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Governance Minutes Archive

November 4, 1987



     4 November 1987




        Eugene Carson, Provost Rep.     Julie Ozanne, Business

        Norman Dodl, Education      Jeff Tibetts, SGA

        Jack Duke, Faculty Senate  Francis Ventre, Architecture

        Marion Ehrich, Vet Med         Jane Wentworth, Human Resources

        Paul Gherman, Library          David West, Arts & Sciences

        Loke Kok, Agr. & Life Sci.     James Wood, GSA



        Bela Foltin, Library      Phyllis Johnson, Library

        Shirley Glazener, Library      Frances Painter, Library



        Michael Vorster, Engineering


     The meeting was called to order by Chairman Marion Ehrich.


     The minutes of the last meeting were accepted as read.




       1.DATABASE OF DATABASES REPORT (Phyllis Johnson):


     The report of the Database of Databases Task Force deals with the

     problem of how to go about locating collections of materials

     existing on campus.  The report suggests a form to be used in

     collecting the data, a way to collect the data and where it ought

     to be collected.  The report states what needs to be done to get

     started on this project.


     This subject will be on the next agenda.  Members of the

     committee are asked to read the report before the next meeting

     and come prepared with questions.


     2.UPDATE ON THE BUDGET (Bela Foltin):


     There will be a report on current journal prices for the next

     meeting.  The library is a little ahead of schedule in the

     expenditures for firm orders (books) with about 62% of this

     year's budget allocation encumbered.  The plan is to be 100%

     obligated by March 1, 1988.  Money saved on cancellation of

     duplicate subscriptions is about $9200.


     BF has requested that books on "approval plans," which are

     received automatically (based on a profile given the vendor) be

     converted to "form selection plans," whereby the library first

     receives a form that is returned to the vendor before a book is

     sent.  With regard to journals, only a very few new subscriptions

     have been ordered this year, and even that must be curtailed

     until there is some idea of next year's budget.  The review of

     periodicals has been accelerated so titles that will have to be

     cut if there is not sufficient additional funding next year will

     be identified by February.  P. Gherman has asked that about 700

     hundred journal titles be identified for possible cuts.  If the

     budget remains flat next year approximately $300,000 of books and

     journals will have to be cut.  Librarians will be contacting the

     departmental representatives to consult on the possible necessary

     cancellations.  A composite list of targeted titles will be sent

     to all departmental representatives in order to catch cross

     departmental interests.


     In 1985-86 the overall average price of a journal subscription

     was $68.00; in 1986-87 the overall average was $103.00.  The

     current drop in the value of the dollar will have an additional

     adverse effect on the price of foreign journals.


     In the discussion that followed, the question was raised as to

     how the committee might best support the library request for a

     budget increase.  E. Carson suggested that it was best to keep

     the administration informed, so that requests to the legislature

     would be part of a concerted effort by the university.  The

     committee will prepare a letter to K. Johnston and M. Ridenour

     expressing their support for additional library funding.


     Another suggestion was that faculty donate their journals to the

     library.  The library is trying to prepare a list so that faculty

     members will know what is needed.


     F. Ventre noted that he had spoken to a group of graduate

     students who were concerned about the potential of subscription

     cancellations.  He noted that VPI ranks 49th in the nation in

     sponsored research funding.  Figures used to compare Newman

     Library with the 49th ranking library indicate shortfalls in

     expenditures, total staff, current serials subscription

     expenditures, etc. which actually place the library at about the

     75th rank.


     D. West asked, but the answer could not be provided because

     records were unavailable, if additional funds were made available

     for veterinary library materials when the College of Veterinary

     Medicine was started.




     1.MOVE OF THE CARD CATALOG (Paul Gherman):


     The card catalog was moved to the second floor, near the

     reference area, two weeks ago.




     This agenda item will be postponed until the next meeting since

     M. Vorster was absent.


     3.LONG TERM STORAGE NEEDS (members of Library Committee):


     Architecture (F. Ventre):  Architecture space needs are not

     determined at this time, due to the uncertainty of the Cowgill



     Business (J. Ozanne):  The Business College Library Committee has

     just organized and the request has been made that they address

     this issue.


     GSA (J. Wood):  The GSA wanted to stress that their main concern

     was that materials be accessible.


     Veterinary Medicine (M. Ehrich):  The Vet Med Library has some

     space.  The library can hold between 26,000 and 28,000 volumes.

     There is concern about the accessibility of CHEDS, and perhaps

     some additional material could be moved to the Vet Med Library

     instead.  Human Resources (J. Wentworth) noted some concern about

     material in the Human Nutrition and Foods subject area being

     moved to the Vet Med library.


     Education, Engineering, SGA, Agriculture, and Human Resources had

     no report.


     B. Foltin has asked librarians to work with the departmental

     representatives on criteria that would be acceptable for

     selecting titles to be moved to CHEDS.  Next year librarians will

     be working on weeding the collection, both in Newman and CHEDS to

     see what space can be gained.


     P. Gherman noted that there will be a space problem on the third

     floor of Newman Library sooner than in other building areas

     because that floor is already crowded due to attempts to keep

     disciplines together.  The crowding on the third floor might mean

     having to shift some of the P collections to the fourth floor,

     thus making it difficult for staff and patrons working in that

     call number category, or shifting some of the P collection to



     Library Committee members were asked to report to their college

     committees and to bring back to the Library Committee in December

     any comments about what should remain in the library and what

     could be moved to long term storage.


     J. Duke noted placement in long term storage must take into

     account the materials that are commonly used within the library

     as well as those items which circulate frequently.  P. Metz of

     the library staff has been studying in-library use of materials,

     collecting information on use by discipline and subject.  He will

     be invited to the next meeting.





     Paul Gherman has appointed a task force in the library to look at

     what performance measures are currently being used at other

     libraries.  A written report will be prepared by early next year

     which will include suggestions for this library.


     5.VTLS (P. Johnson):


     The  current retrospective conversion project which the library

     is looking at is the conversion of "short records" already in

     VTLS to complete records.  $17,500 has been set aside to allow

     matching the various parts of the short record against a large

     database of complete MARC (machine readable) records.  When exact

     matches are found they will be put on tape and returned to the

     library.  Exact matches will be about 60%, leaving the other 40%

     of the retrospective conversion to be done in-house.  The library

     believes that expansion of short records can be completed in this

     fiscal year.  Once complete, VTLS will provide access to 250,000

     book we now own, but which have inadequate records.


     The second retrospective conversion project will require

     $500,000 in the supplemental budget allocation.  This project is

     costly because the 250,000 to 300,000 records involved are those

     which are currently only in the card catalog.  Many have not

     circulated since 1976.  Materials which circulate but have no

     record in VTLS are put into VTLS as they circulate.  This is very

     slow, meaning it would take about 50 years to complete these

     250,000-300,000 records.  If funded, the project will take about

     five years.  The project will require additional staff.  Each

     record must be searched on OCLC and edited.  Many will need input

     into OCLC because they are unique holdings at Virginia Tech.

     This project could not have been begun in the past because it

     will only be possible with the installation of the new computer.



     It was moved and seconded that the meeting be adjourned.


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