Library Council
University of Toronto Central Library System

 
University of Toronto Library.  Library Council.

Minutes, April 21, 1999
2nd floor Conference Room
Robarts Library

Next Meeting

Thursday, Wednesday May 19, 1999
2nd floor Conference Room
2:30pm - 4:00pm
Robarts Library

Agenda:
  1. Minutes of the meeting of April 21st, 1999
  2. Business arising
  3. Chief Librarian's Report
  4. Sub-committee on Committees - Membership of Task Force on Services at a distance - E. Fillion
  5. "Raising our Sights" Self Study and Plan - C. Moore
  6. Annual Reports:
    Library Services for Persons with Disabilities - I. Wagle
    Acquisitions Users' Group - L. McNair
    Serials Users Group - C. Socknat
    Committee on Library User - S. Newman
  7. Question Period: (from Jane Clark)

    Experience at many public service desks indicates that there is an increasing problem with missing books in various stack collections.

    1) What are the current procedures in place for the replacement of missing books? Is it time for these procedures to be reconsidered? - M. Rosenstock

    2) What is current practice regarding stocktaking in the main stack collections? Particularly in view of the recent user survey, should new procedures be developed? - L. Langford

  8. Other business
Present:
G. Bravo, V. Chase, A. Cheng, J. Clark, P. Clinton, S. Cozzi, D. D'Agostino, J. Desjardins, E. Goettler, G. Grof, T. Guardia, S. Hawrychuk, R. Healey, L. Langford, M. Lee, A. Masters, C. Moore, S. Newman, M. Press, E. Schlauch, A. Thierry-Broad, A. U.

Regrets:
S. Crotty, V. Downs, B. Edwards, E. Fillion, G. Garlock, E. Granatstein, R. Holder, E. Houtman, C. Jaffray, K. Martyn, L. McNair, C. Murray, J. Raic, M. Rosenstock, J. Snow, C. Socknat, S. Stone, W. Sydorenko, K. Turko, L. Ulanday, I. Wagle

Guests:
S. Brown, J. Cox, B. Godoy, P. Gurney, W. Holder, A. Rae, S. Silverberg, K. Weaver

Minutes

  1. Minutes of the meeting of March 10, 1998

    Accepted as written

  2. Business arising

    Bill Godoy reported that two First Aid sessions had been scheduled. The Fire Warden training is also being scheduled and Bill has requested from department heads the names of fire wardens so that he can prepare a list of names for distribution.

  3. Chief Librarian's report

    C. Moore reported that there has been much discussion in connection with the "double cohort" coming from high schools over the next three years. Funding has been requested by universities. Carole anticipates that the Provincial budget expected on May 4th will impact on our planning effort. Carole also stated that the National Site Licensing Proposal is proceeding. All the presidents of Canadian universities have signed but the results will not be known until the end of June.

  4. Task Force on Services at a Distance
    Terms of Reference & membership

    Albert Masters spoke for Elinor Fillion. Albert gave some background stating that this Committee is being created in response to a motion made at a Library Council meeting a few months ago. After some discussion, it was suggested that OISE be added to the section of appointed members from the Resource Sharing Department only. The motion was put to a vote with this amendment. It was seconded by Marian Press and passed.

  5. Annual Reports

    1. Committee on Personal Safety - Teresa Guardia reviewed the membership, goals and issues that had been set and dealt with during the year. She concluded by describing the future plans for the coming year. A question was raised regarding the status of staff identification cards. Teresa responded by saying that the validity of these cards is still being assessed.

    2. Committee for Library Services for Persons with Disabilities - Iqbal Wagle. This report was deferred until the next meeting.

    3. Road to Taos. Peter Clinton stated that the License Agreement for Early Participant Program with DRA had been signed earlier that day. Peter also noted that the focus groups are continuing to meet on a regular basis.

  6. Raising our Sights - Reports

    a) Sciences - Joan Leishman reviewed the direction of the Report and summarized the fourteen points that it included. These fell under the three main areas of : a)Building the Faculty for the Twenty-First Century; b)Enhancing the Educational Experience and c) Strengthening Our Academic Programs. In summary, they included:

    In summary, they included:

    • providing access to new journal titles to support ongoing academic needs and new areas of endeavor;
    • actively participating in discussions and initiatives to resolve the issue of archiving licensed electronic information;
    • supporting and monitoring alternate publishing ventures (ARL's SPARC) and electronic initiatives which are at the forefront of influencing the future direction of publishing;
    • reviewing collection development policies to address the complexity of issues relevant to providing science information to meet user needs;
    • strengthening and expanding faculty liaison initiatives and teaching and research partnerships;
    • providing value-added, customized library service at point of need; providing seamless information services available on a university-wide basis;
    • initiating a review of technology support within the libraries; developing and implementing effective tools for ongoing measurement of quality
    • as well as quantity of resources and services provided; ensuring that adequate and appropriate study space is available to both undergraduate and graduate students
    • providing a physical environment that accomodates the changing needs of users;
    • providing information assistance and library instructions at point of need, integrated into the curriculum and in various formats;
    • customizing service delivery to meet needs in different ways for distinct student groups;
    • taking curriculum and student needs into account in collection development policies and procedures and in the delivery of specialized services.

    b) Humanities and Social Sciences - Lari Langford described the contents of the report which was circulated to Council members as the recommendations from focus groups organized by a Steering committee consisting of Judy Snow, Sharon Brown, Jane Clark and Lari Langford. The groups were to focus on library services in the Humanities and Social Sciences in most discussions, but there were issues and meetings that overlapped with the Sciences. The Steering Committee selected six themes to generate the discussion and ensured that staff from campus and central libraries were invited, as well as from existing Library committees. The themes were:

    • Collection Management (Acquisitions, Collection Maintenance, Resource Sharing)
    • Knowledge Environment
    • Physical Environment
    • Quality of Service
    • Relationships (within the University of Toronto Library System and external)
    • Staff Renewal (analysis and complement Planning)

    Lari commented that the process was as stimulating as the resulting recommendations which go forward to be considered for the final plan. It provided an opportunity to consider local departmental plans in light of broader, system-wide values and directions. She highlighted some of the significant recommendations from each theme area to illustrate this point.

    c) Materials Processing - Edward Schlauch stated that the planning review of acquisitions and materials processing functions was a very practical examination of the operational changes which had occurred in the past five years and the changes that were both likely and desirable in the next five. The Working Group concluded that further streamlining of operations was both possible and essential but depended on the technology, funding and staff resources available to do the many complex operations of acquisitions and materials processing. The crucial test by which all operations in the area, whether existing or proposed, will have to be judged is whether the benefits they provide justify the costs involved.

    These operations are expected to be further integrated, within certain limitations, as the Taos software allows a broader range of functions to be done from one workstation. Working relationships between Collections Development, the Order and Serials sections, and Cataloguing will also be much closer. Some reorganization of operations is necessary, the most immediate and obvious being combining serials acquisitions and cataloguing. The nature and quantity of materials handled in paper format is not expected to change in the next five years nor is the specialized handling that many of them require.

    Cataloguing continues to face the challenge of dealing with an enormous workload in the face of limited and declining human resources. Cataloguing therefore has to be prepared to use emerging technologies and support services to best advantage. Staffing concerns relating to collections development and materials processing operations remain paramount, as they do across the Library. Training remains a priority as does staff renewal to replace skills that are gradually being lost.

  7. Report on cataloguing of electronic materials

    Shelley Hawyrchuk began by reviewing Recommendations one through eleven of the Task Force. A lively discussion followed which resulted in 3 amendments as follows:

    In recommendation 4 : amended to "that as complete as possible (comparable to the standard of full records in OCLC) records be obtained, thus providing improved subject and name access to resources.

    In recommendation 5: amended to" that where full records cannot be obtained, that brief records be created from the ITS EIR database, following the specifications in Appendix A.

    In recommendation 8: amended to "that procedures be worked out with ITS so that information in derived records will not be lost when local information is updated from the ITS database.

    The motion to accept the recommendations, as amended, was put to a vote and seconded by Edward Schlauch. The motion passed.

  8. Other Business

    none

    The meeting adjourned at 4:30 p.m

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