University of Essex s7

UNIVERSITY OF ESSEX

LIBRARY COMMITTEE
(OPEN MEETING)
5 March 2014
2.00-2.50 pm
MINUTES
Chair / Dr Luther, Deputy Dean (Education) (Humanities)
Present / Mr Butler, Mr Cochrane, Mr Murphy, Mr Potter
Secretary / Mrs Wisher, Assistant Librarian
By invitation / Members of the University (14)
WELCOME
Noted / The Chair welcomed attendees to the Open meeting. / 1/14
LIBRARIAN’S REPORT
Reported / It had been a busy year in the Library and was due to become busier. Collection development continued to proceed steadily. £574,215 had been spent on books so far in 2013/14, an increase of 17.3% on the same point for the preceding year. £183,788 of this total had been spent on extra copies of in-demand books for the Student Collection, and a further £159,642 on e-books. It was anticipated that a total of £921,000 would have been spent on books by the end of the year, including £200,000-210,000 on the Student Collection, and £170,000-175,000 on e-books. £1,124,096 had been spent on journal and database subscriptions, an increase of 6.8% on the preceding year. This was likely to rise to 7.5-8% over the next few months. A modest expansion on journal expenditure was planned for 2015, with 3% of new money available for additional subscriptions, although this was dependent on the level of the Library budget for 2014/15. A recent survey undertaken by the British and Irish Association of Law Librarians (BIALL) had seen Essex come through strongly in terms of materials expenditure, being ranked 1st amongst pre-1992 universities for book expenditure. The Library’s collections of 1.1 million printed volumes, and over 740,000 e-books compared favourably with many other universities, including some in the Russell Group. / 2/14
The new shared library facility in Southend, The Forum, had opened in September. A preliminary survey undertaken at the start of 2014 had shown a favourable response to the facilities available, particularly those in the University’s Learning Hub. A further survey would be conducted by the Assistant Librarian in Southend later in the year. / 3/14
The Library extension at Colchester was progressing, with a scheduled completion date of the end of January 2015. It was intended to make the space available to users as soon as possible after this date, although there would still be considerable work involved for Library staff in redistributing ca. 670,000 volumes on the shelves during February-September 2015. The extension would include additional individual and group study spaces, with access to the University’s wireless network throughout, and plug sockets on each desk. There would also be additional accommodation for both main and rare book collections and a 24/7 facility for research postgraduates. / 4/14
Refurbishment work was due to take place in the existing Library building over the summer vacation. Additional plug sockets had recently been installed on the upper floors. The lighting would be replaced on floors 2, 3 and 4, and floor 5 would be re-carpeted. The entrance floor would be closed from early June to mid-September to allow for extensive remodelling and a new service desk to be installed. The demands on the existing Library building now exceeded its capacity, with shelves being over 96% full. Efforts had been made to avoid this situation having an adverse impact in public areas, but the effect was being felt in the Library’s closed stores. The number of study places had been reduced by ca. 100 over the past 5/6 years. This would be redressed by an additional 380-390 places in the new accommodation. The Library was currently unable to accept any rare book or archival collections until after Easter 2015. / 5/14
Whilst library accommodation at Loughton remained modest, it had been increased in recent years. Plans for a new building, including purpose-built library and IT space, were still being considered, with a possible decision to be taken in April. / 6/14
The growth of the Student Collection and the new library at Southend had been major improvements in library provision over the past year. It was hoped that levels of satisfaction with Library resources and services in the 2014 NSS and SSS results would increase from the previous year’s 83% when they were published. / 7/14
SILENT STUDY IN THE LIBRARY
Noted / Members of the Mature Student Society felt that at times it was difficult to study in the Library due to noise levels. It was acknowledged that different areas of the Library offered different study environments, with the landings being intended for noisier group working, and the Large Reading Room at times tending to have more of a buzz due to the nature of the space and the close proximity of the PCs to the seating area. It was also recognised that the loss of study places over recent years had resulted in increased occupancy of the remaining space. Users seeking a quiet place to work were encouraged to use the upper floors of the Library, where noise levels were monitored by Library staff and had been found to be satisfactory. Where users experienced unsatisfactory noise levels on the upper floors, they could report this to Library staff at the Enquiry desk or via libline at the time so that it could be addressed.[1] / 8/14
DRINKING WATER
Noted / A desire was expressed to make drinking water available in the Library for users. Although there were currently no plans for water dispensers in the extension or refurbished spaces in the Library, the possibilities would be investigated further with the Estates section. / 9/14
BOOK SECURITY ARRANGEMENTS
Noted / In response to comments about the cost effectiveness and user-friendliness of book security arrangements, it was noted that the current level of losses from the Library was minimal with, for example, only 49 books identified as missing from a collection of 31,000 in the Student Collection during a recent check. The Library’s staffing costs were the lowest amongst pre-1992 institutions, and the members of staff based at the exit desk undertook a range of duties in addition to checking bags and cases. The checking policy applied to all Library users, whether members of the University or not, and was performed with a lightness of touch approach by the staff at the exit. In terms of cost effectiveness, the implementation of a new electronic tagging system would require a considerable investment in time and money, and Library staff had been informed by a vendor of one such system that, whatever its benefits, it was not a security solution. Although there was an alternative exit for Library staff, this was used for operational reasons. The architect’s arrangement of the redeveloped entrance floor did not include an additional exit in this way. The existing procedures would be reviewed in order to ensure consistency in the user experience and that the check was carried out as sensitively as possible whilst maintaining the effectiveness of the system. / 10/14
ELECTRICAL SOCKETS
Noted / In response to a question about recent installations, it was reported that 12 additional sockets had been installed on floor 3. / 11/14
LARGE READING ROOM
Noted / The level of noise in the Large Reading Room during overnight study was sometimes problematic[2]. In past years, additional spaces had been made available across the University, particularly during exam periods. Enquiries would be made about the provision of these for the current year, and this information would be publicised at an early stage. A number of PC labs were available 24/7, and Lab E was due to be redesigned with quieter, individual study spaces. / 12/14
THANKS
Noted / The Chair thanked the members of the University for attending and for making the Committee aware of the issues raised. / 13/14

Emma Wisher
Assistant Librarian
March 2014

[1] Following the meeting the Librarian discussed this item further with senior colleagues. After Easter, and throughout examinations, the frequency of checks to monitor study conditions would be increased.

[2] This item would be raised with Security staff on duty in the Library after 10.00pm.