University Library Committee
Minutes
April 25, 2000

Present:

Stephen Baehr, Arts and Sciences, Chair
Eileen Hitchingham, Library
Ansar Ahmed, Veterinary Medicine
Paul Colley, Staff Senate
Richard Helm, National Resources
Raymond Plaut, Engineering
Mark Schneider, Architecture and Urban Studies
Nicole Auer, Library (guest)
Ladd Brown, Library (guest)

Absent: Tim Copeland, GSA, Jay Stipes, Agriculture and Life Sciences, George Graham, Human Resources and Education, Deborah Mayo, Faculty Senate, Doug Patterson, Business

S. Baehr opened the meeting with a request for college comments. R. Plaut noted that some faculty in Engineering had expressed concern about further serials cuts. A. Ahmed noted that the Veterinary Medicine's college library committee had invited Paul Metz, Library Head of Collection and College-Based Services, to come and explain the funding situation with serials. After hearing his discussion, those faculty members asked to have their concerns noted and recorded officially with the ULC. S. Baehr added that faculty members of the College of Arts and Sciences have also voiced concern.

Ladd Brown, Acquisitions Librarian, was present to address a question about the rush order procedures used to purchase library materials. S. Baehr inquired as to whether suggestions of vendors passed along with rush orders for materials were considered in the ordering process. L. Brown explained that such suggestions were taken very seriously, but that sometimes there were hidden obstacles that required a round-about approach. Requirements for prepayment, documentation required for status as "sole source" and guaranteed shipment are some of these considerations that may influence the choice for a vendor. He noted that it is the practice of his department to go to the quickest place for rush orders. (see handout)

S. Baehr raised a question about the procedures involved in ordering out-of-print materials. His experience had been that sometimes the (out-of-print) books he ordered, stayed on a Tech request for a long period of time, and that in the meantime he occasionally could find them online. L. Brown noted that trying to find out-of-print materials is labor intensive and out of the normal workflow. However, he is exploring the options for buying used books and working with a new vendor on a trial basis for such materials. S. Baehr asked if the committee could be updated on the outcome of that trial next year. L. Brown encouraged faculty to send him e-mail if they have any questions or need clarification about these issues (blbrown@vt.edu). (See procedures document.)

E. Hitchingham presented some of the key concepts from the library renovation plans developed by Aaron Cohen, an architect engaged by the university. The plans are still in process but reflect a need to look at how the library will fit with the new ACITC building and how it might allow for increased seating, access and storage. His proposal included a storage pod linking up to the back of the library that would be completely automated storage retrieval. Holding up to one and a half million volumes, it could meet about the next ten years of growth. Other highlights of the proposal included moving Special Collections to the fifth floor, a coffee area on the first floor, changing the main entrance to the original second floor area, and moving circulation and reference to the second floor entrance area.

At the last meeting a question had been raised about the feasibility of putting coursepacks on reserve in the library. E. Hitchingham consulted Kay Heidbreder, University Counsel, and was told that if the professor obtained permission in writing from the copyright owners to put the coursepack on library reserve, then it would be possible. However, this means that in addition to getting the permission to actually use the material in a coursepack, you need a second permission to put it on reserve. E. Hitchingham will look into whether this second permission request could be part of the coursepack process at the University Bookstore.

Regarding library budget status, E. Hitchingham noted that the university received some funding for academic issues, but it has not gone out to the units yet; this usually happens at the end of May. She also noted that she submitted a request for 1.2 million to the library base materials budget, even though the recent requests were not supposed to have continuing implications. The need is there to stave off a serials cut back. Paul Metz presented the budget/serials situation to both the Commission on Research and the Commission on Graduate Studies and Policies since the last ULC meeting. Both agencies expressed considerable concern. While such group concern is noteworthy, individual stories would be very valuable in demonstrating the seriousness of the library budget impact on teaching and research. E. Hitchingham recommended writing individual letters to Peggy Meszaros, with a copy to Charles Steger.

R. Plaut raised a question about the possibility of having a list of the new books available online. E. Hitchingham indicated this would be looked into this summer.

S. Baehr thanked the committee for its work this year. The meeting adjourned at 4:50 p.m.