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Exhibitions Committee Meeting Minutes

Tuesday, February 9, 2010

In attendance: Dennis Sears, Yasmeen Shorish (Conservation GA), Laura Larkin

1. Update on bulletin board / main hallway renovation

Laura met with Jeff Schrader and confirmed that the bulletin boards in the main hallway will be removed and replaced in early March 2010. Specifics of the project include:removal of current bulletin boards, replacement or repair to the chair railing along the south-west wall (to match the north-west wall), and repainting wall (NOTE: it is unclear whether this means the entire south portion of the hallway or simply the wall which holds the bulletin board). Five new bulletin boards will be installed all on south-west wall, to replace the present bulletin board. These five new boards will be framed to match the size and outer perimeter frame of the bronze tablets (the interior frame divider will not be included on the bulletin boards). The interior mountable surface will be the same resealable material that is used on the vertical back wall of the display cases (black color).

Laura will notify the exhibitor scheduled to install in the main hallway in March to inform him/her that the bulletin boards will be unavailable for approximately one week, but the cases will be available for the full month. The cases will be relocated to the central section of the main hallway for the duration of this construction project. Additionally, all upcoming exhibitors on the 2010 schedule to use the main hallway exhibition space will be notified that the boards are being replaced and updated.

After inquiring about UV filtering film on the windows, Jeff offered to look into the cost to purchase and install UV filtering blinds (similar to those used in RBML and Conservation - black mesh) to cover the windows in the exhibitions area of the main hallway. Once an estimate for these items is obtained, the committee can pursue revenue sources through contacting Advancement.

2. Discussion of the GA exhibition competition

Thus far, no applications have been received. We discussed possible options in the event that we had no exhibition to go into Marshall for this reserved time period as well as what we could do differently in the future to encourage applications.

Committee responses to no entries

a.Extend March 2010 exhibition through April. On schedule is a display for the Edible Books Festival, an annual event which takes place on or around April 1.

b. Offer Marshall Gallery to the exhibitor using the main hallway. On schedule is an exhibition honoring student library staff, organized by HR.

c. Send out an announcement asking for exhibitors.If this response is the majority choice, the announcement should be sent out very quickly.

d. Extend the deadline for the GA competition with another plea.

It was fortuitous that Yasmeen Shorish came to this meeting, as she could offer insight from the graduate student perspective on our competition description. She offered the following impressions:

a.Send out the announcement earlier.

b. The wording of the announcement suggested to her that the exhibition HAD to be about the library collection in which a GA had employment. This was restrictive, in her mind.

c. The requirements were potentially overwhelming to many students who had no exhibition background (schematics & representative labels, specifically). Ask instead for just ideas on theme and use this competition as an educational opportunity to teach the winner the fine points of exhibition design and preparation.

3. Amos Paul Kennedy Jr., "Speaking Unconventionally", Library Main hallway, Feb 2-March 30, 2010

This exhibition has garnered much interest and generated much discussion within the library. We focused on several issues this display has raised that directly pertain to the work of this committee.

Sale of non-library work on library property

Exhibition organizers are planning to allow for an "off-the-wall" sale of posters from this display at the end of the exhibition. There was some concern that there may be some restrictions about such a sale. Dennis is discussing the issue with Kathie Veach.

Evaluation process for proposed exhibitions

Currently, an interested party simply needs to express interest in an exhibit, give a proposed title or one line description, and if the calendar is open, they are scheduled for one of the exhibition spaces. Several aspects of this current exhibition have generated cross-department dialog that has only occurred because two member of this committee were involved in details of the preparation work (i.e., security issues surrounding posters hung with clips on the bulletin board). Laura expressed a desire for a more formal approval process, so that as a committee, we feel more informed about what is being accepted as a display and be more involved, as necessary, in its installation.

a.More information is needed from exhibitors about their proposed exhibitions. Requiring exhibitors to describe the theme or subject of their proposed display, in at least a paragraph, will assist the committee in better understanding what issues may surround any given exhibition.

b. It would be ideal to use some portion of committee meetings to review proposals so that all committee members can approve (or disapprove) the scheduled exhibitions. This will also help the committee as a group feel more informed about upcoming exhibitions.

c. The committee should consider requiring all exhibitors to prominently include a label in which a person, department, or organization takes responsibility for the ideas or views expressed in an exhibition, including contact information in the event that a viewer feels the need to express anything about the display.

Security of materials on display

The posters on display on the bulletin boards are on loan from the artist. Exhibition organizers were alerted to security limitations of the space and their proposed method of displaying the posters. Laura asked for insight from Kathie Veach regarding insurance concerns for any stolen work as well as liability of the library for such loss. Kathie requested an item list of pieces being put on display (those that are not library property and not in cases) as well as their estimated value. Laura also took photographs of the installation to ensure that the library had a record of what was installed. Finally, email communication with the artist as to the space limitations and his acceptance of the risk of loss was forwarded to Kathie. At this time, one poster was stolen and the organizers/exhibitors were notified of the loss.