University of Toronto Library.  Library


Minutes of Library Council

February 25th, 1998, 10:00 am
2nd floor Conference Room
Robarts Library

Present: E. Aer, S. Alston, G. Bravo, S. Brown, A. Cheng, J. Clark, S. Cozzi, M. Cummins, D. D'Agostino, V. Downs, E. Fillion, E. Granatstein, G. Grof, R. Healey, E. Houtman, C. Jaffray, M. Lee, K. Martyn, A. Masters, C. Matthews, L. McNair, C. Moore, I. Prociuk, M. Rosenstock, E. Schlauch, S. Stone, W. Sydorenko, K. Turko, A. U, I. Wagle, K. Weaver
Absent/Regrets: P. Clinton, E. Collins, S. Crotty, B. Edwards, G. Garlock, R. Gocht, S. Hawrychuk, L. Langford, J. Leishman, N. Lewis, C. Murray, S. Newman, M. Pearson, J. Raic, J. Snow, A. Thierry-Broad, L. Ulanday
Agenda for next meeting


  1. Minutes of the meeting of February 25th, 1998

  2. Matters arising

  3. Chief Librarian's report

  4. Sub-committee on Committees - report - E. Fillion

  5. Annual reports

    a)Reference Services Committee - E. Collins
    [for acceptance]
    b) Committee on Theses - K. Turko
    [for acceptance]

  6. Other Business
Next meeting: March 25, 1998, 2:30 p.m.
Minutes of the meeting of January 21st, 1998:
Minutes were accepted as prepared.
Matters Arising:
E. Schlauch reported that the implementation of the serials check-in module for the central library system is completely separate from OISE's implementation.
Chief Librarian's report:
A news release from the President concerning the federal budget was distributed at the meeting. C. Moore reported that this actually means good news for the University. The University has been recommending this for some time now. Student aid investments mean more money for students to pay for their education and tuition increases. The University has spent a fair amount of time on the tuition document "Report of the Provost's Task Force on Tuition and Financial Support", which appeared in the Bulletin. Attention was drawn to the fundamental recommendations recommended by the committee. It was clarified that it will be a combination of federal support, Ontario student loan and various scholarships, which will make up a special package, to be made available to students. Financial support will go to people with financial need. An amended or revised version of the tuition document will be released in March.

Iqbal asked if there will be any funding for summer experience programmes. The response was yes, and that granting council support increases by 13% or 100 million plus regular government funding programs. It was added that the President is optimistic about the federal budget. A huge portion will be spent on higher education. As for the Library budget, news will come in the next two months.

Report of Sub-committee on Committees:
Task Force on Personal Safety and Security
E. Fillion reported that the membership had been modified to include one additional member from the smaller libraries. The Council accepted modifications.
Task Force on Brittle Materials:
Elinor reported that the draft document had been discussed at the last steering committee meeting, which led to the broadening of the title from "Task Force on Brittle Books" to "Task Force on Brittle Material". Although this committee has a short reporting period, it is hoped that this committee will be able to recommend policies and point the way to solving problems/issues etc.

In response to questions, Elinor assured the council that the committee would not be excluding any material and that consultation with campus libraries will be included. The Council accepted the terms of reference as proposed.

Annual Reports:
a) Resource Sharing Services Committee: The report was distributed to the committee and Susan reviewed the report. Susan noted that the committee is addressing the discrepancies in delivery services provided by Gerstein and Robarts. The findings will be brought to Library Council. The Council accepted the report.

b) Electronic Information Resources Committee: Sharon distributed the document to the committee.

In response to questions, Sharon stated that all submissions are welcome, as long as documentation is submitted as well. Sharon reported that OCLC tapes will be loaded in MARC format. Report was accepted by the Council.

Question period:
Gabriele Grof: "What is the library currently doing to handle the problem of Y2K for the Year 2000. Have any policies and procedures been put in place to proof the computer systems in the library and the e-mail situation been discussed. From what I understand, this is not a small problem and it does not just affect the catalogue. All programs in the system must be looked at and "handled. It would be of interest to learn what we can expect in the next two years."

K. Weaver, acting for Peter Clinton, responded that the Library is confident that it has prepared well. Problems should be minimal. All hardware now running is year 2000 compliant. DRA is fully compliant. Members were encouraged to contact Peter Clinton if they have any concerns.

C. Moore added that the University is replacing all major administrative systems; Human Resources, Payroll, etc. will all be fully compliant. The only one in question at the moment is in Physical Plant and it is under consideration for a replacement. Physical Plant has assured us that lighting and elevators will be in running order. At the last Computing Management Board meeting it was reported that guidelines will be issued in July so that everyone can test their own equipment.

Ibal Wagle: "MARC tapes for the CIHM pre-1900 monographs were loaded some time ago, providing catalogue access to that large and important collection. MARC tapes for two other CIHM collections, (1) periodicals, directories, annuals, (2) post-1900 monographs, were received some time ago but have not been loaded. When may we expect these materials to be made accessible to users of our catalogue?"

S. Cozzi, acting for Peter Clinton, responded by noting that the records could not be loaded as they were. However, recently, Maks Okrasa has added an 090 field which enables the files to be loaded. Susan said they will be up-to-date in early March.

Susan will investigate the possibility of using Mak's programme for other data files.

Other business:

Next meeting: March 25, 1998 at 2:30 p.m.

Meeting adjourned at 11:05 a.m

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