Arts Library Advisory Committee
Special Collections & Archives Reading Room
4th Floor, James Branch Cabell Library
Minutes
Attendance
Sarah Branigan, Steve Cartwright, Jennifer Hamilton, Gary Hopper (for Janet Rodgers), Sterling Hundley, Roy McKelvey (chair), Stephen Vitiello
Staff: Pat Flanagan, Yuki Hibben, John Ulmschneider, Pam Fraga (recording secretary)
Meeting was called to order by chair, Roy McKelvey at 5:05 p.m.
Business
Review and approval of agenda
The agenda was approved as submitted.
Review and approval of minutes from January 2008
The minutes were approved as submitted.
Service and collections impact of 2008-2009 budget scenarios
Mr. Ulmschneider informed the Committee that the State budget will have a shortfall of approximately $1 Billion. It is unclear exactly how this will impact higher education. As had been reported to the Committee, the known shortfall for fiscal 2008 has already caused a reduction of $143,000 in the collections budget and the same amount in the personnel budget of VCU Libraries. Fortunately, the Provost was able to shift funds to alleviate the shortfall for the collections. However, according to Mr. Ulmschneider, this latest projected deficit will likely cause a reduction of $100,000 for collections and $183,000 for personnel in the 2008/09 budget. Additionally, it may be necessary to eliminate some serials subscriptions. He said that the administration would keep the Committee apprised of the ongoing situation. While there may be some leeway in addressing the budgeting needs of the University, VCU Libraries has already revised its top two priorities within its six-year budget proposal:
- Collections – VCU Libraries is asking for an additional $100,000 to offset the anticipated shortfall.
- Money to modernize operations –
- Staffing of reference and circulation desks and security
- Eliminate the remaining revenue lines – these are revenue obligations previously met by late fees but as VCU Libraries implements more efficient reminder systems, the amount of money received in this manner is declining. If these revenue lines could be eliminated, the practice of collecting late fees would also be eliminated. (A fee would be charged, however, if an item is actually lost.)
Mr. Ulmschneider also told the Committee that the ever-increasing costs of journals is placing a significant strain on the budget. Ms. Hibben also said that it is not possible to expand the serials collection or the media collection. This means that VCU Libraries is challenged to support the advanced programs being offered in the School of the Arts at this time.
Revised Cabell Reference Desk hours – handout
Ms. Flanagan reported that the hours for the Reference Desk in Cabell Library had been cut back a few weeks ago. She explained that this was done for several reasons. The most pressing considerations are a combination of staff vacancies coupled with an increase in requests for teaching from University College. She noted, referring to the handouts, that the hours cut back were those which show lower use and that this was being used as an opportunity to assess how this cut back would effect the community and the other service desks. She said that reference librarians in all academic libraries devote increasing amounts of time to instruction and so the Research and Instructional Services department is exploring possible staffing models for Reference here at VCU. The current hours reduction may produce useful information to guide this thinking. Ms. Flanagan also explained, referring to another handout, that several peer universities, including Temple University, have reference hours that show Cabell Library’s new Reference hours are in keeping with similar institutions. In discussion which followed, Ms. Flanagan reported that students make their thoughts and perceptions known, both electronically and at the Circulation Desk, and that the Research and Instructional Services department is flexible to reinstate desk hours if the reduction is not meeting needs.
Follow-up to arts exhibits in library buildings (very brief update) – handout
Ms. Flanagan offered to report on the handout, which had been prepared by Kimberly Separ, Director of Development, and liaison with the Friends of the Library Board Arts Committee. The report summarized the discussion at last months ArtsLAC meeting. Ms. Flanagan said that the group continues to look for good exhibit space at TML, as well as at Cabell. The FOL committee would like to start with one exhibit per semester per building and see how that goes, hoping to learn as they progress what works and what doesn’t. The FOL are very interested in this project and may be willing to help if needs associated with the exhibit spaces are identified. Ms. Hibben said that they will also be working with the contact in the Student Commons who oversees the display of student art in that building. In discussion, the ArtsLAC strongly urged that this exhibit space be professionally prepared and really identifiable as art display space and not just a place with a few art pieces on the wall. An identified area for display of three-dimensional art was particularly interesting, perhaps to be in the atrium area of Cabell. In response to the question about how long the exhibits would run, concern was expressed that artists may not want their work on display and therefore unavailable to themselves for a full semester – some of their work may be part of class or thesis preparation and therefore would need to be in hand for their own use. Also, concerns were expressed about security for items on display and Mr. Ulmschneider assured the Committee that security was a paramount concern for VCU Libraries, as well, and should it be necessary, it was possible to expand the camera surveillance system. Ms. Flanagan told the Committee that she would be bringing monthly updates on the activities of the FOL Art Committee.
Reports and Discussion
24x5 report and use of library facilities: benefits and challenges – handout
Referring to the handouts, Ms. Flanagan told the Committee that the use of Cabell Library through the end of semester extended hours period is significant and remains a valuable service for students. The second handout shows the general door count for Cabell Library, which is also increasing. Many days fall semester the door count exceeded 11,000 people, especially Mondays, Tuesdays, and Wednesdays. In response to inquiries regarding other study spaces available on campus, Mr. Ulmschneider pointed out that students seek out and prefer space that is designed for study, space that has research materials available, in addition to tables and computers. Other spaces on campus that offer student seating are not the same. While the new business building does have some study labs, the library buildings continue to be the type of space preferred.
Demonstration: finding aids and arts manuscript collections
Ms. Hibben gave a demonstration of how to research available art related manuscripts through the database “Virginia Heritage.” She also had on hand several examples of manuscript collections and showed the Committee how these are developed and how they can be of use in research.
The meeting adjourned at 6:10 p.m.