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Group Title: Smathers Libraries budget narrative
Title: Smathers Libraries budget narrative 2007 - 2008.
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 Material Information
Title: Smathers Libraries budget narrative 2007 - 2008.
Series Title: Smathers Libraries budget narrative
Physical Description: Serial
Language: English
Creator: Smathers Library, University of Florida
Publisher: Smathers Library, University of Florida
Place of Publication: Gainesville, Fla.
Publication Date: 2007-2008
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Subject: University of Florida.   ( lcsh )
Spatial Coverage: North America -- United States of America -- Florida
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Bibliographic ID: UF00087002
Volume ID: VID00001
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved, Board of Trustees of the University of Florida

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Table of Contents
    Program narrative
        Page 1
        Page 2
        Page 3
        Page 4
        Page 5
        Page 6
        Page 7
        Page 8
    Non-recurring requests
        Page 9
    Recurring requests
        Page 10
Full Text




Smathers Libraries Budget Narrative 2007-2008


1. Library Mission

The mission of the George A. Smathers Libraries is to meet the information needs of the
University of Florida community by providing access to all relevant forms of recorded knowledge.

2. Goals

A. Research

1. Participate in implementing the latest version of the Aleph Library Information
Management Software in conjunction with Florida Center for Library Automation
(FCLA).

2. Participate in implementing an improved user interface to the UF Libraries catalog
(based on the Endeca implementation at North Carolina State University) in conjunction
with FCLA.

3.Implement the Research Gateway, an integrated search tool for library users that
makes searching multiple databases and resources quicker and easier.

4. Reorganize the Libraries to be better aligned with the realities of providing an ever
increasing amount of information through remote access.

B. Service

1. Plan the redesign of Marston Sciences Library (MSL), which is a 20-year old design
that needs to change to meet current and future needs.

2. Establish electronic training facility in the Education Library.

3. Pursue development of an Arts Library or other options to relieve serious space
problems in the Architecture & Fine Arts and Music Libraries.

4. Complete planning and issue recommendations to expand the capacity of the
Auxiliary Library Facility (ALF) which is the primary off-site storage location for
infrequently used research materials.

5. Analyze current contract for acquiring new domestically published books to more
effectively acquire core collection materials and receive the books ready to shelve
without further processing.

C. Diversity

The George A. Smathers Libraries System is strongly committed to the diversity of our
faculty and staff (see accomplishments, below). As an integral part of the Libraries'


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Smathers Libraries Budget Narrative 2007-2008


recruiting program, applicants from a broad spectrum of people, including members of
ethnic minorities and disabled persons, are especially encouraged to apply.
However, the realities of the distribution of ethnicities among librarians make recruiting
and retaining significant numbers of some groups very difficult. Based on national
demographics of both library school graduates and practicing librarians, only about 4%
of all librarians are African American. Achieving parity with this statistic would require
us to have approximately three African American librarians among our staff of eighty.
Our goal is to hire and retain one net additional African American librarian each year for
the next three years.

D. Fund Raising

The biggest growing expense the Libraries face is the constant increase in the cost of
journals and other periodicals. The Libraries, in conjunction with the purchasing power
of the Council of State University Libraries, have negotiated caps on increases in these
costs which are far below the general market increase, but 5% of $6,000,000 on an
annual basis is still a major drain on resources. Our primary fund raising goal is to
establish a $10,000,000 fund to endow the growth in costs of these materials. Assuming
no major increase in the scope of academic subjects covered, such a fund generating
spendable income averaging 3.5% and net annual growth averaging 4.5% will cover the
cost of serials increases indefinitely. The Libraries hope to make establishing such an
endowment a major part of our participation in the University Capital Campaign.

A society to support the Florida History collection is being formed which will produce at
least $20,000 in annual dues and undertake the goal of a $100,000 endowment. An
easily reformatted $100,000 proposal has been written and is being used with donors. A
stewardship plan is being drafted. Four new donors with the financial means to make
$1,000,000 and above gifts have been identified and at least one cultivation meeting has
been held with all four. The"Preserve your Family Treasures" Workshop has been
designed and is being aggressively offered to retirement groups (Oak Hammock was the
first) in order to identify planned giving prospects. More faculty will be involved in the
identification and solicitation of donors. Donor tours of the Libraries will continue on
the second Friday of each month. We will capitalize on the arrival of the new Dean for
the Libraries to reconnect with more donors through introductory statewide visits to
share a vision for the Libraries.


3. Relation to

A. UF Work Plan

While the libraries were not analyzed in detail in the UF Work Plan, the Provost
identified the need to examine library needs, performance, and potential and established
a Future of the Libraries Committee. The report of this committee identified several


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Smathers Libraries Budget Narrative 2007-2008


areas that should be improved in order to support efforts to move into the top ten rank of
public universities. Key among these are the need for additional financial support for
collections, and the concomitant need for additional space to house, service, and provide
access to expanded collections.

B. Board of Governors (BoG) Strategic Plan

The BoG Strategic Plan does not reference libraries. However, as part of the university
community which supports the degree programs, research, and production of graduates
which are listed, the Libraries indirectly contribute at all levels, in addition to being a
component of the general university accreditation process.



4. Top Five Core Achievements

A. Completion and re-opening of Library West which rapidly became one of the most heavily
used campus facilities and a center for study, research and collaboration. Features previously
unavailable in any campus library have proved to be extremely popular: group studies that
facilitate group projects and collaborative efforts; laptops that can be checked out for in-library
use; and a study floor accessible to graduate students only. Occupancy counts (about 3400
visitors per day) and circulation increases(about 500 traditional materials items per day, and
another 500 checkouts of study rooms, laptops, and DVDs) document the popularity of the
service concept. Furthermore, the number of non-UF users who are willing to pay a fee for
Special Borrower status has increased four-fold. Open houses were held for faculty and
students, and a dedication ceremony with author and UF graduate Michael Connelly was held in
February.

B. Completion of a reclassification project for staff to rationalize library worker positions (i.e.,
job classes unique to libraries), and provide salary equity relative to campus for job classes
shared with the broader campus.

C. Demonstrated the need for an increase to the recurring serials budget of $750,000, which was
subsequently funded by UF.

D. Created and implemented a procedure to identify any materials stored at the Auxiliary
Library Facility (ALF) which are frequently used, and process them for relocation into Library
West or other more readily accessible libraries to maximize speed of delivery to users.

E. The digital collection generated by the Libraries has expanded to 187,000 items, comprising
35 TB of data, 15 TB of which were generated last fiscal year.

5. Problems Faced

A. Funding for Collections


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Smathers Libraries Budget Narrative 2007-2008


Chronic funding shortages for collection acquisition and data access relative to peer
institutions remain a top concern. These difficulties have been thoroughly documented
in the Future of the Libraries report recently completed. The Libraries have operated
with a materials budget approximately 30% below that of their peers for decades. See
http://www.aa.ufl.edu/search%5Fcommittees/futureofthelibrary/documents/FOL%20Fin
al%20Report.pdf
for details. The constant increase in the cost of academic journals and other periodicals
is a major factor in these problems. At present, the contracts for most of our journals
have a price increase cap of 5% per year. Even if this can be maintained for future
contracts (a highly optimistic hope), this rate applied to our $6 million journals budget
results in a compounding increase of $300,000 per year. To generate this much money
from an endowment and maintain current dollar purchasing power would require
roughly a net 8% return on a $10 million dollar fund spending 3% per year.

B. Space
Even with the endemic lack of funds to buy materials, the Libraries have also had severe
space shortages. The Architecture and Fine Arts Library is completely full, as is the
Music Library, and it is only the installation of compact shelving (which only has one
aisle for every eight ranges of materials) which has permitted West to re-open with the
complete active humanities and social sciences collections. The Future of the Libraries
report identified the dilemma: increasing funds to provide collections comparable to our
peers will require a doubling of space available to the Libraries in twenty-five years. The
estimated cost to use compact shelving to significantly increase the storage space at ALF
is close to $3 million, and building another storage facility would be that much or more.
The expansion of Library West has given us the opportunity to restore approximately
1,000 seats to users which were previously reclaimed for materials storage, but we still
do not have sufficient carrel or seating space for users outside the humanities and social
sciences. Redesign of MSL to provide more user space will exacerbate materials storage
problems. In the very long term, the move of materials to the online environment will
slow the need for growth in the physical collection space, but this is decades away. In
the meantime, we need at least 4,000 additional linear feet of shelf space per year to
accommodate normal acquisitions, and significantly more to accommodate large gifts,
archives, and reallocation of space for users.

C. Diversity
Despite all of our efforts to increase diversity, finding and especially retaining African
American librarians has been particularly difficult. Although African American
librarians have served at various levels of the organization over the past several years,
including in the position of Deputy Director of Libraries, at the moment most have gone
on to other jobs. Our conversations with our African American employees indicate the
retention problem is partially based on the local community being perceived as
unfriendly to African American professionals on campus. To some extent, this may be a
problem of achieving critical mass. It is difficult to recruit African American faculty to
the region, and even more so when the first hired will have few African American
colleagues.


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Smathers Libraries Budget Narrative 2007-2008


D. Preserving Order
An increasing level of disruptive behavior among some library users is complicating our
ability to provide a safe and comfortable learning environment. We are experiencing
careless damage (footprints on walls), extreme usage stress (overflowing trash cans,
spilled coffee), vandalism (slurs written on walls, broken labels on elevator controls),
disruptive behavior (noise in quiet zones, finding beer bottles and worse after weekends)
and unlawful entry carrelss forcibly entered and damaged, generally just to permit the
intruder a private place to sit for an hour).

6. Improvement

A. Strategies for Key Areas
1. Diversity
We have significantly increased our efforts to broaden the diversity of our staff. All
faculty position vacancy announcements are submitted to 15 individuals who are
recognized as grass roots leaders in the field of library diversity initiatives. These
include past and present members and officers of the American Library Association's
Joint Conference of Librarians of Color.
All faculty position vacancy announcements are submitted to 6 national groups devoted
to the advancement of diversity in libraries. These groups include:
REFORMA (National Association to Promote Library and Information Services
to Latinos and the Spanish-Speaking)
BCALA (Black Caucus of ALA)
CALA (Chinese American Librarians Association)
APALA (Asian-Pacific American Librarians Association)
The Gay/Lesbian/Bisexual Librarians Network
ALA Joint Conference of Librarians of Color


Faculty search committees routinely identify national experts for the library functional
or subject matter area relevant to the position. The Library Human Resources Office
contacts these experts to solicit advice on potential applicants from a broad spectrum of
people, including members of ethnic minorities and disabled persons, of the faculty
vacancy. In the course of three recently concluded searches the total numbers of
individuals contacted in this manner were 127, 142, and 197.
The Library Human Resources Officer is engaging UF campus groups and offices
associated with diversity initiatives and minority representation to refine our current
recruiting strategies and practices. Most recently he presented at the monthly meeting of
the UF Association of Black Faculty and Staff and is currently engaged in dialogue with
them.


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Smathers Libraries Budget Narrative 2007-2008


2. Development

The Development Office has pursued a multi-pronged strategy for raising money
during the past five months. Because the position was vacant for nine months, it
was important to reconnect with all donors holding open proposals. Of the 33
open proposals, 20 donors have been contacted, four have passed away, two have
not been located, and seven meetings are still pending. The main source of
annual funds to the Libraries is interest on endowments. Therefore, new ways to
establish annual giving options now include: strengthening the UF phone-a-thon,
sending the first direct mail solicitation to lapsed donors, establishing the "name
a book for your graduating senior" project, and starting a memorial and tribute
gift opportunity. A 2007 public relations plan has been developed. Two donor
recognition receptions have been held for prominent individuals. The Dedication
of Library West included several donor activities and over $20,000 was raised
from first-time donors for event costs. The Library Leadership Board of 30
volunteers has been revitalized, and their year-end giving exceeded $25,000,
which was a record high. Library faculty are engaged in raising money and two
week-long visits have been made in South Florida to identify, cultivate and
solicit donors.

A society to support the Florida History collection is being formed which will
produce at least $20,000 in annual dues and undertake the goal of a $100,000
endowment. An easily reformatted $100,000 proposal has been written and is
being used with other potential donors. A stewardship plan is being drafted. Four
new donors with the financial means to make $1,000,000 and above gifts have
been identified and at least one cultivation meeting has been held with all four.
The "Preserve your Family Treasures" Workshop has been designed and is being
aggressively offered to retirement groups (Oak Hammock was the first) in order
to identify planned giving prospects. More faculty will be involved in the
identification and solicitation of donors. Donor tours of the Libraries will
continue on the second Friday of each month. We will capitalize on the arrival of
the new Dean for the Libraries to reconnect with more donors through
introductory statewide visits to share a vision for the Libraries.

3. Preserving Order
We are hiring a half-time security guard to patrol Library West during the latest
hours of operation.


B. Assessment

Measuring progress in diversity and development is relatively easy: count the dollars
and people. Measurements in some other areas of operations are easy to record, but can
be hard to interpret. Is a lack of growth in circulation numbers an indication of low


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Smathers Libraries Budget Narrative 2007-2008


service, or an indication of the success of our online provision of materials? An increase
in Web page accesses/"visits", in various forms, is commonly seen as an increase in
service provided, but it also could indicate that the user interface needs improvement to
reduce the amount of churning required to find things. We will continue to collect
standard library counts of materials and facilities usage, but other sources are needed to
properly interpret these numbers. We also have established an ARL Statistics Survey
Task Force to improve statistics gathering and reporting for materials added to the
collections, in particular electronic resources.

An emerging standard of service delivery is the Association of Research Libraries
LibQUAL survey. UF has participated in this project prior to the renovation of Library
West, and we plan to conduct it again in Fall 2007 to measure the response to the new
design. We will also continue to conduct various Web surveys and focus group analysis
of specific items (such as the Research Gateway) to better assess and refine our service
offerings.

Analysis of the Libraries collections, using OCLC's WorldCat Collection Analysis
software, is being implemented to assist subject bibliographers determine strength of
holdings; make comparisons of our collections with peer libraries; and identify specific
titles not held that have been requested by our faculty and students via InterLibrary
Loan.


7. "Culture of the Libraries"

The culture of providing library service on the UF campus is that of a highly collaborative
workforce which serves as support partners to the teaching and research components of the
university mission. We attempt to provide this support in physical and virtual environments
which maximize ease of access and minimize any elements which divert resources from
scholarly pursuits. We make every effort to be the most cost-effective purchaser and supplier of
information resources which the state environment allows.

8. Requests for new funding

A. Recurrent

1. 2 FTE OPS Security guards $100,000 OPS
As noted in Improvement Strategies 6.C, we have found funds in our current budget to
hire .5 FTE of security guard service to cover the last four hours of operation for Library
West. However, staff feel there is considerable need for such a position as a full FTE,
one each for West and for MSL. Use of an external service is more cost effective than
hiring permanent security employees and ensures coverage in case of illness or other
absence. (see Problems, 5.D, above)

2. 1 FTE Digital Library Center (DLC) programmer/analyst: IT Expert $52,250 (excl.


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Smathers Libraries Budget Narrative 2007-2008


fringe)
This position is part of our continuing effort to support and expand the operations of our
unit which creates both digital content and appropriate interfaces to access it. (see
Achievements, 4.E, above)

3. 1 FTE Information security officer: IT Expert $52,250 (excl. fringe)
This position would permit us to properly scan usage logs, audit equipment and network
usage, and generally devote full attention to best security practices. At present, this
activity is coordinated by staff who have many other duties. It is difficult for them to
find time to constantly scan the information environment, yet this is exactly what is
needed to effectively monitor and protect a computer plant consisting of 800
workstations and 36 servers distributed over eight buildings.

B. Non-recurrent

1. Purchase electronic backfiles of journals as well as electronic books to support UF
programs for science, technology, medicine, and engineering
a. Elsevier journal backfiles to support all disciplines: $1,200,000
b. Elsevier electronic books: $700,000
c. Springer journal backfiles and electronic books: $600,000
d. Blackwell Synergy journal backfiles and electronic books: $400,000
As noted (Problems, 5.A, above), lack of funding for materials is a long-standing
problem that cannot be addressed in any one budget. However, these one-time purchases
will permit us to provide significantly greater coverage of older editions of the electronic
journals and books which support our technical fields.

2. Consultant to plan the redesign of MSL: $20,000
As noted (Goals, B.1, above), MSL is in need of redesign to better use the space and
make it congruent with the highly successful re-purposing of Library West. These funds
will hire an architect/consultant to determine the direction and scope for a major
renovation.


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2007-08 Program Review
Budget Request


College/Unit: Smathers Libraries
Non-Recurring Requests:
Projects:
Funding Office/Lab
Justification Description of Project Amount Space
(Page location Availability
of narrative) (yes/no)
8 Elsevier Journal Backfiles 1,200,000 NA
8 Elsevier Electronic Books 700,000 NA
8 Springer J. Backfiles and E. Books 600,000 NA
8 Blackwell J. Backfiles and E. Books 400,000 NA

Personnel

Funding Department/Focus Resources Office/Lab
Area Salary Plan Months Salary Resources Office
Justification(office/lab Space
(Pagu cation (f interdisciplinary, note (Faculty, TEAMS,G Title Appointed FTE (Includes reovion lab Space
(Page location College/Department RA, OPS) (9,12) fringe benefits) renovation and/or Availability
of narrative) Coe12) fringe benefits) equipment) (yes/no)
Connection)
8 MSL OPS Consultant-contract, no appt. $ 20,000 NA NA





2007-08 Program Review
Budget Request

College/Unit: Smathers Libraries


Recurring Requests:
Expenses
Funding
Justification Description of Request Amount
(Page location
of narrative)




Personnel

Funding Department/Focus ^
Funding D epartment/Focua Salary Plan Months Salary Resources Support Office/Lab
Justification(office/lab (office Space
icat (If interdisciplinary, note (Faculty, TEAMS,G Title Appointed FTE (Includes rnoticn ab (otffce Space
(Pagelocation College/Department RA, OPS) (9,12) fringe benefits) renovatonandor suppo Availability
of narrative) Connection)equipmentl) travel) yes/no)
Connection)
7 Libraries OPS Security Guard 12 2.00 $ 100,000 NA NA NA
8 Libraries/DLC TEAMS IT Expert 12 1.00 $ 66,880 Computer Office Yes
8 Libraries/Systems TEAMS IT Expert 12 1.00 $ 66,880 Computer Office Yes




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