Agenda, July 30

(Meet in Law School, Burch Conference Room, Room 150)

• Winter break--final decision about closings
  • Central, Divinity, Special Collections, Administrative Services, OUL, Peabody, Technical Services, and LITS are considering closure December 24 – December 28. Final confirmation needed.
• Communications Committee recommendation on re-naming VU-eArchive
  • The committee discussed the various issues related to the proposed name change for VU e-Archive including lack of clarity about how Discover Archive might fit in with DiscoverLibrary. After much discussion we determined that Discover Archive could be a good name for VU e-archive if we paid attention to consistent branding. To this end we decided to try to come up with a “signature” (to use the language of Creative Services) that parallels the DiscoverLibrary Signature. Thus we recommend that a DiscoverArchive signature be created with the two words connected and that redesigns of the DiscoverArchive interface will begin to use elements from the DiscoverLibrary interface to tie them together. Although DiscoverLibrary and DiscoverArchive do not serve the same function and it is likely that records from DiscoverArchives will be ingested by DiscoverLibrary, it was determined that there was value in leveraging the “Discover” concept and identity to help market to potential donors and attract potential users. We also discussed using just “archives” rather than DiscoverArchives within DiscoverLibrary, but this decision can be deferred until such time as the records are actually available from the DiscoverLibrary environment. We also agreed to work with Ronee as she develops marketing tools such as brochures and the DiscoverArchives interface to make sure we are keeping a consistency of vision that doesn’t dilute the product names.
• Skills and Interest Inventory updating
  • The Staff Development Committee is putting together another round of a skills and interests inventory for staff to help with identifying talent across the system. The Committee has proposed a short-term project team to handle this effort. Confirmation is needed by the Library Council.
• Welcome banners--who needs?
• Security recommendations--action items (David, Celia)
• United Way and Faculty-Staff Campaign coordinators
• Library Council Charge draft (M:\StrategicPlan\LibraryCouncil.html)
• Security Guard trial
• Announcements
  • Year-end budget status; materials carryforwards
  • Reassessment request
  • Practicum opportunities
  • Peabody book swap

Minutes: (Regrets: Jody, Lisa, Beth Boord)

1) The following libraries and library units will be closed for winter break December 24-28, 2008: Central, Divinity, Special Collections, Management, Administrative Services, OUL, Peabody, Law, Technical Services, and LITS.

2) The committee accepted the former proposal by Roberta and Juanita and the subsequent recommendation by the Communications Committee to change the name of VU e-Archive to DiscoverArchive.

3) The SDC has proposed a short-term project team (Chris Waldrop and Karen Swoopes to lead) to update the staff Skills and Interests Inventory. The team will discuss wording and the effectiveness of the inventory with directors.

4) Any library directors who want a “Welcome to the Library” banner should notify Robyn by the August 6th committee meeting.

5) David and Celia reviewed a list of action items in response to Commander Atwood’s Security Assessment Report. The following items were discussed:

• Annual training for staff and student assistants should take place. Both online security training and scheduled security training sessions are recommended. The SDC could be asked to schedule sessions.
• Each library should develop a procedure for reporting suspicious activity to VPD. This procedure should identify to whom such behavior is reported within the library; an Incident Report should be created and VPD should be notified.
• A standard set of written emergency protocols should be created and made available to all library staff. Each library should identify staff members with special training (CPR, first aid, etc.) and/or foreign language skills for assistance in emergency situations.
• Libraries without a current protocol for cash and key control procedures should develop and implement such a protocol, consistent with university practice.
• Public Use Policy of Library Facilities – to be discussed in August by Library Council for further exploration.
• Individual libraries should have graduate student workers on staff after normal business hours when no professional staff is available.
• We need to develop and implement a security incident reporting and information sharing system. A blog with an RSS feed and alert feature notifying specific individuals is recommended. The CAC will discuss implementing this plan.
• An individual within each library should be designated responsible for overall security concerns.
• The CAC will review details of a proposal for a Security Guard Trial Project. If accepted, the pilot would take place in the fall and a budget request submitted later in the year if the project is considered effective.
• Security camera installation is recommended for the GLB, Peabody, and Science & Engineering. We should request more detailed information from Captain Atwood for further consideration of this proposal.

6) Community Giving Campaign and Faculty-Staff Campaign coordinators should be appointed to represent the Library. A decision was made to rotate three staff each year. Management, Central, and Divinity will provide coordinators for this year’s campaign; other libraries will select representatives on a rotating basis for subsequent years.

7) The Library Council will need to develop a charge for the coming year, which can then be revisited once new library leadership is in place. Robyn and Flo created a charge by combining and editing the charges of the Library Directors Council and Strategy and Planning Council; directors and committee members should review the LC charge and send any suggested revisions to Flo or Robyn.

8) The Security Guard Trial, as mentioned above in item 5, will be sent to the CAC for review and implementation recommendations.

9) Announcements:

• The fiscal year-end budget bottom line was positive, which has been transferred to a fund for future building project needs.
• Bill and the Collections Committee will discuss materials carryforwards and report back to the Council.
• Approximately $250,000 in technical support reassessment requests will be made. An additional reassessment request for collections, shelving and other items may be formulated for spring.
• Practicum opportunities. Celia requested that units think about potential practicum student opportunities for fall. She will post them. These will be communicated to UTK for use by their students, and the Staffweb posting will be available to others as well.
• Peabody will start a Book Swap in the fall, offering free books to students, staff and faculty. These books will have a stamp inside the front cover delineating them from library books.
• Roberta announced the new Electronic Resources and Serials Management Team, led by Julie Loder, which will begin August 1.
• Sue will distribute folders, Guide to Libraries brochures, and pens to libraries. Directors should contact Sue to let her know how many of each they will need for their library.
• Open House for first-year students is scheduled for the afternoon of 8/18; for transfer students the morning of 8/22; and for graduate students the afternoon of 8/25.