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Library Managers

University of Waterloo
Library Managers, June 3, 2009
9:30 a.m., LIB 428

Present: Allan Bell, Eric Boyd, Betty Graf, Mark Haslett (chair), Alison Hitchens, Christine Jewell, Michele Laing, Ann Naese, Bill Oldfield, Richard Pinnell, Susan Routliffe, Mary Stanley, Debbie Tytko, Annette Dandyk (Recorder)

Regrets: Susan Mavor

1. Web 2.0 Train the Trainer
Alison Hitchens described the Web 2.0 training program that the ISR Training Committee recently offered to information desk staff. The hands-on program gave staff an opportunity to become comfortable with the tools that many students and faculty are using. Four modules were offered: blogs, RSS feeds, social bookmarking, and wikis. The program can be viewed online http://blogs.lib.uwaterloo.ca/web20/

Learning more about Web 2.0 tools would also benefit other Library staff. The June 15 Town Hall meeting could be an opportunity to introduce the program, followed by an email from Alison seeking volunteers who are already familiar with the four technologies to serve as trainers library wide. Once they have been ‘trained’ they would assist interested Library staff complete the exercises.

2. Chair’s Remarks
• Recognition and Commendation
2009 OCUL Outstanding contribution Award – the TUG Primo Implementation Team is the recipient of the 2009 OCUL Outstanding Contribution Award. This is a significant award. Thanks and congratulations to Nancy Collins, Chris Gray, Alison Hitchens, and Charles Woods.

Thanks also to Allan Bell whose role as prime administrative contact for the TUG Implementation Team was key.

Congratulations to the long service staff recognized at the June 2 Long Service Luncheon:
35 years – Jane Britton, Annette Dandyk, Connie Deighan, Jo Heimpel, Doug Morton, Karen Shantz
30 years – Susan Routliffe
25 years – Marian Davies
20 years – Eric Boyd, Gail Henry, Christine Jewell, Rose Koebel and Janet Wason.

• Updates
Mark reported on the June 2 Board of Governors meeting. The report of the President included specific priorities for 2009-2010 and can be viewed online. http://www.adm.uwaterloo.ca/infosec/governance/Board/20090602oagbog.pdf

The official opening and ribbon cutting ceremony for the School of Optometry extension including the Witer Learning Resource Center (formerly OLRC) is scheduled for June 5. An informal open house for Library staff will be held June 18, 2:00-4:00 pm.

Ian Wilson, former National Librarian and Archivist has been appointed as strategic advisor to UW on the Stratford Institute.

Mark will attend the Canada 3.0: Defining Canada’s Digital Future conference sponsored by UW Stratford Institute, Open Text, and Canadian Digital Media Network, June 8-9. http://www.canada30.uwaterloo.ca/ He will give an update at a future Managers meeting.

Mark has just returned from OCUL, CARL and ARL meetings and will give an update at a future Managers meeting.

Knowledge infrastructure funding: UW has received $50 million for two major initiatives: 1) extensions for math and engineering, $36 million; and 2) expansion and renovations to both Faculty of Environment buildings, $14 million. The federal and provincial governments each contributed $25 million. An earlier funding announcement: the federal and provincial governments each pledged $25 million to CIGI towards the creation of the Balsillie Centre of Excellence. Jim Balsillie matched it with a donation of $50 million. The Balsillie Centre is a joint initiative of the Centre for International Governance Innovation (CIGI), UW and WLU.

Reminder: the Library Town Hall meeting is scheduled for Monday, June 15, 10:30 am in DC 1302.

3. Business Arising from May 6
#2 Budgets and Staffing update
We do not have a complete picture re the Acquisitions budget yet but Mark is hopeful that he’ll hear soon.

The Circulation Services Head position will be posted this summer with the intent of having it filled by September. Managers interested in participating on the interview committee should let Sharon know.

Action: Sharon

4. UW Work Placement Update
The Library was granted 13 UW Work Placement positions in 2009/2010; managers submitted 18 requests. While reviewing the requests LibExec decided that they need some criteria to help them decide which positions to approve. In future Managers will be required to submit brief statements about five criteria when they submit the job description forms.
1) Impact on users
2) Impact on staff
3) Urgency
4) Is the work meaningful for a co-op student (rate 1-5)
5) Other pertinent information

Sharon noted that we were able to successfully meet everyone’s needs this year and thanked the Managers for their flexibility.

Opportunity for Incremental Co-op Positions at UW: given the effect of difficult economic times on the availability of co-op jobs, the Provost has provided some funding, to be matched by the employing unit to create incremental co-op work opportunities for the spring 2009 term. Given that students must work 12 weeks to receive credit for a co-op work term, anyone interested in taking advantage of this opportunity needs to move quickly. Sharon will work with Michele and Susan M to see if there is a possibility of a shared position. Since there will likely still be a great need for co-op positions in the Fall term Managers should think ahead about potential positions.

Action: Sharon

5. Renovation Update
In recent years, the Library is either undergoing renovations or planning for renovation. Sharon described several projects that are in the planning stages:
o Porter Signage – a signage plan was developed for the Porter main floor during the recent renovation. A signage plan for the rest of the building is being developed and costed. Two of the projects are anticipated to be the completion of signage on the main floor, and wayfinding/identification for the collection. We’re working with d3 Impact and Frank Esch from Plant Operations. Alex McCulloch is the Library’s point person. This will become a fundraising project.
o Davis, DC Learn – several months ago a group started working with The Walter Fedy Partnership (TWFP) and Plant Operations on furnishing the glassed in quiet study room beside the Information Desk into a meeting and training room and making the conference room into a public space. Anne Fullerton is the Library’s point person for this project. It will also become a fundraising project once the costs are known.
o Davis layout – prior to the last Davis renovation TWFP came up with a conceptual plan for the entire main floor. A small working group comprised of Eric Boyd, Anne Fullerton, Jennifer Haas, Cheryl Kieswetter, Sharon, Mary Stanley and Melanie Watkins have had several discussions about the conceptual plan and how to incorporate what was learned from the Davis Zone pilot into the plan. Dan Parent (Plant Operations) has given the go ahead to begin working with Plant Operations on the design and costing of this plan. Work Request has been submitted, however no funds have been committed yet.
o Map Library – hopefully will be renovated in the next couple of years as part of the Faculty of Environment renovations.

6. Pandemic Plan Update
The revised document has minor structural changes and now includes the guiding principles:
1. Act in accordance with the instructions provided by the University’s Pandemic Steering Committee
2. Provide a reasonable level of access to print collections and to electronic resources and services as long as possible
3. Minimize risks inherent in face to face contact.

The Library’s Pandemic Response Plan provides a framework; ultimately the action we take will be guided by the campus plan. Susan will make minor revisions; the revised document will be forwarded to Bruce Mitchell and the campus pandemic planning committee for comments before being finalized.

Action: Susan R, Mark

7. Working from Home
Managers last talked about working from home in 2005 and at the time there was no strong support to permit staff to work from home on a regular or ongoing basis. However, it was agreed that Managers could on occasion allow staff to work from home under some circumstances (e.g. project or report due) and providing the nature of their job did not require them to be near resources they need to carry out their work.

A request to work at home on a regular basis has been received so the discussion is being revisited. Managers discussed the opportunities and potential issues of working at home on an ongoing basis vs occasionally. LibExec is developing a framework which will be discussed again at a future Managers meeting. HR has provided some general guidelines; there is no policy. Managers should send any comments to Sharon before the next meeting.

Action: LibExec

8. Around the Table Updates
Deferred.

 

Next meeting: June 17


 


 


 

 

 


 


 


 


 


 




 




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June 15, 2009