Library Committee Handbook

Administrative Council

Administrative Council Minutes

Monday, September 19, 2005
1:30-3:00 p.m.
428 Library

Present:  Bob Burger, Betsy Kruger, Tina Chrzastowski, Janis Johnston, Sue Searing, Lynn Wiley, Tom Kilton, Cindy Kelly, Karen Wei, Diane Schmidt, Bill Maher

  1. Using Oracle Calendar  (Burger - 20 minutes) Outcome: Decision on how to encourage use for Library wide efficiency.

    The scheduling of meetings is occupying an increasing amount of time for Kim, Theresa, and Donna.  In an effort to determine what the scale of the actual burden is we asked Kim, Donna and Theresa to keep track of how much time they spent during one week scheduling meetings with those who do not use Oracle.  The answer was 35 hours among them. Even if there is a sampling error, it is still an inordinate amount of time.  This calendar system has been found to be an efficient tool by those who use it.  There was a lengthy discussion about the various benefits and problems of the paper calendar vs. electronic and different ways people use their calendars. The AC agreed that we should further encourage use of the Oracle calendar by having a couple of FAQ sessions that would dispel some of the myths of Oracle (e.g. that someone can make a meeting on your calendar and you cannot refuse) and establish rules of etiquette for Oracle calendar use.  Following these FAQ sessions additional Oracle Calendar training will be provided. In addition Beth Sandore will investigate possibilities of purchase PDA’s for those who would be interested.

  2. Access to the Main Library (Burger - 20 minutes) Outcome: Solution on how to keep people and collections safe and enforce our policy of non-entry after hours.

    How do we keep people and collections safe and enforce the principles we established earlier of not having faculty/staff entry in off hours?  What are the times that it is inappropriate to come in the library?  The committee agreed that it is unreasonable to be in the building before 7:00 a.m. and after 11:00 p.m. An announcement will go out to Libnews to that effect.  In addition several other avenues will be pursued: 1) additional security for the building when it is closed, not including the 11 p.m. to 7 a.m. time span (e.g. prior to 11 a.m. Saturday or on weekends in general during the interim periods.; 2) a swipe card system that would restrict entry to specific persons during specific periods; 3) having security guards ask for an ID when they find anyone in the building after hours; 4) possible shifting of building service workers to working shifts prior to 11 p.m.

  3. Reporting Vacation Time (Burger - 20 minutes) Outcome: Awareness of the extent of the problem and its impact and how to change behavior.

    By way of background and context Burger explained the financial burden of the Library for vacation payouts when someone leaves library employment.  This, as well as the ethical issues involved, prompted this item on the agenda.  At vacation reporting times the Library Human Resources office is having problems with getting professional staff to report their vacation and sick leave. On average Library HR has to contact about 1/3 of faculty and APs who have not reported vacation or sick leave. The campus policy is, if you do not report your time it is assumed you have used all time accrued.  This campus policy will now be followed by the Library.  If you have not taken vacation or sick leave it is still the individual’s responsibility to report that on the web form.

  4. AC's role in strategic planning (all - 20 minutes) Outcome: Further discussion of this topic

    This item needs to be moved to the top of the agenda for the next Admin. Council. In addition Burger reported that the Budget Group will be making a recommendation to AC regarding the appointment of another faculty member to the Budget Group, taking the place of the chair of the Strategic Planning Committee.

  5. Other/News/Announcements

    The negotiations with AFSCME698 have begun.  Their two year contract expired August 31, 2005.