Library Executive Council
Minutes of the Meeting - August 10, 2004

Present: K. Hahn, Lowry, Ruschoff, D. Vikor, Williams, and Wilson
Facilitator: Ruschoff, Scribe: Vikor, Timekeeper: Williams

Maggie Cunningham and Trudi Hahn provided a demo of web pages (from the library visitors' page) designed to facilitate the delivery of information about library room reservations/ rentals and associated fees and also serve as a site for obtaining the necessary forms to request a room reservation.
Outcomes:

• Details related to the pages still need some tweaking.
• A lead person(s) need to be identified and a reflector group created for managing responses to electronic requests.
• The working group (Cunningham, Dalto, Hruzd, T. Hahn, J. Williams) will send an update to LEC after remaining details have been addressed.

A 1989 proposal on this topic created by an ad hoc committee within PSD was reviewed. Recent experiences affecting PAL were related. Sue Koutsky provided additional observations regarding relevant environmental conditions.
Outcomes:

• Koutsky will coordinate with the Disaster Salvage Squad and the Safety & Security Committee the drafting of a set of guidelines and procedures for library closings in temperature emergency situations.
• In the interim, D. Vikor will contact branch heads regarding procedures to follow.

Tom Wilson presented a draft document on initial criteria for digital projects, based on the Columbia Univ. model. This will provide a useful framework for developing and evaluating potential projects. Courtney Danforth shared copies of an existing evaluation checklist for staff proposing projects.
Outcomes:

• T. Wilson and Danforth will work to incorporate the cheklist with the criteria document and describe a decision-making process for projects that includes final approval by LEC.
• The funding source for a project needs to be added to the criteria.
• The results of the digitization needs survey conducted by the Preservation Committee will be used to identify potential digital library projects.
• A few existing projects will be used to “test” the draft criteria and the process to be developed.
• T. Wilson will contact members of the Digital Library Advisory Team (DLAT), informing them of DLAT’s dissolution and thanking them for their service.
• This topic and follow-up work will return to LEC in September.

Tom Wilson emphasized that the plan is a preliminary draft and reflects where things are going as of today. This is an evolving document that is not intended to be comprehensive or definitive.
Outcomes:

• LEC concluded that the plan needs to be reviewed and discussed in detail at a later date in order to inform College Park views that will be conveyed by Lowry to the Council of Library Directors in September. Follow-up discussion is scheduled for September 14.

As a result of ongoing software needs and associated expenditures, there is a need to establish additional funds for such purchases. $9,500 has already been spent. An additional $15,000 is needed. A total of $25,000 for the entire year was allocated for both PC maintenance and software acquisitions. The possibility was raised of merging these budgetary needs with the “local site equipment” budget.
Outcomes:

• Decision on this topic will be placed on hold pending review of the larger budget.
• In the interim, additional software requests will be accommodated.

• Staff Travel Request. Carleton Jackson’s participation in the annual National Media Market Meeting is to be considered administrative travel.
• CIRLA Fellow. The possibility of the Libraries receiving a CIRLA Fellow was raised. Lowry will do the necessary follow-up.
• USMAI Restructuring. Ruschoff provided an update on previously reported developments. The Roster of Experts has been forwarded. She will attend the August CLD meeting for Lowry.

7. Topic: Announcements

• Vikor reported that he, Lowry, and approximately 12 of our librarian subject specialists attended a meeting at the Library of Congress last week to explore ways in which LC can partner with us in order to support more directly faculty and student research at the University of Maryland. Among possibilities discussed were Area Studies Programs. Further discussions and points of contacts will be developed.
• Ruschoff reported the following:
  • Tanner Wray will relocate to Sam Taavoni's Office.
  • The PS-PZ folios will be moved from the 6th floor to the 7th floor, to be consistent with the shelving of the regular stacks classifications.
  • Access Services continues to test the 3M self-check equipment. Some problems have developed that may delay the fall pilot implementation.

8. Topic: Agenda for Next LEC Meeting, August 31, 2004
Leader: Ruschoff
Most of the next meeting will be devoted to an overview of the FY05 budget and related issues, including L&A and prospects for filling vacant or new positions during the year. Ray Foster will join LEC for that meeting.

Submitted by Desider Vikor

return to top