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Library Managers • Minutes

Library Managers, April 19, 2006
9:30 am, Davis

Present: Susan Saunders Bellingham, Eric Boyd, Jennifer Haas, Michele Laing, Sharon Lamont, Richard Pinnell, Shabiran Rahman, Susan Routliffe (Chair), Mary Stanley, Linda Teather, Debbie Tytko, Melanie Watkins, Annette Dandyk (Recorder)

Regrets: Betty Graf, Mark Haslett

  1. Chair’s Remarks
    • Updates
      Managers were reminded that staff may attend the wellness fair (April 24-26) on work time. Sharon will send a message to staff.
      Action: Sharon

  2. Business Arising from April 5 Notes
    #3 Space Report – The report is not available on the staff web; Managers may share their print copy if someone wants to see it.

    #4 Porter Main Floor Renovation - Sharon clarified the timelines outlined in the master plan. The 2nd floor renovation falls within the short-term plan, mid-term is approximately five years for which we have broad conceptual drawings with no details, and long-range plans are for 10 years. When we are successful with the Kresge challenge we can proceed with the short term plan. If funds are raised from other sources we can proceed with additional renovation projects.
    Other members of the planning team have been identified:

    Porter ISR - Janet Wason and Marian Davies
    Library Facilities – Eric Boyd
    Circulation Services - Jamie Russell
    Systems – Carl Nagel
    An email calling for one or two staff members at large will be sent out shortly.

    #8 Visiting Library Intern, International Internship Program - Shabiran has had a telephone interview with Rie Emi, and has contacted the program to begin making arrangements. Shabiran is exploring accommodation options.

Other business
There was a brief discussion about other ways to recognize 40th anniversaries in the Library.

  1. Departmental Update - Facilities
    Library Facilities has responsibility for a broad range of functions including:
    • Investigating and advising on the selection of furniture and equipment, and directing its installation and maintenance
    • Maintaining inventories of furnishings, equipment and supplies
    • Key control
    • Library shipping and receiving
    • Analyzing the Library’s telephone related requirement and serving as the Library’s liaison with IST/Telephone Services
    • Maintaining the phone and phone distribution database
    • Fostering safe working conditions in the Library to ensure compliance with provincial safety regulations
    • Working with staff to understand the Library’s requirements in planned modifications to library space, and working with Plant Operations and external contractors during projects including: small and major renovations, window covering replacements, air flow issues, asbestos removal, and electronic gates for the RFID project
    • Responding to reports of floods, spills, breakages, and emergencies.

    Asbestos removal is scheduled to occur this summer in the Systems server room, Facilities staff area, and stock room. It is the last area in the Library that still contains asbestos. The project is expected to take a couple of months.

  2. Last Copy Agreement
    In 1996, TUG purchased the Annex to house low use items from each of the three libraries’ collections. The understanding has been that each library could send material to the Annex without concern for what was already there and owned by one of the other libraries. While the building is jointly owned and operated, items sent there continue to be owned by the originating library. Each library has sometimes sent multiple copies of the same item, or has sent a copy to the Annex while retaining on or more copies in its main collection. There is some duplication.

    In 2004 it was determined that the Annex would likely reach capacity within three to four years. Because there is relatively little demand for items in the Annex one copy of any given item can likely meet current and future needs. In consultation with the TUG Executive (Sharon Brown, Helen Salmon, Mark) Joanne Oud, Jim Sauer, Scott Gilles, Don Hamilton, Heather Martin, Susan R and Sharon have developed an agreement related to the preservation of last copies. The TUG Chiefs are all in agreement and have signed off. Mark has sent a copy to Bruce Mitchell.

    The Agreement consists of four main points.
    1. Identifying items in the Annex for which there is also at least one copy in any of the main libraries and discarding the Annex copy.
    2. Identifying multiple copies of items in the Annex and discarding all but one copy (all copies to be discarded if a copy is also held in any of the main libraries).
    3. Identifying serials in the Annex for which we also have electronic access and discarding the print when we are reasonably confident that we will have perpetual access to the electronic version. Because we have relatively little experience with electronic books, electronic copies of books will not be viewed as duplicates pending further review and analysis.
    4. Identifying items in the annex that are no longer needed to support teaching, learning or research at any of the TUG institutions and discarding them. (Interpreted broadly, not necessarily needed today).

    It was noted that last copy in Ontario discussions are still in the works. Also, University of Toronto serves as a last copy repository, because they retain everything that they purchase. OCUL Chiefs are also looking at shared storage facilities in a broader sense, e.g. regional storage.

    Susan R will schedule a meeting with the Liaison Librarians in the next few weeks to walk through the document and discuss the implications.
    Action: Susan

Next meeting: May 3, Porter

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May 12, 2006