Management Council Minutes from February 14, 2007

Facilitators: Katie Melody, Bob Michaelson
Recorders: Frank Cervone, Beth Clausen

Attendees: Jim Aagaard, Lori Arp, Stu Baker, Leslie Bjorncrantz, John Blosser, Beth Clausen, Russ Clement, Charlotte Cubbage, Scott Devine, Peter Devlin, David Easterbrook, Jeff Garrett, Catherine Grove, DJ Hoek, Harriet Lightman, Lucy Lyons, Russell Maylone, Katie Melody, Bob Michaelson, Laurel Minott, Julie Patton, Sarah Pritchard, Patrick Quinn, Suzette Radford, Roberto Sarmiento, Roxanne Sellberg, Denise Shorey, Andrea Stamm, Claire Stewart

1. Announcements:

Beth Clausen announced that Data Services Librarian Kathleen Murphy has been accepted into the ARL Service Quality Evaluation Academy this spring in New Orleans. She and other librarian attendees will receive intensive training in both qualitative and quantitative methods for collecting and analyzing service quality data. This is a fantastic opportunity for Kathleen, and a great opportunity for the library to have someone participate and bring back knowledge to the library.

Russ Clement announced that new shelving is being installed in the Architecture Reading Room (directly west of Ver Steeg Lounge) to accommodate the transfer of remaining architecture books (L725 - L729) from the Eloise Martin Reading room. The shift frees up much-needed shelf space in the Art Collection's main reading room. Two large and beautiful Persian rugs have been placed in the Art Collection, one in the main reading room entrance and the other in the Art Research Center. They were donated to the School of Music and the donor intends to visit February 28.

Jeff Garrett announced that the library had nominated three special collections for inclusion in a special volume to commemorate the 75th anniversary of ARL this fall. The collections were: the Winterton Collection of East African Photographs, 1860-1960; the Contemporary Music Collection of the Northwestern Music Library; and the Northwestern University Transportation Library. We will learn this spring which of these collections is selected. Jeff thanked David Easterbrook, D.J. Hoek, and Roberto Sarmiento for providing the necessary texts and images to make a very short deadline.

Jeff also invited anyone interested to attend a New Technology Series brown bag in the NUL Forum Room at noon, right after the Management Council meeting. Topic: "NU Library Partners with Google." Presenters are Charlotte Cubbage and Jeff Garrett. The PowerPoint and perhaps also the video of the event will be made available soon through the 2East website at http://2east.northwestern.edu/.

D.J. Hoek announced that the Music Library has recently installed a new exhibit titled "Modern English," which features manuscripts by Oliver Knussen and other 20th- and 21st-century British composers. Knussen, who is the latest winner of the School of Music's Michael Ludwig Nemmers Prize in Musical Composition, will begin his first residency on campus next week, and he will be visiting the Music Library to view the exhibit on Monday, February 19. Very special thanks go to Ruth Young for her help in putting together this exhibit.

2. The January 31st meeting minutes were approved.

3. Administrative Committee Report

There were no questions or comments about the Administrative Committee Report for two meetings sent out by Laurel Minott.

Administrative Committee Minutes 1-15-07
The University Librarian reported on the meeting preceding the preliminary budget planning meeting that she attended accompanied by Katie Melody and Lori Arp. She said our budget package needed to reflect not only requests for new dollars but also how we’ve reallocated existing dollars. Lori talked about the information gathered and used in the draft. Roxanne presented a schedule and plan for annual equipment purchases that will be distributed and discussed at the next Management Council meeting. Frank presented a proposal to refocus the work of the Web Advisory Group and define its membership. There was a discussion of ways to coordinate the mailing lists between the Law Library, Galter Health Sciences and the University Library. A decision was made to have a library team of two (Natalie Pelster and Jeannette Moss) apply for a slot in the upcoming CARLI/ACRL Immersion 07 Institute for Information Literacy. NU will also send someone to the ARL Service Quality Evaluation Academy, a kind of boot camp for librarians interested in library assessment, evaluation and improvement.

Administrative Committee 1-29-07
Sarah talked about the ongoing preparations for the preliminary budget meeting scheduled for January 30. Preparatory work has included answering questions raised during “pre” preliminary budget meeting and making changes recommended during that meeting. Jeff gave an update on work being done on plans for a Google Scholar button including language proposed for a user instruction sheet. With February 5 being the date that self-evaluations are due to supervisors there was a general discussion of the Performance Evaluation process for exempt staff. To move the strategic planning process forward, division heads are to develop divisional goals and place them within the five big overall goals. AULs and their divisions may also identify goals for other divisions in the library. The work of the divisions will be compiled into a draft document to be made public on March 16. The CIC is sponsoring the “Getting in the Flow Conference” at the University of Minnesota March 19-20. The conference will focus on current challenges in academic libraries such as blogging, gaming in libraries, Second Life and what NextGen librarians see as emerging needs and opportunities. A number of suggestions were made about who will represent Northwestern and a final list will be distributed shortly.

4. Departmental, Committee and Task Force Reports

Community Borrowing Policy (Suzette Radford)
Sarah Pritchard had asked Suzette to develop this policy which is included after the minutes in this document. This is a small way that the library can help the University with its relations in the community. It is a step that is on par with local resident access to other facilities on campus that include certain restrictions and fees so the community is able to take advantage of the wonderful NU resources. The policy goes into effect February 19, 2007.

The policy document that was discussed, amended in light of Management Council discussion, is reproduced here.

2/14/07

TO: Management Council

FROM: Suzette Radford

RE: Granting Borrowing Privileges to Evanston Residents

Sarah Pritchard has asked that I look into the possibility of granting library privileges to Evanston residents. Below you will find some draft policies and procedures that will be discussed at Management Council on Wednesday, February 14th.

What would be required to borrow books: Patron must be at least 18 years of age, must come into the Library Privileges Office and show photo ID and proof of Evanston residency, fill out an application form, and pay $50.00 for 3 months of borrowing.

What card would entitle patron to do: Enter all NU libraries (excluding Law, Health Sciences and United) during all open hours; borrow books from the following libraries: Main, Science-Engineering, Music, Transportation, Math, Geology, and Schaffner.

What card would NOT entitle patron to do: Borrow materials through Interlibrary Loan, borrow materials from the Art Collection, Law Library, the Health Sciences Library or the United Libraries, access databases remotely, borrow videos and DVDs, use computers in the Information Commons. (These restrictions are currently in place for all guest borrowers including corporate borrowers except for borrowing videos and DVDs.)

Loan period: 4 week loan period unless item is recalled.

Fines: Currently, 10 cents per day, recall fines are $1.00 per day.

Number of books that an Evanston resident can have checked out at a time: 25

What if books are not returned: An overdue notice is sent out the day after an item is due. A second overdue notice is sent out two weeks after the due date. We will bill the person if the book is not returned within 50 days of the due date. Their library account will automatically be blocked if they do not return a recalled item on time, or if they owe more than $50.00 in fines or replacement fees. Library cards will not be renewed until all overdue books are returned and all fines are paid.

Work required to implement and carry out this service: Library Privileges staff will determine eligibility and issue library cards.

Publicity: If this new service is approved, Sarah would like to see it publicized. Here are some ways to advertise:
 A link under “What’s New” on the library’s website.
 A flyer available at service desks such as Reference, Information Commons, and Circulation (see attached).
 Notify Evanston Public Library staff of this new service and provide them with flyers.
 Add policies and procedures about this service to the Library Privileges webpage and the brochure, “Patrons Not Currently Part of the Northwestern Community.”

Here is the text that would appear on the Library Privileges webpage:

Evanston Residents
Persons over the age of 18, who are permanent residents of Evanston, may apply for a Borrower’s Card, valid for three months, if they:
1. Present a photo ID;
2. Present one ID with a current Evanston address; such as a utility bill, driver’s
license or Illinois state ID and
3. Pay a $50.00 fee per three months of privileges
4. Provide a valid e-mail address.

***These policies will be reviewed with each patron who applies for a card. Patrons will be given a copy of the policies.***

Evanston Resident Borrower’s Card
(Must be at least 18 years of age)

Evanston resident borrowing:

• Evanston residents may establish eligibility for borrowing privileges by providing a photo ID and proof of current Evanston residency such as a utility bill, valid driver’s license or valid state ID card. Then, upon payment of $50.00 a resident is may have borrow privileges for 3 months.
• The Evanston resident card is valid for 3 months from purchase date.
• Materials have a 4 week loan period unless recalled (requested by another user).
• Books may be renewed in person or online.
• Evanston residents can request (recall) books that are checked out to other borrowers.
• Books may be borrowed from the following libraries: Main, Science-Engineering, Africana, Music, Transportation, Math, Geology, and Schaffner.
• Resident card holders have access to specialized databases and electronic resources when using library computer workstations (on site), for non-commercial use only.
• Only Evanston residents who purchase a library card may gain entry into the library during restricted hours, which are after 5pm weekdays, after noon on Saturdays, and all day on Sundays.
• Overdue books will be subject to fines (10 cents per day, recalled books $1.00 per day).

Exceptions

Evanston residents who purchase a library card will NOT be eligible for:
• Interlibrary loan services
• Remote database access (from anywhere other than in the library building).
• Checking out videos and DVDs
• Checking out sound recordings and scores.
• Access to or any privileges at the Law Library, Galter Health Sciences Library, or United Libraries
• Use of computers in the Information Commons (there are workstations in Reference and Periodicals available for limited public use).

Conditions governing use of the Northwestern University libraries:

• Borrowers must follow all library policies. Policies can be found on the library website and in the Library Resource Guide.
• Borrowers must abide by due dates for library materials. Borrowing privileges may be suspended if materials are not returned on time or are damaged.
• Use of computer databases are for personal use only, not commercial use.
• Library cards are not transferable. Only the person who was issued the card may use it.
• Address and e-mail changes must be reported to the Library Privileges Office.
• Persons leaving the library are required to show all borrowed materials for inspection by the exit staff.
• The use of highlighters, paperclips, or post-it notes in books is prohibited.
• All fines must be paid before a library card is renewed.

I have read and understand these policies. I agree to take responsibility for returning all Northwestern University Library materials on time and agree to pay any late fines. I agree to pay late fines, replacement costs and processing fees associated with any lost or damaged books.

_____________________________________________________________________
(Patron signature and date)

_____________________________________________________________________
Street Address City State Zip code Telephone number

E-mail Address

5. University Librarian’s Report (Sarah Pritchard)

Web Advisory Group
The Administrative Committee has been working to recast the Web Advisory Group which is now known as the Library Web Services Group (LWSG). The document including the new charge for the group was previously distributed to Management Council. For web work, there will be two interlocking mechanisms: consulting and implementation with accountability for the implementation. LWSG will serve as the consultative and prioritization group. It will have wide representation of groups in the library. The chair will rotate and be elected by the group. Charlotte Cubbage is its first chair under this organization. The group reports to the Administrative Committee through the AUL for IT. The group may recommend goals, what to do with tools such as Einstein and Google Scholar, or criteria for web design. The Administrative Committee will agree or not with the recommendations and via AUL channels, implementation and accountability will occur. LWSG will have ongoing goals and address “over the transom” items, too.
Members will work with and be responsible for communicating with their constituent group and division. Two-way communication through the representatives is expected.

A web editor as a job assignment is also being proposed. This person would look at the whole website and would be looking for errors or noncompliance, find broken links, and other things that might not work. The work of the web editor will be to provide consistency throughout the library site. The web editor will report findings of items to be corrected and these will be reported through the chain of command which will provide accountability for changes being made.

Budget Presentation
The presentation to the University’s budget group occurred as planned and Sarah was able to make the Library’s case for the areas reported at the last Management Council meeting and reported in the meeting minutes. There are no commitments made during the meeting, but rather the results are expected in late April or early May. In addition to reaffirming the need for funding for the three capital projects, Sarah focused on four areas that are expected to be themes in the Strategic Plan. These are:
1. An increase in digital library work in terms of delivery or development.
2. Sustaining world class collections, particularly those that help preserve cultural heritage.
3. The transformation of space to meet the needs and expectations of users.
4. Proactively offering services to our users.

Questions were asked during the budget meeting and fortunately, great preparation had been made so the questions were able to be addressed including the implications of a student proposal to expand hours in Main and SEL.

Distance Education
Administrative Committee is looking at distance education and possible implications for the library regarding this area. The University is currently looking at establishing a Qatar Campus on the Arabian Peninsula. This has been done by other universities such as Cornell, Georgetown and Carnegie Mellon. The first program would be an undergraduate degree that combined courses of Medill and the School of Communication.

Strategic Planning
The AULs will submit to Sarah big picture ideas from their divisions by March 16th. Sarah and Lori Arp will pull together a document that the library can then use to move the discussions on Strategic Planning forward.

Strategic Planning related sessions are forthcoming. The Assembly is planning two sessions on outreach and awareness and there will be two digital preservation talks. The first, February 26, will be by Robin Dale who will be in the library as a consultant on trustworthy digital repositories. The second is February 28 when Vicki Reich of LOCKSS/Stanford University will be here to inform us what is going on in the national environment of digital preservation.

Collaborative Projects
The library will be active participants in two area collaborative projects.
1. Black Metropolis – which focuses on African-American resources in libraries and museums in the Chicago metropolitan area.
2. Chicago Festival of Maps – which is part of a national initiative intended to increase awareness of the importance of map resources.

Digital Services
Continuing to look at the organization of digital services within in the library. Within a month or so, a discussion of this topic will be wanted in Management Council.