University Library Committee
Minutes
October 22, 1997

PRESENT:
Stephen Donohue, Agriculture & Life Sciences, Chair
Eileen Hitchingham, Library
Stephen Baehr, Arts and Sciences
Bert Fox, GSA
George Graham, Teaching and Learning
Karen Inzana, Veterinary Medicine
Lance Matheson, Business
Deborah Mayo, Faculty Senate
Raymond Plaut, Engineering
Humberto Rodriguez-Camilloni, Art and  Architecture
Tara Berescik, SGA
Guest:  Don Kenney, Library

ABSENT:
Thomas Gatewood, Education
Richard Helm, Forestry & Wildlife

S. Donohue, chair, opened the meeting with a round of introductions for new
members.  He followed with a summary of the committee's activities of the
previous year:  1) Studied and made recommendation to modify circulation
policy requiring physical return of books at 6 months; 2) Reviewed library
budget in relation to library serials cancellation, drafting a letter to
the university administration expressing great concern the effect that
serials reduction would have on the library; 3) Reviewed the fines policy
and with feedback from faculty in colleges made a recommendation that the
library fine all borrowers who fail to respond to a recall request for the
return of materials.  He added that Dean Hitchingham had proceeded with the
purchase and installation of bookdrop boxes on the campus based on
discussions by the committee to find ways to facilitate return of books and
other materials to the library.

E. Hitchingham commented on some of the preliminary observations resulting
from the change in the circulation policy.  Renewals have been cut in half
as one could expect.  If these materials were also all needed, one would
expect to see circulation increase as patrons would bring the books back
and recharge them.  Circulation has not gone up correspondingly.  She would
like to see further statistics through February, 1998, and have the
committee revisit the circulation policy at that time.

E. Hitchingham briefed the committee on the status of the serials
cancellation.   The process took place with good participation of the
university community and resulted in $665,000 worth of serials targeted for
cutting, effective January 1998.

The fines policy on recalls had gone through the University Council, with
the unanimously approved resolution distributed in a memorandum by Dr.
Torgersen  in May.    E. Hitchingham noted that during the summer the
library determined how to track this activity, with implementation of the
policy starting in October, 1997.  There is very little data at this point
to evaluate the results.  This will be brought forth at a future meeting.

E. Hitchingham distributed a set of handouts related to the newly formed
Library Materials Advisory Committee.  She noted that this committee was
formed by Erv Blythe, VP for Information Systems, to address the concerns
raised by various committees, including the ULC, about the library budget.
The committee is widely represented across campus and will address three
overall issues:  1)  To make a six year recommendation for some level of
funding that's appropriate for the libraries in the university context over
the next six years; 2) To make recommendations regarding the allocations
for library resources for traditional and digital materials, to look at our
extended campus needs; and 3) To review the process for cancelling serials.
 The committee will need to complete its work by December or January in
order to provide the budget status necessary for determining if another
round of serials cancellations should be considered.

(handouts) Virginia Tech's library funding over the past ten years was
examined in comparison with our peer institutions.  It was noted that other
than Colorado State, all the institutions that were funded less than
Virginia Tech in 85/86 had moved ahead of Virginia Tech by 95/96.  E.
Hitchingham projected that current figures would probably put us at the
bottom of funding among our peers.   She added that she didn't know of
another library that had no increase for a three year period, and which
actually has a half million dollars less than it had four years ago.

There were questions and discussion about how university budgetary
priorities are established.   Funding for the Virtual Library of Virginia
(VIVA), the zero sum environment, and the role of Virginia Tech's library
as a major lender in the state were seen as confounding issues.  Committee
members will review the rest of the handout for continued discussion at the
 next meeting.

D. Mayo raised a question as to the procedure that will be used to review
the circulation policy, insuring that input is heard. S. Baehr requested
that the committee consider setting aside some time during the meetings to
present comments received from the colleges. S. Donohue will bring these
questions forth on the next agenda.

The meeting adjourned at 4:55 p.m.  The next meeting will be November 12,
at 3:00 p.m. in the boardroom.