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Library Managers

University of Waterloo
Library Managers, October 30, 2008
2:00 p.m., LIB 407

Present: Allan Bell, Eric Boyd, Betty Graf, Jennifer Haas, Mark Haslett (Chair), Michele Laing, Sharon Lamont, Susan Mavor, Ann Naese, Richard Pinnell, Susan Routliffe, Mary Stanley, Margaret Yuen, Annette Dandyk (Recorder)

Regrets: Debbie Tytko

1. Chair’s Remarks

• Recognition and Commendation
Library Day on October 28 was a great success. The event gave students, faculty and staff an opportunity to view the main floor, enjoy refreshments, and participate in activities. The evening reception for major donors, UW senior administration and the Board of Governors was also well received. Three members of the Porter family attended and were touched by the reopening. Congratulations to the renovation team, and particularly Alex and Sharon for their accomplishments on the main floor renovation.

2. Business Arising from October 1

There was no business arising.

3. Financial Challenges Ahead

Acquisitions Budget
As outlined in messages sent earlier in the morning from Susan (to managers and librarians) and Mark (to UW Executive and Dean’s Council, academic department chairs and faculty library reps), the dramatic decline in the value of the Canadian dollar is having a negative impact on our ability to purchase information resources. To avoid a major deficit this fiscal year, we will temporarily suspend monograph purchasing effective immediately. The suspension will likely be in place for the remainder of the fiscal year. If, however, the economy improves considerably this decision will be reviewed.

Prior to sending the messages referred to above, Mark met with Deans’ Council to apprise them of the situation. During this meeting, the Provost indicated that he will provide a small fund to purchase items that are critical for courses. Susan will convene a meeting of liaison librarians to talk further about the suspension, including ways of using this fund.

Jennifer and Susan have contacted our two major approvals vendors, Blackwells and Coutts. Michele will contact the vendor used for architectural material and Helena will contact three vendors used for her disciplines. We will accept anything that these vendors have already sent (i.e. in transit), and items that are boxed and ready to be shipped. Effective immediately, firm orders will not be processed, but ones already sent to vendors will be accepted.

Staffing implications
Cataloguing and Acquisitions are the two departments primarily affected by the suspension monograph purchases. The reduction of materials coming into the Library will allow them to catch up on various backlogs. Adjustments to responsibilities will be reviewed as necessary. ILL might see an increase in activity, and this will be monitored.

Hiring Postponement
President Johnson’s memo has two components – it states that hiring into new or vacant positions will be postponed until April 30, and asks that discretionary spending be delayed until April 30, 2009. Mark received further clarification:
• Staff reclassifications will continue (including professional advancement);
• Positions based on research funds can be posted because they are not paid by operating funds. Positions funded by development dollars may also be filled because they are not paid by operating funds;
• Casuals – can continue to hire;
• Regular and contract positions – hiring will be postponed.

The downturn in the economy will likely mean fewer co-op opportunities in the broader community for our students. Mark will confirm with Bruce Mitchell whether or not we may continue to hire co-ops, and if the UW work placement program will continue.
Action: Mark

In keeping with the President’s memo, LibExec is looking at ways to limit or delay discretionary spending, especially on large items. One major project that has been identified is DC Learn in Davis, which will be on hold indefinitely until we get a better sense of where we are and our flexibility. Other big ticket items include some computing software and hardware, and staff development and travel.

Next meeting – managers will look at how to handle future cuts, and future spending over the next few years. Managers were asked to think about expenses that could be contained and the consequent impact on our services.

4. Workplace Harassment

In mid-September Matt Erickson and Catherine Fry from the Conflict Management & Human Rights Office came to debrief managers who had recently completed the online Workplace Harassment course, and to discuss how to move forward with rolling out the information to the rest of the Library staff. Sharon and Matt met subsequently for further discussion. Three other levels of staff were identified:
• anyone who supervises (will receive a 2 – 2 ½ hr workshop);
• people being supervised (will receive a 1 ½ hr workshop);
• casual staff (will receive a flyer).

As with the Managers course, the program is still in a pilot phase while Matt is developing the model. The supervisors’ workshop will be scheduled in early December, and workshops for the remaining staff will be scheduled in smaller groups beginning in January. Attendance will not be mandatory.

Managers were asked to let Sharon know how they prefer to have non-supervisor staff attend their courses – a) set up a number of dates and allow people to go when they wish, or b) schedule larger units to do a session on their own and grouping smaller departments together.

5. Around the Table Updates

Ann
The UW ILL unit has volunteered to participate in a pilot with two or three libraries who use VDX from the Australian academic library consortium. The pilot will test interoperability of efficient messaging using VDX and the ability to add participating sites to the rota as potential suppliers for requested materials. It would provide an alternative to OCLC, and will be a time saver for ILL requests for articles. Testing will begin soon.

Margaret
Porter ISR has interviewed and made an offer to a UW work placement student for the winter term.

Porter ISR staff are looking forward to Annie Bélanger’s arrival on November 24.

Staff are settling into their new space. A big thanks to Facilities and Systems staff.

Eric
The 2nd floor renovation group has consolidated a list of deficiencies.

Work is being done to better secure the front doors at the end of the day.

The fob system on the loading dock doors is being upgraded to be consistent to what is in place elsewhere on campus.

Sharon
Managers agreed that the new staff lunch was successful and that it is something we want to continue.

Jennifer
2009 is the international year of astronomy. Laura Howell, Nancy Collins and Susan Mavor are creating a display celebrating astronomy that will go up in Davis in the New Year.

Bill
Bill reported on etheses stats that he received from Christine Jewell. One thesis has already had 531 unique pageviews since September 1st 2008. UW has the largest theses repository. Bill will prepare something for Mark for his next report at Senate.
Action: Bill

Richard
GIS day will be November19. Eva Dodsworth is working with Sara Perkins and staff in Mapping Analysis and Design.

Google update – the licence agreement with Google has been signed, and 45 GB of data were sent to them. Richard and Eva are waiting to see what they do with it.

Alison Hitchens will give a Primo demo to UML staff and people from the church colleges.

Allan
With luck, Primo will go live soon. The Primo team has been working hard to resolve the issues. Once it is up Alison Hitchens and Nancy Collins will be invited to give a demo to the Managers.

Allan will give a presentation on Primo at the WatITis conference on December 2nd.

Next meeting: November 12, LIB 428


 


 




 




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November 26, 2008