Agenda and Minutes of Library Council November 28, 2001


  1. Minutes of 24th of October Library Council Meeting

  2. Business Arising

  3. Report of the Acting Chief Librarian - C. Moore

  4. Library Council Housekeeping Matters:

    1. C.L.A.M. # 28 : Library Council Composition and Terms of Reference

    2. Memorandum # 28: Library Council Steering Committee Composition and Terms of Reference

    3. Library Council Steering Committee Membership, 2001-2002, for Library Council Approval/Amendment

  5. DRA/SIRSI Update - P. Clinton

  6. Signage Committee Annual Report - G. Bravo

  7. Future Meeting Dates

  8. Other business


Minutes of the meeting held on Wednesday, November 28, 2001 at 2:30 p.m., 2nd floor conference room, Robarts Library.

Present: A. Cheng, V. Chu, P. Clinton, S. Cozzi (Chair), I. DeDiego, R. Devakos, V. Downs, D. Fleming, G. Grof, R. Healey, A. Masters, D. McLeod, L. McNair, C. Moore, J. Newman, M. Ruscillo, E. Schlauch, J. Snow, S. Walker, A. Santeramo (Recording Secretary)

Regrets: S. Brown, V. Chase, S. Crotty, M. Cummins, B. Disonglo, A. Dondertman, G. Garlock, E. Granatstein, S. Hawrychuk, R. Holder, E. Houtman, C. Jaffray, S. Langlands, J. Leishman, L. McArthur, P. Meindl, C. Murray, F. Sardone, S. Stone, A. Thierry-Broad, K. Turko, A. U

  1. Minutes of the 24th of October 2001: Minutes were accepted with one correction: page 2, b) Budget section to read: "federal budget" instead "provincial budget".

  2. Business arising: Under questions and comments on page 2 of the minutes concerning covering up of carrel doors. Don McLeod reported that a notice would be circulated to carrel holders indicating that they must abide by the rules and regulations. A certain time frame will be given and if the doors are still covered, they will be automatically cleared.

  3. Report of the Acting Chief Librarian: The Chief Librarian announced her leave, which will commence as of January 1, 2002. Judy Snow will be Acting Chief Librarian during Carole Moore's 6-month leave and she extended her gratitude to Judy. Carole reported that her leave will include visiting a number of leading institutions and digital repositories for the future including paper repositories, which are large emerging issues. She asked that if anyone has any suggestions for her on areas she should be investigating to please let her know. She added that she is interested in places that have gone further than U of T. Carole acknowledged that today is moving day for many staff and added that the classroom support group (Ernie Lopez's group) will be moving to the Borden Building, his department will now be included with the departments currently under Ron Ventor, Space, Planning and Facilities. Many Information Technology staff are moving today as well to the 7th floor. Everyone's patience is much appreciated. Before the holidays, the remaining 3rd floor renovation should be completed. This will enable the Audiovisual Library and Microtext to move into their new space over the holidays.

    The federal budget is scheduled to be announced in December. Hopefully, information as to how the Library will be affected will become available in December. The Provost has postponed an updated budget until news is made available.

    Storage Facility
    Various parts of libraries have been pointing out over time, that more storage is required -campus wide. Scarborough and Mississauga campuses have already been discarding materials and Law will need to discard materials as well if new space is not found. It was clarified that the discarding of duplicates wouldn't necessarily be duplicates of our own materials. Carole is investigating this issue and has pointed this out to the Advisory Committee on the U of T Library System. It was added that underground space is not becoming available as much as we would had hoped as we seem to loose out to parking as it brings in money. An allocation in Woodsworth Residence and the Old Graduate Residence has been found which would be convenient for overflow materials from the cinema studies programs and the Audiovisual Library but it would take about 18 months to build. Paper and archival material space is still much in need and there is no space on St. George. It was noted that one of the suburban campuses might be able to help once a new building is constructed. The University of Alberta has an inexpensive old Ikea warehouse which Don McLeod recommend at an earlier meeting, that it keeps for storage. There are many options available. U of T Libraries will need to do this as Fisher and Robarts has well exceeded its capacity. The positive side to this is that electronic journals are available which will make the moving of the corresponding paper versions easy.

    Questions arising: A member asked if there are plans to move some of the archival materials to the same storage facility? Response was that it may be quite possible but it was noted that it does not make sense to move the heavily used materials.

  4. Library Council Housekeeping Matters:

    1. CLAM #28: Library Council Composition and Terms of Reference: The Chair reported that some changes have been made to the wording. The major change is under elected members, and reflects an update to the names of some of the Libraries.

    2. Memorandum #28: Library Council Steering Committee Composition and Terms of Reference: The Chair brought everyone's attention to this document which was distributed to Council before the meeting. This document has now been accepted by Library Council and will be added to the Library council Website. A list of current members in included as well. There is space on the Steering Committee for one more committee Chair.

    3. Library Council Steering Committee Membership 2001-2002: Council reviewed this document and all members voted in favour of acceptance of the membership.

  5. DRA/SIRSI Update: Peter Clinton, Director, Information Technology Services, provided his report by way of a demonstration. It included a report on moving toward the implementation of the SIRSI system, the SIRSI Evaluation Team, and an in-depth review of the SIRSI system which will be conducted. It was noted that, if SIRSI meets the requirements, we will move to the next step. Hands on sessions for the SIRSI Evaluation Team and others from various groups and committees will be held on December 11 and 12. A final schedule will be circulated to all library staff. There will be general presentation sessions lasting about 1-2 hours for all staff and separate hands on for others who are directly involved. Site visits will be conducted which will include Stanford, Indiana, Penn State and Canadian sites like Memorial, Mount Allison and York. It seems that SIRSI will go live August 2002, which will require implementation to start in January 2002. Much discussion ensued.

    Questions arising from Peter's presentation:

    1. How would you think that the SIRSI system would be different from TAOS? Response: DRA Classic will not be developed further to any great extent. SIRSI will continue the implementation of TAOS to a certain point only and then it will no longer be developed. The major difference with DRA and SIRSI is that SIRSI reached their goal of fully integrated functionality. SIRSI has their client software in a working mode which DRA has not been able to do. The functions are extremely advanced.

    2. Will the National Library and the Library of Congress be affected? Response was that there would be no direct effect, as they are different systems.

    3. According to timeline, does this mean all modules will be loaded? Response was "yes, all." UNICODE support will be written into the contract to be provided at the same time as well, even though SIRSI has indicated it would not be available until the end of 2002. Training will be planned for each different group of operational units and SIRSI will provide the training to a "Train the Trainers" group. This group will then train the rest of the Staff. The fundamental steps would not change; it will focus more on procedural steps.

    4. Would SIRSI be the best system if we were not bound to the cost factor? It was made clear that SIRSI is in the top

    5. If it was different and all vendors were coming in at the same cost, clearly SIRSI would still be in the top 3. The Chief Librarian added that there are only 3 companies that can really accommodate our complex structure. The others are good in certain areas only and not all. It is always a little uncertain, but encouraged everyone with concerns to attend the demonstrations in December.

    6. Will the session be available for Faculty, Graduate Students, Union and other groups? It was not felt that it would be good to include others at a pre decision phase due to raised expectations, but that the colleges and head librarians could give enough preliminary information. It was clarified that OPAC interfaces are somewhat adjustable, and that the Faculty and others could be included at a later phase especially when it includes the public access functions which are much less cumbersome and much more user friendly than what is available at the moment. Information could also be available via the library web pages. Hardware currently being used will be used for SIRSI and new hardware will not be required except for additional memory.

    A member of the SIRSI Evaluation Team added that the team felt it was best to focus on 3 vendors and the issue of timing made looking at SIRSI first the logical next step. It was reported that the University's competitive major purchase policy is also being followed. It was reported that SIRSI is also a more open and easy to use system. Things are being kept as open and generic as possible in order to keep flexibility. VAX mail will disappear on September 1, 2002. The Chair thanked Peter for his report.

  6. Signage Committee Annual Report: Gabriela Bravo provided a report on behalf of Gayle Garlock. She added that Lachlan McNair is a member of this Committee and directed the attention of Council to her report. A sample sign to be used for no food, no drinks and no cellphone use was circulated to Council. She added that signage will not work effectively if there is no enforcement. A smaller sign is being investigated, e.g., like the sign the Information Commons uses at their workstations. It was stressed that signage should not be distributed by anyone else other than Gabriela in order to maintain control of what is posted.

    It was felt that in recommendation number 5 of the report, the word "journals" be used instead of "periodicals." The Chair felt that the Steering Committee could form a group to advise on how best to address the issue of the proposal to standardize the use of "journals" across the library system. This suggestion was accepted. It was noted that Gerstein and Engineering have made the same decision to call periodicals "journals".

    Escalator repairs: After some discussion it was felt that more yellow barriers would be required for when the escalator is in repair or out of order. It was suggested that a sign also be made available for the repair people to use.

    The Chief Librarian added that it is important to keep the Library looking as professional as possible with regard to signage and asked anyone to please forward requests for signs via Gabriela. Council voted in favour of acceptance of report.

  7. Future meeting dates: The Chair asked if it was necessary to hold a December meeting. It was decided that an announcement would be made if the next meeting would be declared unnecessary.

  8. Other business: The Chair asked members to look at the Library Council web site and bring forward any concerns to the Chair.

    Efforts are being made to make it known that all Library Council meetings are open to all library staff. The Chair then wished Carole Moore a successful leave.

The meeting adjourned at 4:10 p.m.

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