University of Toronto Library.  Library Council.

Minutes, March 10, 1999
2nd floor Conference Room
Robarts Library

Present: G. Bravo, A. Cheng, P. Clinton, S. Crotty, D. D'Agostino, J. Desjardins, V. Downs, E. Fillion, E. Granatstein, G. Grof, R. Healey, C. Jaffray, L. Langford, J. Leishman, K. Martyn, L. McNair, C. Moore, S. Newman, M. Press, M. Rosenstock, E. Schlauch, J. Snow, I. Wagle.
Regrets: V. Chase, J. Clark, S. Cozzi, B. Edwards, G. Garlock, R. Holder, E. Houtman, S. Hawrychuk, C. Murray, J. Raic, C. Socknat, S. Stone, W. Sydorenko, A. Thierry-Broad, K. Turko, A. U., L. Ulanday
Guests: S. Brown, H. Cunningham, B. Godoy, S. Langlands, H. Michael, M.J. Stevenson
Next Meeting Wednesday April 21, 1999
2nd floor Conference Room
2:30pm - 4:00pm
Robarts Library

  1. Minutes of the meeting on March 10th, 1999

  2. Business arising from the minutes

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

  4. Task Force on Services at a Distance - Terms of Reference & membership - [Albert Masters]

  5. Annual Reports
    Committee on Personal Safety - [Teresa Guardia]
    Committee for Library Services for Persons with Disabilities - [Iqbal Wagle]

  6. Road to Taos - Update - [Peter Clinton]

  7. Raising Our Sights - Reports
    1. Sciences - [Joan Leishman]
    2. Humanities & Social Sciences - [Judy Snow]
    3. Materials Processing - [Edward Schlauch]
    4. Report on cataloguing of electronic materials -
      [Shelley Hawrychuk]
      (The Report will be sent out electronically before the meeting)

  8. Other Business


  1. Minutes of the meeting of January 27th, 1999

    Accepted as written.

  2. Business arising

    There was discussion regarding No. 4 of the Minutes about providing access to uncatalogued CD-ROMS and the way that this issue is addressed. A member asked how Public Services staff are updated on the new on-line databases that become available and the process was reviewed.

  3. Chief Librarian's report

    C. Moore reported that the process of creating a library plan is proceeding and that she expects that a good draft plan will be the result in a month or so. She pointed out that there are three main groups currently at work: Humanities and Social Sciences, Sciences and Materials Processing.

    Carole also reported that due to the fact that high schools have reduced their five year programs to four. Beginning in 2001 the University expects to have to accommodate and additional 12-15,000 students. Extra money has been asked for but the outcome is unclear at this point. This will impact our shrinking study space on campus.

  4. Annual Reports

    1. Resource Sharing: Helen Michael reported in Susan Stone's absence. The report touched upon various issues, including the implementation of the new Cancopy agreement and tariff schedule, and the fact that the role of the Resource Sharing Committee continues to be that of acting as a vehicle to exchange information.

    2. Reference Services . Marian Press gave the report. Marian reviewed the goals that had been accomplished throughout the year, in particular, the Committee's role in continuing to be a forum for committee members to report on new initiatives. The Committee continued to assist in the testing of potential new on-line databases/electronic journals. Marian also gave some highlights , including workshops that had been offered and various motions that had been presented to the Library Council.

    3. Electronic Information Resources Committee . E. Goettler reported to the Library Council. Elaine commenced by giving an overview of the Committee and followed up by raising issues and concerns, i.e. the necessity that all electronic resources be catalogued to ensure access to all users. The concern in regards to service and maintenance of our collection resources was outlined.

  5. Great Library Service: Statement of Values

    G. Bravo spoke for Judy Snow. A statement of service values was distributed to all and discussion followed. Gabriela mentioned that valuable feedback from staff had been received. Most suggestions were incorporated into the new draft. After some discussion, the Council endorsed the draft.

  6. Question Period

    1. 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?

      And finally just a comment or criticism. After our last major snowfall, 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 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

      Bill Godoy responded. In regards to the snow removal, he agreed that the removal of the snow took much too long despite his repeated requests for removal. He stated that he has sent a letter in regards to this to Facilities and Services. In regards to the Fire Warden situation, the training has now been replaced by having Fire Wardens view a Training Web Page. He asked that departments contact him with an updated list of Fire Wardens. Some discussion ensued regarding the whole training issues and what skills should be acquired. A. Cheng remarked that concern has already been expressed by his office in regards to the inadequacy of the training (both verbally and in writing). He is pleased that this issue has been brought to the Council's attention and feels that this will further strengthen their position. It was suggested that a group meeting of Fire wardens take place with Bill for review.

      In regards to First aid certificates, Bill noted that a training schedule will come out at the end of March and he encouraged department heads to submit names of staff members.

    2. 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 have an explanation of what caused 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

      Peter Clinton responded. Peter used a video projector to explain all the background and factors which lead to this situation. He outlined what steps had been taken, including installation of new Dell workstations and upgrades to library servers.

  7. TAOS Update

    Once more using the video projector, Peter gave an update regarding TAOS. Peter touched upon the role of the transition teams and reviewed the transition deadlines.

  8. 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.

  9. Other Business

    I. Wagle stated that she hoped that everyone would keep in mind the needs of the handicapped when preparing the Raising Our Sights planning document.

    The meeting adjourned at 4:25 p.m

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