USMAI

University System of Maryland and Affiliated Institutions

USMAI Council of Library Directors,
Minutes for Thursday, June 19, 2008
McKeldin Library, Special Events Room, UMCP
10:00 a.m. – 12:00 noon

Attendees: Celia Rabinowitz (SM), MJ Tooey (HHSL), Deborah Nolan (TU),Larry Wilt (UMBC), Stephen LaBash (UB), Will Tress (UBL), David Gillespie (FSU), Desider Vikor (UMCP), Charles Lowry (UMCP), Stephen Miller (UMUC), Kathy Heil (CEES), Shelia Bailey (UMES), Carlen Ruschoff (ITD)

Chair Rabinowitz called the meeting to order. She thanked retiring member, Stephen LaBash and departing member, Charles Lowry for their many contributions. A welcome was extended to Desider Vikor. On July 1, 2008, he will become the Interim Dean for the University of Maryland, College Park, and will begin his service on the CLD. Participants introduced themselves. CLD congratulated Rabinowitz on the successful completion of the first year of her term as Chair.

TOPIC: The Meeting Minutes

Action: The April meeting minutes were approved.
Rabinowitz led a discussion on procedures for approving meeting minutes. The goal is to approve a draft as quickly as possible so that a final draft may be circulated to task groups and library staff.

Action: The following decisions were made: 1) Directors will submit comments on the first draft of the minutes promptly. 2) Minutes will not be distributed by Directors until a "final" draft is confirmed. 3) The chair will contact groups whose work may be affected by decisions taken at CLD meetings.

TOPIC: ITD May/June Update

Ruschoff met with Don Muccino, ExLibris VP, to discuss FY09 billing. Overall costs will be reduced through adjusting the number of licenses maintained and by riding the campus Oracle license. The FY2009 pricelist is expected the week of June 23.
ITD is working on a refresh cycle for the server room. The ALEPH and MetaLib machines will be in FY09.
A catalog base for Shady Grove has been created on the test server. The College Park Reserves module was re–purposed and included in the base. The test version of the catalog has been released for evaluation by the Shady Grove staff, with comments due the week of June 9. Provided the feedback is positive, the Shady Grove catalog will be implemented in LIVE on June 13. Shady Grove records are still included within College Park for catalog.
A work plan for the Media Booking Pilot was developed. H. Sun and D. Wilt will lead the project. The project will run from June 11–August 18. Adjustments have been made to the Patron privacy work plan, phase 1.
Ruschoff has requested and received the PeopleSoft extract code & documentation from Salisbury to share with campuses that need a patron loader developed.
Year–end close–outs & statistical reports. Qi and Seguin have been working with libraries to schedule year end close–outs. In addition, a number of year end statistical reports are being run for campuses.
ILLiad upgrade for College Park.
Seguin has set-up an authorities test in PAC
Bib loaders and EDI:
- ML Ebrary records (3739) loaded into test database and will be moved to ‘live’ once campus approval is received. TU Ebrary will be next
- YPB GPBI loader specs are completed; development is slated to begin the week of June 23
- The EDI and the Record Set Load sections of the work plan have been updated to show implementation priorities and status.

Ruschoff was asked to consider how money saved through the cancellation of VERDE and the reduction of the number of licenses will be used.

Action: Ruschoff will present budget projections for FY09, including proposals for the allocation of anticipated EL credits to other priorities as prework for the July meeting.

TOPIC: The ERM Task Group

Rabinowitz received a request to charge a task group to make e–resource information more transparent to USMAI Library staff and to the public from Laura Wrubel.

The recommended charge to the group is:
In response to the recent e–resource management survey, the ERM Task Group will work on making e–resource information available to the USMAI library staff and the public. This work will be done in coordination with other task groups, such as UITG, RSTG, ASTG and ECTG. The work should include:

Provide access for the public to basic information on permitted and prohibited uses of electronic resources.
Provide access for library staff to consortial license information, including both the full document and interpreted permissions.
Work with ITD to set up a process for campuses to add their local licenses to this access.
Consider training needs for creating interpreted license information.
Determine other e–resource information that should be available to consortia members and propose methods for providing this access. Consider tools in use in USMAI that may have potential as consortial tools.

Some of the methods for setting up this access may include a "Terms and conditions" link in the Find It menu and the "i" button in Research Port.

The ERM Task Group will begin work immediately and provide CLD with a status report by the October CLD meeting.

Action: CLD approved the request.

TOPIC: SSN/Patron Privacy Update

Rabinowitz shared a request from the RSTG asking that one of its members be allowed to attend CLD meetings, particularly when patron privacy issues are discussed. CLD considered a number of issues surrounding this request including staff time away from work and enhancing information sharing. Bylaws are silent on whether CLD meeting are open. Some CLD members recalled the consensus from 2004, when the Bylaws were adopted, as being that the Exec meeting should be open to other Directors but other attendance at both CLD and Exec should be by invitation from the Chair.

Action: It was agreed that representatives from task groups will be invited to CLD meetings to present reports and/or to participate in substantive discussion of a topic that affects the scope of the task group. Final decisions regarding the issue will be relayed to the task group following the meeting.

Action: Rabinowitz will look at bylaws and make a recommendation for an amendment regarding open meetings.

CLD discussed the "Library Patron Privacy Initiatives" document drafted by Rabinowitz and Ruschoff. The document is intended to be used on campuses to help others understand the issues surrounding patron privacy. In the discussion, the concern about the potential loss of revenue to both campuses and libraries was raised. It was suggested that a statement regarding loss of revenue be added under "Problems" on page one and again under "Billing" on page two. Also, under "What we need from USM" a statement of specifically who will pursue the activities listed. In the same category, it was suggested that the USM urge campuses to find a solution to patron identity across the System.

Another CLD member warned that the group should not lose sight of the fact that our goal is to comply with the federal laws and state guidelines that protect the privacy of our patrons.

Action: Rabinowitz will review and revise the document accordingly.

TOPIC: New Task Group Template

Recommendations for additions and changes were discussed to clarify each of the sections of the template.

Action: Rabinowitz will revise & redistribute the template.

TOPIC: New Business

Wilt: Jessame Ferguson is leaving UMBC to become the Director of the Hoover Library at McDaniel College, in Westminster, Maryland; she starts there on July 1, 2008. While this is a great career opportunity for Jessame and good news for McDaniel, it is a loss for UMBC. Jessame has been a leader in the Library, on campus and in the USMAI. She came to UMBC as Head of Circulation & Media in 2002. She has served as Head of Reference since 2005 and Head of Public Services since 2006.

Gillespie: His one year appointment to the CLD Executive Committee is up. Action: Directors should express interest in serving on the Executive Committee to Rabinowitz, who will appoint a replacement. *A subsequent review of the June 2007 minutes does not clarify that Gillespie’s term was limited to one year, however, the Directors at the June 2008 meeting recalled the discussion and confirmed the one year term.
The grant project on Coal mining is ending. A book, History of Coal Mining, was produced. Maps obtained as part of the project are now being cataloged.

Heil: Horn Point library technician is retiring and she does not yet know if the technician will be replaced.

Miller: UMUC has purchased an academic building in Largo to which all academic units and support units of UMUC will move in spring 2009.Most of the library personnel and functions will be moving to the new building. The Dorsey Station library site, staffed by a Librarian and Library Technician will remain open and the Adelphi location will remain as a public service area for in-person patrons and a circulation location staffed by two Librarians and a Library Technician. The hours at the Adelphi location will be reduced. The other library services and activities, which are delivered from a distance and serve the majority of UMUC’s patron population, will be provided from Largo. A walk–in public service area and circulation location will also be provided at Largo. The exact time frame for the move is to be determined but it will take place in the first quarter of 2009.

LaBash: Lucy Holman will arrive at UB on July 9 and will represent the library on CLD.

Tooey: UMBC hosted town hall meeting for PALINET to discuss the merger with SOLINET. Cathy Wilt, PALINET Executive Director said it was one of the best town hall meetings so far. Many good questions were posed.

Lowry: Shady Grove will begin a search for the Head Librarian. Search will proceed this summer.

Rabinowitz: Over the summer, the library will be conducting searches one, possibly two positions. This spring, St. Mary’s conducted its first faculty status review.

Bailey: UMES has 2 openings for librarians: Special Collections and Head of Access Services. Bailey recently won a grant to evaluate collections for preservation treatment. Another grant application is going out.

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