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Library Managers

University of Waterloo
Library Managers, May 6, 2009
9:30 a.m., LIB 428

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

Regrets: Jennifer Haas, Sharon Lamont

1. Chair’s Remarks
• Updates
Various OCUL meetings took place April 29 to May 1. Mark attended OCUL Directors on April 29 & 30; several staff attended a workshop on Teaching and Learning Trends (Jennifer, Sandra, Jackie, Christine and Jane Holbrook from CTE) the afternoon of April 29; and Richard attended OCUL map group meetings on April 30 and May 1. OCUL IR is scheduled for May 22.

Mark will attend ARL meetings in Houston the week of May 19 and CARL meetings in Montreal the following week.

2. Budgets and Staffing – update
An all staff meeting similar in format to the April 8 campus town hall format is being planned for June.

As part of the budgeting process LibExec has developed a plan to absorb cuts in 2009/10 and 2010/11. The plan involves releasing vacant positions. The 3% ($243,400) cut in 2009/10 will involve releasing five vacant positions. A 5-7% cut anticipated in 2010/11 would require releasing up to nine more vacant positions. No layoffs are required. However, with a steady decline in our numbers we simply cannot continue in a “business as usual” mode, services will need to be reviewed.

A new procedure for getting approval to recruit was recently introduced. Any department wanting to post a position will need to complete a “mission critical form” to justify filling the position to the appropriate member of Executive Council and the Provost.

The hiring freeze will continue into the foreseeable future and several key positions cannot continue to be handled with temporary solutions. The posting of the following positions has been approved:
• Library Assistant: Resource Sharing (ILL) – this position was recently posted
• Head, Circulation Services
• Weekend Supervisor, Porter

The other key vacancy that we plan to address in the near future is in Systems.

Last Fall based upon a proposal prepared by Lois Claxton and Bruce Mitchell, the Library received funds for a one year contract for an Archivist University Records to support the campus records management program. Hiring was delayed by the freeze but Lois and Bruce made a case to fill it at this time. The position has now been posted on the HR website as a temporary assignment for UW staff or as a contract opportunity.

3. Business Arising from April 1 and April 15
April 15, # 3 Workload: the issue of flextime will be discussed at a future Library Managers meeting, likely in June.

4. Around the Table Updates
Susan M
Last week Special Collections hosted a portion of the ISR retreat; staff prepared a presentation and display themed where we’ve been, where we are, and where we’re going. A display showcasing items from Special Collections will be on view until mid June.

Ann
Rose Praymayer retires May 1 but her last working day was April 29.

Internal applicants for the Library Assistant: Resource Sharing position will be interviewed next week.

The OLRC physical collection is moving into new quarters this weekend. There will be a special open house for library staff after the official opening.

Richard
The Department of Recreation has decided to disband a small collection of books housed in the games museum located in BMH. The books are owned by the Library, barcoded and in TRELLIS. Richard sent a list of titles to ISR to determine if anyone wanted some of the titles transported back to Porter but so far there has been no interest. Betty and Richard will talk about whether the books need to be put on a withdrawal bulletin before they are boxed and shipped to the Museum of Civilization in Ottawa.
Action: Richard and Betty

Mary
Managers were encouraged to think about ideas for small funding projects that could be submitted for student endowments, e.g. Acquisitions or furnishings, and send them to Cheryl Kieswetter for the spring round of submissions. The Library has been quite successful in getting student endowment funds in the past.
Action: all

Betty
Susan Martin has been hired on a four month contract in Item Prep.

Betty met with her department and asked them to think about the various tasks they do and identify lower value tasks that they may be able to do differently or discontinue.

Michele
The recent ‘food for fines’ program was successful, raising 631 lbs of food.

Christine
Kristen Jensen, Western Library Intern, began an eight month contract on May 4.

Leeanne Romane moved to Porter on May 1 to take over liaison responsibilities for English.

Tim Ireland is interviewing for a Technology Support Technician (UW Work Placement) for the fall term.

Susan R
A draft pandemic response plan will be reviewed at a Managers’ meeting in June.

Susan gave an update on the May 4 UW-UAE Campus Operations Committee meeting. At this point, recruitment is the key issue and various marketing approaches are being used to help raise awareness of the UW program and to reach potential students. A decision about whether we will have sufficient students to start our program this fall will be made in June.

Debbie
The Acquisitions year end is now complete. The new budgets have been entered in the system, liaison librarians have been informed what their budgets are, and the purchasing freeze has been lifted. Approval plan vendors have been told that the freeze is lifted and approvals are expected to start arriving in a couple of weeks.

 

Next meeting: May 20, Davis


 


 

 

 


 


 


 


 


 




 




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May 19, 2009