CAUL/CBUA Meeting Minutes for October 15, 1999

CAUL/CDBUA

 

Council of Atlantic University Librarians/

Conseil des directeurs(trices) de bibliothèque des universites de l'Atlantique

 

Minutes of Meeting

October 15, 1999





 

The meeting was held at Universite Sainte-Anne, Church Point, N.S.

 

Present: R. Campbell (StFX), S. Collins (UNBSJ), M. Comeau (Sainte-Anne), D. Davis (AST), R. Ellis (MUN), S. Ferguson (UWI), P. LaFrance (UdeM) Chair, M. Lefebvre (SMU), S. Lochhead (MtA), W. Maes (Dal), L. McQueen (Acadia), L. Murphy (UPEI), T. Paris (MSVU), J. Teskey (UNBF), B. Waddell (NSAC)

 

Absent with regrets: I. Leja (NSCAD), P.Marshall (UCCB)

 

The meeting began at 9:15 a.m.





 

1.Welcome and introductions

 

President Harley D'Entremont extended a welcome to members on behalf of the Universite Ste-Anne. P. LaFrance introduced and welcomed M. Lefebvre and S. Ferguson to CAUL.

 

2. Approval of agenda

 

Items 7.1 CAUL statistics

7.2 Fee for the facilitator of Planning Session ( May 27)

 

were added to the agenda.

 

3. Minutes of May 26, 1999 meeting.

 

Moved by S. Lochhead; seconded by R. Ellis: "that the minutes of the May 26, 1999 meeting be approved as presented." Motion carried.

 

4. Business arising

 

4.1 Copyright and videocassettes

 

R. Campbell requested that this be removed as an agenda item. AAU is working in consort with CARL on copyright for digitized publications so there is nothing to report specific to videocassettes.

 

5. Strategic Directions items





 

5.1 CAUL / CDBUA Strategic Plan





 

The following documents were distributed to members prior to the meeting:

 

• Agreements / Actions to be Undertaken with Flip Chart Notes of the CAUL Planning Meeting transcribed by Marcia Dorfman ( June 3, 1999)
• 
  
  
  
  Report to the CAUL / CDBUA Steering Committee re: Consortial Activities by Bill Birdsall ( June 26, 1999)
• 
  
  
  
  CAUL / CDBUA Steering Committee Report re: Atlantic Scholarly Resources compiled by P. LaFrance, W. Maes, L. Murphy ( Aug. 26, 1999)

The Steering Committee's report served as a framework for a wide ranging discussion on the goal of establishing an Atlantic University Information Resource and the strategies required to achieve it. The members agreed that the statements are intended for a wide audience consisting of faculty, students, administrators, library staffs etc. What emerged from the discussion moderated by R. Ellis was the following:

 

Atlantic Scholarly Information Network ( A.S.I.N.)

 

Vision: To be the Atlantic Scholarly Information Solution

 

Mission: To foster throughout the Atlantic region student and faculty success and satisfaction

in pursuit of their scholarly goals through the provision of exemplary access to information resources and services.

 

Access is responsive, highly integrated, easy to use, convenient, cost-effective, leading edge, timely, and cooperative.

 

User-Centered Policies:

 

• for collections
• for services
• for communication

User-Centered Resources:

 

• Coordination of collections
• Common interface (self-service model)
• Common storage
• Atlantic region history / culture
• About people

shape / build expertise

coordinated staff development





 

User-Centered Services:

 

• 7/24 reference service ; research skills & instruction
• Timely delivery
• Building the technical infrastructure
• Coordinated service development
• Interface to Face

S. Lochhead will create a more polished version for distribution among members.





 

Members will prepare reports on specific initiatives which respond to the A.S.I.N. mission and address the need for instant gratification, attracting funds, recognizing logical priorities, and high user impact. The following reports will be distributed to members by mid-January to allow for a two week review before the Feb. 4 meeting.

 

Common Interfaces - Z 39.50 L. McQueen

MyLibrary J. Teskey

GODOT W. Maes

Universal Access Policies R. Campbell

Alberta Library Consortium M. Lefebvre

Atlantic Region History / Culture L. Murphy

Cooperative Storage D. Ellis note: W. Birdsall prepared a Discussion Paper on Off-site Storage for Novanet ( 7.8.98)





 

Further to the discussion of A.S.I.N., members agreed that in order to maintain momentum and address ongoing consortial issues, CAUL will need to employ an individual to embody the association and provide continuity.

 

Moved by J. Teskey; seconded by R. Campbell: "that the CAUL / CDBUA Steering Committee ( P. LaFrance, W. Maes, L. Murphy) be directed to prepare a report on the funding of an Executive Director position for CAUL / CDBUA." Motion carried.

 

6. Reports





 

6.1 CARL Update

 

R. Ellis e-mailed a brief report to members on Oct. 12.





 

6.2 . Consortia Canada

 

R. Ellis e-mailed a brief report to members on Oct. 12. J. Teskey volunteered to serve as CAUL's contact for Consortia Canada.





 

6.3 CFI

 

R. Campbell distributed a report on the Canadian National Site Licensing Project which outlined progress to date. Among the issues noted were the delay in the completion of membership rosters for key committees, and the apparent reluctance of ACOA to fund C.N.S.L. without financial commitments from the Atlantic provincial governments . The University Presidents will have to commit their institutions to the full amount if ACOA / provincial contributions are not pledged before Dec. 31, 1999.

 

The deadline for a letter of intent to participate in the next round of proposals to CFI is Dec. 10, 1999 with a completed application to secure CFI funding due by Feb. 1, 2000. Members agreed to support a proposal to build upon the C.N.S.L. project which would complete national site licensing with the inclusion of electronic scholarly resources in the Social Sciences and the Humanities as a precondition for the creation of a multi-disciplinary archives.

 

R. Campbell will draft a response for distribution to members.





 

6.4 Novanet

 

W. Maes reported that the feedback from staff in the Novanet libraries resulting from their review of the Planning Day document indicates continuing loyalty to the present committee structure while recognizing that Novanet will have to embark shortly on a search for a new system. The Nova Scotia Agricultural College has been welcomed as a new member. Novanet is currently in negotiation with Universite de Moncton.













 

6.5 Round Table Information Sharing

 

Round table reports were e-mailed to the CAUL list before the meeting.

 

S. Ferguson outlined the governance of the University of West Indies with the challenges inherent in operating three campuses on three islands. Her appointment to the position of University Librarian is recent and has presented its own particular challenges with respect to retrospective conversion, internet access, campus autonomy issues, and the introduction of electronic databases.

 

L. McQueen announced that the CAUL list maintained at Acadia has been re-tooled to ensure that all replies are forwarded to all list subscribers.

 

7.1 CAUL Statistics

 

Acting on concerns about the confidentiality of salary information provided by libraries with small staffs, P. LaFrance will contact Gilbert Caron to suggest that average and median salaries be published for the whole region rather than by institution. Members agreed that the current breakdown by level of responsibility and years of experience makes the survey a useful tool for salary assessments.





 

7.2 Facilitator's Fee

 

J. Teskey advised members that the bill for $1,500 had been paid by UNB. It was agreed that the total be shared by all members who are able to contribute.

 

8. Time, date and location of next meeting

 

The next meeting will be held 9:30 a.m. , Feb. 11, 2000 at the Dalhousie University Faculty Club.

 

A vote of thanks was offered to Mildred Cormier and Lorraine McQueen for their hospitality. Jamaican coffees, brought as a gift by Stephney Ferguson, were apportioned among those members in the immediate vicinity of the secretary.

 

The meeting was adjourned at 5:07 p.m.





 

Submitted by:





 

Terry Paris

Secretary

 

Approved Feb. 11, 2000