o.e. __'lMON FRASER UNIVERSITY
S
74-iP
MEMORANDUM
.
I
To.............. H.... Evans .......................................
.................................I
...........
From
.......P
....
.
Stigger ....Chairman
Secretary to Senate
Senateary Committee
Subject .....
.L
. brary Space
Date ......
.....
.....
18th
November 191.5......
Consequent upon the Senate motion proposed by J. F. Hutchinson on
3 November 1975 regarding space allocations, the Senate Library Committee
considered the implications for the Library at its meeting on 17th November
1975.
The Committee had before it
a)
the motion of 3 November 1975;
S.L.C. 75-16
b)
a memorandum circulated by the Vice President
(Academic);
S.L.C. 75-16
c)
a submission dated 17 November 1975 prepared
by the Library Planning and Budgeting Office
S.L.C. 75-18
These papers are attached, together with a copy of the relevant un-.
approved minute of proceedings at the Senate Library Committee meeting
on 17th November 1975, and a further paper prepared by the Library Planning
and Budgeting Office on 18th November 1975 at the Committee's request and
for the information of Senate in clarification of S. Thomas's suggestion re-
garding 1982 seating, referred to on page 4 of the unapproved minute.
Since the discussion was discursive, I feel it is incumbent upon me to
identify the circumstances in which the discussion took place and the points
which the Committee identified as a result.
1.
In commenting on his memorandum, the Vice President Academic
demonstrated that the space needs of the Library had to be set
against overall University space needs and the building programme.
Z.
Variable factors and issues beyond the competence of the Senate
Library Committee intruded immediately to the point, therefore,
where the Committee could identify problems without being able
to propose solutions.
3.
Points which emerged were that:
. a) at least three expansion rates for projected student enrol-
ment are in use, without the additional variant of F. T. E.
v. head-count;
2
.
-2-
H. Evans
Secretary to Senate
P. Stigger, Chairman
18th November 1975
Senate Library Committee
b)
expansion rates do not necessarily distinguish between
regular on-campus undergraduates and enrollees in
summer sessions and Continuing Studies;
c)
the Library Planning and Budgeting Office has used the
most conservative estimated expansion rate, namely 3%;
d)
that Office has estimated the space required for Library
Collections on the basis of the minimum accession rate
necessary to maintain the Collections on the present basis
and without allowing for any further programme develop-
ment;
e)
planned expansion making use of the 6th floor only will
result in total seats available in the Library falling from
1,169 seats in November 1975 to 1,147 seats in 1981/2;
.
f)
continued expansion of the Collections without access to the
7th floor will cause available seats to fall to
399
in 1983/4;
g)
'available seats' covers all seating available to readers,
including those before microfiche machines;
h)
seating required for normal use in the Library on a day-
to-day basis has been examined in the past, but the Library
has neither the funds nor the staff to conduct a use - survey
now: whether the pattern may or may not reflect those at
other institutions, no survey could account for current user
attitudes;
i)
some additional space outside the Library may be available
for use in the proposed.North Concourse on the lines of
present use of the South Concourse;
j)
the Collections will still be divided at either terminal year,
with low-use items held in storage, whatever happens to the
volumes maintained in twelve other locations for external
use, i.e. P.D.P. and Continuing Studies.
.
PS:dcr
. B. G. Wi1so .
...
Vice -Prep ident,Academ
.C
Date .... . ............ .. November 6,1975
,'.
SJC. 75-16. .
SIMON FRASER UNIVERSITY
MEMORANDUM
A. motion was approved at Senate to enquire of the
University Library Committee regarding the impact on the
Library of proposed moves of faculty offices onto the 7th
floor. I would like to provide you with some information
regarding the projected move.
The Board of Governors approved a recommendation
that an additional two floors be built on the top of the
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existing Library Building many months ago. The plan at
that time was to provide for one complete floor for the
Library with one floor constructed but not finished inside.
This would provide a substantial saving over building one
floor and subsequently years later building the extra floor,
since the major construction would be done at one time.
It would also avoid the disruption to Library users of two
major
construction
projects over a considerable number of
months.
.
..
Earlier this year, when it became clear that
funding would not permit the building of new space for
Education, Archaeology, Kinesiology and Mathematics at the
planned rate, the decision was taken to finish off the
additional floor on the Library to provide surge space for
departments until the Academic Building Program caught up
with needs. Consequently the additional,. floor on the Library
was planned specifically for the needs of non-Library personnel.
It is my understanding from conversations with the
Librarian and Deputy Librarian that the Library has no need
for additiqnal
space, other than the_ th floor which it will
move into in spring of 1976, until 1983 or 1984. By that
time the two major academic projects will he completed, to
the best of our knowledge, as well as a planned classroom/office
building which will provide the space necessary to relocate
those departments who moved to the 7th floor of the Library in
1976. Our present
planning
for that building provides for its
completion in 1981 so that a 2-3 year slippage of that
completion date would not affect the long term requirements of
the Library.
. .
The planning for utilization of the 7th floor is
currently under way but no final decisions have yet been
taken regarding the disposition Of th academic space on
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that floor. This should, however, beedwithin a few
cc Dr P. Jewett, President
B G Wilson
Mr.D Baird, Univ.Librarian
Mr.T.Dobb De p ut y
Librarian
Members, g
enate Librar
y
rn..
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that the Senate Library Committee provide Senate, at
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its next meeting, with all relevant information concerning
the allocation of space on new floors of the Library and
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its implications for the operation of the Library.
13/11/75
7s/tf
Library Building - Allocation of Accomodation When 6th 1
1
7th Jloors Become Available (3)
(Collection Growth Limited to 1981/2 to Maintain Current Seating Level)
Square Feet
41,000
41,800
Total Gross Space - Floors 1 to 7
Less Gross Space Allocated to Other Users
Academic VP De
p
artments (7th floor)
Audio Visual Centre, Bookstore,
Ph y sical Plant
Planning (Boiler-Roorn,etc.)
Ancillary Services (Public Lounge)
Net Gross Space Assigned to Library - Floors 1 to 6
Less Gross Space Required for Services and Access
(Stairwells, Elevators, Washrooms, Main
Aisles
Corridors, etc.)
Square Feet
247,000
82,800
164,200
57,800
Net Assignable Space
106,400
Allocation
Librar
y
Collections (Including Collection
Growth to 1981/2)
48,500
Librar y
Public Services, Processing and
Administration
28,400
76,900
Balance Available:
29,500
Space for Fixed Seating
(Study Rooms E Alcoves - 247
seats)
7,000
Balance Available for Movable Seating and/or
Additional Collections/Library Services
(22,500 = 900 seats @ 25 feet)
22,500
Total Seats Available
(7,000 + 22,500)
29,500 sq. ft.
(247+900)
1,147
Required: 46,450 sq. ft.
(Notes 1 and 2)
1,858
Notes:
1. Based on 3
1
0
growth rate projection since 1972/3 indicating
6,881 FTh students by 1983/4.
2.
Seating scale 27% FTE students at 25 sq. ft./seat
(270 seats per 1,000 FTE students).
3.
Completion date for 6th floor is estimated to be May 1976
and for 7th floor August/September 1976.
4.
1,169 seats available November 1975.
coSer 17,1975
R.J. Tilley/cd
Planning Budgeting Office
Library
.
An Unapproved Minute
(Senate Library Committee Meeting held 2.30 p.m. November 17th in the
Library Committee Room)
Because B. Wilson was required to leave the Senate Library Committee
Meeting early, item 6 on the agenda was among the first items to be discussed.
6.
Library Space : Memo from Vice President
(Academic) (SLC 75-16)
B. Wilson stated that he provided the memorandum (SLC 75-16)
to the Senate Library Committee in response to a motion, approved
at the October Senate meeting, asking the Senate Library Committee
to indicate the impact that the move of certain faculty offices, to the
7th floor in 1976 would have on the University Library. The Vice
President (Academic) expanded on his memorandum, mentioning that
over-all identifiable space demands and their satisfaction turned on
the provision of funds and satisfactory completion of the building
programme. As an example, he indicated that, in order to provide
temporary surge space for Education in a manner which would permit
that Faculty to retain necessary cohesion, it might be necessary for
the President, the Vice-President (Academic) and some other units
to move temporarily on to the 7th floo r while all other units, specifically
including the Registrar, would remain in their present location.
He indicated that space projections are now submitted for a five-
year peri od, where once they were made, initially on a one and, then
a 3, year basis. B. Wilson gave a brief indication of tentative expan-
sion plans for various departments on campus in the future.
Paper SLC 75-18, prepared by the Library Planning and Budgeting
Office, was examined on the basis of expansion rate of between 12%
and 12. 5% over the next seven years -- a suggestion circulated to
Faculty. Library projections, however, have been based on
3%,
on
advice given over a year ago.
B. Wilson was asked by the Chairman what his planned rate was
in preparing projection figures. He indicated these were that faculty
will increase by 6% and students by 12 -
1
4%. He estimated that over
.............2
-2-
a period of 8 - 9 years there would be a 15 - 16% increase in Faculty;
a real growth of about 2% per annum. R. Ironside rationalized that
the student population is growing at a faster rate than that of Faculty
and, therefore, require space at a faster rate.
Chairman indicated that he wa's not clear on the 14% figure and
asked the Vice President (Academic) to clrify this. B. Wilson
indicated that this percentage figure was a potential, theoretical annual
increase from 1975 - 1980.
T. Dobb emphasized that by September 1982 the University
Library must start to move on to the 7th floor. If this does not happen
it will mean a deterioration of the student seating planned. We will
have 600 seats when we occupy the 7th floor; FTE.
D. Erickson emphasized that he had gone through the Library on
occasion and at no time had he noticed that seating was occupied at its
maximum. Chairman replied that heavy or light use of the seating
available was contingent on the time of the semester. D. Erickson
indicated that a study should be done and further conveyed that seating
in the Library was not the only answer; seating could be made avail-
able elsewhere.
Librarian pointed out that the Library uses WICHE
standards, as a guideline, when determining space needs and pointed
out that there is no other space available on campus for any kind of
seating. B. Wilson indicated that the North Concourse would provide
some surge space in due course.
B. Wilson pointed out that it must be kept in mind that the 12 - 14%
FTE figure consists also of some 2,000 to 3,000 students taking evening
courses and added that summer session and intersession enrolment has
increased substantially.
D. Erickson indicated that the use his students make of the
Library is infintisimal as compared to his experience elsewhere.
Chairman suggested that there is a potential problem developing
with regard to seating and it depends on the projection figures and as
to how serious the problem may be.
T. Dobb said that the Library has to provide accommodation for
the collection and service functions, so that seating suffers. He felt
that it was conceivable that eventually the Library would be compelled
to split individual collections, which.would subvert the integrity of the
collections.
The Chairman asked if there were materials housed outside the
Library Building. T. Dobb replied that little used materials are stored
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in Central Stores and, in addition, there are approximately 1 ,300 to
2, 000 volumes in fourteen other learning centres at various points
throughout the Lower Mainland.
3
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S. Thomas indicated that if the university provides adequate
student seating active use of the Library by students would increase
greatly. She suggested that the university seems to be striving for
less student seating.
D. Erickson asked if the Library was willing to give students
more space or are they going to give Faculty more space, emphasizing
that hard evidence is required; and that surely this data can be obtained.
The Librarian replied that the Library has had to reduce its staff
because of budgetary cuts and does not have either the staff or the funds
to conduct such a study. Librarian indicated that evidence can be put
forward, certainly, and that there is no question but what there should be
more space for students; at the same time the Vice President (Academic)
has been given the authority to determine space allocations to Faculty
departments on campus and there is only so much space available.
R. Ironside requested that the following motion be placed before
the Committee:
Moved by R. Ironside
"that this Committee recommends to Senate that
the use of the 7th floor of the University Library
.
should be restricted to library use and for study
space for students."
B. Wilson suggested that the motion was out of order and did
not fall within the terms of reference of the Senate Library Committee.
He further ,
indicated that just because physical space was available
within the Library did not mean that space was necessarily for Library
use. Chairman indicated that if, as a result, seating in the Library
became affected, then, space was necessarily a concern of the Library.
Chairman examined the terms of reference and indicated to R. Ironside
that the motion he proposed was out of order.
Chairman emphasized that seating was an issue, but that the
Senate Library Committee's role in this particular instance is to
advise Senate.
B. Wilson added, just prior to his departure, that at present it
appears that the 7th floor would become available to the University
Library in 1983 or 1984. T. Dobb then repeated that, on the basis of
the projections made in 1972/73, the growth of the book collection would
require a move on to the 7th floor to commence in September 1982, on
the basis of the minimum accession rate and ignoring any further
programme development and despite the seating issue. B. Wilson stated
he could give no guarantee, even in 1983 or 1984, that this space would
be turned over to the Library.
4
-4-
R.
Ironside indicated that the priority group being considered
should be the student body, not the faculty body.
D. Erickson urged that these concerns, that have been expressed
by the membership, must be related to Senate and that Senate must
then act on this information. Chairman indicated that it is a function
of Senate to decide what priorities are to be set and what action is to
be taken, rather than for the Senate Library Committee to do so.
T.
Dobb indicated that the Library would find it useful if they
were basing projections, using the same growth pattern methods as
those of other departments. As it stands 3 sets of projections are
now being used. Senate is the only body who can clarify this. Library
staff do not have the means of carrying out such a review.
S.
Thomas indicated that there would be 612 * user student
seats in the Library in 1982, on the basis of constant accession rate
and taking into consideration the increase in materials coming into
the Library until 1982. She pointed out that seating associated with
microfiche readers, etc. was included.
Chairman indicated that SLC 75-18, along with the figure that
S. Thomas supplied in regard to 1982 seating, would be forwarded to
Senate for consideration at the December meeting.
dcr
18/11/75
*
This figure appears to be in error.
Library Building - Allocation of Accommodation When 6th F 7th Floors Become Available (3)
Period; 1976/7 to 1983/4
Square Feet
Square Feet
Total Gross Space - Floors 1 to 7
247,000
Less Gross Space Allocated to Other Users:
Academic VP E Departments (7th Floor)
Audio Visual Centre, Bookstore,
Physical Plant Planning (Boiler-Room,etc.)
Ancillary Services (Public Lounge)
Net Gross Space Assigned to Libçary - Floors 1 to 6
Less Gross Space Required for Services and Access
(Stairwells, Elevators, Washrooms, Main
Aisles Corridors, etc.)
Net Assignable Space
Allocation
Library Collections (Including Collection
Growth to 1983/4)
Library Public Services, Processing and
Administration
Balance Available:
Space for Fixed Seating (Study Rooms Alcoves - 247 seats)
Balance Available for Movable Seating and/or
Additional Collections/Library Services
(3,800 = 152 seats @ 25 feet)
41,000
41,800
82,800
164,200
57,800
106,400
67,200
28,400
95,600
10,800
7,000
3,800
Total Seats Available (7,000 + 3,800) 10,800 sq. ft. (247+152)
399
Required: 46,450 sq. ft. (Notes 1 and 2)
1,858
Notes: 1. Based on 3% growth rate projection since 1972/3 indicating
6
3
,881 FTE students by 1983/4.
2.
Seating scale 27% FTE students at 25 sq. ft./seat
(270 seats per 1,000 VfE students).
3.
Completion date for 6th floor is estimated to be May 1976
and for 7th floor August/September 1976.
4.
1,169 seats available November 1975.
Ner 18,1975
R.J.Tilley
Planning Budgeting Office
Library
/
SiMON FRASER UNIVERSITY
MEMORANDUM
S.7-/
çgfl.
SECRETARY OF SENATE
From
.......................................................................................
975
1
,
NOVEMBER 19
Date
.............................................................................................
The attached material (S.75-188A) has been provided as
additional data for information, to accompany the report of the
Senate Library Committee - Library Space, Paper S.75-188.
is
end.
HNE/ rn
H. M. Evans
U
For
SiMON F
ME
RA
MO
S
R
E
A
R
NDU
U
M
NIVERSITY
7ç
/
e
04
00
............................
.Chair
men and Deans
.
from
B.
G.
Wilson
Vice-President, Academic
Subject
....................................................................................................
Date..
October
17,
1975
The Universities Council asked us this summer to
provide estimates of proposed capital expenditures for the
next five fiscal years. In previous years Only estimates
for the following fiscal year have been required. Council
recognized that detailed estimates for five years in advance
would be provisional only but felt that whatever information
the univiersities could provide would assist them in
developing a cash-flow picture for long-term capital
development of the universities. In addition, major equipment
and repairs and renovations were included in the capital
estimates where these items have been largely carried in our
operating budget account in previous years.
The attached document was submitted to the
Universities Council in mid-August following development over
the previous four-week period in the University and I am
.
providing you a copy for your information at this time. The
proposal calls for completion of the 6th and 7th floors of
the Library early in the 1976/77 fiscal year as well as the
Animal Care and Day Care facilities over the same time period.
Boiler #5 is required to upgrade the capacity of the
University's heating system to cover immediately planned
buildings.
We are planning to commence two major academic
facilities during the current fiscal year or early in next
fiscal year. These include provision of permanent space for
the Education Faculty, the Department of Archaeology,
additional Modern Language facilities and completion of the
north concourse, on the north side of the Academic Quadrangle.
The teaching and laboratory complex on the south side of the
Academic Quadrangle will provide space for Pestology,
replacing many of the trailers on the south-west corner of the
campus, Kinesiology and the Mathematics Department, whose
relocation will provide space in the Academic Quadrangle for
offices for Education faculty. Line items on a continuing
basis are provided for renovations and alterations and for
major equipment. When Kinesiology is relocated on the south
side of the University,,some renovations will be required in
the Gymnasium. Other major buildings projected within the
five-year period include a possible development of a "Fine
. Arts" building, new sp.ce for Criminology and a major classroom/
office complex which, when it is completed, will allow relocation
of Departments housed temporarily in the additional Library space
presently under construction.
.2...
2
Chairmen and Deans
- 2 -
October 17, 1975
The availabilty of funds to complete this capital
program depends of course on government financing. The
University has, however, been able to justify the additional
space proposed in this five year program well within standard
square footage needs estimated by external space formulas
based on projected student numbers during this period.
Space needs of existing departments not specifically
named above will be met by relocation of certain groups first
to the Library and subsequently to the office/classroom
building. Additional classrooms are being developed as part
of the Mathematics extension.
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.
B C. Wilson
:jeh
att.
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