Minutes, Wednesday September 25, 1996
2nd floor Conference Room
S. Brown (guest), B. Horne, J. Clark, P. Clinton
(guest), E. Collins (guest), S. Cozzi (guest), E. Fillion,
O. Floegl-Huntley (guest), G. Grof, R. Healey, G. Heaton, W.
Holder (guest), K. Khera, L. Langford (guest), M. Lee, J.
Leishman, K. McMorrow, L. McNair, R. Marks (guest), K.
Martyn, A. Masters, C. Matthews, V. Mueller, M. Roddy, E.
Schlauch, D. Simos, A. Thierry-Broad (guest), K. Turko
(guest), A. U (guest), L. Ulanday, P. Uppal, I. Wagle.|
E. Aer, M. George, R. Landon, B. Oziewicz, P. Yamamoto.
Wednesday November 27, 1997|
2nd floor Conference Room
1. Minutes of the meeting held 27 June 1996
Change date of the meeting to 27 June 1996. Accepted as corrected.
- Minutes of the meeting of 25 September 1996
- Business arising from the minutes
- Chief Librarian's report (C. Moore)
- Circulation Services Users' Committee Annual Report (R. Gocht)
- Working Group on Undergraduate Services progress report (L. Avison)
- Materials Processing Implementation Team report (E. Schlauch)
- Policies and Guidelines for the Acquisition, Access, Preservation and Storage of Electronic Materials - Draft Oct. 16/96 (S. Brown)
[Discussion] *This document is found on a separate e-mail message.
- Measurement of database use (P. Clinton)
- Other business
2. Business arising
A. Cheng is looking after the question of copyright signs on photocopy machines. The revival of the ITS Newsletter will be announced in the Staff Update.
3. Chief Librarian's report
C. Moore introduced C. Matthews, Erindale College Librarian, as new member of the
Council, and Ruth Marks, formerly OISE Librarian, and now doing research on the potential benefits of consortial purchase arrangements for electronic materials. Ms. Moore
reviewed progress achieved over the summer on Library plans:
- The report of SCISIT was completed and its recommendations were accepted.
- A fair amount of construction work has been done in the Library, relating to the
- Information Commons expansion, and also outside with the revitalization of St. George Street. Both projects are pretty much on schedule. The Gerstein complex has undergone some physical changes as well.
- The Materials Processing Implementation Team has been hard at work and we will hear more further on in this meeting.
- The University administration and, especially, the President have been very active in responding to the Government's white paper on higher education. The President's position is that universities cannot take any more cuts. The Government is expected to make an
announcement on University funding before January.
4. Acquisitions Users' Group (Subcommittee on Committees)
E. Schlauch presented draft terms of reference for this committee. It was pointed out that the third ex-officio member is to be S. Cozzi. Duly moved and seconded, Council
approved the proposal.
5. Staff Development Committee Annual Report
A. Thierry-Broad presented the report. The committee plans to conduct a survey of senior staff to find out what department heads see as training needs. They also plan to consult staff and open direct lines of communications, most likely through e-mail.
More trainers will be recruited. The third edition of the
Guide to Staff Development Programs will be published after
the consultation process. The committee has found that
courses that teach skills that will not be immediately used
are not in demand. It was suggested that the committee
consult with the Sub-Committee on Committees if they need
6. Committee on Bibliographic Access report on Cataloguing Priorities
L. Langford presented the report the committee
prepared for the Materials Processing Implementation Team.
It was clarified that previous cataloguing priorities dealt
only with what was catalogued first. Mixed media should be
included under multimedia. It was suggested that the
guidelines that Collection Development would develop should
include music scores. It was also suggested that a sentence
be added (possibly under #6) to the effect that microform
sets will be bought with cataloguing, if the set includes
this tool. Concern was expressed by some participants in the
meeting regarding non English or French materials, which are
likely to receive brieflisting. A question arose as to who
will decide what proportion of foreign language material
will be brieflisted. The Music Librarian expressed concern
regarding music scores and music material that comes in
other languages. It is hoped that selectors and public
service staff will make collective decisions to deal with
these questions in the best possible way. It was pointed out
that the challenge was to make the backlog accessible with
one half the number of staff processing materials. Whenever
records are available, the material will receive full
E. Collins, Chair of the Reference Services Committee,
presented a motion put forward by her committee (distributed
at the meeting), which recommends that an impact statement
be appended to the final Priorities for Cataloguing to be
submitted to the Materials Processing Implementation Team.
Duly moved and seconded, Council approved the proposal.
7. Materials Processing Implementation Team Draft final report
E. Schlauch presented the report. He pointed out
that some recommendations are already being implemented as
the DRA acquisitions module is implemented. Staff reductions
are also influencing the implementation of some
recommendations. Concerns were raised by participants in the
meeting regarding the treatment of material in languages
other than English and French. A question was raised as to
the possibility of waiting for 6 months for the LC record to
be available. The new system's aim is to avoid duplicate
handling. The new way of processing materials is supposed to
enable the Library to handle the 100,000 or more books in
the backlog. As technology for bringing in records improves,
more material will get full cataloguing. A pilot project was
suggested involving representative foreign language records
wherein half would be catalogued immediately, half
catalogued after a specified period of time, and the results
analysed. It was pointed out that the third para. from the
bottom on p. 6 is out of sync with the report of the
Bibliographic Access Committee. It was also mentioned that
staff are having to split their time in so many ways that at
times it gets difficult to handle the work. Ms. Moore
congratulated the Team for their work on dealing with a very
difficult task and thanked participants in the meeting for
their very valid points and suggestions. She asked the
Council to keep in mind that rapid changes in technology
will have a positive impact on the availability of records,
including materials in other languages. She will welcome
further feedback as will the Implementation Team, before
considering the final report.
8. Science Information Services update report
J. Leishman reported that SCISIT met last week and reviewed the report's
recommendations and their status. The group will meet
officially again in June, and in the interim it will act as
a watchdog. B. Horne has been appointed Head of Access and
Information. The appointment of a Reference Services Head
will be announced in next week's Update. The posting for a
Head of Resource Sharing will be out next week. Discussions
are beginning regarding changes in workflow and staff
responsibilities. The effectiveness of the organization is
dependent on renovations; therefore, the Gerstein Centre
will be moving ahead with space planning and fundraising.
The task force on collection development policies in the
sciences will be activated by the beginning of November.
9. Elsevier Project
E. Granatstein reported that ITS is
moving very quickly in providing access to electronic
journals. Next week the Library will be able to access
Elsevier, Academic Press and Institute of Physics databases.
10. Question Period
"How did the Gerstein Science Information Centre get the name?": J. Leishman responded. The Frank Gerstein Charitable Foundation is active in supporting
health research. The Foundation donated $1 million for the
Science & Medicine Library, and it continues to be
supportive of theUniversity. The new name reflects the wider
view of the scope of the Library.
11. Other business
Back to: Library Council Minutes and Agenda's