The meeting was called to order at 3:30 p.m. 222A Hesburgh Library by Director Jennifer Younger. Also in attendance were Wesley Calvert, Roger Jacobs, Theresa Krier, Mark Pilkinton, Walter Pratt, Marsha Stevenson, David Smith, John Weber, Gordon Wishon, observer Gay Dannelly and secretary Melodie Eiteljorge.
The minutes of the meeting of May 16, 2002 were approved as written.
The first order of business was the election of a chair. David Smith nominated Walter "Jack" Pratt. By a unanimous vote the motion was carried and Pratt accepted the office.
At the last meeting in May the committee reviewed a draft of its annual report to the Academic Council. Over the summer Younger and chair Harvey Bender incorporated suggested revisions. With those revisions Bender will now submit the report.
Younger reported that in the Hesburgh Library we have implemented a new food and drink policy. Tent cards publicizing the policy have been placed on tables throughout the building.
In regard to renovation, Younger reported that demolition of the basement is almost finished. There were some unforseen factors that will result in a slight decrease in the amount of compact shelving to be installed. The basement should be finished by August, 2003. On September 18, 2003, the Libraries will hold a celebration, dedicating the new lower level. On that same date in 1963 the building, then called Memorial Library, was dedicated.
Younger also reported that throughout October five candidates will visit campus to interview for the Associate Director for User Services position. Committee members are invited to attend presentations given by the candidates.
Younger next asked Dannelly to report on serials cancellations. We have completed a serials cancellation project over the past several months in an attempt to stay within our overall library collections budget. In that project, we have cancelled more than 500 titles and saved over $170,000 in 2002 prices. We continue to look at options in a fluctuating market.
Stevenson reported that she met with Sue Dietl and Jennifer Younger over the summer to look at the process for recalling books. We have resolved technical problems so that we can now create overdue recall notices in the automated system separately from initial recall notices and regular overdue notices. The question is whether we should apply sanctions when books are not returned upon a recall request. Several other suggestions were made, e.g. making phone calls to individuals who have not returned recalled books or picking up books from offices. Also, some faculty might not know that they can return books through campus mail. Questions were raised regarding the reasons for and frequency of non returns of recalled books. Stevenson will look at these factors and report back at the November meeting.
Younger reported that Dan marion and Natasha Lyandres will attend a workshop on institutional repositories in October 2002, sponsored by the Association for Research Libraries (ARL). Definitionally, institutional repositories for digital data could store any digital materials hosted, owned, controlled or disseminated by the university. For the library, we will need a digital repository for digital collections that supports network access and delivery and provides long term preservation of the materials. Younger will report back after the workshop.
The committee next discussed topics for academic year 2002/03. Pratt and Younger articulated the need to discuss the shifting strategic landscape of the library, by which is meant that in the immediate future, it is most likely the library collections budget will increase at a rate less than the rate of inflation in the cost of books and journals. Strategies for dealing with what are effectively budget cuts exist; however, in anticipation of use over successive years, it could be helpful to consider how the shifting strategic landscape might have an effect on the library's ability to carry out its mission and, further, to what extent the library can or should redefine its priorities and goals. Notre Dame is not alone with this problem as other research libraries are also dealing with the issue of budget increases less than the rate of inflation.
Krier asked about our collection development process. Dannelly mentioned that the library has a collection development policy for each subject area and will send the Web URL for them. She noted, however, that these were written several years ago and that the policies do not necessarily identify how current collecting levels may differ from those of the past. This latter point is important to keep in mind in understanding how well the collection does or does not support instruction and research at Notre Dame.
There was a brief discussion about the rate of inflation in commercially published journal prices, and how research libraries might be able to disrupt the cycle of high inflation. Younger noted that research libraries are collectively a rather small market force that has not been very successful to date in influencing the practices of some commercial publishers. Toward that end, research libraries are pursuing other means in collaboration with university faculty, professional societies, and through ARL.