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Library Managers • Minutes

Library Managers, January 25, 2006
9:30 a.m. , Davis

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

Guest: Rachel Caldwell

  1. Progress Report on news @ your library
    news @ our library is in it’s sixth year of publication, and during that time a total of 205 articles were published in 33 issues. It is one of the few regularly published newsletters by an academic library. A progress report and the winter 2006 publication schedule were distributed, both of which have been appended to these minutes. The report is available on the staff web: http://www.lib.uwaterloo.ca/staff/comm_dev/

  2. Report on Outreach Activities
    Established as an ad-hoc group in April 2004, the Library Outreach Group’s purpose is to promote the Library to new and current users through a number of events, activities and publications. They include:

The Outreach Group has established seven recommendations that represent next steps it hopes to accomplish over the 2005/06 academic year.

  • Become an official Library group/committee
  • Create a mandate/terms of reference
  • Create a group web site with mandate, links to publication information, etc.
  • Evaluate/revise current membership
  • Revise the current Library logo and establish clear guidelines as to when this should be used on documents
  • Develop a consistent working relationship with other groups and committees (e.g. LINC)
  • Develop new ways of providing outreach services/create other opportunities for promoting the Library

The Managers agreed that the Outreach Group should become an official library group. Mark charged Mary with drafting terms of reference which will be tabled at a Library Managers meeting in February or March.
Action: Mary

  1. Chair’s Remarks
  1. Business Arising from December 7 and 14
    December 7
    #6 IBM Computer Hardware Update - deployment of the workstations on the 2nd floor in Porter was finished before Christmas. Systems staff has begun configuring and setting up workstations in Davis.

    December 14
    Performance Appraisals - In the spirit of both engaging the evaluator’s supervisor in the appraisal process in a meaningful way (i.e. not just a signature) and in improving consistency across library departments, the following elements will be incorporated into the appraisal process:

    • The evaluator’s supervisor is to be engaged in the appraisal process prior to signing the verification.  At a minimum, the evaluator’s supervisor should review a draft copy of the written appraisal before it goes to the staff member whose performance is being appraised.
    • If the anticipated rating is 4.75 or 5, or less than a 3, the manager should have a conversation with the appropriate member of Library Executive prior to the rating being officially assigned to the appraisal.

    Managers were asked to ensure all supervisors within their units are aware of these requirements.

    Also a note re distribution:

    1. Original, signed document to staff member
    2. Copy to departmental file
    3. Two copies to Annette Dandyk (1 for Library file; 1 for Human Resources)

    Brainstorming – the brainstorming notes of anticipated significant projects and/or projects in progress were distributed. The list has not been prioritized or categorized, and is not exhaustive. Next steps will be to tie them in to the 6th decade and strategic planning reports. Managers may share the contents of the list with staff. Some items are already being done or are in progress, and some items can be used in goal setting for the future. Not necessarily everything on the list will be done. Managers will come back to it in April.

    Staffing next steps – a posting for a Librarian in Porter ISR will appear next Wednesday.

  2. Sick Leave
    Deferred.

  3. Time Off for Public Holidays
    UW staff members with regular appointments and those on temporary contracts get the day off work on a public holiday while still receiving their normal pay.

    In Ontario, the public holidays are Good Friday, Victoria Day, Canada Day, Labour Day, Thanksgiving, Christmas Day, Boxing Day, and New Year’s Day. UW also treats the Civic Holiday and “additional days” as though they were public holidays. Public holidays either occur naturally on a day of the traditional work week (i.e. Monday to Friday) or UW establishes a day in lieu. If, for example, New Year’s Day falls on a Sunday, UW designates Monday, January 2nd as the public holiday.

    Staff members who are not normally scheduled to work on a day on which a public holiday falls are entitled to an alternative day off. The staff member should arrange with his/her manager to take another day off work.

Next meeting: February 15, Davis

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February 15, 2006