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Library Managers • Minutes

Library Managers, May 17, 2006
9:30 am, Davis


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

Regrets: Susan Bellingham, Betty Graf, Mark Haslett, Debbie Tytko

  1. Change to TUG Lending Policy
    A proposal that allows each TUG site to determine for themselves whether or not their hourly reserves material can leave the library (vs for use in library only) was discussed. No concerns were raised. The broader community (library staff and Colleges) will be asked for feedback, and if there are still no concerns the proposal will be sent to TUG Executive for approval.

  2. Chair’s Remarks
    • Updates
      A reminder that May 24 is a big day for the Library – a reception and official announcement of 3M’s gift are scheduled for 10:00 a.m. in the ICR lounge (DC 1301), and the annual Friends of the Library talk is scheduled for noon in the Theatre of the Arts, ML. Staff are encouraged to attend both functions.

      Rie Emi, the visiting Library Intern from Japan will arrive in Canada on May 27th.

  3. Business Arising from May 3
    #2 Business Arising, Last Copy Agreement - Mark and Susan met with the ISR Librarians to discuss the last copy agreement. Two suggested changes have been reviewed and agreed upon by the TUG Chiefs:
    • If two items are identical except for the format, e.g. print and micro, we will not necessarily discard one;
    • The Agreement now includes a statement explaining that before any library discards what would be the last copy within TUG it will be offered to the other two libraries first in case they want to retain it.
      Heather Martin is finalizing the project charter for weeding the Annex. Susan R will send both documents to the Managers when they have been completed.

Action: Susan R

#3 UW Data Working Group/Performance Indicators – it was decided that the matter could be handled during a Managers meeting instead of setting up an ad hoc meeting.

#4 Inventory and Security System Implementation Update - Sharon and Eric have discussed the air flow issues in the Davis Centre Great Hall. Eric raised it with a small working committee, and it was agreed that the Library will not pursue the matter but leave it up to the university to deal with.

#5b Posting of Associate IT Position – the posting was sent to Katrina yesterday with slight modifications to the version that Managers received at the last meeting. Internal and external postings will run concurrently but according to UW policy internal candidates will be considered first. If there are internal interviews, they will take place the last two weeks of June; if external candidates are interviewed, they will be scheduled in August.

#7 Casual staff employment issues – Richard was not at the last meeting and missed the discussion about hiring casual staff for a maximum of 15 terms, and severance entitlements.
Action: Melanie will send Richard a copy of the contract Circulation Services uses

  1. Performance Indicators
    The Library was asked to provide some notes to fit in with the University’s 6th decade plan benchmarking. The Library has indicated that it aspires to be ranked among the top three research libraries in Canada by 2017.
    Metrics are:
    • Strength of information resources to support research, learning and teaching;
    • Strength of the educational programs;
    • High faculty and student satisfaction with information resources and services;
    • Innovative and effective use of technology to support delivery of services and info resources.

Action: Susan and Sharon to rework the document, and determine how best to engage others.

  1. Departmental Update: Porter ISR
    A document highlighting some of the projects/activities that are not part of the day to day work of the department was distributed. It is available on the staff web: http://www.lib.uwaterloo.ca/staff/managers/. Porter ISR is a creative, self supportive unit that works collaboratively with many other departments in the Library.

  2. Draft Terms of Reference for the Davis Library Renovation Planning Team
    The team was established to consider options for making the best use of the current library space and to identify options for expanding space. The team will re-examine Walter Fedy’s five year plan, and develop plans for further improvements and renovations of the Davis Library, including staff areas and the lower level.
    Membership:
    Anne Fullerton (Chair)
    1 or 2 people from Davis ISR
    1 or 2 people from Circulation Services
    1 person from Facilities
    1 person from Systems
    Other - Janet Wason (for consultation)
    - Student from SD348 (Winter 2006 class)

    Managers were asked to identify staff for inclusion on the team and forward the names to Sharon. She will distribute the document after she returns from vacation.
    Action: Managers; Shabiran will contact Janet

  3. Public Printing Update
    Deferred.

  4. Staffing Update
    Positions that will be posted next week: Cataloguing and Information Services Associates (two positions), and an Associate University Librarian, Information Technology Services.

    Temporary contracts:
    • Circulation Services – Lisa Page has been hired on contract to fill the vacant Evening Supervisor position until we know better what our needs are after the installation of the RFID system.
    • Davis ISR – Sasa Mrsa’s contract will be extended for the fall term.
    • Porter ISR – Barbara Menich has been offered a contract for the fall term, but not as a co-op intern.
    • UML – Kanya Taruvinga will be working as a GIS Assistant on a casual basis to the end of August. Richard is developing a plan for long term staffing needs in UML.
    • Special Collections - Carol Cooper has been working on projects in Special Collections. Susan B is also developing a longer term plan.

2006-2007 expenditure reduction: all will be taken from Circulation Services budgets. Two vacant positions (Davis Library Attendant, Library Clerk) will be released, and the remainder will come from the part-time budget.

  1. Annex Update
    An initial meeting of the TUG Annex Collections Management Team was held in Guelph on May 10. Membership includes: Heather Martin (group leader), Jennifer, Shabiran, Scott Gillies, Bill Halahan, Kirk Sprague, and Matt Tales. Susan R will participate initially. Updates will be provided on a regular basis.
    Four important items from that meeting:
    • They will recommend to the TUG Chiefs that the freeze continue until sometime later this summer.
    • The group will determine, at the request of the TUG Chiefs, a maximum flow rate per year, i.e. the number of items that can go into the Annex over the next years.
    • They also need to decide if items being removed should be sent to CBEC or discarded into a dumpster. Since Debbie was not at the meeting, Susan will ask her how often we request books from CBEC.
    • The Team needs to consider how decisions will be made about which copy of a book is to be discarded when there are two or more copies and when more than one library has a copy in the Annex. Members of the Team will consult others at their respective libraries for ideas.

    Action: Susan R

Next meeting: June 7, Porter

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June 13, 2006