The September 21, 1994 meeting minutes were approved with one correction. A clarification about the Government Documents moved to storage will be made in the minutes of the October 6, 1994 meeting. UNIVERSITY LIBRARY COMMITTEE MINUTES September 21, 1994 PRESENT: Joanne Eustis, Library Cal Ribbens, Arts and Sciences Gerald Luttrell, Chair, Engineering Mark Smith, Veterinary Medicine Lori Marsh, Agriculture & Life Sci. Peter Wallenstein, Faculty Senate Anna Baker-Marshall, Human Resources Daniela Verthelyi, GSA GUESTS: Don Kenney, Library John Tombarge, Library ABSENT: Darrell Clowes, Education James Yardley, Business James Smith, Forestry & Wildlife Steve Zappone, SGA Marie Wall, Architecture Provost's Representative The meeting was called to order at 4:05 p.m. The April 13, 1994 minutes were approved as submitted. NEW BUSINESS WELCOME TO NEW MEMBERS AND ORGANIZATIONAL BUSINESS (G. Luttrell): G. Luttrell distributed a list of those currently receiving the minutes online. Members were asked to review the list for the purpose of adding new names or removing the name of anyone no longer wanting to receive the minutes. The chair reminded members that they were responsible for having a replacement attend meetings in their absence. The meeting time was then discussed, and it was decided that the meeting time for this semester will be the second Thursday of the month from 4-5:00 p.m. (October 13, November 10, December 8). G. Luttrell will draft a letter of thanks to Ken McCleary for chairing the committee last year. Members were asked to submit agenda items to the secretary (myra@vtvm1.cc.vt.edu, x1-5595) at least two weeks before the meeting. LIBRARY REPORT (J. Eustis): The library construction projects announced at the April meeting were completed during the summer. A Document Delivery Center, consolidating Photocopy, ILL, and VTIC (Virginia Tech Information Center) is located on the first floor. The only part of the collection displaced was the Y4s (Government Documents Congressional Hearings), which have been moved to Cheds. On the second floor the library has a New Media Classroom and Production Laboratory, a multi-media space which we were required to build as a result of being chosen to participate in the New Media Center Project. The room was equipped by Media Services. A handout was distributed explaining the purpose of the new center and describing classroom access. As announced at the April meeting, three librarians are currently in Albania as part of the grant secured by G. McDowell in Agricultural Engineering to work with the College of Agriculture in Tirana. The librarians are there for a three week period to assess the needs of the college's library. Three people interviewed in May and June for the University Librarian position. One candidate was invited back to campus, and was here week before last. We have not heard anything further. The storage building should be completed in March. Darrell Clowes will represent the ULC on a committee which will determine what is to be moved to the facility from Newman and the policies governing its operation. The move will be an extremely complex operation and we hope to be allowed to begin the move after graduation in May and be out of Cheds by the end of July, in a phased move. The building will also house the University's Records Management. There is now a Friends of the Virginia Tech Libraries organization and they will be hosting their first event on Saturday, September 24 at the DBHCC. The Friends had prepared brochures to solicit membership, but the Development Office felt that this mailing would cause confusion with the Capitol Campaign which is about to begin, therefore, the Friends mailing has been postponed. President Torgersen will present the Ut Prosim award to Josh Billings, who has donated a major collection of Civil War material to Special Collections. STATISTICAL COMPARISON WITH PEER INSTITUTION LIBRARIES (D. Kenney): D. Kenney presented an overview of the Association of Research Libraries (ARL) organization; what it is, its services to member libraries, the type of statistics collected from member libraries, and the resulting publications containing comparative data which are received by the member libraries. Copies of some of the overheads were distributed which illustrate comparative data among the 108 academic library members in ARL and further data comparing the 19 libraries which constitute membership in the regional Association of Southeastern Research Libraries (ASERL). Libraries in the latter group are, in many cases, more similar peer institutions in comparison with Virginia Tech. The ARL statistics document a decline in our overall ranking compared to all ARL libraries in a number of categories. However, they show that although we have dropped very significantly in all categories having to do with staffing, the drop has been much less precipitous in categories having to do with materials expenditures. That seems to show that the staff we have are operating very efficiently. RESTRUCTURING AND THE COLLEGIATE LIBRARIAN/INFORMATION OFFICER PROGRAM (J. Eustis): Insufficient time remained for discussion of the libraries' restructuring plan. J. Eustis focused on the Collegiate Librarian/Information Officer Program initiated this academic year. A brief summary statement of the program was distributed. There will be an article appearing in Spectrum soon. Four colleges are serving this year in a pilot program: Agriculture and Life Sciences, Arts and Sciences, Education, and Human Resources. A librarian is assigned for 30 hours a week in each of these colleges. The University Librarian negotiated with the Deans for office space and the library purchased the equipment and pays for the telecommunications and telephone lines. Support from the deans has been enthusiastic and colleges not presently involved have asked when they might expect to be included. The program promises to be a success; the challenge will be to deal with this success. It will be neccessary to determine how we move more people out to the colleges and still maintain sufficient quality of services within the library. The meeting was adjourned at 5:00 p.m. REMINDER: THE NEXT MEETING WILL BE THURSDAY, OCTOBER 13, 1994.