Minutes April 7, 2006

11:00 a.m., Friday, April 7, 2006
University Club, University of Louisville

Attendance:

Carol Diedrichs (Chair), University of Kentucky; Arne Almquist, Northern Kentucky University; Carrie Cooper; Eastern Kentucky University; Diane Nichols, University of Louisville; Elsie Pritchard, Morehead State University; Laurene Zaporozhetz, Murray State University; Sheila Stuckey, Kentucky State University; Sheree Williams, Jefferson Community and Technical College (KCTCS); Suzy Palmer, University of Louisville (Collections Committee); Anne Abate, GCLC; Sarah Schaff, GCLC.

Call to Order:

Carol Diedrichs called the meeting to order at 11:09 a.m.

Introductions:

Everyone introduced themselves. Sarah Schaff was introduced by Anne Abate as the new Continuing Education Coordinator for GCLC.

Minutes from Previous Meeting:

Laurene moved to approve the minutes as corrected from the February 10th meeting. The motion was seconded by Arne and unanimously approved.

Chair's Report Regarding CPE / VLAC Relationships:

Carol reported on the VLAC meeting. Carol, Laurene and Mike were all in attendance. The budget has not yet passed, but they discussed some aspects of the budget as they had been reported to VLAC. While there were some improvements to the budget, there were also some large items lost from the budget. The money originally intended for the upgrade to the integrated library system is probably not included in the budget.
Elsie and the ILS Task Force had a meeting with the server experts. They asked many important questions about going to a single server site. There are some concerns that the servers need to be upgraded soon.
Carol expressed the need for the libraries to coordinate their requirements and need for new systems so that they will be able to communicate those needs to CPE when it is time to request the funding.
There is also a concern that there will be a reduction in the funding for databases and this could have a significant impact on the academic collections. Carol reminded the Collections Committee that they will need to track this potential loss and its implications on SAALCK database purchases.
Carrie mentioned the concern that an ERM system was an impending need. Everyone agreed that this is a true need that should be brought forward. Suzy reported on the availability of ERM systems from the major vendors (Endeavor, Exlibris, Innovative, Serials Solutions, and Ebsco) that had been discussed by the Collections Committee. They would like to schedule demonstrations of the systems in early August at UofL. Anne will work on logistics for the event. The Collections Committee will contact the vendors and select a date.
The Collections Committee will be asked to draft a proposal to VLAC from SAALCK for Phase One of the ILS upgrade, which would be the ERM system, by April 14. This will include simple language about advantages of the system (fiscal responsibility of the organizations, assisting all organizations to manage their resources, reduction of duplication, accessibility of resources, would help manage and integrate databases of both KYVL and individual institutions) and the priorities for SAALCK. Some of the KCTCS institutions may have an interest in the ERM system as well.

LUNCH BREAK

Executive Director's Report:

Anne explained the position of Continuing Education Coordinator for GCLC and how Sarah will interface with SAALCK members.
Anne distributed a financial update.
Anne distributed a draft of the data fields that will be collected for the Speakers' Bureau database and asked for comment.
Planning for the Collection Development workshop in Lexington is going well. There are still a few places left at the Cincinnati session. The waiting list for the Lexington workshop was cleared by the cancellations. We will continue to keep a waiting list.
Anne distributed a summary of the evaluations from the Future of the Library Catalog workshop held in Lexington on February 27th. Anne thanked Carol and her staff for their help in making the arrangements for the workshop.
Anne continues to communicate with ARL regarding a good date for the Library Management Skills II workshop in the fall of 2006.
Anne set up the registration page for the workshop on May 15 on Reference Redesign that is being sponsored by the UK Libraries. More than 30 UK staff have already registered. Registration for SAALCK and GCLC members will begin in the middle of April.
The program on Institutional Repositories available from LITA will probably not work as a pre-conference to KLA due to its cost. Anne is now investigating holding it as an event at the KHECC Conference. KHECC has not set their date yet, so we are waiting for that to happen before moving forward. Anne will ask if the LITA speaker can also do a shorter presentation at KHECC.
NetLibrary now has most of the final paperwork. There should be little standing in the way of bringing the files online in early April.
Anne distributed a list of the intended members of SWON Libraries, the successor organization to GCLC. Anne will be submitting a budget and request for grant funding to the State Library of Ohio in April.

Report from Collections Committee:

Suzy reported of the Collections Committee Meeting that took place on April 5. They discussed the database overlap list. They looked at the possibility of approaching the vendors (Ebsco, CSA, Proquest) with a bid process on the overlap list. It may be possible to allow AICKU schools to participate. They also discussed the implications of the relationship EPSCOR which may be a better approach with some vendors, particularly Wiley.
The Committee reviewed the current contracts and will be enhancing their review of the contracts.
The Committee looked at several new products. They do not want to look at any other new products at this time.
The Committee does want to revisit a consortial deal with Elsevier and/or Wiley and they are contacting the representatives for more information.
The Committee decided not to recommend that SAALCK consider the Ulrich's Serials Analysis System from CSA due to the level of local labor required to use the system.
The Committee discussed the Last Copy in Kentucky issue and decided that it was too big an issue to consider at this time from both a storage and staffing perspective. Without clearer direction, they are dropping the issue for now. They are suggesting the SAALCK consider the storage issues before considering this again.
The Committee will attempt to meet three times per year in person. The next meeting will be in August (with the ERM meeting).

Collecting SAALCK Data and Statistics:

Carrie and Arne met by phone to discuss SAALCK statistics. They developed three ideas: (1) Salary survey data--could be available on website or distributed privately to the directors. They decided to ask Mike if he would be able to continue his project and distribute to the directors; (2) ARL/ACRL data—SAALCK could offer an optional submission of available data, or a sub-set of the data, by all institutions; (3) National Center for Education Statistics—The SAALCK data for the most recent year should be posted on the website.
Arne will talk with the SAALCK Webmaster to discuss how to bring these things live to the website.

CPE/VLAC Relationships:

Carol distributed some sample promotional literature from other consortial and network groups.
Anne will try to find a student intern who can develop a promotional piece on the value of KYVL to the libraries in Kentucky.

Vice Chair and VLAC Appoinments:

Laurene will be taking over as Chair in July. She is making up the annual calendar to distribute at the May meeting.
Laurene moved to nominate Elsie to serve as the next Vice Chair. Sheila seconded the motion. Elsie was elected unanimously to serve for 2006-2007 as Vice Chair and 2007-2008 as Chair.
Laurene reviewed the minutes to determine when the VLAC Appointment had last been made. Laurene replaced Lee in July of 2004. Another person is needed to represent the comprehensives/academics on VLAC. Laurene moved to nominate Elsie to serve as the VLAC representative for SAALCK. Sheila seconded the motion. Elsie was elected unanimously to serve for 2006-2009.

Storage Facility:

Carol suggested that this discussion be moved to the next meeting.

Announcements:

UK has a new provost starting July 1 who is already regularly spending time on campus. The library is in the process of designing a phase one renovation to the lower level of the Young Library that will become the information commons. They are working on the early stages of a consolidation of the science and engineering libraries into the King Library addition. UK applied to host an HBCU (Historically Black Colleges and Universities) librarian on campus for a two week site exchange. The Libraries have received funding from a campus improvement fund to recarpet high-traffic areas of the Young Library.
UofL is also hosting an HBCU intern this summer. On April 27 the library is hosting the 3M Roadshow to show off their self check-out and RFID products. The transitional renovations of the main floor of the library will begin within the month. The new Media Services will be moved into this space. The Bingham Poetry Room will also be renovated. There are some open positions with search committees that are nearing completion. The Information Literacy Group won a campus grant to hold some event for students in conjunction with Mardi Gras.
Eastern is completing their search for a Dean which will be complete in the summer. They are hiring two new librarians. They are organizing the Scholars Assembly for the campus. EKU is purchasing three JSTOR collections.
The VP of Academic Affairs is retiring from Kentucky State. There will be a small renovation as the Academic Center for Excellence is putting a tutorial lab outside the library. Sheila attended an HBCU Leadership Conference in Atlanta. The interview process for the new Director is complete and so an announcement is expected soon.
Murray State sent out bids for library movers. The university is on an earthquake faultline, so this adds complexity to the process. They are starting the move in mid-May and hope to be finished before classes re-start. They had large application pools for the four open positions. Laurene won the Jane Ryland Fellowship from Educause. This allows her to attend an Educause event and she will be attending their Policy Conference in Washington DC at the end of the month.
Morehead State is also looking at purchasing a JSTOR collection. During National Library Week the librarians set up a table in the student center to provide remote check out service for some popular DVDs. Morehead will be advertising for a Serials Libarian with no experience required later in the year. The library is commissioning a pair of art quilts to be hung in the entrance of the library that will also be used as a fund raising effort.

Next Meeting:

The next meeting date will be May 5th either in Louisville or at EKU.

Future Meeting Topics:

Electronic Resource Management Systems
September 15 – SAALCK Meeting and SLIS Reception in Lexington
Salary Survey Format and Options
Storage Facility

Adjournment:

The meeting adjourned at 2:30 p.m.

Respectfully Submitted,

Anne K. Abate Executive Director