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Virginia Tech
Governance Minutes ArchiveJanuary 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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