Present: Lorraine Beattie, Susan Bellingham, Jane Forgay, Betty Graf, Mark Haslett (Chair), Christine Jewell, Sharon Lamont, Richard Pinnell, Susan Routliffe, Mary Stanley, Linda Teather, Debbie Tytko, Annette Dandyk (Recorder)
Regrets: Eric Boyd
#1. Business Arising, 2: Talks between AUCC and Access Copyright are still in progress and thus the license has been extended again, to the end of October. Access Copyright would like to do a survey on campus usage.
IRMC plans to get a better understanding of the Graphics Courseware Solutions program and how it affects the Library, and will invite someone from the courseware program to speak at a session for all interested staff. Mark commented that benchmarking issues are being discussed across campus.
Porter Information Commons
Sandra Keys, Chair of the Porter Information Commons Planning Team addressed the group. Copies of the report were distributed prior to the meeting. The team’s mandate was twofold: 1) To explore the creation of an Information Commons on the 2nd floor of the Dana Porter Library, and 2) To explore the addition of bookable study rooms throughout the Dana Porter Library. The team envisioned a one-stop-shop concept for students, faculty, and staff, that encourages group study in a collaborative, open environment, with emphasis on information technology, and wired/wireless-capable workspaces.
The report recommends that bookable group study rooms (12) be constructed on the 3rd floor.
Next steps:
- share the report with LBPC and Managers (completed today);
- distribute the report to Library staff;
- name the implementation team.
Davis Information Commons (DCIC)
Sharon brought the group up to date. The implementation team has been named and will be referred to as the renovation team. She articulated the complexity of the task and the need to move along quickly. The team is currently working with architects from The Walter Fedy Group to develop an overall concept of the main floor of the Davis Library. Work is progressing from a schematic design phase to signing off on the design.
Next steps:
- design development;
- obtain staff and student feedback. A staff meeting was held Friday October 17, and the team is soliciting feedback from smaller groups on issues such as the service desks, and collections issues.
Sharon will distribute copies of the latest floor plan to the Managers/LBPC group.
Action: Sharon
Special Collections Compact Shelving
Susan B reported that the installation of additional compact shelving in September marks the final stage of the Special Collections renovations project that has been ongoing for 18 years. The Library recognized in 1985 that the Doris Rare Book Room faced a critical space shortage. Provincial infrastructure funding was received in 1986 and compact shelving was installed. In April 1987 the Library acquired the Breithaupt Hewetson Clark collection (100 file cabinets and 60 boxes) and available space was again quickly filled. Soon after, it was discovered that the environmental control system was unable to support a room that was full to capacity. By 1992 the space problem needed to be addressed in the entire Library.
Two task forces were set up - one to look at space in the Library, and one to review Library collections space. Each report included a 5-year plan, with recommendations to purchase a shared storage facility, and to renovate the first and second floors. A decision was made that Special Collections should be housed in one area. Thus began a long period of renovations, from 1992 to 2003, with the result that: all of Special Collections now resides together on the first floor; an environmental control unit large enough to accommodate growth has been installed; and shelving capacity to provide ten years of collections increase is in place. Significant portions of the renovations were funded by donations designated to Special Collections.
Porter 4th Floor
Lorraine outlined some of the plans for renovations to the 4th floor, which will be funded in part by development funds. The conference rooms will accommodate e-learning, and staff use (keeping room 428 as flexible as possible); carpeting will be replaced throughout; and the office area will be updated somewhat to better meet staff needs.
Porter 2nd Floor
Jane talked about recent changes to the 2nd floor, intended to make it a more inviting environment. These changes will tie in nicely with future Information Commons plans.
The User Services Assessment Group is continuing with its study of reserves services and is now working to identify student issues. The project has three goals, which mimic the goals from the faculty survey. A one-page document outlining the project and the goals was distributed prior to the meeting. Sharon will send it to all library staff.
The October 17 issue of the Daily Bulletin included comments from news@yourlibrary on the Faculty reserves survey.
Susan B plans to attend a Graphics brown bag session on courseware and hopes it will shed some light on how it relates to reserves and copyright.
Action: Sharon
Sharon is investigating the possibility of having Davis open 24/7 as a pilot during the period in which the Library is now open for “extended hours”. She has discussed the logistics for necessary services (e.g. heat and air conditioning), and will continue to make contacts and identify potential issues, such as the need to fund additional Plant Ops hours to service the washrooms. Another issue of concern may be finding people to do the work of library attendants in the newly extended hours. This could be especially difficult during exam time It has been determined that the Library’s public computers need to be down approximately three hours per week to run security updates, therefore eliminating the possibility of 24/7 in the current environment.
Next steps:
- continue making contacts regarding potential issues;
- continue to review use patterns and statistics;
- complete a user survey;
- prepare a financial plan;
- make recommendations.
All academic buildings are open at night. The President of the Federation of Students has indicated that while students are not asking for the Library to be open longer, they would certainly feel more comfortable and safer, and would welcome the additional hours. Statistics show that even now, before the Library is open for extended hours, usage of the Davis Library is high at night.
Action: Sharon
Last year Linda worked with managers to complete the surveys. This year the initial work on the surveys is being handled through Gail Sperling and the UW Statistics and Reports Support group. This is done with the understanding that the stats group would complete the data gathering process and then Linda would review the results with managers and follow up as necessary before submitting UW’s survey responses to ARL and CARL The spreadsheets used for data compilation are located on the R drive, allowing staff to see how work is progressing at any time. Linda distributed copies of the input to date and asked managers to review the spreadsheets and contact her about any questions or anomalies. The ARL submission deadline is the end of October and the CARL deadline is the end of November.
The Staff Relations Committee recently discussed whether there should be open access to all Academic Staff job descriptions and salary grades through the web. At present, job descriptions for open positions only are available at Human Resources for staff members who may be considering applying for an advertised position. Committee members felt strongly that removing the confidentiality of descriptions and their corresponding grades would assist those who are looking for developmental opportunities and promotion and transfer to those positions. As well, an accessible job description web site could help to remove some of the misunderstandings regarding job classifications. The consensus of the Committee was that there should be open access to all job descriptions and their salary grades available on the web.
Part of this discussion focused on the uneven quality of job descriptions currently held by Human Resources and in University departments. This means that some work will have to be done on the quality and consistency of the job descriptions before they are made available to the university staff community. In November and December, Human Resources will hold several sessions on job description preparation for managers, supervisors, administrative assistants and any other staff members who may be responsible for overseeing the preparation of job descriptions for staff.
All job descriptions must be written using the standardized format. It is anticipated that the project will take no more than two years to complete. Generally, the Library’s job descriptions are in very good shape. Katrina Di Gravio has suggested that managers review them and modify anything that should not be made public. Lorraine asked Managers who plan to attend the meetings to let her know so that she may inform Katrina.
In light of the popularity of the “one-page” performance appraisal format used by some managers last year, Lorraine had asked if the Library could do likewise this year. The Staff Compensation Committee has indicated that the standard template must be used. Managers are encouraged to be brief within the required sections of the form.
A full-time librarian’s position devoted partly to Government Publications will be posted soon. Jane indicated she would like the matter of LC classifying some of the government documents to be deferred until the position is filled so that the incumbent can participate in decisions. Betty noted that the matter would be discussed at the next IRP meeting, along with reviewing what ARL and CARL define as government documents.
Action: Betty
The next issue is scheduled to come out November 6, and will include articles about the Davis Information Commons, the new-book shelf in Porter, the accessibility plan, and a new resource. The Daily Bulletin featured two items from the last issue. The December issue may include articles on the GIS metadata project, and ARL and CARL stats and assessment in general.
While Mary’s name in the context of renovations funded by development funds came up several times during this meeting, Mary reminded the group that they were all involved in the campaign, some more so than others. Often, projects have to be fast-tracked in order to be responsive to a donor’s request. The committee was reminded about the formal announcement of a $1M donation to the Davis Information Commons scheduled for November 4.
Future Managers/LBPC meetings will rotate between Davis and Porter.
Three staff celebrated anniversaries in October. On October 1 Liz Lettenbauer (Cataloguing) and Gail Sperling (Systems) both celebrated 30 years in the Library; on October 3 Gabrielle Huber (LAU) celebrated 25 years in the Library.
Mark has engaged in a variety of conversations re: smoking at Porter entrances. He has conferred with Kevin Stewart of the Safety Office and determined that the Library has a good pragmatic situation. The overhang at the front of the Library provides a somewhat sheltered area for smokers, with lots of space, and ashtrays nearby. It’s not perfect, but it is a balanced situation. People should remember to respect each other. There is no overhang and less room on the loading dock.
A change in procedure with respect to bereavements has been implemented. For the death of an immediate family member (spouse, child, parent), flowers will be sent to the funeral home on behalf of the Library, as well as a donation made to a charity.
Additional Business:
The Architecture Task Group will meet with the Architect tomorrow. The focus of the meeting will be on the rare book room space, and a new version of the floor plan will be reviewed.
Next Meeting: November 18, 2003, Porter 428
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