Present: Susan Saunders Bellingham, Jane Forgay, Betty Graf, Mark Haslett, Christine Jewell, Sharon Lamont, Richard Pinnell, Linda Teather, Debbie Tytko, Cheryl Kieswetter (Recorder)
Regrets: Lorraine Beattie, Eric Boyd, Susan Routliffe, Mary Stanley
Meeting time: change future meeting times to 9:15 am – 11:00 am
Business Arising
October 21 - AUCC has signed a license with Access Copyright. Susan should receive a copy in the near future. Access Copyright is arranging for some campuses to do a survey of the copying. The new agreement expires August 31, 2007
Campus Calendaring System - Linda has some volunteers to participate in the Oracle Calendar trial. It is expected to begin sometime in early 2004 after IST has completed the set-up of the Oracle Calendar server.
Content management report
Final report recommends two things
Updates, Recognition and Commendation
Two anniversaries were celebrated this month, Gerald Underhill and Faye Abrams. Bruce Mitchell has expressed interest in being copied when announcements are sent by email.
Mark will make available to Managers the Ten Commandments to hanging Christmas lights, which he read at the Staff Holiday Party.
Systems UpdateWatITis Conference
A WatITis conference was held on campus on Dec. 2nd. It was presented by UW IT staff for UW IT staff and was attended by approximately 190 people. The conference theme was "Collaboration in a distributed environment" and sessions varied between very technical to more general interest. such as a session with a panel of three faculty members talking about the ways they use IT in teaching. The conference was highly successful and may become an annual or biennial event on campus.
Key Statistics
Linda distributed key statistics for 2002/03, which will be put on the library web when completed (two numbers still pending).
One of the sheets distributed was an analysis of 2001/02 to 2002/03 and the percentage of change.
Action: Linda will add footnotes to reflect the comments she made at the meeting to explain some data anomalies and send the revised document to managers.
Renovations
4th floor renovation:
This project includes renovating and upgrading both conference rooms with improved adjustable lighting, wireless networking, new projection screens, furnishings and whiteboards. The Library office area will be updated with some new furniture where required.
Work to improve air distribution throughout the floor necessitates new ceilings and light replacement. Aging carpets will also be replaced as a consequence of this work.
We're hoping the job will to go to tender early to mid January 2004. During this work all Library office staff will be relocated to yet to be finalized locations for a yet to be determined amount of time.
3rd floor carpeting:
The first phase of replacing the carpet in the staff area of the 3rd floor has been completed. All cataloguing staff members affected by the work were back in functional work stations by noon Tuesday Dec 9th. Final trim finishing was installed Monday Dec 15th. This work was funded by the University's building renewal programme at no dollar cost to the library.
Lighting upgrade on upper floors of the Dana Porter Library
Energy efficient ballasts will replace all existing ballasts on floors 6 through 10. Existing lenses will be cleaned. Brighter, whiter bulbs will replace existing bulbs. The lighting along the East and West walls over the double study carrels will be reactivated with new ballasts and bulbs. This is expected to resolve the historical perception of darkened carrels.
To minimize disruption to patrons and staff on these floors some of the work is scheduled to occur on Dec. 22, 23, 29 and 30. Completion of the work is scheduled to occur during the week of Jan. 5, 2004 - likely on weekends. This work is also fully funded by Plant Operations.
Reserves Survey 2
At our October meeting, Sharon distributed goals and ideas regarding phase 2 of the User Services Assessment Groups' review of Reserves. For this meeting, Sharon distributed questions for the web-based survey for review and questions. The Group is also working with the Statistics Consulting Group to get assistance regarding sample size. A minimum sample would be 2000, but some questions still need to be worked out, e.g. whether to sample by faculty and to include grad students. Ethics clearance will be sought out this week. An initial invitation to participate in the survey will be sent out to students by email, with a reminder message one week later.
Report on 24/6
News @ your library
January issue (Jan 22) - key statistics (Linda T), ejournals (Mark - after Senate)
February issue - reserves survey (Sharon L), copyright (Susan B.), winter orientation, Sims announcement
Please advise Mary if you have any ideas for future issues?
Campaign update
The gift from Peter and Betty Sims is helpful in soliciting other gifts for the Library. The public launch of the campaign is scheduled for the end of March, but the University still needs to reach 70% of its goal.
Follow-up/Future agenda
Before May 2004 agenda item - Preparing for new faculty for the fall 2004. Coordinate efforts and put together a "new faculty package" e.g. copyright issues/e-reserves
February meeting - Discuss prospects - and the plans for projects. (Mary)
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