Letter to Meenaghan, May 5, 1993 The Library Services Committee Wednesday, May 5, 1993 MGEN George F. Meenaghan Executive Vice President and Dean of the College The Citadel Charleston, SC 29409 Dear General Meenaghan, The Library Services Committee wishes to make you aware of growing concern among the faculty over the decrease in funds available for the purchase of library materials, particularly books and serials. Over the past four years, at a time when overall prices were increasing at more than a 4 percent annual rate, funding for book purchases has decreased by 46 percent. Our present level of spending for new books is thus, in real terms, less than one half the already inadequate level of four years ago. In addition, the cost of journals has recently skyrocketed, threatening further severe cutbacks. During this time the Citadel has added to its graduate program, encouraged an increase in scholarly activity among the faculty, and initiated instruction of students in the use of the library, all of which has resulted in increased strain upon library resources. The Committee views the Daniel Library as a crucial tool for accomplishing the College's primary task, the education of its students. Factors special to the Citadel make our library particularly important to us. Lack of time and the freedom to leave campus limits the access of our students to other libraries. In carrying out their assignments, our students must accordingly make do with whatever materials our library has. Standard 8.1 of the Association for College and Research Libraries states that "The library's appropriation shall be six percent of the total institutional budget for educational and general expenditures." Since 1987, the Daniel Library's appropriation has consistently, and increasingly, fallen below four percent of "educational and general expenditures." As best we can ascertain, our fellow state institution, the University of Charleston, has, during the same period, maintained library funding at just below the six percent level. We realize that the present difficult economic situation has placed the budget under great pressure. However, the record of the University of Charleston suggests that we can do a much better job of providing adequate support to the library than we have over the last few years. We consider it imperative that the library's budget be increased immediately to the mandated six percent level. The Committee knows that the administration is aware of the problems of the library, but suspects that it perhaps does not fully appreciate how severe they have become. The view of the Committee is that the situation is now so grave that it must be immediately addressed. Time is an important factor, because the longer the present period of inadequate funding is allowed to continue, the more difficult it will be to catch up. The Committee is alarmed by the prospect that inadequate support for the library will do irreparable damage to the academic reputation of the College, increase the difficulty in attracting and keeping top-notch faculty, and lead to the loss of accreditation of our programs. The Citadel cannot maintain its status as a first-rate educational institution if it allows its library to become second-rate. For the Committee, Ltc. John R. Braun, Chairman Library Services Committee Members: E. M. Andrade L. S. Cohn S. M. Hewett M. M. Lally W. B. Moore J. A. Stinson J. M. Von cc: Lt. Gen. Claudius Watts III, President Lt. Col. David H. Reilly, Dean of Graduate Studies Col. Isaac S. Metts, Jr., Dean of Undergraduate Studies Capt. John S. Coussons, Chairman of Faculty Council Lt. Col. David G. Allen, Member, SACS Steering Committee ================================================================================ Library Services Committee Meeting 4 May 1993 Present: Andrade, Braun, Cohn, Hewett, Moore, Stinson Absent: Greenawalt, Lally, Palestrant, Von Professor Braun called the third meeting of the Library Services Committee of the spring, 1993 semester to order at 10:25 A.M. The first item of business was the discussion of the minutes of the meeting of March 25, 1993, which the Committee accepted as submitted. The next item was the consideration of Professor Palestrant's proposed "Library Deselection Policy," a copy of which she had sent to the Committee before the meeting for consideration and eventual inclusion in the Faculty Manual. The Committee moved 1) to suggest adding the criterion that the deselection list be disseminated regularly to the departmental library liaison officers; 2) to request clarification of the item "language;" and 3) to recommend to Professor Palestrant that item 3 of the proposed Deselection Policy be changed to read that "the weeding process occurs periodically with the approval of the faculty of the appropriate departments." The final item of business was the consideration of the proposed letter to General Meenaghan expressing the Committee's alarm at the present inadequate funding of the Library. Professor Braun presented a draft of the letter incorporating changes in wording that had been suggested by Professors Cohn and Moore and moved that it be accepted by the Committee and sent to General Meenaghan, and that copies of the letter also be sent to General Watts, both Deans, the President of Faculty Council, and to David Allen, the head of the Self Study Committee. Professor Andrade seconded the motion and the members of the Committee who were present approved it unanimously. Professor Braun adjourned the meeting at 12:20 P.M. ================================================================================ Library Services Committee Meeting 25 March 1993 Present: Andrade, Braun, Cohn, Lally, Palestrant Absent: Greenawalt, Hewett, Moore, Stinson, Von Professor Braun called the second meeting of the Library Services Committee of the spring, 1993 semester to order at 11:15 A.M. The first item of business was the discussion of the minutes of the meeting of January 28, 1993. Professor Palestrant suggested that the second paragraph of the January 28 minutes be revised to read as follows: "The major item of business was Professor Palestrant's detailed explanation of the library's requested annual budget for fiscal year 1993-94, a copy of which Professor Braun gave to the members of the committee. The total request is $1,006,016, which is a 4% increase over last year's figure. (The amount granted was lower.) Professor Palestrant noted that her still-pending request for the hiring of an information technology librarian and for additional staff at night is not reflected in the requested budget. Professor Palestrant reported that she, along with other activity heads, will soon be meeting with the budget review committee. She also pointed out that with reference to the 1992-93 budget, there was a big change in the 5000 pool, with the transfer of $41,000 from the 3000 pool to the 5000 pool in order to continue to capitalize the microform serial collection, and with the creation of a new line item object code, 5515 for undergraduate videos. A request for $53,795 for undergraduate books (item 5510) is also included in the 5000 pool. The addition of a new line item object code for graduate books was considered but is not included in the budget request. The request for paper serials is $131,000, for microform serials $41,000, and for CD rom serials $9,000." Professor Palestrant noted that the new line item object code for graduate books has in fact been established. The committee voted to approve the revised version of the minutes of the January 28 meeting. Professor Palestrant reported that a representative of Ebsco, the company that provides the library with its serials, would be on campus April 28 at 3:00 P.M. for a meeting in Copeland Auditorium to discuss subscriptions issues. She also informed the committee of recent developments in technology for microfiche reproduction but questioned whether the library should spend $15,000 for new equipment. Professor Braun then offered several motions: 1) to draft and then to submit to the Library Services Committee for its approval a letter to the administration detailing the present deficiencies in the support of the library; 2) that the Committee support Professor Palestrant following established procedures for serial acquisitions for 1992- 93 and modifying book acquisitions as necessary; and 3) that the Committee commit itself to making a detailed study of allocation formulas during the 1993-94 academic year. The Committee discussed these motions and then voted to approve them. Professor Braun adjourned the meeting at 12:20 P.M. ================================================================================ Library Services Committee Meeting 28 January 1993 Present: Andrade, Braun, Cohn, Hewett, Lally, Moore, Palestrant, Stinson Absent: Greenawalt, Von The first meeting of the Library Services Committee of the spring, 1993 semester was called to order at 11:12 A.M. with Professor Braun presiding, and with a new member, Professor Jack Stinson of the Department of Electrical Engineering, present. The first item of business was the discussion of the minutes of the meeting of November 12, 1992. Professor Margaret Lally of the Department of English suggested the deletion of the word proportionally in the next-to-last sentence of the second paragraph. The committee voted to approve the minutes with the one correction of Professor Lally. The major item of business was Professor Palestrant's detailed explanation of the library's requested annual budget for fiscal year 1993-94, a copy of which Professor Braun gave to the members of the committee. Professor Palestrant pointed out that there was a big change in the 5000 pool, with the transfer of $41,000 from the 3000 pool to the 5000 pool in order to continue to capitalize the microform serial collection, and with the creation of a new line item object code, 5515 for undergraduate videos. A request for $53,795 for undergraduate books (item 5510) is also included in the 5000 pool. The addition of a new line item object code for graduate books was considered but is not included in the budget request. The request for paper serials is $131,000, for microform serials $41,000, and for CD rom serials $9,000. The total request is $1,006,016, which is a 4% increase over last year's figure. (The amount granted was lower.) Professor Palestrant noted that her still-pending request for the hiring of an information technology librarian and for additional staff at night is not reflected in the requested budget. Professor Palestrant reported that she, along with other activity heads, will soon be meeting with the budget review committee. The final item of business was a discussion of book and serial allocations. Professor Palestrant reported the good news that CDF has granted the library $25,000 for book purchases for this year, and hence that with funds already available, the library will be able to maintain departmental allocations for book purchases at the same level for 1992-93 as for 1991-92. The bad news is that the level for 1991-92 was 50% less than for 1990- 91! She noted that nonetheless funds still are available for ordering books. Professor Palestrant asked if the committee wishes to take up the question of subscription allocation policy. Professor Moore requested that the library give a breakdown of where funds for serials and books have been allocated. Professor Braun adjourned the meeting at 12:20 P.M. ================================================================================ Library Services Committee Meeting 12 November 1992 Present: Andrade, Braun, Cohn, Moore, Palestrant, Von Absent: Hewett, Greenawalt, Lally The second meeting of the Library Services Committee of the fall, 1992 semester was called to order at 11:00 A.M. with Professor Braun presiding. The first item of business was the discussion of the minutes of previous meetings. Peter Greim's corrections to the minutes of the meeting of April 9, 1992 were accepted by the committee. Professors Palestrant and Braun offered amendments to the minutes of the meeting of September 24,1992. Professor Palestrant pointed out that "for the future, it appears likely that some journal subscriptions will have to be cancelled," and also that "the library's participation in Coastnet and its subscription to Carl Uncover (a Current Awareness and Document Delivery Service) will hopefully facilitate access to material from the libraries of other institutions". Professor Braun pointed out that he had "suggested an early meeting of Professor Palestrant with the departmental library liaisons to discuss departmental needs for library materials". The amendments of Professors Braun and Palestrant to the minutes of the meeting of September 9, 1992 were accepted by the committee. Discussion moved to the subject of policy governing departmental book acquisitions in light of the present severe shortage of funds. Professor Palestrant reported that she had called a meeting with the departmental library liaisons to discuss this matter but that attendance at the meeting had been poor. She also reported that the library was attempting to develop a form for ordering books, journals, and videos, and questioned whether the library should also purchase audios. In the past the library has paid the cost of journal subscriptions without regard to which department would make use of the material and each department has been alllotted a percentage of remaining funds for the purchase of books. Professor Moore pointed out that book acquisitions are more important than journal subscriptions for the Departments of History and English. It was suggested that perhaps for the future, a certain percentage of available funds for the acquisition of library materials - in particular for both books and serial subscriptions - should be allocated to each department. It was pointed out, however, that there would likely be great difficulty in arriving at an acceptable formula for allocating funds in this manner. The difficulty of devising an adeqate "abstract" formula to enable the library to prioritize acquisitions was also pointed out. Professor Braun moved, therefore, that the funds available for book purchases only should be distributed proportionally in the same proportion as last year, and that the Library Services Committee should further recommend to the departments that book orders be prioritized by the departments themselves. The motion was seconded and approved unanimously by the members of the Committee who were present. Professor Palestrant next reported on possible means for alleviating the shortage of funds for library acquisitions. She indicated that she intends to look into the possibility of obtaining State money for the library. She also hopes to persuade the Citadel Women's Club to form a friends group for the library and is planning to make a presentation before the Board of Visitors and the President concerning the library's needs. The final subject of discussion was the collection of faculty book publications which is kept on display in the rare book room. The need for guidelines for the purchase of books for this collection was pointed out. It was reported by Professor Palestrant that CDF has been asked for funds to update present gaps in the holding of this collection. Professor Braun moved that the Library Services Committee recommend that library materials funds be utilized for maintaining the rare book room collection of faculty publications and that funds for circulation copies should be approved through normal channels. The motion was seconded and unanimously approved by those members of the Library Services Committee who were present. The meeting was adjourned at 12:25 P.M. ================================================================================ Library Services Committee Meeting 24 September 1992 Present: Andrade, Braun, Cohn, Hewett, Palestrant, Von Absent: Greenawalt, Lally, Moore The meeting was called to order at 11:15 A.M. Professors Braun and Cohn were selected as Chairman and Recording Secretary, respectively. Approval of the minutes of the meeting of April 9, 1992 was postponed, pending clarification of some points raised by Professor Greim. Professor Palestrant reported that new object codes have been adopted for library use which will facilitate the tracking of expenditures. In particular, it will now be possible to track microform serial subscriptions for insurance purposes. She also reported that the library's original budget request for 1992-93 has been rejected. According to Professor Palestrant, there has been in the past year a 14% increase in serial rates, with another 5% increase expected. Subscriptions for the calendar year 1993 have been paid for, but because of the increased cost of serials, little money remains for book purchases. Thus, more justification of book requests will be required. For the future, it appears likely that journal subscriptions will have to be canceled. Decisions will be needed by April. There was some discussion of the new Coastnet and the Document Delivery Service (Carl), which hopefully will facilitate borrowing of materials from other institutions. Professor Braun suggested an early meeting of Professor Palestrant with the departmental library liaisons to discuss departmental needs. The meeting was adjourned at 12:20 P.M.