University of Toronto Library.  Library Council.

Minutes, September 30, 1999
2nd floor Conference Room
Robarts Library

Present: J. DesJardins, V. Downs, B. Edwards, E. Fillion, G. Grof, T. Guardia, R. Healey, C. Jaffray, M. Lee, K. Martyn, A. Masters, L. McNair, C. Moore, S. Newman, J. Raic, E. Schlauch, S. Stone, A. Thierry-Broad, K. Turko, A. U, L. Ulanday, I. Wagle.
Regrets: G. Bravo, A. Cheng, J. Clark, P. Clinton, S. Cozzi, M. Cummins, G. Garlock, E. Goettler, E. Granatstein, S. Hawrychuk, R. Holder, E. Houtman, L. Langford, J. Leishman, C. Murray, M. Press, M. Rosenstock, J. Snow, C. Socknat, W. Sydorenko, K. Weaver
Guests: D. D'Agostino, S. Silverberg
Next Meeting Thursday, September 30, 1999
2nd floor Conference Room
2:30pm - 4:00pm
Robarts Library

Agenda: The Library Council will meet on Thursday, September 30, 1999, 2:30 - 4:00 p.m., 2nd Floor Conference Room, Robarts Library.

  1. Minutes of May 19, 1999 meeting
  2. Business arising from the minutes
  3. Chief Librarian's Report
  4. Sub-Committee on Committees - report
    1. Task Force on Replacement Policies and Procedures - E. Fillion
    2. Dissolution of Committee on Bibliographic Access *
    3. Membership of EIRC
  5. Annual reports
    1. Library Services for Persons with Disabilities - I. Wagle
    2. Staff Development - A. Broad
  6. Question period: Gabriele Grof - "I understand that some material at Gerstein has been damaged by mold. Can you give us the details of this present problem and tell us what measures are in place to prevent a similar incident in the future?" (Karen Turko to respond)

* Paper copy will be provided at the meeting
** Will be distributed electronically and to all council members


  1. Minutes of May 19th, 1999 meeting:

    Accepted as written.

  2. Business arising:

    A member referred council to number 8, question period, section 1. It was asked if microform would also be checked before a replacement was ordered. Response was yes.

  3. Chief Librarian's report:

    Carole Moore updated the Council on the University's planning efforts. At the most recent Principals, Deans and Academic Directors meeting, (PDAD&C), the President reported that the University is in better shape than five years ago in terms of support from the private sector and from the government. The University will need to make adjustments for the future, as the expected approximate number of students may increase by over 10,000.

    The Ontario Government will support new capital projects. Projects on the agenda at the moment are classroom facilities and library renovations. It was noted that it is becoming difficult to keep scholars and staff in Canada with the United States competition. New faculty and new programs will be needed, especially in the Arts & Sciences, eg. Asian and Pacific Studies. Huge efforts have been placed in OISE/UT and Education Commons as well.

    For the Library

    The key areas of focus will be 1. Responding to new faculty needs. 2. Expanding space, improving facilities and giving Great Library Service. 3. Integrating information for faculty and students. There is a need to make sure that physical space continues to be very attractive research space for students and faculty. Integration of paper and electronic materials will be the Library's emphasis for the next few years.

  4. Sub-Committee on Committees: Elinor Fillion drew the Councils attention to:

    1. Task Force on Replacement Policies and Procedures: This included the terms of reference. Relating to number 4, date will be changed to January, 2000. Elinor reviewed membership and indicated that modifications have been made to accommodate ideas from others. Consultations with Campus libraries will be conducted on a broad basis. The Council voted on the task force and accepted the sub-committee's recommendations.
    2. Dissolution of Committee on Bibliographic Access: Elinor reviewed the documentation made available to council. Council voted unanimously in favour of dissolution.
    3. Membership of EIRC: Elinor reported that it has been changed to include a member from Scarborough and a member from Erindale, instead of alternating terms.

  5. Annual reports:

    1. Library Services for Persons with Disabilities: Iqbal noted some corrections to the report. She brought Council's attention to Disability Awareness Day and invited everyone to attend on October 13, 1999. A flyer will be posted library wide. It was noted that much progress has been made to services for persons with disabilities. It was clarified that the committee is looking at all libraries.
    2. Staff Development: Adrienne reported that the committee met once a month and achieved many of its goals this year. She announced the creation of the staff development web site (flyer distributed), adding that it is still at the experimental stage. It has links to courses university wide and other staff development web sites. The committee would like to hear comments from library staff on what they find useful.

  6. Question period:

    Gabriele Grof reported that she had become aware of mould as a problem at Gerstein. She stated her concerns on air circulation and air filtration and asked if Robarts is able to cope with this in compact storage.

    Karen Turko responded first to the initial question. There have been three outbreaks of mould in the past three summers, all with the same material. The conditions need to be carefully controlled in order to avoid any further occurrences. Meetings with Physical Plant have taken place in relation to the Gerstein building. Air circulation has been turned off as it was causing the problem of being too cold in the affected area. Four very large de-humidifiers have been installed. The stack areas will be regularly surveyed. When the summer arrives, they will be checked on a daily basis.

    Robarts Library temperatures are very good for books. Readings have been taken and the temperature never varies between the 1st and 13th floors. 70-72 degrees are ideal conditions. She noted that in comparison with other research libraries in Canada and the United States, University of Toronto Library has good facilities with the exception of the Gerstein Library.

    A member asked if Gerstein would overcome the mould problem. Some discussions took place. Karen responded that the engineers are looking into a new air handling system, which will be installed, many specialists have also been consulted.

  7. Other business:

    Report on Personal Safety and Security. The Chair, Teresa Guardia, reported that safety audits are being conducted. There are two coordinators for each library. Gabriela Bravo and Bill Godoy are the coordinators for Robarts Library. Department heads will be notified when audits will be conducted and should also notify staff, as they will be asked questions.

    Incidents of threatening nature: Teresa reported that a reminder will be issued to supervisors. Incident reports must be completed when incidents occur and forwarded to Bill Godoy's office. She asked that all matters/incidents with patrons be documented. Some concerns were discussed. It was noted that it would be ensured that supervisors are encouraged to complete incident forms.

    The Chair announced the schedule for some future Library Council meetings as follows:
    September 30, 1999
    November 30, 1999
    January 14, 2000

    The chair added that this meeting would be the last meeting with this council. Nominations are in process for the new library council membership. The new membership will be announced at the October meeting. Chair thanked council members for their contributions over the last year.

    The meeting adjourned at 3:35 p.m.

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