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Governance Minutes Archive

January 15, 1992

  These minutes were approved as submitted at the ULC meeting held on

  February 12, 1992.

 

                  UNIVERSITY LIBRARY COMMITTEE MINUTES

                            January 15, 1992

 

  PRESENT:

  Norm Dodl, Education                Martha Rose, CSAC

  Edward Fox, Arts & Sciences         Mark Smith, Veterinary Medicine

  Paul Gherman, Library               James Yardley, Business

  Gerald Luttrell, Engineering        Rodney Young, Ag. & Life Sciences

  Ken McCleary, Human Resources

 

 

  GUESTS:

  Joanne Eustis, Library              Bruce Obenhaus, Library

  Buddy Litchfield, Library           Frances Painter, Library

  Paul Metz, Library

 

  ABSENT:

  Carol Burch-Brown, Provost's Office J. Scott Poole, Architecture

  Darrell Clowes, Faculty Senate      Cortney Vargo, GSA

  Megan Hilt, SGA

 

  MEETING SUMMARY:

 

  The meeting was called to order at 4:00 p.m.  The December minutes

  were approved with one correction; the reference to Dr. Roselle

  (3rd paragraph, 3rd page) should read "Provost," rather than "Vice

  President."  ULC voted unanimously to approve the library's

  proposed policy concerning university publications, and forward it

  to the University Council for debate.

 

  LIBRARY ANNOUNCEMENTS (P. Gherman):

 

       HP Computer Move (B. Litchfield): During Christmas break the HP

       Computer was moved from the library to the Computing Center.

       The system was down only for 48 hours for the move.  Some

       response time problems have occurred, due to now being

       connected to the computer system through the local area

       network.  Adjustments have improved response time somewhat, and

       further possible corrections are being analyzed.  The problem

       affects library technical service staff more than library

       patrons.

 

  OLD BUSINESS

 

       PROPOSED POLICY CONCERNING UNIVERSITY PUBLICATIONS (G. McMullen):

 

       Review: this policy proposal seeks to clarify the obligation of

       university subunits to submit depository copies of documents

       published under university imprint to the University Libraries

       for archiving.  It is proposed that colleges, departments, and

       centers send two copies of their publications to the library.

       Types of publications would include technical reports, working

       papers, conference proceedings, and other types of research

       publications.

 

       At the November ULC meeting it was moved that the policy be

       adopted and forwarded to the University Council. This motion

       was tabled twice.  ULC voted unanimously to bring that motion

       back to the table for a vote.  ULC approved the proposed policy

       by unanimous vote and directed that it be sent to University

       Council for debate.  The proposed policy will be sent to L.

       Harris with a request that it be placed on the University

       Council agenda.

 

 

       DISCUSSION OF THE REPORTING STRUCTURE OF THE LIBRARY WITHIN THE

       UNIVERSITY (N. Dodl)

 

       N. Dodl, ULC chair, will meet with Dr. Carlisle to discuss the

       reporting structure.  E. Fox will accompany N. Dodl or, if he

       is unable to attend the meeting, K. McCleary will go as his

       alternate.

 

  NEW BUSINESS

 

       UNIVERSITY LIBRARIES FINE RATES AND LOST BOOK CHARGES (J. Eustis):

 

       Library personnel believe that a discussion of the University

       Library's fine rates and lost book charges is needed at this

       time.  If changes are to be made, major input will need to come

       from the ULC to help shape any new charge structure.  No

       changes will be made until the ULC and the library are in

       agreement and without the campus community being fully informed

       in advance.

 

       The University Libraries has kept the same fine rate/lost book

       charge for many years, despite the increasing cost of

       purchasing and maintaining the collections.  In addition, the

       library does not charge faculty or staff members for overdue

       materials, which engenders a lack of incentive for their

       return.  A Circulation Task Force, composed of one member each

       from the library units which circulate materials, was appointed

       to study this issue.  As part of the study, the task force

       conducted a telephone survey of twelve in-state and five out-

       of-state peer institutions.  In advance of the meeting, ULC

       members received the task force report containing

       recommendations and rationale for changes in the fine rates and

       lost book charges, and including eight attachments explaining

       current circulation policies, definitions of existing patron

       types, overdue notices and billing schedule, fine/lost book

       fall 1991 billings, price indexes for lost books, and survey

       results.  The report also included an Appendix containing ten

       samples of the computer generated notices and letters sent to

       patrons having overdue material.

 

       A brief summary of the four recommendations is as follows:

 

       *    increasing the fine rates from $.10 to $.25 per day;

       *    modification of VTLS software to allow fining for recalled

            books at a different (higher) rate;

       *    three options for increasing the lost book/processing fee

            charges;

       *    increasing the binding fee to $10.00.

 

       There was preliminary discussion of the issues, centering

       primarily on the philosophical aspects of fines for faculty and

       staff, and more particularly with regard to fines for the

       failure to return recalled books.  ULC members felt that an

       early question to be resolved is whether all patrons are to be

       treated alike, or whether there should continue to be different

       patron classes.  After a decision on that issue is reached, the

       ULC will take up the specifics of each recommendation.  J.

       Eustis was asked to produce a one-page summary chart that would

       help facilitate future discussions, and committee members were

       asked to solicit opinion among their colleagues before the next

       meeting.

 

  ULC will meet on the second Wednesday of each month during the

  second semester.  The meeting was adjourned at 5:10 p.m.  The next

  meeting will be on February 12, 1992.

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