Faculty Library Committee Meeting Minutes 10-19-06 Members present: B. Acker, B. Brown, J. Burroughs, S. Mills, S. Richter, T. Sobieszczyk, P. Williams, A. Ware Ex-Officio present: Dean Allen Members absent/excused: K. Frantzreb The meeting was called to order at 8:10 AM by Chair Ware. The 9/21/06 minutes were amended and approved. Communications: a) Dean Allen provided several updates from the library. Personnel issues: Two faculty librarians have resigned—Colleen Major and Sebastian Derry Librarian Erling Oelz will be retiring and plans are underway for a party. A classified staff person has been hired for circulation and the copy center An adjunct faculty pool is being established to relieve tenure faculty of evening, weekend, and holiday hours Activities: The Library participated in the Festival of the Book and raised $500 for the event with the help of the Friends of the Library. The Library participated in the Day of Dialogue. It hosted a panel discussion with four diverse student library enthusiasts. The Library will provide tours of archives during Family Weekend. Dean Allen is busy working on getting fundraising going again. The library currently has a temporary fund raiser, but will work on getting a permanent position. The donors’ news letter will be resurrected and Dean Allen would like the Faculty Library Committee’s help in naming it. It will go to all donors not just Friends of the Library. The website is being redesigned. The second Libqual survey will begin next week. Kate Zoellner and Sue Samson will conduct a content analysis that will be shared with the committee. Several library faculty attended a seminar on visioning the future of university libraries and how students gather information. The guest speaker was the OCLC (Online Computer Library Center) Vice President. The OCLC is an international utility that helps libraries connect with other libraries. The faculty library could share some of the highlights from the seminar. One interesting phenomena is that a high number of students are turning to their parents about how to find information. When questioned how she envisioned the committee being of service, Dean Allen responded with the following areas for support. Identify the intersection between faculty and students so the library can support them. Evaluate the building for effective use. She has not seen students working together in study rooms and is curious about this. Inform the library of the academic research taking place. Increase interaction between the library faculty and the faculty. Plan events such as the Author’s Reception. The event is combined with the recognition of patents at other universities. Align library services and collection with the academic growth and University strategic planning. Move the university into the next level of technology – creation of digital collections and scholarly communication Progress from technological literacy to better use of technology, including search and management tools –knowing what to do with technical information once it’s found. Develop Native American cultural histories in collaboration with Tribal Colleges. Improve staff efficiency – should the collections budget increase there is a shortage of staff to process. Discuss project planning and management She was asked how the library will cover the workload in relation to the upcoming vacancies. Part of the work will spread to other library faculty and the adjunct faculty pool with help with reference desk coverage. It is always a hardship when faculty leave. It takes time to fill the positions and recruiting and hiring is done year around. b) The committee was provided with the agenda for the department library representative meeting. The meeting will take place from 12:10-1:00 on 10/19/06 and lunch will be provided. There will be an overview of the acquisition budget and collection development by Barry Brown and Dean Allen will provide the Library’s Strategic Vision. New this year will be the chair of the Faculty Library Committee introducing the representatives to the committee. There will also be time for the representatives to break out in groups with their liaison librarians for discussion and questions. Unfinished Business: a) Chair Ware has not had the opportunity to work on procedures. Camie worked on a reference document originally designed for the chair’s binder. This will be disseminated to members for comments. b) Chair Ware gave a committee report at the October 12th Faculty Senate meeting. New Business: a) Barry Brown provided a handout on the allocation budget. The library now has better parity with larger universities in terms of access to journals and other electronic resources. Electronic books can be acquired through the approval plan. Most of the electronic books have been purchased in clumps through the Net Library Consortia opportunity. A study at Stanford University found that the average availability of electronic material was 17% and some of the sciences had a 50% availability rate. The library will look into the availability of digitized music scores. Money has been moved from the library allocation into the new core approval plan. The plan involves setting profiles for orders. Departments will be asked to evaluate the value of the core plan. It was noted that the approval plan does not work in Modern and Classical Languages and Literature. There are supplemental funds to cover items not captured by the core approval plan. The library’s goal is to meet the needs of all departments. Library Liaisons will still be taking book orders. Orders should take place year round not just on the biannual deadline dates. The committee will be informed about how the money moves and the allocation formula at a separate meeting. The dean is holding $49,000 in reserve to see where funds are needed. Members inquired about how to get new journals. The best way is to cancel an existing journal or a similarly priced continuing resource. The department representative should seek assistance from their library liaison. Another option is to acquire new monies or gift funds / endowments. It is important that the library liaisons are aware of department’s priorities / wish lists. Financially, the library is not in bad shape. However there are areas of concern. There is no budget for student assistance and extended hours funding is still pending from the administration. There is no line item for student employees. Salary lines are constrained and there is no provision for specialists or contract personnel. Dean Allen is looking at priorities in hiring and salary savings. There are a lot of personnel issues and shifts are likely to occur to cover services. The Executive Officers will begin a process to realign budgets with priorities. Each areas operational plan is due in January and budgets could change. This is a legislative year and the library is hoping for a 7% increase to keep up with inflation. This is difficult to predict, especially considering the governors proposal of 50 million to cap tuition. In the past collection inflation has been considered separately. The meeting was adjourned at 9:00 AM.