§ SAALCK Directors' Council Meeting
11:00 a.m., Friday, June 1, 2007
University of Louisville, University Club
Attendance:
Laurene Zaporozhetz (Chair), Murray State University; Arne Almquist, Northern Kentucky University; Carol Diedrichs, University of Kentucky; Connie Foster, Western Kentucky University; Betina Gardner, Eastern Kentucky University; Elsie Pritchard, Morehead State University; Hannelore Rader, University of Louisville; Sheila Stuckey, Kentucky State University; Cindi Trainor, Eastern Kentucky University; Jan Wren, University of the Cumberlands (AIKCU); Sheree Huber Williams, Jefferson Community and Technical College (KCTCS).
Call to Order:
Laurene Zaporozhetz called the meeting to order at 11: 02 a.m. She invited everyone to introduce themselves as there were several substitute representatives in the room.
Minutes from Previous Meetings:
- Hannelore moved to approve the minutes from the February 2nd meeting. The motion was seconded by Elsie and approved unanimously.
- Hannelore moved to approve the minutes from the March 2nd meeting. The motion was seconded by Elsie and approved unanimously.
Executive Director’s Report:
- The financial statements for March, April and May were distributed.
- SFX training was held on March 13th and 14th at Eastern Kentucky University. It was a great success. Anne provided the program budget and evaluation summaries.
- The SWON Libraries / SAALCK Member Experience Database (SSMED) continues to grow. There are approximately 25 entries. The office will put up an announcement about opening it for use soon.
- The office prepared a new electronic copy of the SAALCK By-Laws and made sure it was accurate against the latest version that could be located. This was provided to Laurene.
- The office has been working on the details for the proposed Academic Library Summit. This will be discussed in detail later in the meeting.
- SWON Libraries is setting up a demonstration of EnvisionWare, time and print management software. Anne asked if the SAALCK libraries would be interested in participating. Several expressed interest, so Anne will attempt to schedule a demonstration in Kentucky.
- Quite a few libraries took advantage of the discount provided on the McGraw-Hill Encyclopedia of Science and Technology. Anne will continue to extend SWON Libraries discount offers to SAALCK whenever the vendor allows it.
- Anne distributed the rough draft of the SAALCK brochure for comment. Elsie and Hannelore will provide Anne with some corrections and suggestions.
Chair’s Report:
- Laurene reported on the Kentucky legislative activity. Nothing related to the budget passed in the recently concluded legislative session.
- Laurene provided everyone with a copy of the Strategic Plan of the Kentucky Virtual University that was distributed by CPE.
- Laurene provided updates on KYVL and the selection of databases taking place through the RFP process. Several people expressed concerned about the process.
- Laurene reported on the April 13th AIKCU meeting that she and Anne attended at the AIKCU headquarters. Jan provided her perspectives on the meeting and the issues that were discussed. SAALCK will be invited to send a representative to all AIKCU meetings in the future.
Budgets: Summary of 2006-2007 Planned Expenditures
- Arne reported on the comparisons of planned expenditures that he is compiling. He is awaiting several submissions: Western Kentucky University, University of Louisville, and University of Kentucky. He will complete the report this summer. Comparison of Expenditures with Peer Institutions Using ACRL Data:
- Laurene provided copies of a report she compiled for the Murray State University Academic Council. Summary of 2006-2007 Library Material Budgets—Inflation and Expansion
- Connie Foster reported for Mike on the budget comparisons.
Upcoming Conferences:
- Laurene announced that the Kentucky Convergence Conference (formerly Breaking Down Barriers) will be Thursday, November 1st and Friday November 2nd in Somerset, Kentucky at the Center for Rural Development. Arne suggested that SAALCK needs to have a stronger presence at the conference as well as look for different opportunities. Anne reported that it has become difficult for Glen to attend the KHECC planning meetings to represent SAALCK. Cindi Trainor volunteered to be the new representative from SAALCK to the planning committee, pending approval from Carrie. Arne moved that Cindi represent SAALCK at the planning committee. The motion was seconded by Elsie and unanimously approved.
LUNCH
- Laurene announced the plans to hold an Academic Library Summit on July 17th and 18th at Cumberland Falls State Park near Corbin, Kentucky. A small planning committee with representatives from SAALCK, KCTCS and AIKCU will be working on the details. Roger Verny, Deputy State Librarian of Ohio, will serve as the facilitator of the meeting.
OUTREACH
KY Education Network (KEN) Applications Subcommittee Update:
- Carol and Hannelore reported that the meetings have moved away from issues that are of strong concern to libraries. All campuses are represented, in case information needs to filter through to the libraries.
- Arne has been asked to serve on the Interoperability Subcommittee.
VLAC (Virtual Library Advisory Committee) Updates:
- Carol, Hannelore and Elsie reported that there has not been a meeting recently. Carol is concerned that the existing group is not an effective tool. (I’m sure Carol will fill something in here!)
- Laurene will write a letter on behalf of SAALCK to Enid Wohlstein and Al Lind explaining these concerns.
CIO Update:
- Arne had nothing to report since he is no longer interim CIO and does not attend the meetings.
CCAO Meeting Update:
- Laurene reported that the agenda at the recent meeting was too full. Our response to the facilities report completed for CPE will be on their next agenda.
Legal Counsel Meeting Update:
- Laurene reported that all KY universities were represented at the recent meeting of Legal Counsel Meeting, Chief Information Officers and Records Managers. She attended the meeting with her legal counsel and CIO. The group is discussing implementation of recent regulations regarding documents management for all formats, including electronic and voice.
Endeavor Working Group:
- Laurene reported that this group met on May 31st. They are holding a contest for a new name for the group. The results will be announced soon.
- Enid gave a report at the working group meeting. She reported on the RFP progress and several other issues.
- Formal minutes from this group should be available soon and will be forwarded.
DISCUSSION
Meetings with Others:
- Laurene asked if we want to hold a reception/meeting with the University of Kentucky School of Library and Information Science. Since the search for the director is in process, SAALCK will postpone having another reception until a new director is in place.
- We will explore a regular meeting with the State Library of Kentucky as suggested at the meeting last year.
- The Chair will represent SAALCK at all KCTCS and AIKCU meetings. Both groups hold two meetings each year.
Discussion of Consultants for Next Generation Library System:
- Laurene began a discussion of potential consultants should money become available for a new library system by asking for suggestions.
- SAALCK will begin to assemble the criteria for selection as well as a list of potential consultants.
- Elsie will call Kate Nevins for suggestions.
- Carol distributed the Marshall Breeding annual update on ILS from Library Journal.
Regional Depository Libraries:
- Carol reminded everyone that the University of Kentucky is the Regional Depository Library for the Commonwealth of Kentucky with several selected depositories around the Commonwealth.
- She reported on some general concerns that some of the Regional Depository Libraries may decide to no longer have that responsibility due to the costs and other issues. This would have an impact on all of the selected depositories throughout the Commonwealth. There may be changes coming for the Regionals to establish Shared Regionals.
- Draft Guidelines have been proposed and Carol suggests that SAALCK members write individual etters commenting on the Draft Guidelines.
Ex Libris Metalib/SFX:
- Laurene received a memo from Enid Wohlstein on May 25th regarding releasing maintenance and billing information for these services. Everyone will release it.
Update on Executive Summaries:
- Laurene requested an update on the three “one-page executive summaries” that were sent to Enid Wohlstein. They are still in process.
ERM Pricing:
- Carol distributed some comparison information on ExLibris and Verde that was prepared by the Collections Committee. She asked if SAALCK wants to go forward with a consortium purchase of one of the products.
- The group decided that everyone needs to talk about the choices in their own institutions. SAALCK directors will then discuss this at the next meeting. Mary Beth Thomson will be asked to attend that meeting.
Collections Committee:
- Laurene asked that the charge and expectations of the Committee be reviewed.
- Anne provided a copy of several of the versions of the charge, along with the most recent that was finalized on September 12, 2005.
- Carol suggested some issues with the current charge. The Co-Chairs of the Collections Committee are running all of the business of the group.
- James Manasco will be replacing Suzy as the Co-Chair of the Collections Committee.
- Anne will bring a list of the committee members and the history of the membership to the next meeting. At that time, we will name the new group based on the charge.
Moving “Future Agenda Items” to the Agenda:
- Laurene suggested that everything will stay on the list at the end of the agenda.
Thank You Plaques:
- Laurene suggested that plaques be given to several individuals. A plaque and letter will be sent to Suzy for her work on the Collections Committee. A plaque will be given to Provost Gary Brockway at Murray State University for his support of SAALCK at the CPE CCAO meetings.
JStor, etc.:
- Arne attended a presentation by JStor on their products and their uses. He thought it was a beneficial event and suggests that SAALCK bring it to Kentucky.
- Anne will explore the options of doing something like this in Kentucky.
DECISIONS
ELUNA Consortial Membership:
- Arne suggested that a consortial membership in ELUNA would be beneficial to the group.
- SAALCK will buy a joint membership in ELUNA.
Election for new Vice Chair:
- Elsie nominated Carrie as the new Vice Chair of SAALCK as of July 1st. Carol moved to approve the nomination by acclamation.
Annual Summary for SAALCK:
- Laurene suggested that the outgoing Chair prepare a summary of the SAALCK activities of the year and make it available on the website.
Posting Facilities Response:
- Laurene suggested that the response be posted on the SAALCK website in a prominent place (under the Next Generation report).
Next Meeting:
- The next meeting will be in the afternoon of July 18th after the Summit with lunch at Cumberland Falls State Park.
Future Agenda Items:
- Kentucky Virtual Campus
- Storage Facility
- Salary Survey Format and Options
- Last Copy in State—Book
- Last Copy in State—Print Journal
- Last Copy in State—Media
- Master List of Internship Opportunities in KY
- SAALCK Bylaws Review
Adjournment:
The meeting adjourned at 2:20 p.m.
Respectfully Submitted,
Anne K. Abate
Executive Director