THE UNIVERSITY OF BRITISH COLUMBIA LIBRARY
PRESIDENT'S ADVISORY COUNCIL ON THE UNIVERSITY LIBRARY

Minutes of the Meeting of November 18, 1996
Held in the University Librarian's Office

Present: Dr Wallace Chung (Chair), Dr Joanne Euster, Mr Haig de B. Farris, Mr Robert Sharman King, Dr Maria Klawe, Dr Peter Millard, Ms Carole R. Moore, Dr Ruth Patrick, Mr Gary Patterson

Guests: Ms Heather Keate, Mr Brian Owen, Mr Jim Sumi, Ms. Pam Miles

Regrets: Ms Shenoor Jadavji, Mr Michael Koerner, Ms Vivian Pan, Dr Peter Ward

SUMMARY

Dr Chung called the meeting to order, and welcomed members of the Council. Reports were made by Dr Klawe on the search for the new University Librarian; by Mr Jim Sumi on the Library's Master Space Plan; by Mr Brian Owen on Technology; by Ms Heather Keate on Teaching and Learning Grants; by Ms Pam Miles on Development; and by Dr Patrick on the Koerner Opening Day Celebrations and the Scholarly Communication in the Next Millennium Conference.

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 is the Library's space requirements.

CALL TO ORDER

Dr Chung called the meeting to order at 10:05 a.m. and welcomed the members of the Council. He asked Dr Patrick to introduce Mr Gary Patterson, who is attending his first meeting of the Council.

Dr Chung advised the members of the Council that Dr. P.R. Sandwell had passed away in October. Dr Patrick and Dr Chung spoke in tribute of Dr Sandwell.

ADOPTION OF THE MINUTES

The minutes of the meeting of March 22, 1996 were adopted as circulated.

UPDATES

Search Committee for the University Librarian

Dr Klawe reported that Dr Patrick has decided not to seek a second term as University Librarian, and that a Search Committee has been struck. The Committee has met three times so far. Half the Committee members are Librarians and Library support staff; half are other members of the University community, including two students.

Discussion points:

• Q: What are the qualifications of the position? (Mr Farris)
  A: Experience in a major academic library; fundraising skills; external relations; understanding new technology; commitment to print materials as well as the new electronic formats; ability to increase the Library's space and collections within shrinking budgets. (Dr Klawe)
• Q: What stage has the Committee reached? (Dr Chung)
  A: The advertisement has been prepared; the next stage is brainstorming. Word of mouth and networking is very important. The Committee is looking for names of candidates, and suggestions are most welcome. (Dr Klawe)
• Q: Is there an outside consultant involved? (Dr Millard)
  A: The Committee has decided not to use one. (Dr Klawe)
  A: Consultants are usually more oriented to the private sector; they are not as useful in academia. (Mr Farris)
• Q: Are you considering candidates from outside British Columbia? (Mr Patterson)
  A: Yes, certainly. There are two sources of candidates: within the University; and the academic community in Canada, and perhaps the U.S.A.
• Q: Please include prospects from across North America. (Dr Euster)
  A: Due to immigration restrictions, we can only consider non-Canadians if we can establish that there is no suitable Canadian candidate. However, under NAFTA there has been some relaxation of this rule. Still, it is difficult to hire non-Canadian staff for most Canadian university positions. (Dr Klawe)
• Q: Some candidates for positions in the Faculty of Medicine came to Vancouver, but found the housing market too expensive. Is some provision made for this? (Dr Chung)
  A: In such a senior position, some provision can be made. (Dr Klawe)

Other comments by Dr Klawe:

• Personality is at least as important as experience.
• The interview process with each candidate will include meetings with the Deans, and fora open to the University community.
• If desired, it would be possible to have members of the PACUL meet the candidates.

Dr Chung thanked Dr Klawe for her presentation. Dr Klawe thanked the Council for the suggestions and input.

Master Space Plan

Dr Chung invited Mr Jim Sumi, the Library's space planning consultant, to discuss the Master Space Plan. Mr Sumi explained that the Master Space Plan is not an answer to the Library's space needs, but rather is a summary of options and choices. It initiates a process of educating the University community about the Library's needs and requirements.

Mr Sumi reviewed the summary report, which was distributed with the agenda.

Key points:

• The collection is extremely valuable, and is one of the University's major assets.
• Phase I of the Koerner Library was built with a budget of $24 million. It does not solve the Library's space requirements, but it is a start. There is no net space gain.
• We could not eliminate the use of the Main Library, but the loading has been reduced and the number of staff working and number of users there has been reduced.
• All the critical shortfalls which had led to the construction of Phase I are still in place.
• Phase II is about 10th on the University's list of priorities. For example, Forestry, and Earth and Ocean Sciences, have a higher priority.
• Dr Klawe, Dr Patrick, and Dr Gilbert (Chair of the Senate Library Committee) have been meeting to strategize and to win support for the Library.
• We recognize that there is not a lot of capital available.
• The Master Space Plan has assembled assumptions and displayed options. Any decision will impact other assumptions and possibilities.

Discussion points:

• Q: What about cooperative storage? (Ms Moore)
  A: We preferred not to address this issue. SFU has not been open to discussing a joint facility. (Mr Sumi)
• Q: Is seismic upgrading feasible for the Main Library? (Mr King)
  A: No, it is not practical. There are actually three buildings joined together. The heritage core could be upgraded alone if the wings were demolished. (Mr Sumi)
• Q: Central storage seems the best solution. What are the criteria for selection of the materials to go into storage? (Mr Patterson)
  A: Cost of retrieval is a major factor. If an item is accessed twice, the cost would be the same as providing conventional storage. (Mr Sumi)
• Q: Are there ownership concerns with respect to a shared facility? (Mr Patterson)
  A: No, this is not a major factor. (Mr Sumi)
• Q: I am concerned about the care of special collection items in storage. Donors would be unwilling to donate valuable materials if the facilities are unsuitable. (Dr Chung)
  A: We are not assuming that special collections will go to storage. (Mr Sumi)
• Q: Can we focus on special collections in our discussion with the President? (Mr Farris) We are losing possible donations of rare books. (Dr Chung)
  A: The Master Space Plan assumes that the Special Collections Division will be in Phase II. But what do we do in the interim? If a storage facility is approved, decisions still need to be made about what goes where. (Mr Sumi)
• Q: How important are special collections for users? (Mr Farris)
  A: They are mostly used by Humanities and Social Sciences and English scholars. They are very important, and they do attract researchers. (Dr Patrick)
  A: They are a primary concern of faculty being recruited. (Dr Euster)
• Q: University of Toronto built a special building. What if a building were funded for UBC's Special Collections ? How would this fit into the Master Space Plan? (Mr Farris)
  A: We would find a place. This would trigger other decisions with the framework of the MSP. (Mr Sumi)
  A: We had to make difficult decisions in building Phase I. Do we build for the present or for the future? The Main Library had no capacity for increased wiring. (Dr Patrick)
  A: Special Collections is a critical piece, but it is only part of the total requirements. The main collection continues to grow. (Mr Sumi)
• Q: Storage would solve part of many issues. What sort of costs would be incurred? (Dr Euster)
  A: Much less than the cost of a conventional building. (Mr Sumi)

Dr Chung summarized that we have addressed lots of issues. He thanked Mr Sumi for his presentation.

Technology

Dr Chung invited Mr Brian Owen, the Library's Systems Manager, to present an update on technology. Mr Owen distributed a handout entitled "Technology Update" and reviewed it in detail.

Mr Patterson asked how well the computer hardware been performing. Mr Owen replied that about six years ago we switched to IBM, and we are enjoying the benefits of a consistent supplier and favourable pricing. We are one of their best customers and are treated accordingly.

Dr Chung thanked Mr Owen for his presentation.

Teaching and Learning Grants

Ms Heather Keate presented an update on the Teaching and Learning Grant applications, and distributed a report on the Library's successful applications in 1995/96. This has become a substantial source of additional funds for the Library.

This year's applications are in process.

Development

Dr Patrick introduced Ms Pam Miles, the Library's new Development Officer. Ms Miles distributed her Development Report, and reviewed it in detail.

Dr Millard said that, as a donor, he greatly appreciates the quality of the communications the University and the Library send to their donors.

* * *

The meeting adjourned at 12:15pm for luncheon, and reconvened at 2:20 p.m.

* * *

UPDATES (continued)

Library Review Report Recommendations

Dr Patrick distributed copies of two memos concerning the Library Review Report recommendations. Recommendation #1 calls for an increase to the collections indexing formula. Dr. Klawe has been supporting this in discussions with the President, the Vice Presidents, and the Deans. Dr Patrick noted that the University of Toronto has such a formula. Recommendations #29 through 31 address space issues.

Discussion points:

• Q: Are these priorities the top ones for the Library? (Mr Farris)
  A: Yes: 1) inflation index; 2) storage; and 3) Science and Engineering Division and Phase II. (Dr Patrick)
• Q: What are the projected costs?
  A: In very round numbers, $5 to $8 million for storage; $40 million for Phase II; $15 million to move Science and Engineering Division. (Dr Patrick)
• Q: What recommendation should we make to the President? Why are you taking these items to the Library Advisory Committees again? (Dr Millard)
  A: We need the support of the Deans and faculty in order to increase the likelihood of receiving support from the University Administration. (Dr Patrick)

Dr Chung stated that we are already on record for supporting Phase II. As a short term measure, we can also recommend the storage facility and the move of Science and Engineering Division.

Dr Millard said that this should be presented as protecting the University's huge investment in the collection. It is of critical importance to have short term solutions to the immediate crisis, as well as planning for Phase II.

Koerner Opening Celebrations

Dr Patrick distributed materials on the Koerner Opening Day Celebration and the Scholarly Communication in the Next Millennium Conference, both to be held in March 1997.

IDENTIFICATION & DISCUSSION OF CONCERNS & ISSUES

It was agreed that the key issue for discussion at the meeting with President Strangway is the Library's space crisis.

MEETING WITH PRESIDENT STRANGWAY

President Strangway joined the meeting at 3:25pm. Dr Chung thanked the President for his support of the Library, and especially for the construction of Phase I of the Koerner Library. He said that the Council has had an in-depth presentation on space issues, which are critical for the Library at this time. The Council is concerned that Phase II is only about twelfth on the University's list of priorities. This should be reviewed and upgraded, especially since the University is losing potential donations of special collections materials. Interim measures with lower cost and greater immediate impact are the construction of a storage facility, and the relocation of the Science and Engineering Division. Dr Chung asked Mr Patterson to address these concerns in more detail.

Mr Patterson said that, from a business perspective, we recognize the valuable resource that the collection is. Space for the collections is at a point of crisis. We recognize that there are always competing demands for financial resources, but our advice is that short-term measures are essential. Low cost central storage should be the highest priority. The second priority is the relocation of the Science and Engineering Division. The third priority is an operating budget which reflects the cost of Library materials.

Dr Strangway asked if there were information on the cost of a storage facility. Dr Patrick replied that such estimates are included in the Master Space Plan. Dr Euster said that the University of California has two regional storage facilities, and they are very successful.

Ms Moore said that special collections are very important for any academic library. UBC is losing potential donations because of a lack of suitable facilities to house them. Dr Chung added that UBC lost the possibility of acquiring Dr Sandwell's collection because of our poor storage facilities.

Dr Strangway replied that capital expenditures are a very tough issue in British Columbia, since the provincial government is determined to cut costs. Some federal funding may be available closer to the next election.

Mr Farris asked if Phase II might be implemented in stages. The President replied that it might be worth considering that option. He acknowledged that special collections are a major issue. Museum space for artefacts is also in short supply on the campus.

Dr Euster suggested that high-density storage provides a solution to both special collections and to collections growth. Mr Farris asked about a contract with private enterprise to provide the capital investment that could be repaid as an annual operating cost. The President replied that this option was considered a few years ago. We would still need revenue to cover the annual costs.

Dr Chung thanked Dr Strangway, who in turn thanked the Council for their support and participation.

After the President left the meeting, Dr Klawe reviewed the discussion of the Library's priorities, and suggested that it might be possible to combine the Library's requirement for space for special collections with other units on campus such as creative arts and Asian collections. Dr Millard asked who sets the University's priorities. Dr. Klawe replied that the key decision makers are the President, and Vice Presidents Dan Birch and Peter Ufford, with some input from the other Vice Presidents. Mr Farris suggested a meeting of Dr Chung, Dr. Klawe, Dr Patrick and himself to review the Council's proposals.

Dr Klawe said that she would present to the President a proposal for fundraising for a special collections facility, and she thanked the Council for their support of the Library.

The meeting adjourned at 4:15 p.m. The next meeting of the Council will be Monday, May 12, 1997.