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Library Managers

University of Waterloo
Library Managers, February 6, 2013
9:30 a.m., DC 1568

Present: Annie Bélanger, Pascal Calarco, Nancy Collins, Betty Graf, Jennifer Haas, Mark Haslett (Chair), Sharon Lamont, Wish Leonard, Susan Mavor, Alex McCulloch, Carl Nagel, Susan Routliffe, Annette Dandyk (Recorder)

Regrets: Michele Laing

1. Chair’s Remarks
• Recognition and Commendation
Anniversaries:
Feb 1: Sandra Keys, Porter ISR, 10 years
Feb 1: Carolyn Vincent, Library Office, 5 years

• Updates
Meeting updates:
OCUL URM meeting Feb 22
o Web scale inventory systems –back end of the Circulation, Acquisitions and Cataloguing modules of TRELLIS.
o Jamie Reilly, Jennifer Haas, Alison Hitchens, and Pascal will attend. Strong TUG contingent - UG and WLU also sending people

TUG Exec meeting Feb 6
o Will discuss plans for the next few years.
o Annie will report on the Print Monograph Management Project (PMMP).

High Impact Practices and Student Success
o Jennifer Haas and Kathy Macdonald will attend a planning session, on campus, February 7.
o A contingent from uWaterloo will attend a week long institute in June, U Wisconsin, Madison.

Info Group:
o For many years on an ad hoc basis all those reporting to the Provost except the Deans have met weekly on Tuesday mornings for an informal around the table update. Geoff McBoyle plans to continue this practice.
o He talked about key priorities and what’s going to happen over the next six months.
o A town hall meeting scheduled for Feb. 12.

Board of Governors
o $2M or $2.1M reduction to base to the government operating funding source in 2013/14; a further $4.4M reduction to base in 2014/15.
o Significant reductions – implications across campus.
o Salary increases for 2013/14 will not be affected (in the 2nd year of three years); will be taken into account when the university is budgeting.
o LibExec is getting a handle on what is happening with budgets campus wide; will inform how the Library moves forward with the mission statement, strategic directions, and wrapping up the review.
o A follow-up from the December retreat of the Library Managers and Library Review Working Group Leaders will be scheduled following the completion of performance reviews.
o Anticipate that we continue to move forward with recruitment.
o Mark circulated a copy of the Faculty of Math’s strategic plan.

Senate Update
o Mark’s annual report to Senate will be mid-March.
o Will review highlights from the past ten years, as well as our strategic directions, and how they tie in to campus goals.
o Welcomed suggestions from the managers.

2. Business Arising from Dec. 5, Jan. 17 and 23
January 17:
• #4 WebOps: many expressions of interest in serving on the Personas & User Profiles Working Group. WebOps will review them.
• Very few expressions of interest for the User Stories Working Group. Will recruit again after the Personas group wraps up its work.

January 23:
• #3 Pcard Security: practices reviewed in Cataloguing. Betty will initial the statements. Statements and receipts will be retained for seven years.
• #4 Campus and Building Security/Lockdown Procedures: Kevin Stewart and Dan Anderson did a presentation at a recent Info Group meeting. There was a quiet rollout of posters (one for lockdown, and one for fire and safety) a couple of years ago, with the intent that they would be displayed in all public areas.
• We will wait until the Library specific procedures have been completed.
Action: Carl

3. Micro Desk proposal
• Alex reviewed a proposal to close the Micro Materials/Controlled Access Desk.
o Last year Circulation started a pilot of reduced hours – it became clear when reviewing this that the entire operation should be reviewed.
o Usage is quite low – on average three user per day and half of these could be handled at the main desk.
• Agreement from Managers to proceed. Alex will inform Circulation staff, then other library staff.
Action: Alex, Annie will draft a communications plan

4. UW Work Placements for 2013/2014
• Unknown how many we will be allocated for 2013/14.
• Managers were asked to consider how many positions they would need.
• Managers were advised to complete the forms from last year (change the date) for Spring term positions so that they are ready when we hear what the allocation will be.
Action: Managers

5. Laptops as Desktops Proposal (personal computing)
• Staff will be given the choice about having a desktop, laptop and/or tablet if they meet specific criteria, such as requiring mobility on an ongoing basis. They would need to discuss it with their managers beforehand, to assess if this is an ongoing need.
• There would be a small supply of laptops for short term loan, e.g. TUG meeting, occasional work at home, or attending a conference.
Action: a communications plan has been developed. A draft will be sent to managers soon, before going to staff.

6. Around the Table Updates
Annie
TUG IR has reviewed RFP bids for the PMMP project. Sustainable Collection Services was the successful vendor. A PO has been issued.

Waterloo will participate in an OCUL ACE pilot, a pilot to help libraries meet the AODA information & communications standards for library materials.

A co-op position to support Janet Wason, Circulation Services, and technical support has been posted.

AODA communication standard: deadline is January 1, 2014. All web pages will need to be compliant. WebOps has been discussing moving forward – but no updates have begun.

AODA January 1, 2013: we are supposed to provide training for educators but the toolkit for training has not come out yet.

Pascal
A Mission Critical form for Head, Digital Initiatives was approved. Pascal and Sharon have been working on the job description, and will send a draft to the Managers by the end of the week.

Carl
Carl discussed the safety inspections that will have to be done daily at a supervisor level with Kevin Stewart. There are already a few pilots on campus. Each unit will be required to develop a list specific to that site. He will have further discussions with Kevin.

Nancy
Tim Ireland and Dave Gall have picked up the Library Channel work, which has morphed into a project with students in the Master of Digital Innovation Program at Stratford. The students are coming up with various potential projects. Nancy will provide updates as she learns more.

Alex
ScanPro training is underway. The equipment may be moved to a public area in approx. two weeks.

Betty
Most of the UPSO titles have been loaded on Scholars Portal. There is one more set to do.

Next meeting: March 20


 
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March 18, 2013