Council of University of Wisconsin Libraries

Council of University of Wisconsin Libraries

Yellowjacket Union, UW-Superior, Superior, Wisconsin
September 27-28, 2010

PRESENT: L. Arendt (Faculty Rep), E.Barczyk (UW-Milwaukee),  A.Cooper-Cary (Faculty Rep), K.Davis (UW-Stevens Point), M.Doylen (DICC chair), A.Evans (UW-La Crosse), P.Ganyard (UW-Green Bay), P.Gottlieb (WHS), M.Halowic (Faculty Rep), J.Lowrey (LTCC chair), V. Malzacher (UW-River Falls), J.Markgraf (USCC chair), K. Jander (CRSCC chair), F.Maciejewski (UWS), V.Menon (UW-Parkside), Nordgren (UW-Superior), J.Pollitz (UW-Eau Claire), P.Roberts (UW-Stout), Z. Sampson (UW-Platteville), K.Schneider (WiLS),  S.Silet (UW-Colleges), E.Van Gemert (UW-Madison), P.Wilkinson (UW-Oshkosh),

CALL TO ORDER

  • Called to order by Chair at 10:30 am. 
  • Welcome was given to CUWL from UW-Superior’s Interim Provost Faith Hensrud. 
  • The new UW System Library Consultant, Felice Maciejewski, was introduced.  She gave a little background about herself.  Felice is planning on visiting each library and asked library org charts, any strategic plans,  and any other documents that we think would be helpful to bring her up to speed about each of the libraries.
  • The following announcements were made:
    • Van Gemert /UW Madison: President Obama will be speaking outside on the UW Madison Library mall.  Lee Konrad has recently been appointed as Director of Technology Services for UW Madison Libraries. The Immortal Life of Heniretta Lacks is the common book read for UW Madison.  A search committee has been formed to search for a director of WiLS to replace Kathy Schneider.  Patrick Wilkinson and Ed Van Gemert are both serving on the committee.
    • Wilkinson/UW-Oshkosh: The library has an opening for automation librarian.  If we have any recommendations please pass them along to him.
    • Roberts/UW-Stout: UW-Stout has an opening for the person that oversees the textbook rental service.
    • Sampson/UW-Platteville: UW Platteville has a congressional debate coming on campus. The Library's Bouncy ball drop that had over 500 students.
    • Pollitz/UW-Eau Claire: The Library's game night that was very successful.
    • Davis/UW- Stevens Point:  Held a Hootenanny that showcased a number of bluegrass bands and it was well attended.
    • Ganyard/UW-Green Bay: Held their 1st annual Bash in the Stacks and approximately 250 students attend
  • Menon/Parkside:   This I believe II is the common read this year. The Library staff came up with an exhibit and a creative poster “Why we believe the library is a student’s best friend”.
  • July 20 minutes were approved, with spelling corrections. (motion Roberts, second Pollitz)

UW SYSTEM REPORT

  • The CUWL roster has been updated.  If any mistakes are found in the roster please send corrections to Felice.
  • The various CUWL listservs need updating.  Felice send a list out via email for all to review.
  • She will try to visit as many libraries as possible this fall.

EFFICIENCIES TASK FORCE

  • Davis reviewed the highlights of the Task Force's progress report that was shared with CUWL prior to the meeting.
  • CUWL approved the Task Force's recommendation that the Collections and Resource Sharing Committee investigate and develop a proposal for participation in shelf ready pilot program.  (motion Ganyard,  second Nordgren, unanimous)
  • Library Analytics pilot program proposal from Ed Meachen, was discussed.  Much of the discussion centered on making sure that the data collected for this project is valuable data and that the focus remains on the CUWL strategic directions.  (motion Sampson, second Barczyk, unanimous)
  • Davis asked CUWL for feedback on the direction the task force was taking.  Currently the Task Force reviews an issue, develops or focuses the issue further, creates a charge and sends it to the appropriate coordinating committee.  Discussion centered on the idea of this task force should continue as is.  A motion was made by Ganyard, seconded by Van Gemert to merge the Strategic Directions group and the Efficiencies Task Force into one committee. (Vote 2 yes, 9 no, 3 abstentions - motion failed.)  Recommendation was made that the Executive Committee should discuss this issue further and that it should make a recommendation to CUWL on how to proceed.

WILS REPORT

  • Schneider shared with CUWL an overview report of the commonalities that the WiLS found in the technical services workflow analysis projects that they have completed thus far.  She also reported that WiLS is now primarily focusing on ILL workflows.
  • WiLS has initiated a planning process, which started with a survey of issues that are facing libraries.  The survey went to all directors, heads of ILL departments, and cooperating purchasing contacts. The survey is being conducted by Josh Morrell.  If CUWL is interested Schneider suggested that CUWL invite Josh Morrell to a future CUWL meeting to give a presentation.
  • Schneider is retiring in December and Eric Robinson will be serving as the WiLS representative on CUWL until a new director is named.  Kirsten Houtman will be serving  as the WiLS rep on the CRSCC.

WISCONSIN HISTORICAL SOCIETY REPORT

  • Gottlieb reported that plans continue for the WHS storage facility, which will be located on the north side of Lake Mendota.  The facility should be completed in 2013 and WHS will occupy it in 2014.  In preparation for this move the WHS staff is spending a lot of time getting to know the collections and barcoding the entire collection. An electronic inventory control system will be purchased to keep track of the collections as they move around.
  • WHS is also working on creating a system for managing electronic collections as part of a Library of Congress grant supported project.  By the end of the calendar year the system should be in place and ready to take on the large electronic collection of documents from Governor Doyle’s office.
  • WHS no longer gets print copies of Wisconsin newspapers, but rather they are received in digital format and will be put into the new depository.
  • In May, WHS hired a new preservation coordinator and she will be introduced to the ARC staff at the Oct 8 UWSAC meeting.
  • Gottlieb  is currently visiting all of the UW campuses before the end of October and his retirement.  He reported that the six he has visited thus far are doing very well.  Three common issues he has heard are space, records management, and that the archivists wish that they could get more support from WHS staff than they get.  Unfortunately there are no answers at the present to any of these issues.
  • WHS plans to do a national search for Gottlieb's position and permission has already been given to fill the position.  The recruitment process will involve UW Madison Library Administrators and other partners.  An interim will not be appointed, but rather the responsibilities will be farmed out to various people at WHS.  Michael Edmonds was suggested to be the WHS representative to CUWL.
  • Peter thanked CUWL and for the UW Directors for the support of the ARCs over the years.

RESEARCH COMMONS

  • Van Gemert showed the new video that was put together for the Research Commons initiative and told CUWL members that The Research Commons has been put into the Regent’s budget.  At this point the budget is being sent to the Department of Administration who will present the next Governor with the list of items that are being requested to be added to the State budget.
  • Meetings are being setup with both Walker and Barrett to discuss this initiative and the group will follow-up again after the election to talk with the successful candidate.
  • Meeting with respective faculty and student senates asking for support of the Research Commons would be helpful.  In addition, attending campus candidate forum where you might have the opportunity to raise the issue of funding would also be helpful.

COORDINATING COMMITTEE REPORTS

Collections and Resource Sharing

  • CRSCC asked CUWL for advice on when they should begin choosing the new content the $6 million would be spent on if the Research Commons is successful.   It was recommended that since the money would come in the second year of the biennium that we could wait until we know if it makes it into the budget.

User Services Coordinating Committee

  • Markgraf provided an overview of the USCC report that had been sent out to CUWL.  There was no further discussion.

Library Technology Initiatives Coordinating Committee

  • Lowery gave an overview of the LTCC report and mentioned that there still continues to be a struggle between the overlap that occurs between the LTCC and the LAMs.
  • Ganyard stressed the importance of solving the issue that only one UW library can use LDAP for  ILLiad authentication.  LTCC will be looking into this issue further.

Digital Initiatives Coordinating Committee

  • Doylen gave an overview of the DICC report that had been sent out to CUWL.  There was no further discussion.

CUWL CONFERENCE ROUND TABLE

  • There was discussion about the summer conference.  Some specifics included:
    • Keynote is usually well received and it was suggested that maybe we stream it to allow those that are unable to make it to the conference to see it. 
    • Suggested that we invite Rebecca Martin to not only do the welcome, but to also have a discussion of sorts on her thoughts and vision for libraries in the next five years.
    • Suggested that Paul Courant or Brian Shotlander be considered for the keynote.

STRATEGIC DIRECTIONS COMMITTEE

  • Ganyard reported that the coordinating committees have been asked to put action items that relate to their work, under the appropriate objectives of the strategic directions document.  This is due to CUWL Executive Committee by November 1.  The CUWL Executive Committee will review it and send it out to the CUWL membership in December.

COLAND

  • Ewa Barczyk has been appointed to serve on COLAND and she shared with CUWL information on two issues.   
    • There is an initiative to get book donations for prison libraries.  She will send a list out of the topics that they are looking for to the CUWL listserv.
    • NEW ERA pilot program is being conducted as the first step towards the vision of one state library card. 

DELIVERY VAN COSTS

  • Van Gemert reported on behalf of Ken Frazier who was unable to attend. Frazier and Schneider spoke with South Central Library System to figure out what the average cost per item is for the van deliver system.  Van Gemert reported that in 2009 we shipped 786,500+ at the average cost per item is $1.84 per item.  That is inexpensive when compared to other delivery systems: UPS 3 days is $6.00+ and USPS library rate is $2.00+.
  • Van Gemert will send the full report out to the CUWL listserv.

CUWL BUDGET PROCESS

  • Menon explained that there was some confusion around the budget process last meeting.  After a discussion with the Executive Committee meeting, it was suggested that CUWL should create a budget committee.  The budget committee would be comprised of the CUWL Vice-chair, who will chair the committee, the UW System library consultant and one other CUWL representative.  The committee would start preparing the next year's budget in January and present a budget to CUWL at the spring meeting each year.
  • Motion was passed to create a CUWL budget committee and adopt the new process. (motion Wilkinson, second Evans, unanimous)   The CUWL operating procedures will be reviewed to reflect the change.

LIBRARY TOUR

  • Nordgren took CUWL on a tour of the newly remodeled Jim Dan Hill Library.

Meeting was temporarily adjourned until Tuesday morning.

Tuesday September 28, 2010

Meeting called back to order at 8:43 am by the chair

RESOURCE DISCOVERY EXPERIMENTATION TASK FORCE & RFI RESPONSES
Steve Frye (UW-Madison) joined via phone for this discussion.

  • Malzacher recognized the work of the RD Task Force and provided background on the Resource Discovery work that had been done over the past couple of years.   Discussion took place about funding a resource discovery tool and where it stands in CUWL priorities.
  • Malzacher on behalf of the Task Force made the following as a Committee Motion:  "UW-System Libraries want to purchase a resource discovery product that is built on an open architecture that can ingest all of our bibliographic data and digital collection metadata into a single index that also includes a massive amount of article level data."  By a show of hands vote the motion passed 16-0.
  • Question was raised if we had another option than an RFP.  When asked prior to this meeting the answer from Ruth Ginsberg was no, we do not have another option if we want to purchase a resource discovery tool.
  • Malzacher on behalf of the Task Force made a Committee Motion to present to Common Systems the CUWL vision for action for Resource Discovery and to request appropriate funding.  Discussion of the motion centered around the possibility that if we ask for funding we may need to be prepared to have to put funds towards this purchase as well.  By a show of hands vote the motion passed 16-0.
  • Since December 17th is the deadline for proposals to common systems a sub group will need to be formed soon so that they can write the proposal and prepare to present at the January Common Systems meeting.   Please send any names of people that should serve on this group to Menon by October 1.
  • It was suggested that Malzacher and Frye put together recommendations to the Executive Committee that will help to structure the RFP and it should include areas that should be represented on the committee.  The Executive Committee will then put out a call for participation for the RFP committee.
  • The question was raised about where UW Forward fits into this resource discovery topic.  UW-Madison has removed Forward from UWS RFP consideration.  However, the research and development work done by UW-Madison staff on the development of Forward continues to be of value and will benefit resource discovery decisions.
    • Madison fully supports the System process for selecting and purchasing a resource discovery tool.
    • Because resource discovery is a rapidly evolving area, UW-Madison continues research and development using Forward

NEXT MEETING

  • The Executive Committee will discuss the date of the next CUWL meeting and will send it out to the larger group as soon as possible.
  • Discussion took place regarding meeting locations and what might be most cost effective.  In the end it was decided that we should continue traveling once a year to the individual campuses.

MEETING ADJOURNED AT 11:30 A.M.

Respectfully submitted by

Paula Ganyard, CUWL Secretary