University of Toronto Library.  Library
Council.

Minutes of Library Council

September 30th, 1998
2nd floor Conference Room
Robarts Library

Present: S. Brown, J. Clark, P. Clinton, D. D'Agostino, V. Downs, B. Edwards, E. Fillion, R. Healey, R. Holder, C. Jaffray, L. Langford, M. Lee, K. Martyn, A. Masters, C. Moore, I. Prociuk, A. Rae, J. Raic, J. Snow, W. Sydorenko, A. Thierry-Broad,, L. Ulanday, I Wagle
Guests: S. Cozzi, W. Holder, T. Neff , M. Press, S. Silverberg, K. Weaver
Absent/Regrets: G. Bravo, A. Cheng, S. Crotty, G. Garlock, E. Granatstein, G. Grof, S. Hawrychuk, E. Houtman, J. Leishman, V. Chase, C. Murray, S. Newman, M. Rosenstock, E. Schlauch, S. Stone, K. Turko, A. U.
Agenda

Minutes

  1. Minutes of the meeting held September 30th, 1998.

  2. Business arising from the minutes

  3. Chief Librarian's report

  4. Report of Sub-committee on Committees - E. Fillion

  5. Cataloguing & Authorities Users Group - Annual report - Shelley Hawrychuck

  6. Question (L. McNair): Please give an update on the status of the Policies and guidelines for the acquisitions, access, preservation and storage of electronic materials. These were accepted by LC in February 1998 with the proviso that further consultations would take place. Will these guidelines (in particular those dealing with cataloguing) soon be issued as a CLAM?

    Answer: S. Brown

  7. Proposal to improve communication between Campus Libraries - J. Clark

  8. The Road to Taos (DRA upgrade) -
    P. Clinton (Taos Document)

  9. Other business

Next meeting: Wednesday, November 4th, 1998, 2:00 - 4:00 pm.
1. Minutes of the July 9th meeting:
Lachlan McNair stated that No. 6 should be revised to say "four" union members. Minutes were accepted with the above changes.
2. Business arising from the minutes:
Elinor Fillion stated that her understanding was that the Minutes of LC meetings were to be posted on the Web yet the latest ones there are as of February. Albert Masters responded that the reason was that the Minutes had not been moved from the old Home Page to the new Home Page. This situation should be rectified soon.
3. Chief Librarian's report:
Carole Moore welcomed everyone for the beginning of this academic year. Carole described a few plans the University is working on. The Provost is preparing a Paper which identifies various issues to be addressed. The theme is called "Raising our Sights" . The University has been through a difficult period which is still not over, but at the same time this is also a time of renewal. There will be many faculty members retiring over the next period. Competition for the best people is fierce. New people bring new and fresh ideas, which will be the key to the future of the University. Thus, we should have to get used to new ideas from new faculty who bring in ideas from other places. Another point is that we should make the student experience a good one. Thirdly, we must think of what our future direction will be. For example, Distance Education was previously not really considered, but now there is more interest in offering full-fledged programs. The future is a challenge and staff members at the library are involved in every area. Carole looks forward to the advice of the Council in the coming year
4. Sub-committee on Committees, Safety & Security Committee - Terms of Reference
Elinor Fillion reported that the Acquisitions Users Group has increased by one. The membership of the Committee on Personal Safety will be publicized. The Subcommittee has not yet met; but, when they do, the first item addressed will be the Report on Brittle Books.
5. Circulation Services Committee - Annual Report:
Renata Holder reported on the Circulation Services Committee Annual Report. She observed that although it didn't appear so on paper they had quite a few interesting meetings during the year. Maureen Lee asked about the new version of the circulation software and what differences can be expected. Renata replied that it would have more to do with the manner in which it is presented and viewed. It was moved to accept the Report and seconded by Elinor Fillion. The Report was accepted.
6. Plans for U. of T. Day:
Warren Holder reported on the events happening around U. of T. Day. It will take place on Saturday, Oct. 3rd . This year the 25th anniversary of Robarts Library will be the focus. A display will be mounted including old pictures, information of what is presently happening in preservation and what has happened within the last 25 years. Old catalogue cards will be shown and a model of Robarts Library displayed. Events will include tours of Robarts and Fisher, displays of Gerstein, Engineering, Archives etc. Staff who participate will receive t-shirts. Solange Silverberg also mentioned that the Centre for Academic Technology will be having a Machine Translation Infosession. She encouraged everyone to come in and see what it's all about. Information Commons will have computers available on 1st floor and a staff member there to answer any questions regarding the Internet.
7. Report of ALT/GALT training sessions:
Solange Silverberg reported that these sessions are generally done annually and are developed with input from Senior Staff. She stressed that students are an important part of our staff complement and the quality of services they provide hinges in part on how well informed they are. Attendees receive information packages. Sharon Brown commented on how good the packages were and asked if supervisors could also receive them. Solange asked that anyone interested should let her know and she will also send out an e-mail to senior staff. .

Regarding full time staff- 110 staff development questionnaires were received and they will be analyzed and used to determine what the next programs and initiatives will be. Solange would welcome any suggestions.

8. Relocations:
Lari Langford spoke of the relocations in terms of services from the patrons' point of view. She reported that circulation functions remain the same but the carrel office is now on the 2nd floor and that Access and Information has taken over the Lost and Found services, souvenirs etc. Library cards service remains on the 1st floor while T-card services are on the 2nd floor.

Peter Clinton reported that two of his sections have been moved from the 1st and 3rd floor to the 7th floor. These are the Web group and the DRA Support Group.

Carol Jaffray reported that the moves on the 7th floor were carried out in 3 phases which has resulted in the derived cataloguers being moved to the 6th floor (closer to the receipt of material) and original cataloguers and other staff moving to the vacated space.

Tim Neff (reporting for Alfred Cheng) stated that the Business Office had now moved to the 6th Floor. The move has resulted in more security for cash and has also given staff more time because the service point they were responsible for which handled the Lost and Found and souvenirs sales has been left on the 2nd floor to the responsibility of the Access & Info Services Department.

Ihor Prociuk mentioned that there have been various moves taking place within Information Commons one of which is that the License Software Section has moved to the 7th Floor.

9. Great Library Services Report:
Judy Snow reported that the Report was the result of a lot of participation from staff and many good ideas which were suggested. The next steps are now to create an action plan indicating how best to serve our users. Two sessions for managers and supervisors are coming up giving everyone a chance to react to the Report and give their input. Judy stressed that this is very important and that we must now make sure that after creating an action plan concrete developments will be the result. There was a query as to why an outside person was brought in to do this.This was because it was felt that someone with no past history would be more objective. Judy said that being flexible and giving enough time for things to develop will help to ensure that there is success.
10. Question: Should we give the Library a 25th anniversary present? If so, what?
Discussion ranged from considering the value of this idea to whether the gift should be permanent or transitory. This was followed by discussing what type of gift would be appropriate and where the gift should be made in terms of public versus staff areas. Ideas considered ranged from putting together a scrapbook containing staff members' memories to new carpeting to re-upholstering the furniture to constructing a time capsule which would record our present for posterity.
11. Other business:
A question arose around the changes in the Bora Laskin Law Library in regards to the new access policy outlined in a brochure called "Access and Services for Members of the Public". There was concern expressed regarding the communication of these changes within the campus . Ann Rae explained the new policy and the background that led to these changes.
Next meeting: November 4, 1998, 2:00 pm

Meeting adjourned at 3:55 p.m.

Back to: Library Council Minutes and Agenda's

The Road to Taos: The Next Steps with DRA

For the past year and a half we have been discussing the planned change by DRA from its current system to an entirely new version (called "Taos"). The presentation will focus on the major steps we must take over the next 10 months as we move to the Taos system. The following topics will be discussed:
 Background
 Why Taos
 Taos vs Classic
 Timeline
 Transition teams
 Staff training
 Test Environment
 Hardware requirements