THE UNIVERSITY OF BRITISH COLUMBIA LIBRARY
PRESIDENT'S ADVISORY COUNCIL ON THE UNIVERSITY LIBRARY
Minutes of the Meeting of October 2, 1995
Held in the University Librarian's Office
Present: Dr. Wallace Chung, Dr. Joanne Euster, Mr. Haig de B. Farris, Dr. Peter Millard, Ms. Carole R. Moore, Dr. Ruth Patrick, Dr. P.R. Sandwell, Dr. Peter Ward
Guest: Ms. Heather Keate
Regrets: Dr. Maria Klawe, Mr. Michael Koerner, Ms. Sherrill MacLaren
Dr. Chung called the meeting to order, and welcomed members of the Council. Reports were made by Dr. Patrick on the Review of the Library, the new Walter C. Koerner Library, and Major Initiatives; by Mr. Brian Owen on Technology; and by Ms. Heather Keate on the Restructuring Plan.
After luncheon, there was a discussion of the concerns and issues to be brought to the President's attention. It was agreed that the key issue was to request a statement from the President on his vision for the Library in the context of the entire University.
Dr. Chung called the meeting to order at 10:05 a.m. and welcomed the members of the Council. Dr. Patrick introduced new member Dr. Peter Ward, Chair of the History Department, and invited him to tell the Council about his areas of interest. Dr. Ward replied that he is a social historian, and a frequent user of the Library. His areas of research include: race relations; courtship and marriage; size of neonates related to the health and social situation of the mothers; families as a social unit and the houses they occupy. Dr. Chung asked how much of his research uses materials in electronic formats and how much uses printed materials. Dr. Ward replied that, due to the nature of his research, he uses primarily printed materials. He said that he is on the Advisory Board for the UBC Press. Among academic publishers, electronic formats are chiefly used for reference materials. Books will prove to be enormously durable in spite of the increase in electronic formats.
Dr. Chung announced the resignation from the Council of Mrs. Sherrill MacLaren due to her husband's relocation to London. Mr. Norman Francis has resigned due to workload.
The minutes of the meeting of March 17, 1995 were adopted as circulated. Dr. Euster commended the quality of the minutes and expressed her appreciation.
There was no business arising from the minutes.
Jean-Philipe Wilmshurst distributed new divider tabs and several revised pages for the PACUL binders.
Dr. Patrick reported that the review of the Library has been taking place over the past year. The external reviewers' report has been submitted to the Review Committee, whose report will be available in November. This report will be distributed to the Council.
Several points noted by the external reviewers:
Ms. Moore, who is one of the external reviewers, said that there is a great deal of concern about whether sufficient resources are available to the Library. Protecting the collections is of great importance. The external reviewers met with many groups of Library users, and consistently found strong support for the Library.
Dr. Patrick said that the review has been a very valuable process. Dr. Ward asked how widely the Report will be distributed. Ms. Keate replied that it would be sent to Deans, to the Senate Library Committee, and to others on request.
Dr. Patrick reported that the planning for the new Library has been in process for several years. She acknowledged Dr. Sandwell for his role as former Chair of the Council in pressing the President and the University Administration on this issue. Construction is on track for completion by the end of 1996.
The Library has been reviewing proposals for a new automated system, and is down to a choice between two vendors: DRA, and SIRSI. Both have advantages and drawbacks. A decision is expected in a month or two. There will be much preparation work required before the new system is installed, and this project is on track. Dr. Ward asked what components are included in the system. Dr. Patrick replied that it includes everything: circulation, ordering, payments, catalogues, and research.
We are still trying to raise the $300,000 needed to acquire the Swann Collection. The President's Office will provide matching funds.
Dr. Patrick reviewed the handout on Major Initiatives which was distributed with the agenda. The Strategic Plan was prepared five years ago. It was reviewed in conjunction with the Library's Self Study last year. Goals for 1995/96 include key initiatives in the areas of technology, space, and restructuring. The Library Master Space Plan is a new initiative, now that Phase I of the Koerner Library is under construction. This will address issues such as Phase II, storage facilities, and the use of the Main Library once Phase I is complete. Dr. Patrick distributed a handout on the Master Space Plan.
This is a major priority this year. The Library requires $1 million for technology. A portion of the funding ($200,000) has come from fines revenue.
Dr. Patrick invited Ms. Keate to present the proposals for restructuring the Library's organization. Ms. Keate distributed an information package, and reviewed it in detail. Points of special interest include:
The meeting adjourned at 11:40 noon for a luncheon with major donors and other guests, and reconvened at 2:30 p.m.
* * *
The following issues were identified for discussion at the meeting with President Strangway:
It was noted that these are recurring issues, and that it would be useful to ask the President to articulate his vision of the Library over the next ten years, in the context of a University-wide view and the University's overall policy.
Ms. Moore asked whether the University is supporting the Library's fundraising efforts. Dr. Patrick replied that the Library has a half-time Development Officer, and that results are starting to be seen.
The question was raised as to whether the Library is receiving an appropriate share of the University's budget. In partial response, Dr. Patrick distributed a handout entitled "Funding available for technology, and other budget requests funded", and reviewed the information in the document.
President Strangway joined the meeting at 3:00 p.m. Dr. Chung welcomed Dr. Strangway, and said that in the past the Council has presented various issues for the President's consideration. This time, however, the Council has been discussing the Library vis-à-vis the University, and would appreciate his comments on the Library's position with relation to the University, the province, the country, and globally.
Dr. Strangway replied that the federal and provincial governments are working to reduce their deficits, and a 5% cut in federal grants to the provinces is likely. Since the British Columbia provincial government's budget is roughly balanced before allowance for inflation and growth, it is probable that the provincial government will pass on the federal cutback. UBC would be hard-pressed to make a case for being an exception. Unlike some institutions, UBC has considerable discretion over tuition increases. The University's policy is that tuition will rise to protect the University's purchasing power, which may result in annual tuition increases of up to 40%, or a doubling in two to three years. Tuition provides about 16% of the University's core budget. Fees are currently about $2,300, which is lower than at many other Canadian universities. Fees at comparable American universities are the range of $2,000 to $6,000, with the average exceeding $4,000. (All figures in Canadian dollars.)
With respect to the Library, the University's starting position is, "no cuts for the Library".
Some long-term possible sources of income for the University include:
Dr. Strangway further noted that it is essential to continue the planning for Phase II of the Koerner Library, so as to be able to take advantage of funding opportunities that may arise.
With respect to the composition of the Council, Dr. Chung asked if it were acceptable to increase the number of members, and whether a member of the Board of Governors could be asked to serve. Dr. Strangway replied affirmatively to the first request, but would prefer not to have a member of the Board on the Council because of the possibility of a conflict of interest. Dr. Patrick asked if Dr. Strangway had any specific names he could suggest, and he replied that the recent list of candidates suggested by Dr. Patrick were all most acceptable.
The meeting adjourned at 4:00 p.m. The next meeting of the Council will be Friday, March 22, 1996.