UTC Lupton Library Management Council June 28, 2007

Present: Valarie Adams, Mike Bell, Virginia Cairns, Steve Cox, Jason Griffey, Anna Lane-Recorder, Theresa Liedtka and Andrea Schurr

The minutes from the February 27, 2007 meeting were approved. Anna will distribute via e-mail and post to the S-drive.

Lupton Library Logo

Theresa reported the Outreach Committee had asked if there was an official Lupton Library logo to be used on items ordered for giveaways. Theresa replied at this point there was not an official logo in place however for the past year there have been two possible logos; option one designed a few years ago which is the book coming out of a computer design and option two designed by Jason which features Lupton Library printed in a contemporary font with three books shelved on the left of the print.

Andrea reported she worked closely with Sheila Delacroix, former Lupton Library Dean, on the option one logo at the time it was being considered. Andrea stated a design firm was hired to come up with the design. Theresa stated she surveyed four students if they recognized the symbolism of the design on option one and none recognized the book coming from a computer. Virginia and Jason stated several faculty and those responding via a focus group reported the option one logo appeared outdated.

The committee agreed to make option two the official Lupton Library logo. This logo will be used for items purchased by the Library for giveaways or apparel. Of course the official UTC information will be used for letterhead, envelopes and business cards. Theresa requested that in addition to the logo that the library’s web address be included on giveaways, when possible.

4/10 Work Week Andrea reported that with the new organizational structure and staffing patterns in Access Services becoming more routine, that she would like to adjust Cheryl’s work schedule to four ten hour days (Sunday-Wednesday). There is a precedent for weekend and evening staff working a four day work week as Layton worked a 4/10 schedule as an evening supervisor. Andrea reported having Cheryl in the building earlier would help with Cheryl’s availability for committees and on Monday’s and Wednesday’s her earlier presence would be beneficial for Laird’s day off and the weekly Access Services’ meeting respectively. Brandi would continue to work the normal five day work week and would be in charge on Thursday nights. Andrea stated Brandi is very capable of this and Thursday nights are typically one of the slower nights of the week.

No one in Management Council had any concerns about the move and a general discussion took place about alternative work weeks. It is important to note that this type of work schedule will be considered in the context of the best functionality for the department and the Library as a whole. It was agreed that in most cases the typical five day work week is best, but that decisions of this nature would be made on a case by case basis.

Management Council agreed with Andrea’s proposal to move Cheryl to a 4/10 work week beginning with the Fall semester.

To Do: AS to adjust CVM schedule to 4/10

Study Marathon

Theresa reported that Mary Robinson of the Student Success Center would like to move the “student study marathon” to the Library in the future. Typically the study marathon takes place during the time the Library is open 24/7 for finals. The study marathon will take place 1:00-9:00. Priscilla has volunteered to be the representative for the Library on committee for the study marathon once it is formed. This will be done mid-Fall semester. Theresa will update as more information becomes available.

VTLS Training

VTLS training is scheduled for July 23rd & 24th. Jason will distribute a rough training draft to departments. The core of the training will be how to administer the system. No one, other than Library IT, is required to attend however anyone who would like to attend is welcome. Jason plans to schedule an overview of the new system for Tuesday morning.

As an aside Jason reported one of the reasons the Library has had problems with VTLS is due to the fact that the system is set up in a non-standard way. When Randy Whitson originally installed VTLS he did so with much customization. Jason stated the directory structure is set up contrary to the norm. Jason stated in concert with the upgrade the system will be reinstalled in the standard format.

To Do: JG to send training draft to departments

Miscellaneous Business/Announcements

Collection Development-All collection development requests are due to Mike by August 1, 2007. Mike informed the committee there are several University Press catalogs available on the gray cart in Acquisitions. These could be helpful when choosing resources for next year.

2 nd Floor Materials-Andrea reported a shift of the 2nd floor materials has begun. The primary goals of the shift are to provide growth room for the next 4-5 years and get down dangerous shelving. The shift should be completed by the Fall semester.

New Computers-Jason informed Management Council the 45 new computers have been delivered. These computers will replace those in the Reference computer area. The current 2nd & 3rd computers will be surplussed and those from the Reference area will go to 2nd & 3rd. Once this is done all the computers in the building will be no more than 3 years old.

Library IT Offices-Corporate Express will arrive tomorrow to move the existing furniture currently in room 207 to the new Library IT Offices. The furniture for Jason’s office and the workroom will be delivered the first week of July.

Copy Services Transition-The transition from Xerox and IKON is underway. Theresa has been informed there will be at least one operable copy machine in the Library over the weekend. Theresa stated she plans to contact Cindee Pulliam regarding her disappointment in not having a coin op machine and ask who complaints by patrons should be directed. Budget-There has been little word at this time for the FY 2008 budget. All Theresa knows at this time is funding has been approved for a new library and 3% across the board raises have been approved.

Library Visits-Theresa reported there are currently three visits to other institutions’’ libraries to get ideas for the new Lupton Library building. Those libraries include Rhodes College (July 17th), Charleston College (July 25th) and Appalachian State (July 26th). Theresa is also coordinating visits to Georgia State and Georgia Tech. The members of the Internal Committee for a New Library are Valarie, Mike, Virginia, Toni, Steve, Jason, Anna, Theresa, Andrea, Beverly and Cheryl.

Theresa reported there is no word yet on the External Committee. Deans have been asked to designate one member of their faculty to serve. If the external committee is finalized before the site visits the external group will be invited attend.

Naming Opportunity-Theresa reported Bob Lyons, Vice Chancellor for University Advancement, would like the Lupton name to stay attached to the current building once the new library is built. This would allow University Advancement to identify potential donors for the opportunity to have their name attached to the new building. This has not been officially resolved and Theresa will update as more information becomes available.

Joint Lupton Library/Chattanooga Hamilton County Bi-Centennial Public Library (CHCBPL)-Theresa has a meeting set up with the Chancellor tomorrow to discuss the joint library proposal. Theresa is drafting a memo to the Chancellor documenting the advantages and disadvantages to joint library initiatives. [note: TL’s meeting with the Chancellor was cancelled as something came up in his schedule].

Respectfully submitted,

Anna Lane