The following minutes were approved as submitted at the October 9, 1996 meeting of the University Library Committee. UNIVERSITY LIBRARY COMMITTEE MINUTES April 18, 1996 PRESENT: Anna Marshall-Baker, Human Resources, Chair Eileen Hitchingham, Library Lane Matheson, Business Raymond Plaut, Engineering Calvin Ribbens, Arts & Sciences Marie Wall Paget, Architecture Bradley Klein, Veterinary Medicine Julie Petruska, Staff Senate ABSENT: Darrel Clowes, Education Karen Dyer, Veterinary Medicine Richard Helm, Forestry & Wildlife Lori Marsh, Agriculture Linda Vick, GSA Cliff Davis, SGA GUESTS: Donald Kenney, Library Debbie Averhart, Library The meeting was called to order at 4:00 p.m. in the library boardroom. The March 7, 1996 minutes were approved as submitted. OLD BUSINESS: Loan Periods and Fines Revisited ULC members relayed the feedback they got from faculty in their departments regarding a proposal discussed last meeting to change the loan period for faculty (and graduate students), requiring them to physically return books to renew or return sooner than the current one year maximum period. The reason for the proposal was to encourage greater accountability for books, given reduced resources. Many faculty keep books much longer than are actually needed, batch renewed every 90 days, which then sit in their offices or at home for 12 months or longer, limiting access by others. While much of the feedback supported a shorter period before having to physically return books, many felt that it should be no shorter than 6 months, to span a semester. Under this scenario, there would be a 90 day notice to return or renew, possible electronically or by telephone, but a requirement at the 6 months notice to physically return books, even if renewing. A motion was passed to have Ray Plaut draft a proposal for distribution to ULC members, who in turn would get feedback from the faculty in their colleges over the summer. The results would be brought back in the fall for further consideration. NEW BUSINESS Library Survey Statistics Review (E. Hitchingham) E. Hitchingham distributed and reviewed copies of preliminary statistics taken from the recent (February) telephone survey conducted by the Center for Survey Research. The survey, randomly given to about 500 students and 500 faculty, focused on the service functions of the library and looked at satisfaction levels. The library team who initiated the survey hopes to use this information to target areas needing improvement. Two such areas might include communications about library resources (instruction, outreach) and VTLS. E. Hitchingham also distributed copies of a recent presentation given at Dean's Council which gives general background information about the library and how Virginia Tech's University Libraries compares to its peer institutions in such areas as collection size, number of staff and expenditures. Also noted were anticipated special needs at Virginia Tech University Libraries: Support for moving to electronic materials; Support for using technology for labor intensive tasks; Support for budget (materials, remote shelving); Library automation system upgrade; and Renovation of Newman to function more effectively. Anna Marshall-Baker encouraged other ULC members, as stewards of the library, to read through the distributed documents to better understand the library's position and how our library stands in comparison to others. A letter on behalf of the ULC will be drafted to indicate this support. The meeting was adjourned at 5:10 p.m.