Agenda

Meeting notes--Bill

• Update on year end budget plans (Flo)
• University Librarian Search update (Flo)
• RefWorks (Sue)
• Transfer student orientation (Sue)
• RoundTable (All)
  • Welcome activities for fall--orientations, open houses, etc.
  • Summer projects

Meeting notes

Present: Flo Wilson (chair), David Carpenter, Martin Cerjan, Sue Erickson, Bill Hook, Juanita Murray, Tracy Primich, Holling Smith-Borne, Lisa Shipman, Celia Walker

It being noticed that Lisa has been attending regularly, she volunteered to take minutes for the next meeting.

• Update on year end budget plans (Flo)

Flo related for those who were not present at Strategy and Planning the previous day, the latest developments regarding the Archives Annex project and costs for renovation of that facility. There were concerns that the estimated costs were substantiall higher than had been expected, and Paul had asked library directors to hold off on 'end of year' spending until clarity about those costs could be achieved. However, the latest indications are that budget costs for the project will not be firm until at least mid-June. Consequently Flo indicated there was no reason for library directors to wait further if they have year end purchases to make. She did indicate that if at all possible it would be good to come in somewhat under budget to be able to add a bit of money back into the library reserves, which will be severely depleted with the Annex project.

A discussion ensued then about what the library reserves are, and how much would be used for the annex project. It was explained that the Board of Trust approved a project up to $4 million, but of that amount $3 million is the loan that must be amortized (and costs distributed to the deans in the library budget), and up to $1 million to come from the library reserves.

It was also explained that there are two components to the library reserves, one being the positive balance of operating budgets at the end of the fiscal year which accrues to the operating reserves. A second reserve fund consists of unexpended funds from the reassessment allocation.

• University Librarian Search update (Flo)

Flo reported that the search committee for the University Librarian received many comments on the three candidates interviewed, comments both from library staff members as well as other participants in the various meetings with the candidates. The committee has submitted their recommendations to Dennis Hall. The next steps are now for Dennis and the Provost's office to take.

• RefWorks (Sue)

Sue introduced a conversation about bibliographic management software, distributing a handout with an overview of the costs and options for various bibliographic management software. The question was asked as to whether this type of software fell into the purview of services the library should offer. We have not previously had a budget line to support a site license or extended offerings of such software, and the conversation was intended to see whether the Library Directors thought we ought to pursue a site license or officially support one or more of these programs.

Much discussion ensued about the various packages, which were used in various parts of the university and why. There seemed interest in having the library support and instruct students about this software. Sue was asked if Research Services had reviewed this information and made a recommendation? Her response was that they had not, since we did not have money in the budget it seemed inappropriate to make a recommendation that couldn't be implemented.

At this point (1:50pm) the meeting was interrupted by the fire alarms going off. The building was evacuated, so the meeting adjourned abruptly.

Notes submitted by Bill Hook