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Library Faculty Meeting Agenda Committee

Library Faculty Meeting Minutes

Wednesday, October 22, 2008
3:00-5:00 pm

Paula Kaufman, chair

1.   Approval of Faculty Meeting minutes of September 24, 2008

There was no quorum, so minutes could not be approved. They will be put on the agenda for the November meeting.

2.   Introduction of New Faculty Members

Cindy Ingold introduced Annie Paprocki, the new Anthropology and Sociology Subject Specialist in the Education and Social Science Library.

3.   Report of the University Librarian - Paula Kaufman

Paula reported that Marc Snir stepped down as head of the Illinois Informatics Institute (I3). John Unsworth, Dean of GSLIS,  has been named interim head.

There is still no information on budgets. The state will probably ask for money back. The Provost has said there will be no across-the-board cuts. We should be prepared to hear from the State after the veto session, scheduled to conclude Nov. 21.

Although most of the recision is expected to be met at the campus level, the Library has placed 1½% of its budget in reserve, hoping that amount will be sufficient. The Provost has a committee of faculty and deans looking at long-term plans. She has charged us to be creative in how we spend our money and in finding ways to accrue revenue. In the past, the campus was not receptive to proposals for 9-month appointments that varied from the norm.  That has now changed.  Faculty on 12-month appointments interested in moving to a 9-month appointment were invited to contact Paula.  The Provost has also sent a clear message that the colleges are only to make critical hires, and to be particularly vigilant about academic professional hirings.

The UI Foundation had its annual meeting on October 17 and 18, 2008. The Library hosted an open-house in the Marshall Gallery. Many thanks to Mary Beth Allen, Becky Smith, and Nancy O’Brien who were there welcoming visitors to their units.

Beth Sandore was concerned about rumors of AP lay-offs.  There has been huge growth in APs in the past several years campus-wide, especially in IT and Advancement, and this has led to focus on examining these positions.  Paula stated that everyone should be careful about jumping to conclusions when nothing has been decided yet.

An agreement has been negotiated with ProQuest to digitize University theses from microfilm, but the initiative is on hold until at least January 2009, pending availability of funds from the Provost’s Office

4.   Executive Committee Report - Bill Mischo

Please see for the most up-to-date minutes for EC.

Beth Woodard mentioned that Sally Jackson will be chairing the committee for Paula’s 5-year review. Al Kagan asked about the Scholarly Commons team report and whether EC had approved it yet. EC had received only a few comments, and the EC response would be posted once they have discussed the report in more detail.

5.   Grants and contracts procedural changes - Beth Sandore/Kathie Veach

For the PowerPoint slides used in this report, please see:

Three and four years ago the Library was being awarded $200,000-$250,000 in grants annually. Now that amount is closer to $800,000.  Administrative Council approved a revision in the Grants & Contracts procedure that would increase submission time to 30 days prior to the date the grant is due. OSPRA has also increased their submission dates.

Rod Allen mentioned that it is no longer possible to write grants quickly. Cost sharing has to be looked at carefully and Paula has to determine if the Library is able to commit the funds. This takes time.

Beth Woodard wondered if there was any mechanism for tracking grants that only allowed for one submission from the Library or from the Campus; also, if there were a list of grants we should be trying to acquire? Beth Sandore responded that there are certain categories relating to program development that are “hot” right now. The Mortenson Center is the main submitter for these grants. Other units are applying for training and development grants. The NEH Digital Initiative is also currently popular.

If someone has an idea that involves internal competition, additional reviews are needed. Once an idea is submitted, the PI must be serious about seeing the application through, especially if their application has been chose over someone else’s.

Beth Sandore would like to bring together people who have been successful with grant funding and people who are new to the process or have been unsuccessful in their submissions. Please let Beth know if you would be willing to mentor others in this process.

Alvan Bregman asked that units be consulted in advance if their resources are considered relevant to a grant application.  RBML, for example, is at its limit in being able to support digitization projects suggested by those in other units. 

Paula Kaufman said that successful grantsmanship involves more than just having a good idea. Sometimes opportunities stem from relationships developed between individuals. When someone offers money for the Library to do research in an area we’re interested in, we need to be nimble enough to respond positively. We also have to be careful not to let cost-sharing eat up 100% of any individuals time.

6.   Supervisory Training Institute - Beth Woodard

A successful Supervisory Training Institute was held in Spring 2008 for a cohort of twelve librarians.  Please see for the slides of this report. 

Beth asked those who supported the funding of another supervisory training program in Spring 2009 to let the Budget Group know of their interest.

7.   Follow-up discussion on Campus Energy Conservation Initiative - Kathleen Kern/Alvan Bregman/Emily Love

An Energy Conservation and Sustainability (ECS) Working Group has been established in the Library.  Kathleen stated that one of the reasons behind the group’s charge was the expectation that units will be billed for energy use in the near future. Right now the Library is using $160,000-$180,000 worth of utilities each month. The group is looking for ideas that reduce energy use and promote sustainability. This would lead to good stewardship of our earth’s and campus’s resources.  But Alvan reminded those present that the ECS was not a “feel-good” committee:  directives from campus will make it imperative for the Library to reduce expenditures on energy.

An ECS website has been established at:  This will indicate what the group is working on and include information that campus has shared with us.  A “suggestion box” webform will be posted soon.   

Kirsten Dougan suggested that duplexing printers be made available. Gail Hueting asked for more information about building retrofitting, since it was doubtful how much we could accomplish in conserving energy when our windows leak so badly. Cherié Weible suggested removing some of the microwaves and refrigerators in the workplace [these are actually prohibited by Campus and Library regulations] and distributing helpful alternatives such as individual coolers or thermoses bearing the Library logo. Beth Woodard felt we should be looking closely at temperature settings, especially in rooms that are used infrequently.

Beth Sandore said that IT has been looking at these issues. Although CPUs should not be yet turned off for reasons of system security, peripheral equipment such as printers, scanners, monitors, and copy machines should be turned off when not in use. IT is looking at downsizing the number of individual printers and replacing these with high-quality, high-output unit printers. Machines that are not being used in public areas are being removed. Bill Mischo also stated that the new equipment IT has been purchasing is Energy Star compliant and that CITES is conducted metering studies to determine where optimum energy savings may be obtained.

John Wagstaff wondered if costs could ever be contained, since even if we use less energy, power companies still raise prices. Cindy Ingold suggested that someone from ECS attend each of the Division meetings to talk about what we can be doing and to get more input.

8.   Old business

There was no old business.

9.   New business

There was no new business.

10  Announcements

Cindy Ingold announced that the 2nd training session for “Building a Culturally Competent Learning Community” would take place on October 23 from 1:30-2:30 in 295 UGL.

11  Adjournment

Meeting adjourned at 4:22pm.

Alvan Bregman

Faculty Secretary