University of Minnesota, Morris
Campus Resources and Planning Committee Minutes

April 5, 2001

 
 

Members Present:         Bryan Herrmann, Lowell Rasmussen, Annie Olson,  Ken Crandall,  Jim VanAlstine, LeAnn Dean, Maddy Maxeiner, Ferolyn Angell,
                                                Pam Gades, Prince Amattoe, Margaret Kuchenreuther

Absent:                               Norrine Ostrowski, Mary Elizabeth Bezanson, Joe Timmerman, Andre Chouravong

Guests:                                Stephen Gross

 
(In these minutes: committee agenda for the remainder of the year, update on GenEdWeb, UMM Archives.)
 

Meeting was called to order at 9:05 a.m. Minutes of 3/8/01 were approved on a motion by Angel, second by VanAlstine.

Kuchenreuther noted the committee has spent the year gathering information on the financial workings of UMM and now it's time to prioritize goals we set for ourselves: student satisfaction of UMM, visibility, recruitment, obtaining more resources. The committee has also been considered a number of other issues:  UMM Archives, new majors, and GenEdWeb. Chancellor Schuman asked that we think about prioritizing the resource issues that we have discussed this year.  One area we have not heard from yet is external relations, especially as it relates to visibility.  Maxeiner thought it would be appropriate for CRPC to address external relations based on NCA report.  She will provide a report at the next meeting.  Angell recalled that resources were a significant issue; perhaps Maxeiner could address the problems and obstacles confronting external relations in her presentation to the committee.

VanAlstine added he would like to see the committee address the following yet this year: 1) presentation from Maxeiner, 2) follow-up to presentation from Admissions staff, and 3) where we are with the budget.  Regarding the external relations report, he would like to know where we are at and where we want to be.  His perception is the future should be better because our alumni are at an age where they can contribute.

Herrmann asked if there are any facility issues that need to be addressed. Rasmussen noted the capital request the committee have already look at is now going through the University system; however, there will be no formal action until October.

Kuchenreuther noted she will try to put together items for the next few weeks. She would like to spend the last meeting wrapping up what the committee has done this year.

GenEdWeb

To update the committee on the concurrent status of GenEdWeb, Kuchenreuther read from an e-mail from Schuman, dated March 15, 2001, regarding the program:

"My message to Roger was (and is) that I believe it is worth trying out the new twist on GenEdWeb, assuming that it is more or less budget neutral.  That is, I  think we  could comfortably support the program with a couple of thousand dollars a year.  Roger agreed that if it appeared that the new plan looked like it was going to cost large amounts of money, it would be time to pull the plug.  I gathered that there was some discussion in CRPC using the figure that we could spend $90,000 over a two year period.  To me, a deficit of that size in a program of this nature would be a disaster, and I would not hesitate to abort the program if it appeared to be heading in this direction.

Roger and I did not discuss (to the best of my recollection) specific dollar amounts.  As I reflect on this, it would seem to me that we could, for two years, sustain four figure losses, but not five.  So, if I am going to put a line in the sand about GenEdWeb going past the point where the cost was justified by the benefit,  I would put it at an annual loss of $10,000.  Even then, if in the worst possible case, we lost twice that in two years, and there was not dramatic evidence of immediately impending progress, I would say it was time to declare the program a valuable and noble experiment, on which it was now time to close the books."
 

UMM Archives

Kuchenreuther noted the committee has read the report from the UMM Archives Task Force, heard from Rasmussen regarding space issues, and have had the opportunity to direct questions to Gross and other guests.  Rasmussen asked if there was a preference for having on the Archives on or off campus. Gross said the preference is to remain on campus. Crandall asked who the Archives reports to. Gross said it depends on how you imagine the Archives. If it were more resource oriented, then it would probably report to the Library. If it were more instructional, the historian would report to a Division. Angell asked about the process for setting up policies on reporting lines. Kuchenreuther believes this is an administrative issue.  Dean read verbatim from the Board of Regents Policy on Libraries and Archives. Subd.1. The Collections of the Libraries and Universities. "The resources comprising the collections of the libraries of the University consist of all books, serials, maps, manuscripts, newspapers, documents, audiovisual materials, archives, statistical and data compilations, and such other information in whatever format, including microformats and electronic formats, that are acquired for instructional and research purposes in the University. The University librarian is vested with full authority for the maintenance, development, administration, and use of University archives and of library materials on the Twin Cities campus, excluding the law library. Authority for the coordinate campus libraries is vested with the respective coordinate campus library directors."

Maxeiner noted when Ann Pflaum, a historian from the Twin Cities campus visited UMM recently, she suggested sending some materials to the Twin Cities. Gross urged against this because we might ultimately lose our institutional memory. Dean added that if we respect ourselves, we've got to respect our history. Gross added there is not another institution like us and our history is an integral part of our campus identity.

Amattoe made a motion to endorse the Minimal Profile (from the UMM Archives Task Force report; reprinted below), including recommendations that Rasmussen find a suitable location for both the daily use and long-term storage needs of the Archives, and that the chain of command be clarified. Second by Angell. Gades proposed a friendly amendment to endorsing movement toward the Middle-ground Profile (reprinted below) as resources permit.

Minimal Profile for Archives/Center

To maintain minimal hours of operation, develop a limited records management system, process documents that come to the Center, and engage in minimal publicity to the campus community regarding its role, the task force believes the Archive/Center should be open 20 hours per week throughout the year. To ensure access to the Archives/Center by the general public and allow for time to solicit and process documents from UMM administrative offices, the twelve-month schedule is very important. To fulfill this minimum role, the Archives/Center needs the following resources:

- One half time P&A 12 month appointment
- 30 hours of student assistance (MAI/work study) per week, twelve months per year
- an initial, one time start-up budget of $5000 to upgrade shelving, purchase storage materials, and
 purchase a new computer
- an annual SE&E budget of $2500 for supplies, telephone, postage, photocopying expenses, and
 computer upgrades.
- A minimum of 1000 square feet of climate controlled, secure space allocated as follows:

 A. 400 sq. ft. to store a core collection of UMM Archival materials with predictable use.
 B. 200 sq. ft. of work space for document processing.
 C. 200 sq. ft. for an office.
 D. 200 sq. ft. for a work/reading area for those making use of the Archive.

- A minimum of 1000 sq. ft. of additional climate controlled, secure space either on or off campus for
 additional archival material and the Historical Center collection.

Middle-ground Profile for the Archives

The middle-ground profile would allow for a greater collection, reasonable hours of operation and frees a half-time director to more aggressively pursue grant funding. Additional space needs are more primary than staff needs, although it involves both staff and space needs beyond the "minimum."

For the Archives/Center to be open 30 hours per week (at least 5 days a week) throughout the year, the following resources are needed:

- One half-time P&A 12 month appointment
- One half-time clerical assistant
- 30 hours of student assistance (MAI/work study) per week, 12 months per year
- an initial, one time start-up budget of $5000 to upgrade shelving, purchase storage materials, and
 purchase a new computer.
- An annual SE&E budget of $2500 for supplies, telephone, postage, photocopying expenses, and
 computer upgrades
- A minimum of 1000 sq. ft. of climate controlled, secure space allocated as follows:

 A. 400 sq. ft. to store a core collection of UMM Archival materials with predictable use.
 B. 200 sq. ft. of work space for document processing.
 C. 200 sq. ft. for an office.
 D. 200 sq. ft. for a work/reading area for those making use of the Archive.

- A minimim of 2000 sq. ft. of additional climate controlled, secure space either on or off campus for
 additional archival material and the Historical Center collection.

Meeting adjourned at 10:00 a.m.