University of Toronto Library.  Library Council.

Minutes, January 27, 1999
2nd floor Conference Room
Robarts Library

Present: E. Aer, A. Cheng, S. Cozzi, M. Cummins, D. D'Agostino, J. Desjardins, E. Fillion, G. Garlock, G. Grof, R. Healey, C. Jaffray, J. Leishman, K. Martyn, A. Masters, C. Moore, M. Press, I. Prociuk, J. Raic, M. Rosenstock, J. Snow, A. Thierry-Broad, K. Turko, A. U., K. Weaver
Regrets: G. Bravo, V. Chase, P. Clinton, S. Crotty, B. Edwards, R. Gocht, R. Goettler, S. Hawrychuk, S. Newman, E. Schlauch, S. Stone, W. Sydorenko, U. Ulanday, I. Wagle
Guests: S. Brown, E. Aer, S. Cozzi, L. Langford
Next Meeting Wednesday March 10, 1999
2nd floor Conference Room
2:30pm - 4:00pm
Robarts Library



  1. Minutes of the meeting on January 27, 1999

  2. Business arising from the minutes

  3. Chief Librarian's report [C. Moore]

  4. Annual Reports
    Resource Sharing - [S. Stone]
    Reference Services - [M. Press]
    Electronic Information Resources Committee - [E Goettler]

  5. Great Library Service: Statement of Values - [J. Snow]

  6. Question Period -
    Is the Library planning to do any training of Fire Wardens? At present there seems to be some confusion as to who the wardens are. In the past couple of years there has been a general migration of Sections throughout the library. Our recent "fire drill" was very indicative of how few of the procedures are known or at least followed. Also the certificates of most of our "first aiders" have expired or will soon expire. Will there be another round of training sessions?

    An finally just a comment or criticism. After our last major snow fall, the removal of snow from around the entrances to Robarts was almost nil. On the north platform the only paths leading to the revolving doors were made by library users. Also, only after the fire drill was snow cleared away from in from of the fire exits. There needs to be someone to monitor that sort of thing. Perhaps the Health and Safety Committee should look into it? - (Stephen Crotty) - [Answer: W. Godoy]

    During much of the academic year, and particularly during the months of October-November and February-March, access to the Library's web resources is often unreliable and slow. While there may be more than one reason for this, many of the problems seem to be related to "the server"

    Could we please have an explanation of what causes the server, or servers, to fail, particularly when accessing the Library's homepage and electronic journal indexes, and what is being done to improve the situation. - (Mary-jo Stevenson) - [Answer: Peter Clinton]

  7. TAOS Update - [P.Clinton]

  8. Other Business

  1. Minutes of the meeting of December 10th, 1998

    Accepted with the Following corrections:
    a) correcting the url in No. 2 and b) deleting the sentence "It will apparently still be a problem in TAOS" in No. 6.

  2. Business arising


  3. Chief Librarian's report

    Carole Moore distributed two documents. The first was entitled "Key Priorities" and the second "Major Strategies and Actions". Carole stated that she hoped that everyone had seen the Planning document Raising our Sights. She mentioned that at the Library Council Steering Committee it was suggested that it would be very useful for everyone to have a synopsis of key points and priorities found in the planning document. She stated that these are the points that the Provost has asked us to concentrate on. She pointed out that this Plan builds upon the Planning for 2000 document. In reference to the other document Carole stressed that while we have made tremendous progress especially in the first four points we still have a long way to go. In terms of a timeline, our next step will be to produce a Draft plan by the end of April, consultation with staff, users, faculty and students and then arrange for outside experts (funded by the University) to scrutinize our Plan. We will have time during the summer to make any adjustments.

    A few points have come forward: 1) faculty (new and current) continue to press for new journals and b) many complaints are made by students regarding the lack of study space. Carole stressed the need to be creative in attempting to address these issues.

    In conclusion, Carole stated that she is looking to Library Council and its committees to provide input and advice throughout this process.

  4. Cataloguing & Authorities Users' Group
    Report on cataloguing electronic materials

    Shelly Hawrychuk gave an oral report. Shelley gave some background information. She stated that in 1997 the Cataloguing & Authorities User Group formed a subcommittee to look at cataloguing electronic Resources. A decision was made at the first meeting that only items held at the University of Toronto to which we currently subscribe would be looked at. It was soon realized that brief records would be the only practical choice at this time. By late 1997 a policy for cataloguing and a plan for implementation had been developed and though several of the larger campus libraries were willing to take part, the Central System was unable to at that time.

    The next step included the Information Technology Services Department. After giving them specifications for a satisfactory record it was realized that OCLC records could be used for many items and in-house programs could edit the records for use locally. Testing is now underway and it appears that, with a few minor changes, these records will serve the user quite well.

    The next step is to work on policies to handle all future changes in the electronic collection, including the addition of new titles as well as the deletion of others. Peter Clinton gave concrete examples (using an overhead) of the records.

  5. Reference Services Committee
    motion (cataloguing electronic resources).

    Marian Press moved: "Supporting the commitment to "great library service", and believing that a library's catalogue should reflect its holdings in all formats, the Reference Services Committee and the Resource Sharing Services Committee urge University of Toronto libraries to include records for their electronic resources in their catalogue. Because these resources are proliferating at such a great rate, it is becoming more and more important to facilitate access to them through the catalogue, to improve service to library users and to promote effective use of staff time.

    We propose that this issue be referred to the Cataloguing & Authorities Users' Group to be addressed by its Sub-committee on Cataloguing Electronic Resources with Information Technology Services staff designated by the Director, ITS; that meetings regarding this issue be announced to interested staff; and that recommendations for cataloguing electronic resources be brought to Library Council and the Campus Libraries Catalogue Group on or before March 31, 1999"

    Marian Press pointed out that this motion is really in support of the above point #4.

    The motion was seconded by Dan D'Agostino and passed.

  6. Report on TAOS - Peter Clinton

    Peter reported that the transition teams have been established. Members are being informed and an announcement will go out on January 28th. Peter stated that he had asked Susan Cozzi to schedule an initial meeting involving the Team Chairs and Information Technology Services staff so to set a future course for implementation and training.

    Peter also mentioned that he had met with the DRA representative and they had reviewed the DRA Beta test site agreement. He will be going to ALA in the next few days and will meet with the DRA Manager who will oversee all the DRA Transition and who will focus on the installation. Peter will have more information when he returns from ALA.

  7. Annual Reports

    1. Theses Committee - Karen Turko presented the Report. In answer to a query regarding when, as a result of the agreement with UMI, the work would begin. Karen mentioned she has been trying to contact the National Library but has had no response. She asked if perhaps Carole Moore could contact the appropriate people and help speed up the process.

    2. Staff Development Committee Report. Adrienne Thierry-Broad reviewed the points of the Report. She mentioned that one goal of the Committee this year was to provide the opportunity for all staff to acquire basic computer skills. The Committee is in the process of mounting a Staff Development website which will also provide on-line registration. The ERRG Learn-ins given were very successful and will next be offered to faculty members. The needs assessments were also very useful and the Committee will continue to try to accommodate the needs of staff and to give timely training. The Committee would like to propose that consideration be given to expanding the training labs so that they can give training sessions promptly rather than waiting for the labs to be available.

  8. UTLive - information

    Peter Clinton gave a presentation on UTLive. He explained that UTLive is a pilot project that has just begun in an attempt to address the needs of an increasingly large group of people who work at a distance from the Library. The group chosen to participate were proxy server users (approximately 8,000). He reviewed the services already provided by the Library and stated that the function of this project is to evaluate the nature of questions which will be asked and discover what skills will be required to answer these questions. It will also be important to see what the impact on staff will be. There has been virtually no response to date and the service will be advertised by e-mail and through information boxes that users will see when they log on.

  9. Reference Services Committee
    motion (Electronic Reference Services) - M. Press.

    Marian Press moved: "The Reference Services Committee recognized the potential of new technology for providing information and reference services at a distance. Historically, such services have been provided by telephone, mail and fax; now the options have increased.

    The Committee recommends that a committee or task force of Library Council be struck to consider issues related to the provision of information and reference services at a distance. These issues include, but are not restricted to:

    Hours of service
    Guidelines for providing answers
    Staff training needs

    The Committee recommends that ex officio members of the task force be the Manager, Human Resources, the Head, General Reference Department, Robarts Library; the Coordinator, Reference and Research, or her designate, Gerstein Science Information Centre; the Chair, Reference Services Committee, and the Director, Information Technology Services, or his designate. Appointed members should include representatives of public service staff and Information Technology Services."

    After some discussion, it was decided that it would be desirable for the task force to have input from the UTLive PilotProject.

    The motion was seconded by Valerie Downs and passed.

  10. Other Business


    The meeting adjourned at 4:00 p.m

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