The University Library Advisory Council (ULAC)
Minutes

Minutes of meeting held Friday, November 7, 1997 10:00 AM, General Administration Building, Chapel Hill, NC

Members Present: Appalachian State University- Lynne Lysiak for Mary Reichel -- East Carolina University-Gale Munde Elizabeth City State University-Claude Green -- Fayetteville State University-Bobby Wynn -- General Administration-Henry Schaffer -- General Administration Network Services-Steve Painter -- North Carolina Agricultural and Technical and State University- Waltrene Canada -- North Carolina Central University- Floyd Hardy -- North Carolina State University-Susan Nutter -- University of North Carolina at Asheville- Robert Bland for Mel Blowers -- University of North Carolina at Chapel Hill- Joe Hewitt -- University of North Carolina at Charlotte-Ray Frankle -- University of North Carolina at Greensboro-Dana Sally for Doris Hulbert -- University of North Carolina at Wilmington-Sherman Hayes -- Western Carolina University-Bill Kirwan -- Wintson-Salem State University- Mae Rodney

Members Absent: North Carolina School for the Arts -- University of North Carolina at Pembroke

1. The minutes were adopted with two minor changes. There were two name spelling corrections and it was noted that Bobby Wynn was present at the meeting.

2. NC LIVE Reports

• A. Ray Frankle gave a report from the Technical Committee for Server Sites. The committee was recommending two sites UNC system should be responsible for technical coverage. Staffing levels initially or as soon as possible should be at three positions with two at one site and one at the other The Committee recommended that UNC at Chapel Hill and North Carolina State University be the two sites selected. Henry and Steve from General Administration were already assisting in research on acquisitions and technical issues.
• Motion was passed that: ULAC adopts the proposal of the subcommittee. ULAC endorses the work of the subcommittee and the recommendation of that committee for two sites at the two locations listed above.
• Motion was passed that: ULAC thanks North Carolina State University and the University of North Carolina at Chapel Hill in advance for their willingness to house and assist these sites. It is understood that this will be a challenge as well as an opportunity to serve.
• Motion was passed that: ULAC endorses the committees recommendation for the need for a help desk (serving librarians throughout the state) and for personnel that can help in technical areas. It is key that there be a strong infrastructure in place as soon as possible for the long term health of the NC LIVE service.
• Motion was passed: ULAC formally thanks Ray Frankle for his outstanding work and leadership in this area of technical management and design related to NC LIVE. His work has been a stellar effort.
• B. RAC (Resources Acquisition Committee)of NC LIVE: Bill and Joe reported on their meeting of this committee. Although the specific recommendations of this committee which were forwarded to the negotiators are confidential, both participants reported that they were happy with the vendor selection process and that it was a very positive meeting that was remarkably collegial and cooperative.
• C. Steering Committee of NC LIVE: Susan reported on the recent meeting and about anticipated actions in the near term for this committee. She also felt a sense of accomplishment from the RAC efforts. January 30, 1998 is the start up date for NC LIVE. There hopefully will be simultaneous ribbon cutting events throughout state. This is a golden opportunity to thank the many supporters of the system and to help spread the word about the system to its many audiences. Negotiations are going well with the vendors, particularly because we have two outstanding negotiators (Amy Dykeman and Larry Alford) representing NC LIVE. The week of November 11 is the start of several significant events. These include negotiations on the legal/fiscal agency structure, receipt of Technical Committee Reports, negotiations on costs for future partners to join and writing the Memorandum of Understanding.

3. Copyright Policy for the UNC System: Susan presented her comments and concerns over a draft report from the Inter University Computer Law Committee related to copyright policy for the UNC system. Susan distributed a packet of information to those present that included the draft policy, Susan's letter to David Drooz, Office of Legal Affairs at NCSU, and his email response to Susan. Susan is concerned that the fair use standards within the guidelines under discussion are too restrictive. The faculty and librarians of the various campuses have not been consulted enough so that their concerns are represented. Although we recognize the need for lawyers to help us work within the law and protect our institutions, there are important issues related to the role of information and fair use in the University that should be further considered within the policy. Susan recommends that each library read the material and initiate discussion on their campus related to this important issue. There was extensive discussion on the copyright issues, the draft proposal, the role of various participants in the process and the timing of this decision process. While appreciating the difficulty of the law in this area and the extensive good work of this committee (Inter-University Computer Law Committee) already presented, the group felt strongly that full consultation was more beneficial than speed and closure on this subject.

Motion was passed: ULAC requests the Chair to write a letter summarizing our concerns as a group over selected parts of the current content of the draft document on copyright policy and the process involved. We want to protect to the fullest extent possible the rights of the University and its component members under the fair use doctrine of copyright. We request that the process be a joint process between all affected parties and that faculty and librarians in particular become full partners in the promulgation of this complex policy.

4. Electronic Reserves Bill initiated a discussion on electronic reserves. Much of the content was covered in the previous segment on copyright since so much of reserve decisions in an electronic environment hinge on copyright protection and compliance. Susan offered to share with the other members of the system NCSU's guidelines in this area. There was a consensus that each campus needed to have an effective policy that served their needs. The question was raised whether there should be a general guideline for all campuses that was designed by ULAC.

This question and discussion was referred to the ULAC Committee on Cooperative Issues.

5. Distance Education Bill also initiated the discussion in this area. The main issue centered on whether students can now or should be able to borrow materials from any UNC Library other than the one they are registered for in distance education. Example, a student in living in Wilmington taking a distance education course from UNC-Chapel Hill on a specialty area not provided at Wilmington wants to borrow materials in Wilmington in support of that UNC course. After some energetic discussion and agreement that this is a very worthy topic for future discussion and action, it was noted that a broader issue in this area will be coming shortly. With the introduction of NC LIVE, will we more and more be asked to support requests from our partners in NC LIVE such as the Community College and Public Library systems related to better serving their respective communities of interest?

The issue was referred the Cooperative Issues Committee of ULAC.

6. 1997-1999 Committee Assignments for ULAC Tentative assignments from Joe Hewitt below.

Budget Committee: Personnel Committee: Waltreene Canada, Chair Mary Reichel, Chair Robert Bland (Acting) Joe Hewitt Susan Nutter Vicki Montle Mae Rodney Bobby Wynn

Cooperative Issues Committee: Statistics Committee: Bill Kirwan, Chair Ray Frankle, Chair Claude Green Floyd Hardy Sherman Hayes Doris Hulbert Clarence Toomer Gail Munde (Acting)

If members want to trade committee assignments by mutual agreement, they are free to do so. Joe should be informed of any such agreements.

7. Issues Agenda for FY 1997/98: Joe asked for suggestions on issues that ULAC needed to discuss and work on as well as presented subjects that he as Chair would most likely be bringing to the groups attention. Some of the key issues include:

Copyright Policies NC LIVE

Distance education and other related cooperative activities

Interrelationships and collaboration of campus technologies and information exchanges with campus computing

Personnel issues at several levels

Cooperative storage

8. Ovid Evaluation Status: Steve polled the members on whether to continue Ovid in the future. The decision was delayed pending knowledge of the choices that will be made for content in NC LIVE.

9. Web Servers Supplied by GA-Network Services: Steve is seeking information on how these servers were doing and whether he can be of any further assistance. Members should feel free to report to Steve any issues related to this service. The ULAC group thanked Steve for his efforts and continuing leadership in this area.

10. New Business:

A. Henry reported two information items.

• CBT Systems is working with GA to perhaps provide a state license for some of their computer training packages. Free trials are available and Henry will keep us appraised of developments in this positive area of training.
• Henry also asked for a representative to the North Carolina Information Highway Policy Committee Meeting coming up December 11 in Raleigh. Sherman was volunteered as our representative and will attend.

B. The Secretary requested guidance on how to keep the ULAC webpage updated. It was the consensus of the council that the Secretary could assume the role of webpage manager (with of course support of other staff at the Secretary's institution and Steve at GA). Until further notice, this is now a normal part of the duties of the Secretary.

Meeting Adjourned at 1:30 PM.
Respectfully submitted: Sherman Hayes, Secretary