USMAI Council of Library Directors Minutes for April 20, 2006

University System of Maryland and Affiliated Institutions

DRAFT Minutes for April 20, 2006

USMAI Council of Library Directors Meeting Minutes
Thursday, April 20, 2006
UMBC Library Room 767
10:00 a.m. - 12:00 p.m.

Present:A. Bahr (SU), R. Bradberry (BSU), B. Day (ITD), D. Gillespie (FSU), B. Gontrum (UMLL, Chair), K. Heil (UMCES), K. Kelley (UMUC), S. LaBash (UB), Y. Lev (TU), C. Lowry (UMCP), S. Miller (UMUC), R. Moskal (UMBC), J. Phillips (ITD), C. Rabinowitz (SMCM), C. Ruschoff (UMCP), T. Shields (UMES), D. Spicer (USM), M.J. Tooey (HS/HSL), W. Tress (UB Law), D. Vikor (UMCP), L. Wilt (UMBC), L. Wrubel (ITD, recording)

Meeting convened at 10:00am

Topic 1: Approval of December CLD meeting mintues

The December minutes were approved.

Topic 2: Discussion with Carlen Ruschoff

(Note: minutes of this closed session were recorded by Celia Rabinowitz.) The chair opened up a discussion with Carlen Ruschoff regarding the direction of ITD during the period of her interim appointment. Council members received notes from a meeting between Carlen and the CLD Exec Council on April 13. Carlen distributed a new organizational chart for ITD and current budget information, and asked the CLD how ITD can support the needs of each campus. She noted that she does not expect to make any large changes, but that some significant progress is planned.

Suggestions and comments that resulted from the discussion include:

Yvonne Lev noted the number of currently open staff lines in ITD. Charles Lowry pointed out that only 3 of the 7 open lines represent permanent positions. The others are contractual or part-time. Searches are going forward for lines held previously by Young Kim, Gretchen Hanson, and Zarzar (hiring is in progress for this).
Lev expressed support for the plan to review projects currently on the development plan and to consolidate work where possible for efficiency.
David Gillespie thanked Ruschoff for taking on the interim position. He noted that there is a need to clarify the charge and mission of the campus contacts, and to determine the extent of their role in advocacy, communication, and planning for their campus and the consortium.
Kim Kelley expressed strong support for CLD seeing more budget information on a regular basis. This will allow for better communication and more consensus building. She also raised a question about item #9 on the summary discussion document (the issue of ITD receiving directions or requests from multiple staff members on one campus). Kelley suggested that this existing problem needs to be addressed. Kelley also asked Ruschoff how the CLD can support her. Ruschoff noted that she is working on development project work teams and that support for this could come from CLD. The Council agreed on the importance of creating some redundancy in skills and in identifying timelines for projects that are clear to ITD and to individual campuses so each is prepared.
Larry Wilt commented on the need for CLD/CLD Executive Committee to play a more active role in addressing a number of these issues including budget and the campus contacts.
MJ Tooey asked that ITD and the CLD clarify who from ITD can or should communicate information and to whom that information should be sent. Tooey also suggested that ITD consider having someone work as a project-team coordinator.
Lowry suggested benchmarking ITD staffing and organization (e.g., against FCLA).
Ruschoff noted that she hopes to begin moving some routine activities away from systems librarians (e.g., routine table changes), so that the librarians will have more time to work on projects.
ITD managers will provide budget projections for next year.
There was a discussion of the USMAI Central Site YTD Operating Budget document. It was noted that a column for current encumbrances is needed. There is also a need to show this year's campus assessments, and to show balances. Eventually the development plan should be connected to the budget. Ruschoff will ask Tonita Smith to add additional details on contributions, balances, transfers to and from the development/contingency fund, and encumbrances to the report. Projections are also needed. It was agreed that database expenditures should be separated out from the rest of the budget since funds are moving in and out all the time, except for databases paid for from the central site fund. A list of databases and prices will also be provided.
LRuschoff and Lowry announced a new management structure for ITD that had been in the works. As of April 30, the programmers will report directly to Jean Phillips. The systems librarians will now report to Jamie Bush. Jamie has agreed to take on this responsibility for 1 year with a review in December 2006. Carlen will send out an announcement that also clarifies Jamie's continuing responsibility for circulation systems.
Ruschoff agreed that a review of the development plan will be feasible for the May meeting along with a budget plan for FY07. Gontrum noted that CLD should play a larger role in establishing policy and budget for the USMAI.
Gillespie proposed that the Exec summary document be placed back on a CLD agenda in 6 months for review.

Topic 3: ILL Agreements

Robin Moskal and Stephen Miller reviewed highlights of the revised ILL agreements and answered questions. As ILLiad makes statistics-gathering easier, CLD raised the issue of using statistics on our ILL services for marketing. Gillespie moved for appreciation and acceptance of the document. The motion was approved unanimously.

Gillespie is looking for past presidential inaugural materials to help with program planning for FSU's new president. Please forward any examples to him.

Topic 4: Portico presentation

Ken Di Fiore, Portico's Associate Director for Library Relations, described the Portico service

Topic 5: Database renewals for FY07

Renewal prices have been set to campuses. Deadline is April 30 for campuses to commit to database renewal, including adds and drops. Prices will be finalized and invoices sent to campuses by the beginning of June, for payment on July 1.

Betty Day presented a proposal from the E-Collections Task Group for (see email of 4/13/06) to allocate money from contingent funds to cover WorldCat and Chronicle of Higher Education. CLD moved to accept the proposal, while substituting the ProQuest Newspapers package for the Chronicle. The motion was approved. Day will send Chronicle pricing to campuses in case any would like to cover it with their funds.

Topic 6: ITD Report

See April ITD Status report at ( http://usmai.umd.edu/statusrep/040106.html). Shibboleth went live this morning. ITD has worked on using Shibboleth for authentication with ILLiad, with good results and cooperation from the vendor.

Carmit Marcus of Ex Libris visited ITD to discuss the new "PDQ" service, which is like a PPH service, available in ALEPH version 18. Using this service instead of our current PPH functions would open the possibility to move to a multiple ADM environment. ITD is investigating PDQ's functionality. Exec committee will consider single-multiple ADM at a future meeting.

Spicer thanked ITD and the libraries for its investment in Shibboleth, which is important to a wide ranges of institutions outside or USM. ITD's work will help others build on it.

B. Day reported on ERIC 2's proposed recommendation to remove 856s from e-journal bib records for items in the SFX KB. Links will happen through Find It menu. Watch for proposal from ERIC via email from Day and Phillips.

Verde 2.0 still being developed and its release is delayed until June. The ERM Task group is meeting to finalize best practices on translating licenses into Verde records.

Announcements

Gillespie: CLD should recognize with a letter the retirement of Mareitta Plank, who contriubtred to the development onf th consortium in its founding.

Kelley reminded CLD of upcoming events at UMUC: the Center for Intellectual Property's annual seminar and Google presentation on June 14th.

Ruschoff: on behalf of Charles, announced EBSCO will be UMCP's serials agent. It will need to go the Board of Regents, which is meeting June 27th. Campuses should contact about riding the EBSCO contract.

Lev: Debbie Nolan, associate library director at Wake Forest, will start August 1 as University Librarian at Towson University.

Kelley as of Jan 5, is Vice Provost and Dean, Academic Resources and Services.

Bahr: Salisbury passed their Middle States Reaffirmation Review. Other institutions shared their recent successful reaffirmations, including UMES with had no recommendations with their Reaffirmation Review.

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