THESE MINUTES WERE APPROVED AS SUBMITTED AT THE ULC COMMITTEE MEETING ON MARCH 2, 1995. UNIVERSITY LIBRARY COMMITTEE MINUTES January 19, 1995 PRESENT: Debbie Averhart, Library Darrell Clowes, Education Anita Haney, Comm. on Graduate Studies Richard Helm, Forestry Eileen Hitchingham, Library Donald Kenney, Library Gerald Luttrell, Chair, Engineering Julie Petruska, Staff Senate Cal Ribbens, Arts and Sciences Peter Wallenstein, Faculty Senate Daniela Verthelyi, GSA ABSENT: Provost's Representative Lori Marsh, Agriculture & Life Sci. Mark Smith, Veterinary Medicine Marie Wall, Architecture James Yardley, Business Steve Zappone, SGA The meeting was called to order at 4:00 p.m. The November 10, 1994 minutes were approved as submitted. G. Luttrell introduced Eileen Hitchingham to the members as the new Dean of University Libraries. A new distribution list providing members' e-mail addresses and phone numbers was handed OUT. G. LUTTRELL REPORTED THAT RITA SCHWARTZ OF THE FACULTY Senate had asked that the ULC appoint a member to be a reporter/contact for her. In his capacity as representative for Faculty Senate, Peter Wallenstein agreed to fulfill this role. Following discussion, a decision was made to maintain the regular meeting scheduled for ULC as the second Thursday of the month, 4:00 - 5:00 p.m. NEW BUSINESS LIBRARY REPORT (E. Hitchingham): E. Hitchingham expressed that she was pleased to be here at Virginia Tech, and pleased to find a lively and working library committee which could serve as a communication avenue and connection point for the reviewing of services. LIBRARY FINES POLICY AND PROCEDURES (D. Kenney, D. AVERHART): D. Kenney addressed the concerns previously expressed about overdue notice letters getting out much later than the due dates, with the resulting fines accumulating to high levels. Regarding a suggestion that the library do follow-up mailings, he noted that that would be labor intensive and very expensive. The library is suggesting that greater efforts could be made to promote the use of the PIN number, a mechanism which has been in place for two years which allows patrons, via VTLS, to check the status of their own check-out records and activity, thus allowing for greater accountability. D. Kenney invited D. Averhart, interim head of access services to further explain how to get a PIN number. D. Averhart distributed copies of a flyer explaining the use of the PIN number. These flyers could potentially be distributed at the beginning of each term in whatever packets are prepared for graduate students. D. Verthelyi, GSA representative, noted that the other related concern on the part of graduate students was about faculty not having to pay any fines, thereby having huge stacks of books in their offices which become inaccessible even to recalls. She added that another problem was that students are not aware of the fines structure. D. Averhart explained that the VTLS system will automatically block check-out for faculty who reach 100 books and have not returned them. G. Luttrell indicated that there was some question as to whether additional aspects of the fines policy had been added since the committee reviewed it some years back. He asked that existing policies be made available for complete review at a future meeting for further discussion and possible changes. A motion was made and seconded to table these issues until the next meeting. GENERAL DISCUSSION There was discussion about the status of the construction of the new storage facility. D. Kenney noted that the facility is scheduled for completion in March. Records Management, which is going to be sharing the building with the library, will be moving in shortly after completion. The library has been given a date of August 1 to be out of the current storage building (CHEDS). A great deal of coordinating needs to be done to get that collection moved. G. Luttrell asked if the budget problems have been resolved to get the necessary personnel to accomplish that. E. Hitchingham indicated that additional money is available to accomplish the move, but the library's concern is the long-term effect of the facility's operating costs on the budget. P. Wallenstein raised an issue concerning the inability of faculty to add material to existing reserve lists in less than a two-day turnaround. D. Averhart explained that this is an area where the library is hard hit by staff shortages at the moment, but that whenever there is an indicated rush, efforts are made to do things immediately. She will look into how staff is communicating and responding to such requests. G. Luttrell asked E. Hitchingham to offer, at a future time, some information as to any initiatives she may be planning as the new Dean of Libraries. D. Verthelyi asked that a future agenda item address the timetable for the library during semester breaks. Her concern was that the current hours allow very little time for students/staff who have jobs from 9-5 to have access. D. Kenney explained that the design of this library facility does not allow for a skeleton staff as suggested for more extended hours. A lot of very valuable equipment has been moved out to the public and security issues are a real concern. Neither do we have lockable areas in order to allow restricted access. D. Kenney also noted that in comparison with studies of other institutions, Virginia Tech's hours are generous. It was agreed that this issue could be examined at a future meeting, to look at the clientele who typically use the library during breaks, and to see if an offering of a different pattern of hours is possible. The meeting was adjourned at 5:00 p.m. The next meeting will be on February 9, 1995.
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