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Information Services and Resources, Dana Porter Library
Departmental Meeting
February 11, 2011
Dana Porter Library Room 428
10:00am – 11:50am
Minutes


Present:  Annie Bélanger, Helena Calogeridis, Nancy Collins, Marian Davies, Jane Forgay, Alison Hitchens, Christine Jewell, Sandra Keys, Judy McTaggart, Leeanne Romane, Ben Robinson (recorder), Carol Steele, Janet Wason, Margaret Yuen, Agnes Zientarska-Kayko

Regrets: Tim Ireland, Jae Min Jin

  1. Minutes from January 14, 2011 meeting approved with minor edits.

  2. Business Arising from the Minutes
    Collection review of zero-use serials and sets – Annie has added the spreadsheet to SharePoint. Librarians should continue working on this project until April 30.

  3. Call for Additional Agenda Items
    The group will discuss Marian's new role as outlined in Christine's email.

  4. Primo Central Trial Update
    1. Alison stated that participating ISR and Circulation staff have finished initial testing of Primo Central.
    2. Next step: trial will be going out to all staff soon. There will be a training aspect that will include a guest presentation by Dale Poulter from Vanderbilt University on February 25. Mr. Poulter will discuss how Primo Central is used, its impacts, etc.
    3. Alison spoke to Sandra's query regarding Primo Central's journal article scope, stating that Primo Central explores some but not all databases the Library subscribes to.
    4. Alison stressed that Primo Central testing is mainly meant to see how web-scale indexes function in general. The decision has not been made as to whether or not Primo Central is the web-scale index discovery layer the University will be purchasing if it decides to implement.

  5. Porter Public Environment Assessment Group
    1. Judy updated everyone on the status of the project, which will be a preliminary study to gauge how noise, food, and carrel-hoarding affects students in Porter. The group is sponsored by Sharon Lamont and headed by Judy and Susan Arruda.
    2. The preliminary survey will be mounted on the web by Monday, February 14. Data will be collected in February and March and a report will be generated by May 13.
    3. Judy and Annie clarified that not all assessment locations have been determined and that the survey will allow people to identify where they are in the Library.
    4. Leeanne recommended that the group look at Davis Library's implementation of a similar study. Annie stated that the group had all Davis materials.

  6. Admin Matters
    1. Furniture Update
      1. Alex and Annie had a walkabout on the 1st, 2nd, and 3rd floors and have made recommendations to add more ottomans, laptops, tables, chairs, as well as two more study spaces on the main floor; to add more chairs to the reading room; and six study spaces to the microfiche area.
      2. Annie addressed Marian's concern that furniture in Reference area will block exits by stating that the tables will be wired in.
      3. Annie addressed Nancy's concern that the tables in Browsers are too small by stating that occupancy rates and fire hazards need to be considered.

    2. LibQuest/Consultation Statistics
      1. Annie will put an announcement on SharePoint to address this item
        ACTION: Staff should continue to send questions and to add their stats.

    3. Fob Door Issues
      1. Annie plans on talking to Sharon soon about existing fob concerns/issues.
      2. Sandra asked if maintenance staff could be told to keep access to the back door clear.
        ACTION: Annie will speak to Alex and Eric about this.
      3. Annie suggested that the handle be used when leaving through the back door to minimize noise.

    4. SharePoint Alerts
      1. Annie reminded everyone that if they want to receive reminders, they may need to set them up.
      2. Carol advised that alert questions can be brought to her.

    5. Colour Printers
      1. Annie announced that a request for a networked colour printer was made. It would potentially be stationed next to the front printer.
      2. Marian suggested that the EDS printer not be stationed on the table.
        ACTION: Annie will talk to Carl about the potential for a printer cart to put in the Porter ISR meeting room.

    6. Library Website Update
      1. Annie reminded everyone that the library website will be frozen on Monday, February 14 for updating. Subsequently, librarians will not be able to make changes to lib guides.

    7. Virtual Support Needs
      1. Annie outlined Marian's involvement in supporting ISR's virtual needs, which includes:
        1. User needs
        2. ISR navigation
        3. Online retention
        4. File storage issues
      2. Discussion about how the gap was identified ensued.

  7. Around the Table
    1. Annie began discussion about the creation of two or three department goals for the upcoming year.
    2. Christine voiced concern regarding the use of Outlook Calendar. Annie mentioned that staff training could be coming. As well, everyone agreed that ISR should have access to the Flexlab's calendar. Discussion with CTE to occur.
    3. Special Projects
      1. Jane updated the group on the study room analysis project which should be completed by May.
      2. Alison announced that TUG is considering becoming a test site for Voyager 8. More information to come.
      3. Annie and Janet announced that work with the AODA working group has officially begun.
      4. Judy and Marian are working on a Reference Service manual to be completed soon.
    4. Margaret brought up the scheduled ISR training retreat currently being planned. She welcomes any suggestions the group might have.

October 7, 2011