screen casting topics.
    8. Helena, Sandra and Kathy Szigeti are reviewing the content and Terms of Reference of the Online Reference Shelf.

  6. Admin Matters
    1. Vacation Schedule
      1. Goals is 6 staff away/7 on site at any given time
        1. Vacation requests that come after 6 requests will be dealt with individually
      2. Use Sharepoint calendar to track requests
      3. Email Carol with vacation requests, as a means of assisting with scheduling the Information Desk
      4. Continue to email Judy your vacation/flex hours
    2. Porter Meeting Room
      1. If room is being used for training, the training schedule can be posted on the door.
    3. Keyboard trays and wires
      1. Are staff members satisfied with changes to trays and wires?
    4. Deck Replacement: the deck at Porter will be replaced, starting mid to late May 2010, with an estimated completion date of July.
      1. Goal is to resolved water leak issues for the first floor.
      2. Railings removed, lights replaced, deck pieces (stairs and ramps) removed, membrane replaced, new concrete and railings and ramp moved to front of building.
      3. Air curtain at front door is seriously probable
      4. During renovations the Assistive Technology Centre may need to be relocated.
      5. Noise and other disruptions (dust) may affect work and ‘working from home’ may be one resolution.
        vi. Entrance moved to first floor and security gates need to be addressed.
      6. Librarians may need to use study rooms
      7. Question about whether the renovation plans include removing smokers from front of doors.

  7. Around the table

  8. Confirm next meeting, facilitator, recorder

January 30, 2012