Saturday, November 4, 2000

Present: Terry Carlton (presiding), Eric Carpenter, Ray English, Paul Erler, Carol Ganzel, Samuel Goldberg, Jessica Grim, Nathan Haverstock, Norman Jung, Gordon Neavill, Carl Peterson, Molly Raphael, Richard Rubin, Dina Schoonmaker, Dorothy Smith, Scott Smith, Janice Zinser

1. Welcome.

Terry Carlton explained that he would chair the meeting, since Carl Peterson had been unable to prepare in advance due to a family emergency and might also be unable to attend. By mutual consent Terry continued to lead the meeting after Carl arrived. Members of Council introduced themselves. Ray welcomed Dorothy Smith `29.

Terry referred everyone to the agenda and minutes distributed in advance as well as to the packet of additional materials distributed at the meeting.

2. Minutes of the 1999 Meeting.

The minutes of the November 13, 1999 meeting were approved as distributed.

3. Student Research Award Proposal.

Jessica Grim presented a proposal (text distributed at the meeting) to recognize excellence in student research through an awards program. The Friends would make two $500 awards annually to Oberlin students whose research projects have been outstanding. Hunter College has a similar program. The proposal outlines criteria and a process for identifying nominees and selecting award winners. Research projects in all subjects are eligible, and research is defined broadly, though it must include a library or information component. The awards themselves would be presented at the Friends annual dinner. The quality of the research effort rather than the subject content should be emphasized, though it can be difficult to evaluate the research process separately from the results of the research.
Council members suggested adding a faculty member to the awards committee and also trying the proposal for one year and reporting the outcome at the Council meeting next year. A motion to approve the proposal on this basis passed unanimously.

4. Graduate Library School Scholarship Proposal.

Ray English presented the proposal (text distributed at the meeting) to provide an annual $2,500 scholarship to a recent Oberlin graduate who has been accepted at an accredited school of library and information science. Preference will be given to applicants from diverse cultural backgrounds who show promise in the field. Ray explained that Oberlin has been awarded a grant from the Institute of Museum and Library Services to establish an internship program for minority students here who are interested in attending library school after graduation. This proposed scholarship program would extend this effort to attract qualified minority students into the library profession.
One revision to the proposal was agreed upon during discussion. The word "recent" will be removed to permit Oberlin graduates to participate who seek entry into librarianship as a second career. A motion to approve this proposal passed unanimously.

5. Acquisitions Committee Report.

a. Special Collections Proposal.

Carl Peterson presented a proposal outlined in a 9-25-00 letter from him to the Council (text distributed at the meeting). The proposal recommended earmarking a portion of each year's acquisitions allocation for purchases of rare titles for Special Collections, with appropriate items to be acquired as they become available on the market through the year.
Discussion revealed strong support for the proposal and focused primarily on the process of selecting titles. The importance of acting expeditiously to buy rare titles was stressed. It was decided that the Acquisitions Committee should establish a selection process that includes guidelines for consultation among library staff and committee members. A motion to endorse the substance of the proposal was made and passed unanimously.
Scott Smith then proposed that 10% of the annual acquisitions allocation (with a $2,000 minimum) be earmarked annually for this purpose. A motion to this effect was made and passed unanimously.

b. Support for New Faculty.

Carl Peterson led discussion of a 9-22-00 letter (text distributed at the meeting) from him to Dean and Acting President Koppes and Conservatory Dean Robert Dodson regarding Dean's support for the library needs of new faculty members. At last year's Council meeting it was agreed that Carl and Ray would seek a meeting with the Deans to discuss this question. They were able to meet only with Acting President Koppes.

At the meeting the Acting President explained that start-up funds for new faculty are provided as part of the institutional budget and that letters to new faculty members indicate the amount of support. The funds Friends provide for new faculty members is "icing on the cake" and not a replacement for Oberlin's institutional responsibility to provide start-up support. The long-term understanding has been that the Dean's Office and the Library will evenly split the cost of new faculty support. These recent conversations with the Deans confirm this understanding.
Discussion included the assertion that Dean's funding should be provided in full before any Friends funds are spent for this purpose. The context and complexity of providing support for new faculty were discussed at length. A motion on this matter was made but withdrawn after Ray English and Eric Carpenter assured Council members that these negotiations have been successfully concluded from the Library's point of view and that Friends funds will not be used as a substitute for institutional start-up funds.

c. Friends Purchases.

The Council next discussed purchases with Friends funds (List #10). Scott Smith reviewed each item on the list, explaining briefly why the Acquisitions Committee selected (or rejected) each nomination. Items not recommended for purchase – or recommended for purchase at a reduced level – were enumerated at the end of the list. It was noted that MIT CogNet is a subscription item and that the Friends will support the first year's purchase only. The Friends policy not to support long-term commitments remains in effect; regular budgeted funds will pay for renewals of this subscription.

There was discussion of allocating additional funds for Special Collections beyond the $3,000 specified on the list. It was decided not to do this since the Friends are making two new financial commitments this year. The question of allocating more funds for acquisitions, especially of rare titles for Special Collections, will be considered next year. A motion to approve List #10 as distributed was made and passed unanimously.

6. Program Committee Report.

Dina Schoonmaker presented the report of the Program Committee (text distributed at the meeting). Certain programs (e.g. Marlene Merrill's talk on her book) this past year were very well attended but others were not.
Potential programs for the Spring 2001 semester include Yongyi Song (the Dickinson College librarian who was arrested in China) and Laura Wendell (who started the World Library Partnership). In 2001 the Library will sponsor the Jantz Lecture. Several major speakers have been proposed for next year's annual dinner, including Nicholson Baker, Thomas Tanselle, and James Powell (former OC Professor of Geology, Provost, and Acting President).

7. Membership Committee Report.

Paul Erler presented the report of the Membership Committee (text distributed at the meeting). The total number of members for 1999-2000 was 724, the highest in several years. Membership renewals to date for 2000-01 are lagging slightly behind those at this time last year (413 vs. 465), but the amount contributed to the Friends has increased substantially ($24,357 vs. $17,875). Lack of membership by students this year accounts for most of the overall difference in members. The fact that there was no library book sale this year explains some of the drop-off in student members. Letters were been sent to General Faculty members who have not previously been members, but only five individuals responded favorably. A mailing went to all alumni librarians and eleven new members joined the Friends from that group.
Efforts to recruit a substantial number of new members have not been very successful. The idea of telephoning faculty members was discussed, but there was little enthusiasm for this recruitment method. Paul praised the revisions made in the list of Friends members that was distributed with the membership renewal solicitation this year. Ideas for recruiting members in all categories are most welcome and should be forwarded to Paul Erler. Paul left the meeting briefly after presenting this report.

8. Nominations and Honorary Life Committee Report.

Jan Zinser began the report by nominating Paul and Louise Erler, Class of 1932, for life membership. Paul and Louise both served as members of the library mini-campaign steering committee and Paul has been chair of the membership committee since 1996. In addition to their generous annual gifts, Paul and Louise recently established a two-life gift annuity that will ultimately benefit the Friends. It is the first planned gift specifically designated for the Friends organization. The nomination passed unanimously.
Jan then presented the list of new members and officers for the 2000-01 Council (text distributed at the meeting). Jan thanked Samuel Goldberg for two successful terms on Council, including service as President from 1996 to 1999. Carl Peterson, Terry Carlton, and Molly Raphael were nominated for second three-year terms. Professor Anne Trubek (Expository Writing) was nominated as a new member for an initial three-year term. A motion to approve the list of new members was made and passed unanimously.
Officers nominated for 2000-01 were: Terry Carlton, President; Dina Schoonmaker, Vice President; and Nathan Haverstock, Secretary. Thanks were extended to Carl Peterson for his service as President during the past year. A motion to approve the list of new officers passed unanimously.

9. Financial Report.

Ray English presented this report (text distributed at the meeting). He noted that $33,656 was received in gifts during 1999-2000, the highest level in recent years. The 1999-2000 ending fund balance was $64,616. The organization is in very good financial health and can consider higher levels of annual spending.

Minutes by Eric Carpenter and Ray English, 11/7/00