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Executive Committee Minutes

12 October 2000

Present: Paula Kaufman (chair), Margaret Chaplan, Tim Cole, Richard Griscom, Beth Sandore, Sue Searing, Mary Stuart, Leslie Troutman, Beth Woodard

I. Approval of the Past Meeting Minutes

The minutes of the September 25, 2000, meeting were approved as corrected.

II. Old Business

A. EC Meetings

With the exception of November 6, when the meeting will begin at 2:30 p.m., EC meetings for 2000-2001 will be held from 1:30-3:00 p.m. in 428 Library.

B. Proposal to create permanent faculty position of Kolb-Proust librarian

The proposal to create a permanent tenure-track position of Kolb-Proust Librarian was discussed. A temporary position, funded over the past years from various grant sources, will cease at the end of this academic year because of University appointment rules. The formal request submitted by the head of the Modern Languages Library has been supported by the Arts & Humanities Division as well as some individuals. A lengthy discussion of the proposal covered such issues as the importance of the work for the library and the campus, alternative ways of continuing the project, the appropriateness of the library's operating a research center, the advantage for the library of the technical expertise being gained during the digitization work, and the international visibility afforded the library through the project.

Three options were presented. (1) urge Paula to try to find money to fill the position right away; (2) ask the Division if they are willing to defer filling current vacant lines, such as the Cinema Studies position, to fill this position right away; and (3) since the library is currently engaged in developing budget requests for FY02, this position could be requested and prioritized as part of a regular budget request process, in which case it might or might not be funded in the next fiscal year. EC voted seven to one in favor of option #2, with option #1 as an alternative.

C. Request to fill the South and West Asian position

EC discussed a request to fill the South and West Asian Librarian position. The committee unanimously approved filling this position, but they also agreed that the position as described in the request is too broad. Paula will talk to Karen Wei about redefining the requested position.

D. Review of AULs and other senior administrators

Currently, AULs do not participate in the faculty review process. There was a consensus among EC members that, under the Bylaws, it is the obligation of EC as a representative of the faculty to provide input into the evaluation process of AULs and other senior administrators. Kaufman described the procedures she has instituted this year in her reviews, and the committee discussed various means for contributing input into this process. Paula will write a summary of the procedures to use in this evaluation for EC review.

E. Job description for Division Coordinators

Because the Division Coordinator position is established in the Bylaws, there was a concern that the proposed job description drafted by the Administrative Council might require a change in the Bylaws. Of particular concern in the draft was what appeared to be an expansion of the traditional role of the Division Coordinators from what it has been in the past. EC asked for clarification of some specific wording in the document. EC voted seven to one that a Division Coordinator should normally be a Unit Head, but this is not a requirement. EC asked that the document be referred to the AC subcommittee that drafted it and come back to EC before being sent to the Bylaws Committee for review.

III. New Business

A. Selection of four full professors to represent FRC and six full professors to represent PTA for an upcoming promotion case

The FRC membership includes the four full professors needed for an upcoming promotion to full professor. In addition to the one full professor currently on the PTA committee, five others are needed to represent PTA. Paula Kaufman will contact those professors who were recommended by the EC.

B. Roles of the EC and the AC in the upcoming budget process

Because time was running out, this agenda item will be carried over to the next meeting.

C. Sabbatical Request timetable and procedures

In view of upcoming deadlines for sabbatical applications, the EC pointed out the need to send out appropriate notifications to library faculty. Paula will ask Bob Burger to send out the proper notices and forms.

The meeting adjourned at 3:30 p.m.