09 - 20 - 2012 Meeting Mintues

Meeting Date: 
Thursday, September 20, 2012
Meeting Minutes: 

TUG Executive Committee

September 20, 2012

WLU, L3-314


  • Gohar Ashoughian (chair)
  • Annie Bélanger
  • Annette Dandyk
  • Michelle Edwards
  • Vera Fesnak
  • Rebecca Graham
  • Mark Haslett
  • Alison Hitchens
  • Sharon Lamont
  • Nancy Peltier
  • Sandra Reginato
  • Carolyn Vincent (recorder)
  • Charles Woods

TUG Projects and Cost Share Reports Review

TUG Annex – Sandra Reginato

Sandra reported a favorable variance of $55,180 in net operating expenses. This was due to personnel costs, expenditures in most areas of general expenses and physical resource costs being lower than budgeted.

The total budget for the Annex for 2012/13 is $379,818. The decrease from the proposed budget at the March TUG Executive meeting is due to a much lower confirmed cost for additional shelving for Bay 2.

TDR –Michelle Edwards

Michelle reported that actual costs come in November. The report shows a 2012/13 budget of:

  • $7000 for the NESSTAR system

Statistics and Reports – Vera Fesnak

Budget A and B are reflected in the report. Budget B projections are based on Cognos 10 being adopted.

Vera reported that a subgroup has been formed to look at Cognos 10. A report will be submitted to TUG Executive at the end of October. This report will help address what systems, possibly including Alma, could meet functionality and what staffing is needed to deliver this.

TUG Executive agreed to maintain the status quo until sometime in the next fiscal year, as long as things remain stable.

Trellis – Charles Woods

Charles reported that software maintenance is budgeted at $185,000 plus $45,000 (which didn’t come in on time.) The servers are well provisioned for Voyager systems. Potential Primo server costs not reflected in the budget are estimated at $40-50,000. This will address current concerns and position us for the next few years. An updated spreadsheet will be prepared.

Primo – Alison Hitchens

Alison reported that in May, Guelph and Waterloo launched Primo with Primo Central. In the summer, an upgrade to Primo Version 4 took place. There were a lot of struggles upgrading; the Primo team continues to work with Ex Libris regarding the de-dupe phase taking so long.

TUG Bars – Sharon Lamont

Sharon reported that Samantha Gibbons is now the support person and main contact for TUGBars.

The second Annex run has been phased out entirely.

TUG IR – Updates

a)Annex Space Assessment & Summary

Annie reported that over the summer 2012, the Annex staff undertook a measuring exercise to establish the actual remaining space. The new space measurement has revealed that we have an additional 928.42 linear feet than previously projected. Based on current yearly linear foot allocation for growth of 3,000 linear feet, there is 4.75 years of growth in the empty space. This breaks down to 2.8 years of growth in Bay 1 and 5.8 years of growth in Bay 2.

When moving to the Annex, Waterloo and Laurier chose to share accession numbers, which begin with a B. TUG-IR and the Annex team have agreed, in consultation with local staff, to detangle the Bseries. There will be an upfront staff time requirement, but long-term, it will save time and simplify management. As Waterloo is currently processing items to the Bseries, Laurier will move to the Cseries. It is hoped that the detangling and relabeling will be completed by February 2013.

b)Monograph De-dup Proposal

TUG-IR proposes that the TUG libraries move forward with hiring an external consultant to assist in undertaking a monograph de-duplication across our main libraries and the Annex.

TUG Executive agreed to support this in principle; further discussion amongst TUG Executive is needed and this will be an agenda item in October.

c)Collections Under Review for Rationalization

Annie will send TUG Executive documentation for their review.

Next Meetings:

  • October 24, 2012, 3:00 pm – 5:00 pm, University of Guelph
    • 3:00 pm – 4:00 pm: Monograph De-dup Proposal and Related Space Matters
    • 4:00 pm – 5:00 pm: Copyright Matters
  • November 29, 2012, 9:30 am – 11:30 am, University of Waterloo

    • 9:30 am – 10:30 am: TSR Report
    • 10:30 am – 11:30 am: Alma