THE UNIVERSITY OF BRITISH COLUMBIA LIBRARY
PRESIDENT'S ADVISORY COUNCIL ON THE UNIVERSITY LIBRARY
Minutes of the Meeting of March 22, 1996
Held in the University Librarian's Office
Present: Dr Wallace Chung, Ms Shenoor Jadavji, Mr Robert Sharman King, Dr Maria Klawe, Mr Michael Koerner, Ms Vivian Pan, Dr Ruth Patrick, Dr P.R. Sandwell, Dr Peter Ward
Guests: Mr Brian Owen, Mr Jim Sumi
Regrets: Dr Joanne Euster, Mr Haig de B. Farris, Dr Peter Millard, Ms Carole R. Moore, Mr Gary Patterson
Dr Chung called the meeting to order, and welcomed members of the Council. Reports were made by Dr Patrick on the Library Master Space Plan; by Mr Brian Owen on Technology; and by Dr Patrick on the move to Koerner Library, and the Library's response to the Review Report.
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 issues were space, and support for the five resource-intensive recommendations of the Review Committee.
Dr Chung called the meeting to order at 10:00 a.m. and welcomed the members of the Council, and in particular Dr Maria Klawe. He asked Dr Patrick to introduce the new members of the Council: Ms Shenoor Jadavji, Mr Robert Sharman King, and Ms Vivian Pan. Mr Gary Patterson, another new member of the Council, was unable to attend.
The minutes of the meeting of October 2, 1995 were adopted as circulated.
Dr Patrick stated that the top priorities of the Library are "partner, people, and place". Focusing first on "place", the University has created a Library Master Space Planning Committee to look at space requirements for the Library. She introduced Mr Jim Sumi, of Process Four Design, who has been engaged to work with the University and the Library in this planning process. Mr Sumi acknowledged the Library staff for their dedication and professionalism. He noted that "facilities are the result of assumptions." The need to accommodate the increase in the collections is the key planning assumption. Even with the constraints on the collections budget, the Library's space requirements continue to increase. The first focus group with Library staff will be held next week, and a summary of the results will be made available.
Phase I of the Walter C. Koerner Library will provide space for only about half of the Humanities and Social Sciences collections. Phase II will be essential to replace the old Main Library, which must be decanted. The long-range plan is to tear down the wings, which were later additions, and renovate the heritage core.
Discussion points:
Dr Chung thanked Mr Sumi for his presentation to the Council.
Dr Patrick introduced Mr Brian Owen, Systems Manager for the Library. Mr Owen distributed a handout entitled "Technology Update", and reviewed the information and explained the various acronyms used in the document. The RFP (Request for Proposal) process for the new automated Library computer system took about six months. Many Library staff participated in the process, and many factors were considered. DRA was the best fit, although not perfect. DRA is well established in academic libraries. We are launched into a major preparation project, which needs to be complete by May 1997. Costs are less than they would have been only three years ago. Some special funding for the implementation of the new system may be available from the University. Over $250,000 in Teaching and Learning grants have just been awarded to the Library.
The two large projects (implementing the new system, and moving to the new Koerner Library) are putting lots of demand on staff. There are multiple systems and increasing complexity.
Dr Chung thanked Mr Owen for his presentation, and asked how long it would be before the new DRA system is obsolete. Mr Owen replied that the hardware has a useful life of about three to five years. The software should be adequate for at least eight years, but probably longer due to ongoing enhancements and development.
Dr Patrick distributed a handout on the move to Koerner Library. She explained that the focus now is on, "Where are the people going to go?"
Discussion points:
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The meeting adjourned at 12:05pm for luncheon, and reconvened at 2:00 p.m.
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Dr Patrick explained that each unit in the University is reviewed every five to seven years. The Library's review was completed in November 1995, and the Library did a self study before the review. The Library Administration has been preparing a response to the Review Committee's 71 recommendations. Dr Patrick asked the Council for specific support for five resource-intensive recommendations. This request has also been sent to the Senate Library Committee and the Library Advisory Committees, and their response has been generally supportive, subject to the University's overall financial situation.
The first recommendation, "That the annual adjustment of the Library acquisitions budget for inflation be based henceforth on a price index specific to library materials rather than, as at present, on the general Consumer Price Index", would cost the University about $260,000 this year, and would be an ongoing expenditure. This would allow the Library not to have to cancel any serials. The University of Toronto has had this kind of indexing of its collections budget for several years.
Recommendation #23, "That the University Administration provide a one-time sum representing approximately one half of the cost of the new Library computer system", would entail a one-time expense of approximately $475,000.
Dr Ward commented that the University has over the last two to three years done an in-depth study of space requirements. Many inadequacies have been identified, such as seismic vulnerability.
Dr Chung asked if the list of the Library's priorities is a public document. Dr Patrick replied that it is, and that she would be pleased to give him a copy.
Dr Chung asked how the Council could support the implementation of the five resource-intensive recommendations. Dr Patrick replied that a letter to the President would perhaps be most effective.
There was discussion of the potential for compact storage space. Details would need to be considered in light of the University's Master Space Plan.
It was suggested that the annual President's Authors Reception could be a higher profile event with wider outreach, perhaps being held in the new Koerner Library or on the plaza. Dr Klawe cautioned that concerns might be raised by students and staff about the cost of such an event, and the Library would have to emphasize that the purpose is to raise money for the Library's collections endowment.
Mr King asked what the President's perspective of the Library is. Dr Klawe replied that the Library has received preferential treatment as a result of the collections budget indexing formula, and that the President would assert that this demonstrates the University's support of the Library. The Library might respond that, because of inflation, the Library has suffered, and has had to reallocate resources from collections to other areas. Dr Klawe further commented that the President appreciates the Library's Restructuring Plan, and would like more units at the University to have such a plan.
The following issues were identified for discussion at the meeting with President Strangway:
Dr Klawe said that the Library needs to be very clear on its priorities, and to generate support for these priorities from the various constituencies. She asked the members of the Council what they consider to be the single most important factor for the Library. The responses were:
Dr Klawe said that these comments have covered all the key roles of the Library.
President Strangway joined the meeting at 3:30pm. At Dr Chung's request, Dr Patrick summarized the issues discussed. The Council usually focuses on strategic planning for the Library in the areas of space, technology, and collections. The Master Space Plan is an encouraging move forward, and some pressing questions have been identified. The are several variables driving the need for space. Using data for the last six years, the model for collections growth has proven to be very accurate. Although some may ask, "Why, with all new technology, is a new Library required?", it is clear that the collection will continue to grow. Why is Phase II of the Library only #12 on the University's list of priorities?
Dr Strangway replied that the priority list has been essentially unchanged for eight years.
Dr Chung asked what the time frame is for building Phase II and eventually Phase III. He expressed concern about the lack of suitable facilities for Special Collections, and said that UBC is at a disadvantage compared with other institutions that can offer better facilities to potential donors of valuable materials.
Dr Patrick reported that the Council had been briefed on the new Library computer system. DRA was selected as the vendor, at a price for the system of $950,000. If purchased three years ago, it would have cost closer to $3 million. The Library has transferred $300,000 from salaries towards the purchase. She noted that there will be a lot of stress on staff as we change over to the new system at the same time as we are moving to the new Library. The Library Review Committee had recommended that the University provide half of the funding for the new system, and in fact this funding has been provided.
Dr Strangway reviewed the impact of recent announcements by the provincial government affecting the University's budget, especially tuition and wage freezes. The net effect is a cut of approximately 1% due to inflation of fixed costs, over which the University has no control. He said that the University cannot guarantee that the collections indexing formula will continue, but noted that it had been in effect for five years. He warned that it may come under increasing scrutiny as the Library's share of the University's GPOF increases.
Ms Jadavji mentioned the Council's discussion about the need for a storage facility. Dr Strangway replied that it was not out of the question, since it would provide relatively inexpensive Library space. Mr King asked if the University were considering opening a downtown Vancouver campus, perhaps in the old Post Office building. Dr Strangway replied that the University was not planning to do so.
The meeting adjourned at 4:15 p.m. The next meeting of the Council will be Monday, November 18, 1996.