General Assembly Meeting Minutes

May 11, 1999

1. Minutes of the March meeting were approved pending edits and revisions.
2. Report of the University Librarian
   1. An NEH grant proposal has been written. Many people in the library system and the university assisted in this effort. We asked for 1/2 million dollars, meaning we will have to raise 2 million dollars. The funds will be used for the purchase of library resources and electronic access; an exhibit gallery and lecture space; equipment monies for digitization; and temporary staff to catalog scattered collections around the university.
   2. A grant proposal is also being written for the federal government for digital equipment for preservation, access and retrieval uses. Two-thirds of the money would be raised by the state and the university, and one-third would come from the government.
   3. Thanks to Laila El-Zein and the working groups for all the work necessary to bring up the first part of III at the end of this month.
   4. D. C.Tucker and F.Immler, with the Administrative Council, are working on a document to move the current subject selectors toward a broad faculty liaison relationship. This would be a more interdisciplinary and collaborative relationship than we currently have.
   5. Kardon Building: its use for us is still questionable, because other university departments are also interested in its available space.
   6. Technology Plans: schools and colleges should be working with the libraries and the librarians on these documents. The proposals have been reviewed and are being passed on to the appropriate places.
   7. Academic planning and other draft strategic reports of the university are due sometime in May, and the final reports will be released in the fall.
   8. Summer projects in the library:
      1. sprinkler system installed
      2. work on space in Tuttleman
      3. move Special Collections and Administrative Services on the mezzanine
      4. L.Cotilla and M.Pastine are working on a proposal for the Ambler Library.
      5. a team will be working on Tyler space concerns
      6. vacant positions in the system: F.Immler has been hired as the Chief Collection Development Officer; Head, Science and Engineering Libraries is being negotiated; the Search Committee for Head, Systems and Information Technology is moving quickly and has narrowed the applicant pool
      7. serials vendor review in June; this is an informal review and four vendors are scheduled: SWETS, Faxon, Blackwell and Ebsco
      8. reorganization issues: both piecemeal and broader issues remain
      9. M.Pastine will be attending a Dean’s Retreat on May 29, 1999
3. Annual Reports of the Standing Committees: the reports were read or summarized and submitted to the Chair for the archives
4. Old Business: M.Jerrido has completed updating of the AAL documents and files and has placed the materials to be turned over in June in an archival box.
5. New Business:

Election results:
1. • Vice Chair/Chair-elect C.Lang
   • Steering Committee Member at Large P.Myers
   • Selection and Appointment Committee G.McKinney C.Weng
   • Continuing Education Committee F.Immler (2 yrs) L.Lane (1 yr)
   • Nominations and Elections Committee A.Goldstein(2 yrs)

Respectfully Submitted Sandra M. Thompson Recorder Academic Assembly of Librarians

GENERAL ASSEMBLY MEETING MINUTES (Draft)

January 12, 1999

1. Approval of Minutes for November 10, 1998
   • The minutes were approved pending corrections.
2. II. Report of the University Librarian
   1. Technology Plan: the Technology Plan/1999-2000 was delivered to Art Papacostas by the due date of December 31, 1998. The plan has been made available via many means, including a quick click on our home page.
   2. Open library positions:
      • Head, Library Systems and Technology: the draft position description has been completed and reflects a wider range of responsibilities. This draft has been delivered to Art Papacostas.
      • Chief Collection Development Officer: three candidates have been interviewed and one candidate was unanimously recommended and has been contacted concerning the position.
      • Head, Engineering and Science Libraries: candidate interviews are scheduled for January.
      • Systems: the staff position vacated by Gary Dahlin is currently being filled.
   3. Remote storage facility is on hold: the Health Sciences Libraries and the Law Library are also out of room and are interested in remote storage.
   4. Tuttleman construction: breakthrough from the library to Tuttleman should occur during intersession.
   5. The RLG Shares Roundtable is being hosted at Paley Library during the ALA midwinter conference.

1. Old Business
   1. Staff Recognition Award: nominations are due January 29, 1999. The first award recipient will be introduced at a public library function.
   2. George Brightbill is retiring on January 29, and a reception will be held in his honor on January 27.

1. New Business
   1. The installation of the new computers will be handled by computer services.
   2. The library did sign off for the indexing portion of III, and the data load has begun.

There being no further business, the meeting was adjourned.

Respectfully submitted,
Sandra M. Thompson
[Recorder, AAL]

General Assembly Meeting Minutes

November 10, 1998

1. Approval of Minutes for September 8, 1998

The minutes were approved.

• Report of the University Librarian
  1. Vacant positions

  Chief of Collection Development committee will be submitting 3 candidates for recommendation for interviews Head, Science & Engineering/Architecture Libraries: committee has recommended 2 candidates for interviews Harrisburg Library/SIC Coordinator: P. Myers and K. Kramer are interviewing 3 librarians Other vacant positions are being held open and looked at in light of restructuring/differing relationships.

• Restructuring/Reorganization of the Libraries Administrative Council has about 50 items to peruse, then will choose priority items to work on, then open the discussion for additional input.
• Tuttleman Learning Center: M. Henderson, I. Bayard, L. El Zein and C. Tucker will be meeting with M. Pastine on planning and issues concerning this building and its uses.
• Library Policies Manual: Library policies are being updated and will be available soon on the web
• PALCI: 23 of 28 library members have agreed to on-site faculty borrowing and Temple is one of those participating members, but we have not yet joined the ILL/photocopying piece of the agreement
• University External Issues: on December 2 and 3 Temple is sponsoring forums on challenges facing the University and will be followed on February 5 by a forum on Internal issues. The discussions are part of the development of a new academic strategic plan. M. Pastine sent a copy of a survey to AAL members to list library concerns and issues.
• Other: M. Pastine is meeting with I. Bayard and J. Falkenstein to discuss physical plant problems and renovations in Paley. The remote storage facility at the Kardon building will be discussed, and both Health Sciences and Law have expressed interest in space at this facility.

• Implementation Update (L. El Zein)
  1. Only 4 out of 277 shelf list drawers remain to be done in the barcoding/inventory project
  2. Records sent to Marcive for authority control should be sent directly from them to III via ftp around December 1, 1998. The Blockson records did not make it and will be resent to Marcive.
  3. Vendors should respond to the RFP for the retrospective conversion by the end of this week.
  4. The Unix server for the new system has been received and is in the systems office.
  5. The forms have been returned to III concerning the indexing, data mapping and online display for the new system, circulation forms will be returned by November 20.
  6. Approximately 50,000 records will be extracted to make up a test database by the end of this week. Training will take place December 7-9 for testing this sample database. Testing is critical, anything we want to modify after we sign off on the system will be charged. The sign off date is set for January 7, 1999. Data load should be completed by February 5, 1999. Circulation training will take place February 8, cataloging training February 15 and circulation information should be loaded February 25 -March 1.
  7. Acquisitions and Serials will be brought up in April. The Health Sciences records need to be cleaned up and loaded, and Law will be the last to come up on the system. We should be completely off the GEAC system by March 8, 1999 when we go live with circulation, the online catalog and cataloging on the new system. We will extract a gap tape because our information exchange will take place in three phases: the bib file will be loaded, then the holdings, then the gap tape.

• Old business
  1. The AAL manual will be updated at the end of the year when all standing committee have worked and updated their policies and forwarded their revisions to the steering committee.
  2. Outstanding annual reports of last year’s committees: Nominations and Elections, Merit and the Senate Library Committee.

• New business
  1. Reminder about the Staff Recognition Award.
  2. Continuing Education presentation is on Thursday.

• Meeting was adjourned.

Respectfully submitted,
Sandra M. Thompson, Recorder, AAL

General Assembly Meeting Minutes (Draft)

September 8, 1998

1. Approval of Minutes for May 12, 1998

The minutes were approved.

2. PARA election

Al Vara and Mark Darby distributed, collected and counted ballots and Aslaku Berhanu and Al Vara were elected to the two open positions.

3. Report of the University Librarian (delivered by I. Bayard)
   1. Library Management System

   Innovative Interfaces, Inc. has been selected for the new Library Management System, and the contract has been signed. L. El Zein is heading the Library Implementation group. Eric Willis has been contracted to assist with the database conversion/clean-up for the BPS, Circulation, Acquisitions and Serials check-in records. Beth Ten Have has been selected for a temporary position for the next 8-10 months to assist with the implementation and the staff training. P. D’Andrea is chairing a task force to name the new system. The RFP for authority control processing was sent to Purchasing on August 18. An RFP for retrospective conversion is in the process of being completed before submission to Purchasing. I. Bayard is working with Computer and Information Services on setting up in-house training sessions for Windows and Microsoft Word.

   2. Copyright and Reserves

   The Libraries have approved a reserves copyright policy, available on our Website. The Website also has additional general copyright information.

   3. Mission, Vision, Values, Goals and Objectives

   The Libraries’ Mission, Vision, Values, Goals and Objectives are now available on our Website to anyone within the University and outside of it. The action plans are only available to the Temple community.

   4. Budget Reallocation/Serials Cancellation Project

   The final listing of serials cancellations is up on our Website. In relation to the budget reallocation process of the serials cancellation project, the Collection Development Committee is compiling a list of requested new electronic products. A task force is working on evaluating document delivery suppliers in relation to the serials cancellation project. Decisions will be made, and faculty and graduate students will be notified prior to January of 1999, when the cancellations go into effect.

   5. Space Planning and Renovation

   All of the science libraries and the Engineering and Architecture Library have received renovations. Zahn Library is scheduled for renovation over Christmas. The Tuttleman Learning Center is scheduled for opening in June of 1999. Plans for internal renovations/relocations in Paley are currently underway.

   6. Graduate Board

   The University Librarian has been appointed to the Program Review Committee of the Graduate Board. It reviews plans for new degree programs, prior to their submission to the Graduate Board and the Board of Trustees.

1. AAL Policies and Procedures Manual Update

M. Jerrido will revise, update and organize the manual. M. Darby recommended she check the AAL disk for updates, changes may already have been made, but not printed.

2. Old Business

M. Jerrido remarked that several annual reports of the AAL Committees are still outstanding from last year. M. Darby stated that he would check to see if any were turned in to him.

3. New Business

Volunteers are still needed to assist in the staffing of the Harrisburg library. P. Myers is currently interviewing candidates for the position.

There being no further business, the meeting was adjourned.

Sandra M. Thompson
Recorder, AAL