The meeting was called to order at 7:30 a.m. at Cafe DeGrasta, Grace Hall, by Chairman Walter Pratt. Also in attendance were John Adams, Harvey Bender, Wesley Calvert, Stephen Dumont, Roger Jacobs, Mark Pilkinton, Marsha Stevenson, Stephen Silliman, David Smith, John Weber, Jennifer Younger, observer Gay Dannelly and secretary Melodie Eiteljorge.

The minutes of the meeting of March 28 were approved as written.

Director's report:

* Younger recently sent a report to the provost on the library materials budget. She will send an executive summary of that report to the University Committee on Libraries (UCL). The report summarized the current state of the library materials budget, the actions taken and projected for managing the loss of purchasing power, outlined next steps and requested consideration be given for supplemental funds for library collections. From 1994/95 - 2000/01, the library materials budget increases were sufficient both to cover price inflation and provide a gradual expansion in the number of books and serials purchased, which was the purpose of the post-Colloquy funds. Beginning in 2001/02, however, budget growth slowed and then declined, while inflation in the price of serials and monographs continued unabated, thus requiring action to reduce our commitments for purchasing serials and books. Younger stated that we have two goals. In some subject areas, such as theology and Medieval studies, the goal is to build comprehensive collections. In others, it is to meet information needs of faculty and students through a mix of methods, including collections, interlibrary loan, and commercial document delivery. Silliman noted that in Engineering we are not meeting information needs. We are in the third round of serial cuts and are acquiring no new books.

* Younger reported that the Advisory Council for University Libraries would meet on Friday, April 25. The afternoon agenda included a tour of the newly renovated basement. UCL members were invited to attend.

* This was the last meeting of 2002/03. Younger thanked departing members Stephen Dumont (as Gail Bederman's representative), Mark Pilkinton (Fine and Performing Arts and the School of Architecture), Jack Pratt (Law), David Smith (at-large, but returning for Social Sciences), and Theresa Krier (at-large, term expires '05, but she's leaving the University). We've received word that new members will include Charles Rosenberg (Fine and Performing Arts and the School of Architecture), and David Smith (returning for Social Sciences). Subsequent to the meeting we received word that Walter "Jack" Pratt has been re-elected to represent the Law School. We still need an election for one at-large member.

*Younger also reported that she will poll members about meeting dates for next year. Since breakfast meetings seem to accommodate the schedules of the most members, we will continue the 7:30 a.m. schedule.

UCL is charged with submitting an annual report to the Academic Council. Chair Jack Pratt distributed copies of his draft report for this year. He noted that he would welcome any revisions or additions.

The main agenda topic was the proposed communication with the provost in regard to the effect of a 5% cut in the collections budget. This was proposed by Roger Jacobs at the last meeting. Jacobs distributed a draft of the letter. There was considerable discussion of both the letter and the issue. Jacobs will incorporate some revisions. Bender proposed a resolution that Chair Jack Pratt send the letter on behalf of the committee to both Nathan Hatch and Jeffrey Kantor, with copies to the college deans, and that the letter be appended to the minutes of this meeting. The resolution was passed.

In discussing this issue, Jacobs asked if some institutions ask colleges to help with funding collections. Younger replied that this is a rare model. Vanderbilt has such a model. At Baylor, 30% of the collections budget is funded by the university and the remainder comes from individual academic departments and colleges.

Bender noted that research grants are intended to include support for library materials and that the University relies heavily on research grants. We should make sure the designated funds are made available to the library.

Other comments will be incorporated into the letter, which will be appended to the minutes.

There being no further business, the meeting adjourned at 8:40 a.m.

Respectfully submitted,

Melodie Eiteljorge
Secretary