These minutes were approved as submitted at the ULC meeting on January 19, 1995. UNIVERSITY LIBRARY COMMITTEE MINUTES November 10, 1994 PRESENT: Larry Alexander, Business (for Yardley) Anna Marshall-Baker, Human Resources Dave Beagle, (for A.Haney,Grad.Studies) Cal Ribbens, Arts and Sciences Joanne Eustis, Library Mark Smith, Veterinary Medicine Richard Helm, Forestry Daniela Verthelyi, GSA Gerald Luttrell, Chair, Engineering Steve Zappone, SGA Lori Marsh, Agriculture & Life Sci. ABSENT: Darrell Clowes, Education Marie Wall, Architecture Anita Haney, Comm. on Graduate Studies Peter Wallenstein, Faculty Senate Provost's Representative James Yardley, Business The meeting was called to order at 4:00 p.m. The October 13, 1994 minutes were approved as submitted. NEW BUSINESS LIBRARY REPORT (J. Eustis): There is no word on the University Librarian search. An article in the November 6, "Current" section of the Roanoke Times discussed the master plan for the campus, and prominently mentioned the bridge over the mall as a reading room for the library. The University Architect's Office and a consulting firm developed the campus master plan as a concept for the future. At this time there is no funding for library construction and the library did not participate in the current planning. Two years ago Peter Karp, the University Architect, talked with J. Eustis about the library's space needs and a preliminary plan was developed which did not receive funding. That planning seems to have evolved into the library part of the master plan. Also in the interim, Congressman Rich Boucher has proposed a $23 million telecommunications building for the campus, partly using federal funding, and that is apparently the building across the mall from the library at the other end of the bridge. If this part of the master plan is seriously considered for funding, there will be ample opportunity for the library to be part of the actual planning process. P. Karp has asked the library to arrange a general meeting when he will speak to the library staff about the master plan. For the first time the library is a serious partner in the Capital Campaign process. The library will be one of the 15 case statements. J. Eustis was asked to make a list of library needs and the figure of $3.5 million has been established as the library goal for the campaign. The library is ready to begin testing transforming the reserve function to make it electronic. A Chemistry professor's notes (given by him for this purpose), will be used as a pilot project for electronic dissemination. There is no copyright problem with a professor's donated class notes. It was asked how this was not a violation of the honor code. The library believes that if notes are placed on reserve by a professor, rather than handing them out in class in paper form, then making them available electronically is a natural extension. Vice President Ridenour sent a memo to departments asking about anticipated major budget items. J. Eustis met with Spencer Hall, head of facilities, who agreed that the library elevators are experiencing excessive breakdowns. The library will request funds for replacement. GSA CONCERNS (J. Eustis): At the last meeting, Daniela Verthelyi, GSA representative, presented a list of three concerns brought to her by students. The first was for tables to be located near the photocopy machines for sorting copies. The library has moved tables to the area and students keep moving them away to use as study tables. We will continue to check and return them to the photocopy area. The second item asked for a drop-off box at Interlibrary Loan, and that has been done. The third item was about the breakdown of photocopy machines. This is more complex. The person in charge has responded that for the most part it has to do with worn out and failing card reading and dispensing equipment. Card readers sent out for repair take a minimum of a week before return. The goal is to upgrade all card readers to the same model, and replace about half of the equipment as early as January 1995. However, this is a costly project and the funding for the remainder will not be approved until July 1995. Photocopy is an auxiliary, which means that it operates on a cost recovery basis. D. Verthelyi responded that students seem pleased with library changes, especially the new location for ILL and Photocopy. She brought up the additional concern of the cost of overdue fines; the most general complaint being that overdue notices are received almost a month after the due date, by which time the fine has grown very large. Students asked that the system produce notices 15 days in advance of the due date. This idea was discussed last year in ULC. To do this a notice would have to be mailed for every book, generating such an extra burden in work load and cost that it is not possible. Ms. Verthelyi, having anticipated that response, had asked the students if they would be willing to pay a fee for this service. J. Eustis asked if the students were aware of their ability to obtain a PIN number from the library so that they could check their own records by computer. At next month's meeting, an explanation of PIN numbers and instructions for obtaining one will be distributed. Ms. Verthelyi volunteered to place these in the graduate student newsletter. If this does not provide a sufficient solution to the problem, Ms. Eustis asked that the Graduate Student Assembly write a proposal to which the library could respond. J. Eustis explained that a complicating factor is the university's system for maintaining address files. Students need to register address changes with the registrar's office, the library, and the graduate office. If, for instance, a change is made only at the library, then each semester when the university sends an address tape for loading on our system, the old address on the tape would erase our newer address; conversely, if the change is made only in the registrar's office, notices from the library would continue to go to the old address until the beginning of the next semester when the tape is received. This problem will be eliminated when the new administrative systems are online, however, that will not be for several years. At the next meeting the entire fine structure will be reviewed. LIBRARY ORGANIZATION AND SERVICES (J. Eustis): G. Luttrell asked for an overview of the library organizational structure and services for the benefit of new committee members. J. Eustis distributed a Functional Organization Chart and explained for the committee the work done by each of the libraries units or departments. The library has 143 FTE staff, and several hundred student workers and has a $10 million budget. The meeting was adjourned at 5:00 p.m. The next meeting will be on December 8, 1994.