CREATIVE ARTS LIBRARY ADVISORY COMMITTEE (CAPLAC)

Minutes of the CAPLAC meeting held at 2:30 pm on Wednesday 23 May 2007 in the Kingsland Room at the School of Music.

PRESENT

Mr. V. Elliott (Chair), Ms. K. Collier, Ms. I. Hansen, Dr. B. Cummings, Mr. J. Luxton, Ms. H. Ennis, Dr. S. Wild, Ms. R. Waller, Dr. R. Hayward, Dr. A. Riddell, Mr. A. Noble, Ms. G. Buckley (Minutes).

1. APOLOGIES

Ms. S. Kosse

2. WELCOME

Mr. Elliott welcomed members to the first meeting in 2007 of the Library Advisory Committee for Creative Arts. Ms. Hansen introduced each committee member as the membership had changed since the last meeting.

3. DIVISION OF INFORMATION UPDATE 2006

Mr. Elliott reported on developments within the Division of Information:

3.1 Access & Collections Budget 2007

By 2005 the Library’s Access and Collection (A&C) budget had been fixed for 3 years at $7.5 million per year. In 2006 it was agreed that the annual budget would be increased to $8 million to take account of inflation and currency movements. ANU has now approved the higher amount on a recurrent annual basis. However, in future any amount above the $8 million will need to be negotiated with academic areas since it would be funded by their budgets.
At the end of 2006 there was $374,000 worth of outstanding orders. These were carried forward into 2007. These orders are funded by 2006 A&C funds and are in addition to the recurrent budget for 2007. The Library had developed a risk management strategy for the A&C budget which included a reserve; however, under ANU policy introduced this year, it was no longer possible to maintain a reserve. Accordingly, the reserve had been applied to one-off expensive items for each subject area.

3.2 Assurance Advisory Committees

Assurance Advisory Committees (AACs) will be setup at ANU to advise management on quality assurance and risk management issues. In the DOI these AACs will focus on information systems and support. They will also facilitate coordination between the ANU Colleges and the Division of Information. Representatives from Library Advisory Committees will participate in these AACs.

3.3 Recent appointments

Dr Marcus Buchhorn has been appointed as the Director of ICT Environments. This position has replaced that of Director of STS.

4. ACCESS AND COLLECTIONS BUDGET 2007

Ms. Hansen reported that the Creative Arts Precinct Access and Collection budget was in good shape. It was noted that she was encouraging academic staff from the Schools of Music and of Art and the Centre for New Media Arts to submit suggestions for purchases, including expensive items such as those purchased last year. A list of expensive one-off purchases in 2006 was tabled and noted. Dr. Cummings noted that he also welcomes suggestions for purchases as there is a separate grant from the Faculty of Arts for expensive items for the Music Library collection, such as large orchestral sets or reference works.

The budget for 2007 was noted.

5. COLLECTIONS SPACE AND OFF-CAMPUS STORE

Mr. Elliott noted that there had been a series of LAC meetings in December 2006 to inform members about the plans for the establishment of an off-campus Library Store located at Hume. CAPLAC had met on December 4 2006 for this purpose. Mr. Elliott provided an update on planning for the Store. In particular, the lease for the Store had been signed and the refurbishment of the building was taking place. The budget for the Store is estimated to be about $2.3 million over 2 years. About one third of the Library collection will be relocated to the Store. In approving the Store, the University had sought a commitment to additional Library space being allocated to learning and to some space in Hancock West being returned to the University by 31 December 2007 for re-use. It was noted that Hancock East would continue to be used by the Library. This had meant that approximately 10,000 linear metres of material would need to be relocated from the Hancock Library to the Store. This material would be moved during 2007.

5.1 Art Library move to Store

Ms. Hansen reported that in accordance with the previously agreed guidelines, about 132 linear linear metres of shelving needed to be freed up in the Art Library so that the shelf occupancy rate was reduced to 75%. This would be achieved by the following:

Material to be moved to the Hume Store:

• Pre-1990 print serials.
• Monographs with classification numbers 000-390 and 800-999.
• Zelman Cowen books.

Material to be moved to the Menzies building:

• The Brindabella Press collection into the Rare Book area.
• Artist Books to move in with the Petr Herel collection.
• Theses by coursework postgraduate and honours students.
• The School of Art files will be moved to ANU Archives.

5.2 Music Library move to Store

Dr. Cummings reported that 225 linear meters of material needed to be moved from the Music Library in order to meet the shelf occupancy target of 75%. At present the Music Library is at 96% capacity. The following measures will be taken to reduce the shelf occupancy rate.
Orchestral sets will be moved into the School of Music basement storeroom.

Certain other material will be moved from the Music Library to the Store including,

• Library of Congress (LC) classified books which had been moved to the Music Library from Chifley a few years ago. It is a static collection and all recent acquisitions are added to the Dewey classified area. Less than 3% of Music Library loans come from this collection.
• Choral sets
• Selected reference works, for example those that are fully duplicated electronically or duplicate print sets.
  All 78rpm records. There is no equipment in the School of Music to play them on and many of the recordings are now available for purchase in other formats.
• The Forbes Cameron jazz books. More recent academic books on jazz have been purchased.
• Junior books.

6. RECOVERY FROM 28 FEBRUARY STORM

Mr. Elliott summarised the damage to Library buildings and collections caused by the storm on 28 February.

Hancock and Menzies had some leaks but their collections were not damaged. Level 4 of Chifley (top floor) was badly affected, with extensive damage to books. A large book move and repair project took place over many weeks and sections of the ceiling and roof were repaired. During the period that level 4 was closed, Chifley staff had operated a retrieval service and over 15,000 items were retrieved for users. Level 4 has recently re-opened to the public.

Ms. Hansen reported on the storm damage to the Art Library. In particular, Library staff offices and the Seminar Room had major leaks; some new books had been damaged by water as had the imaging PC workstation, the ceiling of the seminar room, wiring to the digital projector, and carpets. She advised that basic repairs allowed normal services to resume a few days after the storm. However, the water-damaged carpet would be replaced at a future time.

7. OTHER BUSINESS

7.1 Art Library Refurbishment
Ms. Hansen noted that the Art Library would be refurbished later in 2007. It will be re-carpeted, some furniture will be replaced, and shelving and equipment will be re-organised to provide more light spacious areas for reading and study.

7.2 The Juan Davila Donation
Ms. Hansen reported that Juan Davila has offered 2000 books from his personal library to the ANU Library. This gift is in the process of being formally valued and accepted for inclusion into the rare book collection located in Menzies.

7.3 eMage
Ms. Hansen reported that the EMage image project was named from a suggestion by Rodney Hayward, Lecturer in wood design. The eMage database was setup by Art Library staff as a pilot project in 2006. At this stage it contains images of some artworks by academic staff from the School of Art. The project has been put on hold pending legal advice from ANU on copyright statements to be used by eMage and by Picture Australia.

The meeting closed at 3:50 pm.