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Library Managers

University of Waterloo
Library Managers, February 15, 2012
9:00 a.m., LIB 428

Present: Annie Bélanger, Pascal Calarco, Nancy Collins Eva Dodsworth, Betty Graf, Jennifer Haas, Mark Haslett (Chair), Michele Laing, Sharon Lamont, Susan Mavor, Alex McCulloch, Carl Nagel, Susan Routliffe (Chair), Debbie Tytko, Annette Dandyk (Recorder)

1. Chair’s Remarks
• Recognition and Commendation
January anniversaries:
January 17 - Stefaniada Voichita, Circulation Services, 5 years
January 21 – Vera Starz, Acquisitions, 10 years

February anniversaries:
February 17 – Lesley Wade, Cataloguing, 20 years
February 22 – Carol Steele, Porter ISR, 30 years
February 28 – Ingrid Pinos, Cataloguing, 40 years

• Updates
A campus town hall about the mid-6th-decade review is scheduled for February 29. The President will provide an update on feedback from the campus wide sessions in November. Sam Gibbon and Alison Hitchens have been involved in those discussions.

2. Congress 2012 - Preparations
Congress 2012 will be held May 26 - June 2, and is being organized jointly by staff at Laurier and University of Waterloo. James Skidmore (Skid) is uWaterloo’s point person. Skid has made two requests of the Library: that the Dana Porter and Davis Centre libraries be open Saturday and Sunday on the first weekend with earlier opening than usual, and that we make additional provisions at the Dana Porter Library to welcome delegates.

Nancy will be coordinating the Library’s participation with Skid. Congress 2012 provides an opportunity to provide service to approx. 1,000 of the 5,000 to 8,000 delegates who will be on the uWaterloo campus for association meetings. It is a great opportunity to highlight the Library. Some of the outreach being planned: extended hours; Congress information kiosk (either on the main floor of the Dana Porter Library or just outside); information desk coverage Saturday and Sunday; additional IT wireless connections; and printing available at Media.doc. Discussions are underway about allocating space on the 1st floor; and providing spaces for eating, such as the 1st floor and the walkway around Porter. Skid will contact Food Services about extending Browsers hours.

Nancy also outlined some possible communications ideas which include way finding within the Library; various displays; and a special edition of the Library Update report geared towards the delegates.

3. Library Review
There was a great turnout at the February 8 all staff meeting.

There are already a good number of expressions of interest in being on a working group, from across all levels of staff and departments.

LibExec will meet with the working group co-chairs, and the chairs of the Data Group and Communications on Feb. 16.

All of the Retreat documents will be put in a dropbox on the S: drive so that all staff may access them.

4. Business Arising from January 18
There was no business arising.

5. UML Transfer - Update
The UML Transfer Group has submitted their report and recommendations to LibExec.

UML will move into the former Centre for Teaching Excellence (CTE) space. The target move date is the week of April 23rd, during intersession. The new space will be named the Geospatial Centre. The Centre will be overseen by Eva, and will become a functional unit of Porter ISR.

Cartographic, air photo and historical collections will be located within the Centre, along with the GIS workstations and the staff who provide GIS service. The number of GIS workstations will increase from three to five.

Annie will send an announcement to Library staff soon, and she will meet with LibExec next week to review the report.
Action: Annie

6. Visiting Librarian
Ingrid Thomson from South Africa will arrive on Saturday, March 10. She will visit various institutions during her six week stay. While at uWaterloo she will be physically located in Porter ISR. Annie is putting together a proposal of things that Ingrid could do or participate in while here.
Action: Annie

7. Security During Extended Hours
LibExec has approved a one year contract to outsource late night attendant coverage at Davis and Porter. The one year trial will start during the extended hours period in March. It addresses the Circulation workload issue of hiring and training additional temporary staff during the extended hours periods, and alleviates the safety component of staff going home late. We’ll be using G4S, the largest security firm in world, and who are already working elsewhere on campus. Security attendants will perform functions such monitoring noise and food, they will take usage stats, refill printers, and will be trained on the self-check computers.

8. Around the Table Updates
Carl
The vending machines will be removed from the Porter staff lounge because of low use. Carl has been working with Food Services to relocate them to the alcove on the 3rd floor. The move will likely occur during reading week. Nancy will inform staff, and update the Library’s website to inform students of this new service.
Action: Nancy

Alex
TUG Exec approved the proposed changes to the TUG lending policy that Alex presented at the November 23rd Managers meeting.

Relais Express has completed the work to upgrade their software to Windows 7, and we have been able to successfully install Relais on our server, as well as the client on one workstation that we are using as a test. Resource Sharing staff from Waterloo, Guelph and Laurier will receive Relais training on March 29. A demo will be organized for public services staff after that. It is expected to go live at the beginning of the spring term.

Furniture for the 10th floor study rooms is expected to arrive around the end of March. The opening is planned for April.

Staffing changes: Alex expects to post Wish’s position in the next few weeks.
He is also working on a posting for a contact to backfill some of Elsie’s duties since her retirement.

Debbie
Debbie has begun working with Wish to train him in the Acquisitions functions. They will begin working together more regularly over the next three months.

Annie
The Porter stacks are full beyond the optimum 80%. A small task force comprised of Christine Jewell (Chair), Ann Naese, Aziz Aboueleinin, Helena Calogeridis, and Annie has been struck. They are drafting some day-to-day procedures with an ISR perspective. It is hoped that ISR staff can make it part of their ongoing workflow so that we don’t reach critical point again.

LibExec has approved an accessibility webinar specifically geared toward serving deaf patrons more effectively. It will be shown in two one hour sessions on February 22 and 29, and is open to all Library staff. She also reminded Managers about the mandatory AODA training on Customer Service.

Nancy
The latest issues of the Library update report were received from the printer yesterday.

Sharon
EAP is offering a Mental Health workshop on February 24, 1:00 to 3:30 pm, DC 1351, aimed at supervisors and managers. Managers and supervisors are strongly encouraged by the University administration to attend this informative session as part of its ongoing commitment to the mental health of the campus community.

HR is working on new accountability descriptions, which when rolled out, will be a new way to do job descriptions. Once performance appraisals are finished Sharon will arrange for Rochelle Davies to do a presentation for us. Sharon will forward Rochelle’s message with the links to managers. As we’re working on new job descriptions for new positions, it makes sense to begin using the new accountability descriptions instead of the old format.
Action: Sharon

Sharon met with Anne Fullerton and Bruce Mill from Plant Operations about the Davis noise issue. Bruce presented some good ideas for sound baffling and will provide a cost estimate before a decision is made about proceeding.

It is unclear when the next stage of the patio renovation will be completed. Work will include a ramp up to the next higher level, changes to the flower beds, and installation of a pergola on the lower level.

Susan R
Rogers TV will be filming an interview with Drama and Speech Communication faculty member Dr. Naila Keleta-Mae this afternoon in the Library. The interview topic is Black History Month and they’ll be filming in the part of the collection where the black history is located. Nancy will send an announcement to staff for awareness.
Action: Nancy

Next meeting: March 7


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 

 

 


 


 


 


 


 




 




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March 19, 2012