State of the Library William Gray Potter University Librarian and Associate Provost December 9, 2009

1. State of the Library William Gray Potter University Librarian and Associate Provost December 9, 2009

2. Organization of talk • Significant events since last SOL • Status of Special Collections Libraries Building • Status of budget • Personnel and Operations • Library Materials Budget • Discovery tool and demo • Note clean design of slides. This is cost saving measure. We cannot afford fancy templates.

3. THE PAST YEAR

4. Collections • Avoided major journal cancellations for 2010. • Springer e-books. • Heavy use – Springer is a good trial for current e-books. • We passed 4.7M volumes – is that important? • Spending down from $11.6M to $10.3M (includes Law)

5. Library Use • Circulation is down slightly – 415,208 from 427,265 • Total hits on electronic reserves – under 500,000 – down two-thirds over the past two years • Exit counts steady at Main and Science ~ 950,000 • Entry counts at MLC up from 2.2M to 2.5M • GIL Express charges roughly the same ~ 20,000 • ILL : continue to be a strong net lender, 5 to 1

6. Electronic Journals FY09 • 1.4M subscribed full text articles • No growth from FY08 • 510,000 of this is Elsevier • Plus 975,000 GALILEO • Up 30% from FY08 • Combined, UGA and GALILEO = 2,375,000 (up 10% from FY08)

7. Science Library • Task Force Report • Several changes implemented • Working toward a new desk • Potential impact of Science Learning Center

8. Digital Library of Georgia • Chancellor Gold Award for Customer Service – for newspaper digitization • Georgia State Fair Collection • African American Funeral Programs • Redesigned Georgia Government Publications site • Georgia Knowledge Repository funded by IMLS – Project led by Georgia Tech

9. Hargrett Library • Web site redesign • Manuscript cataloging project • GWTW Premiere 70th Anniversary • Some notable acquisitions: • Jack Leigh photographic collection • Anthony Herbert papers • Ashantilly Press records

10. Russell Library • Major Exhibit: Measuring Deliberate Speed: Georgians Face School Desegregation • Expanding Oral History projects • Kettering Foundation funds Russell Forum for Civic Life in Georgia.

11. Special Collections Libraries Building

12. By Regents standards, need library space MLC addresses seating needs This building addresses collection storage 3 libraries Hargrett Rare Book and Manuscript Library Richard B. Russell Library Walter J. Brown Media Archives/Peabody Awards Collection Main Library does not provide adequate space, climate or security

13. New building = 115,000 square feet Integrated security Customized climate control Galleries for exhibits Classrooms to integrate materials into instruction Space for colloquia and other events Growth for 40 years $46M – two-thirds state, one-third private Also $7M raised for program endowments Will attract collections, private funds, grants Free 50,000 square feet in Main Library for students and general collections

14. Status Governor and Legislature have approved funds Bonds approved in November Selected contractors are preparing bids Expect to break ground early in 2010 Formal groundbreaking January 28 Construction schedule is 18 to 24 months

15. Master Plan Northwest Precinct

16. Building Section

17. STORAGE LEVEL FLOOR PLAN

18. Photos of Shelving and Picker at Yale University Storage Facility

19. ENTRY LEVEL FLOOR PLAN

20. Rotunda Entry Lobby

21. EXHIBIT LEVEL FLOOR PLAN

22. Entrance to Event Space Entrance to Galleries

23. READING ROOM LEVEL FLOOR PLAN

24. Approach to Reading Room Reading Room

25. The University of Georgia Special Collections Libraries Building

26. BUDGET

27. Status of Budget • From FY09 base, FY10 has been reduced by 8% • At start of the year, Governor imposed an additional 6% cut • Furloughs and University actions covered 4% of the 6% • We took the remaining 2% • So, FY10 is down 10% from FY09

28. Budget Overview

29. Impact on Personnel and Operations • Obviously, we have fewer people. • Statistics show we have 16 fewer people. • But that is just filled lines. • Including open positions, closer to 25, about 10%. • Travel is greatly reduced. • Equipment and supplies non-existent. • Revenue is down and we can expect more cuts for FY10. • University will attempt to absorb, but … • FY11 – more cuts are almost certain.

30. Library Materials Budget • Base budget reduced by 8% FY09 to FY10 – from $9.4M to $8.6M. • Additional cut of 2%. • Journal costs continue to rise. • One time funds from Provost have allowed us to avoid cancellations in 2010. • Shortfall for FY11 will be around $1.8M.

31. Journal Costs

32. Short Term GoalsLast Year and This Year

33. Short Term Goals for FY09 1. Maintain the best possible journal collection given cost increases and available funding. Budget reductions combined with inflation resulted in a large journal cancellation project in the fall. One-time funding from the President plus cost deferrals mitigated the impact.

34. Short Term Goals for FY09 2. Complete design of the Special Collections Libraries Building. Design of the building has been completed and the project is now out to bid.

35. Short Term Goals for FY09 3. Finalize private fund raising for Special Collections Libraries Building. We have raised nearly $14M of the $15M private component for construction with strong prospects for the rest. We have also raised $7.5M for an endowment to support the building.

36. Short Term Goals for FY09 4. Implement new security system in the Main Library. A new system to monitor and control entry to the Main Library was to be installed in the Fall but apparently budget reductions have delayed this project.

37. Short Term Goals for FY09 5. Develop new procedures for gift material. Gifts of books and other materials are becoming increasingly important and improved procedures to solicit, acknowledge, and process gift materials have been developed

38. Short Term Goals for this Year 1. Maintain the best possible journal collection given cost increases and available funding. This is a continuing goal that we must confront every year. With one-time funding from the Provost, we should avoid cancellations in FY10. FY11 looks problematic.

39. Short Term Goals for This Year 2. Begin construction of Special Collections Libraries Building and plan for move. Formal groundbreaking will take place January 28, 2010. Construction should take 18 to 24 months. Planning for the move is underway.

40. Short Term Goals for This Year 3. Recalibrate library services due to budget cuts. Reductions to the libraries’ personnel and operations budget have resulted in the loss of many positions. Services and operating hours will be evaluated and may be modified or scaled down.

41. Short Term Goals for This Year 4. Repurpose the Science Library. With more undergraduates using the Science Library for study, a task force is investigating ways to better utilize the building to accommodate their needs.

42. Short Term Goals for This Year 5. Review services related to Federal Documents. As the Regional Depository for Federal Documents for Georgia, we need to adapt to an increasingly digital world yet still meet our obligation to the older print collection.

43. Grim Times • Economy may or may not be recovering. • We will know more in the spring. • Above all, keep in mind that the threats we face are fiscal and material. • What we value in higher education remains. • Focus on our purpose of support of teaching, research and service. • We are adept at doing more with less. • While we personally have not been through worse times, the Library and the University as institutions have seen worse and survived.

44. Over the Horizon There are new programs to anticipate: • Special Collections Libraries Building. • Rapid ILL. • E-books – some real potential. • Google Books settlement. • M-library – library resources/mobile devices. • AND web discovery tools.

45. Discovery Tool • We offer a wide range of databases. • Confusing to students. • Need a Google like solution – one search box. • We are a Beta site for Ebsco’s Discovery Service – will decide whether to use.

46. Thank You • Above all, I want to thank everyone for their commitment and dedication. • I feel fortunate to work with a group of people that recognize the value of libraries and higher education. • This is an organization that is supportive, understanding and altruistic because those words describe the people who work here. • So, thank you.

47. Questions?