10- 24 - 2012 Meeting Minutes

Meeting Date: 
Wednesday, October 24, 2012
Meeting Minutes: 

TUG Executive Committee

October 24, 2012

3:00 pm – 5:00 pm

University of Guelph McLaughlin Library, Room 351


  • Gohar Ashoughian
  • Annie Bélanger
  • Scott Gillies
  • Rebecca Graham
  • Jennifer Haas
  • Mark Haslett
  • Charlotte Innerd
  • Carolyn Vincent (recorder)

1. Meeting with TUG IR on Various Space Matters

TUG IR has renamed the project: Print Monograph Management Project. The group 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 Exec agrees to this project and its initial scope. TUG Exec agreed that we will move to a tendering process which specs out what we want. UW will be the lead institution, with TUG IR members making up the RFP review team. UW will deal with the TUG reconciliation process.

TUG IR will be the coordinating group for the project, drawing in liaison/selector librarians and other staff involved in collections management as needed to finalize local decision making. It was also agreed that TUG IR would create a working group to ensure that a smooth operation and close coordination with Circulation/Access Services and Cataloguing during the implementation phase.

A capital cost share model will be used: the TUG institutions will share the first $50,000 equally and the FTE percentage model will be used for the remaining amount.

TUG IR will create a project charter, based on the Preservation of Last Copy Agreement. The Project Charter should encompass goals, stakeholders, and parameters.

To ensure a successful project, early and appropriate communication with multiple levels of stakeholders will be critical. TUG Exec agreed that the communication piece needs to build on the mature collaboration between the TUG Institutions. It must outline the purpose of why we are doing this and that is based on a common mind and agreement of the concepts. TUG IR will send notes to TUG Exec.

2. (a) Review of Minutes from September 20, 2012

The minutes were approved as written.

2. (b) Copyright Matters

Mark informed TUG Exec that the AUCC board will be meeting on Thursday and Friday of this week to make a decision. The policy is similar to the ACCC policy.

There will be two upcoming calls to discuss “application” documentation under fair dealing and get feedback on questions and issues. The greatest benefit will be to non-signing institutions.

3. Next Meeting

  • November 29, 2012, 9:30 am – 11:30 am, University of Waterloo
  • Rescheduled to February 6, 2013, 1:00 pm – 4:30 pm, University of Waterloo