COUNCIL OF LIBRARY DEPARTMENT HEADS MINUTES NOVEMBER 7, 2005 Present: Dean Michael Binder, Earlene Chelf, Connie Foster, Timothy Mullin, Brian Coutts, Haiwang Yuan, Jayne Pelaski, Christy Spurlock, Jack Montgomery, and Jan Renusch Introduction: Timothy introduced Christy Spurlock, who begins her employment with Western today in the new faculty position of Education Curator. Minutes: The minutes of the October 31, 2005, meeting were approved as corrected. Community Outreach Report: Jayne reminded everyone of Books and Baskets on November 10, and author Suzy Kline will be here November 16 ­ 18 for our On the Same Page project. She gave out the schedule of events for the Centennial kick off on November 19th. Jayne also passed out fliers for the One Campus­One Community­One Book project featuring the book IN COUNTRY. Marketing & Special Events Report: Earlene Chelf reported that 18 people had responded that they would attend the Nov. 10th Wine & Cheese Reception. This number is in addition to the four or five staff, which would handle the tours, and Jane Coleman, wife of Museum Advisory Council member Ward Coleman, who volunteered to provide "mood music." ­Earlene said she was preparing publicity to notify potential artists that entry forms to enter the US Bank Celebration of the Arts art show th will be available as of November 15 . ­Earlene is working with the museum staff to select an image(s) for the cover of the invitation to the Centennial exhibition opening. ­After a discussion of the proposed marketing program for University Libraries' Blog, the group decided that the initial launch of the Blog would be Thursday, December 1, with a second more extensive launch sometime in mid­January with Imagewest developing the marketing materials. For the immediate launch date, consensus was reached that the Blog would retain its current color (blue) and would not carry the University's logo; that Imagewest would be given direction to develop table tents, ads for HERALD and DAILY NEWS, a promotional give­away (highlighters, not magnets); and that they would develop a catchy tagline. ­Earlene suggested that as a means to maintain awareness of some other library services such as TDNet, WILLS, the MP3's, and, of course, the Blog, that University Libraries sign a contract with WKYU­FM for underwriting of a selected program(s), and ask the station to rotate the ads to highlight the various services. With Michael’s approval, Earlene said she would contact WKYU's sales staff to get information about the cost and frequency of ads and if they would agree to rotating ads. Web & Virtual Library Report: Haiwang reported that the UL Blog is fully functioning and now needs fine­tuning. The Blog will be publicized to the University Libraries and will be officially launched on December 1, by then Earlene's marketing plan will be fully
implemented. ­Haiwang and the UL Blog Planning Task Force will work with the Web Site Team to redesign the UL Web site's home page to feature the UL Blog when it is launched. ­Haiwang and the Collections & Connections Editorial Committee will work on the next issue. They will explore the possibility of blogging part of the newsletter's content. Gift Policy and Procedures: Jack Montgomery, Coordinator, Collection Services, distributed draft copies of the Gift Policy and Procedures document. The Department Heads proofed, edited and made suggestions. The edited version will be returned for approval at the next scheduled CLDH meeting. Dean’s Report: Michael reported that he would meet with Dr. Burch on Wednesday, November 9. He will review the UL Blog and some pressing items such as the Helm electric grid, scanning equipment for reserves and KYVL budget. ­Michael announced that the Council would not meet on November 14. The next meeting will be November 21 and that the November 28 meeting would st be determined at the November 21 meeting. DLTS Report: Connie reported on the MARCIVE project – Rosemary Meszaros held a planning meeting with Debbie Lamastus, Dewayne Stovall, Nada Durham, Rose Davis, Nelda Sims and Connie to discuss next steps now that all of the records have been imported. Rosemary had a series of questions and talking points to expedite discussion. The group identified additional equipment needs for better workflow, such as barcode scanners and label printers for each Gov/doc person involved in the conversion process to distribute work evenly. ­On Thursday, November 17 at 10:00 a.m. in Cravens 303 there will be a th 25 anniversary reception for Linda Davis in recognition of her service at WKU. Invitations have been sent. ­DLTS won 2 awards recently: a unit productivity/exemplary achievement award for bib access and e­journals management initiatives ($2000) and a $1000 professional development award for high participation in Engaging in the Spirit conference in August. DLPS Report: Brian announced that he, Michael, Terri Baker and Matt Bogard would be meeting with Annie Angueria, Project Engineer for the VPAL (Visual and Performing Arts Library) at 2:00 p.m. on Tuesday. The Departments of Art, Music and Theatre/Dance have selected representatives to work on the VPAL Planning Committee. ­Brian is working on a schedule for the Winter Term for the Helm­ Cravens Library and the ERC. Library hours will be extended in Helm­ Cravens until 8:00 p.m. Monday­Thursday during this three­week period from January 2 until January 23 and adding Sunday hours for 2:00 p.m. until 6:00 p.m. At the ERC Saturday hours will be added from 2:00 p.m. to 4:00 p.m. during the same period. Anticipated additional funds needed should be less than $5,000 for part­time staff and unbudgeted student hours. st ­The November 1 Kentucky Live! Presentation with former Kentucky poet laureate, James Baker Hall, went off well. An enthusiastic crowd heard him read poems from his award winning collection The Total Light Process and show pictures from this Tobacco Harvest: an Elegy. He also talked about his career and the successes of some of his peers like
Wendell Berry and Ed McClanahan. Bobbie Ann Mason, he said, draws the most international attention of all Kentucky authors. ­Paula Bowles and Nancy Marshall have put up their latest display on st Louisville novelist­Kirby Gann who will be the December 1 speaker in the Kentucky Live series. ­Flyers and mailings are being worked on for the visit of Tosha Dupras, internationally known forensic anthropologist from Orlando who will th speak Thursday, November 17 in the Far Away Places series. ­Roxanne Spencer and Beth Knight attended the Charleston conference and gave presentations on partnering with Spanish school libraries and community outreach. ­New pocket folders have been ordered from Gerald’s Printing. They will include the new campus map but retain the art deco blue/cream colors of the original panels on the Helm Building. ­DLPS Exemplary Awards: Two $1,000 awards were given in recognition of Doug Wiles planning and installation of the video surveillance system, and in recognition of the development of a partnership with school libraries in Barcelona, Spain by Roxanne Spencer. ­New computers have been requested for: Jue Wang, Dan Forrest and Christy Spurlock in phase three of the Faculty Replacement Pool. These should be installed by the end of the fall term. *Facility Specialist Report: The a/c was tested last week after the temporary system was removed. The good news is that the permanent chiller seems to be working. *Library Technology Report: The Library Technology Team provided technical support for the Kentucky Live series program at B & N. Installed a new computer in Owensboro, updated computers and programs on three public computers and two faculty/staff computers. Dealt with problems on circulation desk and public computers in Glasgow and dealt with the usual problems involving network connection, printing, and software issues. DLSC Report: Timothy presented the KET Art Package, which contains some of the museum’s collections. The package includes a notebook, CDs, and poster. ­Timothy distributed the US Bank’s Celebration of the Arts Entry Form. The exhibition dates are March 5 – April 9, 2006 with an opening reception on March 4 5:00 – 7:00 p.m. ­Timothy will be a guest speaker in three classes next week. He is going to Delaware to give a talk on November 16 and will remain in th Delaware through the 28 . Nomination for Margie Helm Faculty & Staff Awards: Forms/ballots and list of former recipients will be sent out Tuesday, November 8. They are due in the Dean’s office December 1 and will be reviewed on December 5. Adjournment: There being no further business before the Council the meeting was adjourned at 11:30 a.m. For the Council, Jan Renusch