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Governance Minutes ArchiveSeptember 7, 1989
These minutes were approved as submitted at the University Library Committee Meeting on October 4, 1989. UNIVERSITY LIBRARY COMMITTEE MINUTES September 7, 1989 PRESENT: John Bowen, Veterinary Medicine Paul Gherman, Library Sharon Brusic, GSA Scott Poole, Architecture Norman Dodl, Education Jane Wentworth, Human Resources J. C. Duke, Faculty Senate David West, Arts & Sciences GUESTS: Bela Foltin, Library Frances Painter, Library Shirley Glazener, Library Linda Richardson, Library ABSENT: Coll. of Business Representative Michael Vorster, Engineering Michael Kainer, SGA Roderick Young, Agr. & Life Science Provost's Representative MEETING SUMMARY: The meeting was called to order at 4:05 p.m. Minutes of the May 1, 1989 meeting were approved as submitted. Meeting times for the current semester were agreed to, and procedures for the year adopted. The annual report for 1988-89 will be submitted for final approval at the next meeting. The policy on branch libraries will be voted on at the next meeting. The question of membership in CRL was tabled. NEW BUSINESS I. SET MEETING DATES AND TIME (N. Dodl): 1. Date/time: It was agreed that during the current semester the committee will meet on the first Wednesday of each month from 4:00 to 5:00 p.m., in the Library Boardroom. 2. Procedures for 1989/90: a. Visitors: Guests to the University Library Committee are welcome and should identify themselves to the Chair. Guests will be allowed to speak for three minutes when recognized by the Chair. Visitors to the meeting may not place items on the agenda, but their ULC college or student organization representative may do so on their behalf. b. Alternates: If a committee member must be absent the Chair should be notified of the identity of the alternate attending in his/her place. The alternate will vote for the absent member. c. Agenda: Agenda items should be submitted to the Chair, in writing if possible, or electronically, by two weeks prior to the meeting for which it is intended. In cases of emergency, exception to the rule will be made so that late items are considered. The secretary will mail the minutes of the last meeting and the agenda at least one week before the next meeting. d. Library Faculty Association President: The person holding the office of President of the Library Faculty Association will be listed with the Assistant Directors of the Library as a permanently invited guest to all meetings of the ULC, and to receive all mailings of minutes and agendas. II. ANNUAL REPORT FOR 1988-89 (N. Dodl): N. Dodl distributed a draft to be used as a basis for the annual report for 1988-89. The committee asked that the ending statements be rewritten as the forward, and that the membership list be included. The document will be submitted to the next meeting for committee approval. III. IDENTIFICATION OF COMMITTEE AGENDA PRIORITIES FOR 1989-90 (N. Dodl): Due to lack of time, this agenda item was postponed until the next meeting. OLD BUSINESS I. POLICY ON BRANCH LIBRARIES (P. Gherman): P. Gherman distributed the draft of a branch library policy, in the form of a resolution. J. Duke will determine whether or not the proper channel for establishing policy is to first submit a document in resolution form to the University Council. After discussion the committee agreed that the resolution should also include a brief history of previous branch library policy. The statement will be rewritten and submitted to a vote at the next meeting. II. CENTER FOR RESEARCH LIBRARIES MEMBERSHIP (B. Foltin): Because of the size of our library we are eligible for Voting Member status only. Membership fees in the Center for Research Libraries are based on a percentage of the member library's budget. Our annual fee would be $25,289, with an up-front, one-time-only additional fee of $6,152. The annual fee would increase as the budget increased. There was committee discussion of the cost benefit of membership. The more often membership is used the more cost effective it becomes; if under-utilized, then membership is not cost effective. P. Gherman stated that although membership would be desirable, he could not support it at the expense of other unsatisfied needs of the library and that this year's library budget would not permit payment of the membership fee. The issue was tabled until such time as the library budget would make membership feasible. REPORTS I. DIRECTOR'S ANNOUNCEMENTS 1. Phyllis Johnson, the former Assistant Director of Libraries for Technical Services has resigned to take the position of Library Director at Michigan Technological University. The Director has reorganized the administrative offices of the library. Frances Painter has been promoted, and will be Assistant Director for Administrative Services. Shirley Glazener will assume the duties previously done by Ms. Johnson and her title will become Assistant Director of Libraries for Automation and Technical Services. 2. Within several weeks it will be possible for the faculty to use the University's electronic network to place from their offices computers orders for books, to place a hold or recall on a book, or a Cheds request. 3. Word searching of the VTLS database should be available by the end of the semester. 4. The library is the third priority in the President's budget request for the next biennium. The request is for an additional $8,000,000 for the library's budget over the next two years. 5. Secretary Finley has called a special hearing on libraries for September 22, which P. Gherman will attend. Dr. Carlisle, Dr. Heterick and Katye Johnston will also attend. 6. There are plans to move some personnel from the Computing Center's User Services Unit from their present location in Burruss Hall to the library. They will occupy a small room near the Reference Desk on the second floor. II. REPORT ON THE VTLS TASK FORCE (S. Glazener): The committee has met several times and adopted a procedure for comparing VTLS to other online public catalogs. They will use Internet to access the library catalogs of institutions using other software. That will be the basis for comparison and will mean that the committee will not have to undertake onsite visits to other institutions. A list of the committee members is appended to these minutes. III. REPORT ON THE BUDGET (B. Foltin): The materials budget at the beginning of the current fiscal year is $3,325,653. A chart was distributed showing the percentage allocations among the large disciplinary areas since 1985/86. A chart also shows the continuations to monographs ratio is unsatisfactory, and must be brought nearer to a 60/40 ratio. The members were asked to submit suggestions for priority agenda items for this year, if possible before the next meeting. The meeting was adjourned at 5:20 p.m.
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