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Library Council Minutes - August 27, 2015
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Library Council Minutes - August 27, 2015

August 27, 2015 - 1:00pm-3:00pm Library Conference Room

Attending: Melissa Belvadi, Rosie Le Faive, Mark Leggott, Cindy MacDonald, Robyn Thomson, Simon Lloyd, Donald Moses

Regrets: Dawn Hooper, Brittany Jakubiec (Grad Student rep), John Rix (SU student rep), Alexandra Heighington (SU student rep), Lindsey MacCallum

Agenda

  1. Approval of Agenda
  1. Approved with additions
  1. Approval of Minutes (May 28, 2015).
  1. Approved with corrections
  1. Standing Items
  1. Budget
  1. Currently there are no funds available to fill the Circulation vacancy, but the plan is to provide short-term fill until April.
  2. The University received an $8 million budget increase, but over $7M of that was restricted funds which went to the new Engineering program, and special programs in Education and elsewhere.
  3. Impact of US dollar is not positive this year, but a small reserve fund from the under allocation of the student library fee in years 1 and 2 and cancellations of journals/database will allow us to maintain budgets.
  4. M. Leggott is lobbying for increase to the library fee, which has been in place for 3 years.
  5. M. Leggott may be bringing additional cuts/reallocation for Library Council to consider. Indirect costs of research will likely be allocated to collections instead of special projects in future. Will know more about the next FY budget in Jan. 2016.
  1. Staffing
  1. Librarians
  2. Library Technicians
  1. Posting for 4 month backfill in Special Collections was approved and posted. Hope to have applicants to review on Monday with interviews for Wednesday. Hope to have the candidate start Sept. 8.
  2. P. Lyriotokis’ last date is Sept. 4
  3. We have received permission to fill 2 half-time (14 hour each) casual positions as backfill for Circ position.
  1. S. Hutchinson has been hired in one of these positions.
  2. Sunday/Monday and Friday/Saturday will be the schedule for the candidates.
  1. C. MacDonald has taken on staff and student scheduling and has completed that for the Fall.
  2. Alan Stanley, a former staff member, was injured in a road accident and is paralyzed from the chest down. A fund raising effort is available at http://www.helpalanstanley.myevent.com/ .
  1. Students
  1. Recent interviews resulted in the hiring of 5 new Circulation students, 1 new student to help in CPO, and 2 new students in Digitization.
  2. We are planning a meet and greet for later in September.
  3. M. Cousins to continue on a casual basis to provide support related to impact and article metrics (M. Leggott purchased several books related to Bibliometrics).
  1. His summer work included rare book metrics and bibliographic searching, PEILDO project re: the Laws of PEI, processing material from former President’s office, metrics re: compact shelving/weeding/replacing, updates to Awards (that faculty can apply for) databases.
  1. Travel/PD Plans
  1. M. Leggott
  1. Palmer Conference (Sept)
  2. CANARIE Conference (Sept)
  3. DLF Forum (Oct)
  4. iPres (Nov)
  5. Edmonton (Nov)
  1. S. Lloyd
  1. Copyright Conference UofT (Oct)
  1. M. Belvadi
  1. CRKN (Oct)
  2. Charleston (Nov)
  1. S. Fisher
  1. Books, Publishing and Library (Oct)
  1. L. MacCallum
  1. ACRL (Oct)
  1. Post-Library Council CUPE
  1. What is the new name for the “Current Periodicals Room”
  1. Decision to rename the room to “Reading Room”
  1. M. Leggott is working on additional space opportunities including special collections and moving compact storage elsewhere.
  2. M. Belvadi to update Welcome Board.
  1. Student Concerns/Issues
  1. Graduate Students [B. Jakubiec]
  2. Undergraduate Students [TBD]
  1. Business Arising
  1. Mould Clean-up / Dehumidifier
  1. The original mould problem from earlier this year was cleaned up, books with mould were removed and cleaned and returned, awaiting to put books back on shelves, which are currently on the stairway landings.
  2. Given the humidity issues in the Library, Facilities provided industrial dehumidifiers, they are also testing for mould levels.
  3. M. Leggott purchased temperature sensor and it is currently deployed in Special Collections to collect climate data in the room. M. Leggott will be purchasing additional modules.
  4. Library continues to work with Facilities.
  1. Strategic Planning
  1. M. Leggott is expecting to have the report ready in September, with the assumption that the final plan will follow the structure and approach of the Academic and Campus plans.
  1. Learning Commons
  1. Expecting carpet replacement next week.
  2. Furniture samples have been ordered (e.g. bean bag, floor cushion) and we are getting bids for regular comfy human furniture - big chairs, a couch or two.
  3. Map cases will be moved to the Reading Room corner, pamphlets will be moved down to the Learning Commons wall beside the Writing Centre. Facilities work orders have been placed.
  1. Coffee House in the Pit (CHIP)
  1. M. Leggott will be planning a weekly series in the Pit, to include music, speakers, readings. He is seeking a committee of 5 people including 2-3 from library, some from B. Campbell's group, students, with the goal of starting late Sept/early Oct
  2. The new Films on Demand "World Cinema" collection may be useful for this.
  1. Language Lab
  1. Rosetta Stone is available again by booting into special Rosetta Stone boot option ( hold down "option" key while booting).
  1. Single Service Point Update
  1. Waiting for architect’s report on options.
  2. L. MacCallum prepared backgrounder document for librarian feedback and then will share with all staff; provides rationale and support for doing it, and proposes logistics.
  1. Website Redesign Update
  1. Recent proposed changes were as a result of strategic planning feedback and the goal is to go live by Sept 1.
  2. Ongoing work can be viewed on librarytest.upei.ca.
  1. Visiting Scholars
  1. K. Perlman's contract, L. Robinson, M. Fishbane contracts are all done.
  2. The Confederation Centre Encore project (J. Connolly) was cancelled and will be revisited next year.
  3. P. Rukavina was renewed as Hacker in Residence with travel funds.
  1. One Book, One University
  1. The 2015-16 launch was cancelled due to insufficient funds. R. Gilmour will be working with M. Leggott on financial support for it for September 2016.
  1. Update from APCC
  1. Presentation from F. Walton (Dept of Ed) and T. Smith (Student Affairs) on what others are doing to support First Nations, including increasing coverage in the curriculum. UPEI may also consider opportunities to provide incentives/encouragement for aboriginal students to come to UPEI. 50-60 First Nations students attend UPEI (self-identified).
  2. To Do
  1. M. Belvadi will obtain a couple of print copies of Truth and Reconciliation Commission final report documents.
  1. LMMI Update
  1. There was a recent all day brainstorming meeting, with a focus on updating the LMMI website. The Conference is next June and we are looking at new publications published by the Institute.
  2. Free copies of Bend in the Road CD are available downstairs outside Book Sale room - any staff are welcome to give one to anyone who expresses an interest in LMM.
  1. data.upei.ca Update
  1. The trial underway with testers.
  1. New Business
  1. Nondisclosure statement of principle - http://www.library.yorku.ca/web/collections/statement-of-principle-on-non%C2%ADdisclosure-clauses-in-licenses/
  1. M. Leggott looking for feedback.  M. Belvadi is concerned that it ties her hands in negotiating better prices. S. Lloyd's comment - what is the fit with OCUL? Some institutions are adopting similar principles, but often with a clause that allows the University Librarian to decide to purchase anyway.
  1. CAUL DPSC Update
  1. M. Leggott provided an update on the various Digital Preservation and Stewardship efforts.
  1. Article for Discussion
  1. Poster - http://usir.salford.ac.uk/34313/ and PDF of poster - http://usir.salford.ac.uk/34313/1/Now%20you%20see%20us.%20Now%20you%20don't.%20Poster%20Nicola%20Sales.pdf 
    Associated website -     http://www.salford.ac.uk/skills-for-learning 
  2. R. Le Faive to provide article for next Council meeting.
  1. Roundtable
  1. R. Thomson
  1. Moved desk to where P. Lyriotokis used to be.
  1. S. Fisher
  1. Moving to where R. Thompson was.
  1. M. Leggott
  1. turning a former librarian's office into a meeting room.
  1. S. Lloyd
  1. He will be sending a reminder re: health and safety and the need to appoint wardens.