Library Council v. 34, no. 3

9 February 2000 Volume 34, No. 3	Main Library Conference Room
LIBRARY COUNCIL MEETING
MEMBERS PRESENT:	Joseph Branin, Jane Case-Smith, Kathy Fagan, Chris Hallstrom, James Loucks, Steven Pentak, Franklin Proano, Michael Scott
MEMBERS ABSENT:	Jason Dominquez, Joseph McKerns, Kenneth Pearlman, James Siddens, John Soloninka, David Tovey
GUESTS:	Wes Boomgaarden, Gay Dannelly, Carol Diedrichs, Pat McCandless, Betty Sawyers

****************

1. The meeting was called to order by Chair Jane Case-Smith at 3:35 p.m.

2. The Minutes of the January meeting were approved as written.

3. For the remainder of the academic year, Library Council meetings will be held on the second Wednesday of the month; the time of 3:30 p.m. will remain the same. The dates for the remainder of the year are March 8, April 12, May 10, and June 14 (if needed).

4. Renovation of Main Library. It is anticipated that the entire process will take ca. eight years. Wes Boomgaarden, currently serving as the Libraries' Preservation Officer, has been identified as the primary individual to work with Joe Branin on this project. The basic steps in the renovation process for Main Library are the following:

2) Architectural feasibility study--A planning team, to be appointed later in the spring, will develop a Request for Proposal (RFP) to cover this phase of the project. The RFP will be issued this July when the monies to cover the study, in the amount of $.5M, become available. It is hoped to have an architectural firm on board by fall, and the study is scheduled to cover a two year period.

3) Approval and implementation of construction--Following the architectural feasibility study, a decision will be made concerning the continuation of the project. If that decision is positive, there would then be an extensive architectural competition, followed by the actual construction, which would cover a four year period over two biennia.

A wide variety of mechanisms will be used during the academic feasibility study to obtain information from the campus community, as well as from other libraries and/or consultants who have completed, or are in the process of conducting, major renovation/building projects. The major thrust for the information gathering on campus will be a determination of the desired functionality for the building. From those who have been involved in building projects elsewhere, the intent would be to identify the features that appear to work well, as well as pitfalls to be avoided.

There must be broad public input during this information gathering phase. It was suggested that the Senate Steering Committee should be contacted to identify appropriate committees to be involved in this process. Among the suggested methods of obtaining information were the use of focus groups, open town meetings, surveys, and a Web site where suggestions could be recorded. Any and all mechanisms that are used should be widely advertised via the Lantern, onCampus, WOSU, and the University and Libraries' Web sites. Library Council reaffirmed its intent to provide assistance during this phase of the project.

5. Fund Raising. Raising funds for the renovation of Main Library has been identified as the top priority of the University for a two year period. Significant private funds in the range of one third of the total cost of the project (currently estimated at $60-70M) must be obtained if we are to improve the probability of obtaining State funding for the remainder.

The Libraries' has been raising roughly $1M per year, with most of the donations be "in kind" rather than cash contributions. Other libraries who have been successful in fund raising should be contacted for ideas and suggestions, and the assistance of the Alumni Association should be solicited.

A major public relations effort will be required. The Libraries will be hiring a Communications Officer with a strong public relations background, and advertising consultants and/or PR firms may be utilized, as well. The idea of the Main Library as the emblematic/symbolic heart of the University should be emphasized, using verbal visions and ideas that are compelling--there must be a vision that will be appealing to a broad spectrum of potential donors.

6. Book Depository. The University will be moving forward with the building of an additional module for the Book Depository; the existing facility currently holds in excess of one million volumes. The collection is housed in high density storage by size and, therefore, is not browsable, but three deliveries a day insure that needed volumes will arrive at Main Library in well under 24 hours.

7. The meeting was adjourned at 4:50 p.m. The next meeting will be held on March 8; suggestions for Agenda items should be sent to the Chair via e-mail (case-smith.1@osu.edu).

Elizabeth Sawyers for
Joseph J. Branin