Library Council
University of Toronto Central Library System

Minutes of the meeting held on Tuesday March 20, 2001, 2nd floor conference room, Robarts Library.
Present: S. Brown, V. Downs, E. Fillion (Chair), E. Granatstein, G. Grof, C. Jaffray, J. Lynes, A. Masters, L. McNair, P. Meindl, C. Moore, E. Schlauch, J. Seel, A. Thierry-Broad, S. Walker, A. Santeramo (Recording Secretary)
Regrets: G. Bradshaw, G. Bravo, V. Chase, A. Cheng, S. Clapp, J. Clark, P. Clinton, S. Cozzi, M. Cummins, A. Dondertman, G. Garlock, S. Hawrychuk, R. Healey, R. Holder, E. Houtman, J. Leishman, L. McArthur, J. Mendelsohn, J. Raic, M. Roddy, M. Rosenstock, J. Snow, C. Socknat, S. Stone, K. Turko, A. U
Guests: H. Michael, M. Press, P. Serafini


  1. Minutes of the meeting of February 20, 2001: Correction to 1st page, second sentence under number 3: change "Paratt" to read "Pratt". Second page, 1st paragraph, change "Centre on Academic Technology" to "Centre for Academic Technology". Minutes were approved with the above changes.

  2. Business arising from the minutes: None.

  3. Chief Librarian's report:
    There was still no news to report on the budget

    Two new task forces have been established as a result of the Task Force on Computing and New Media: 1. The Task Force on Intellectual Property, which relates to instructional media, chaired by Ron Daniels, Dean of Law. A draft report is expected in June for consultation purposes, with a revised report expected by the fall. The old policies dealing with copyright, etc., are out of date and no longer meet the University's needs. The Chief Librarian went on to review the terms of reference and added that a legal framework will be devised for policies the Task Force recommends. 2. The Task Force on Technology Assisted Education, which relates to handling of distance education, chaired by Sheldon Levy, the new Vice-President, Government Liaison, who has much experience in this area, having been head of Sheridan College. Carole said this will be a widely consultative group and will issue a report. She is a member of both task forces, which met this week for the first time.

    The Chief Librarian then spoke about her recent trip to Japan, where she made a presentation at a seminar on the subject of U of T's use of electronic journals. She noted that computers in Japan are smaller and lighter than those currently available here and that cell phones are heavily used for e-mail as well as making calls: everyone seems to carry a cell phone. She added that her observations confirmed the Provost's support for an environment to be wired and wireless. By way of contrast, Japanese libraries have been slow in adopting electronic journals and are still very much print environments. In academic libraries, acquisition budgets are allocated to faculty members, which means there are no centrally administered funds for purchasing online access to expensive titles. Also, there are no consortia existing to negotiate with publishers. Librarians found Carole's presentation on use statistics extremely useful.

    Questions arising: re: Vendors to replace DRA system. Has another vendor been chosen? It was emphasized that vendors will be sent RFIs (Requests for Information) not RFPs (Requests for Proposals). The steering group has been appointed. There is no other news yet.

  4. Annual Report of the Resource Sharing Services Committee:
    The report was reviewed by Council. In number 8, the term "direct borrowers" was defined to mean graduate students and faculty members from other Ontario universities. Susan Stone moved acceptance of the report, seconded by Gabriele Grof; all voted in favour.

  5. Update on the Instruction in Library Use Committee's Student Outreach pilot project:
    Len Ferstman will provide an update at a later meeting. He announced that the ILU committee plans to hold a workshop on information literacy in November.

  6. Report of the Task Force on the Coordinator of Distance Services Posting:
    Pat Serafini, the Chair, thanked everyone for their work. The report was reviewed with Council. The Chair added that she has attended many conferences in this field and feels that the position being proposed would tie in nicely with the Task Force on Technology Assisted Education mentioned earlier. The Task Force on Services at a Distance which recommended this position, felt it should be a full-time position, and the Task Force drafting the posting completely agrees.

    The Chief Librarian commented that this position needs to be worked into the University's structure especially with the two new committees just formed. She added that she appreciates everyone's hard work.

    Sharon Brown moved acceptance of the report. All members voted in favour.

  7. EIRC's Suggested Guidelines for Cancellation of Print Indexes and Abstracts:

    Sandra Langlands reviewed the guidelines developed by the Committee.

    Questions arising: There was concern that there was no mention of paper duplicates and it was asked if they would be considered first. Response: there are no longer many duplicates and that this shouldn't come up very often. Another question raised was concern about archiving of electronic materials. It was suggested that the responsibility for print archiving might be shared among Canadian libraries, and that this possibility should be investigated. Another issue raised was the perception that the humanities and social sciences were unfairly emphasized in the titles offered as examples for cancellation. In response, it was pointed out that Psychological Abstracts and Dissertation Abstracts are multi-disciplinary. Some discussion ensued. Carole Moore added that determining the archiving policy of the publisher should be added to the guidelines. It was decided that the report would be taken back to the EIRC with note made of the changes suggested by Council, especially the issue of archiving. It was agreed that this issue of guidelines for cancellation of print indexes and abstracts is one which the Committee on Collection Management should consider.

  8. Other business: None

The meeting was adjourned at 3:50 p.m.

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