Library Office Notes

Present:  Paula Kaufman, Chair; Bob Burger, Bill Brockman, Tina Chrzastowski, Bart Clark, Alan Conrad, Lisa German (for Karen Schmidt), Barbara Henigman, Deloris Holiman, Janis Johnston, Lyn Jones, Al Kagan, Cindy Kelly, Bill Maher (for Barbara Jones), Mary Mallory (for Betsy Kruger), Nancy O’Brien, Sara Randall, Diane Schmidt, Paula Watson, Joyce Wright

Absent:  Marianna Choldin, Barbara Jones, Betsy Kruger, Sara Randall, Karen Schmidt

1.  Meeting Minutes Approved

The minutes of the Monday, August 21, meeting were approved.

2.  Cataloging Backlog Report (Henigman)

Barbara Henigman presented the Cataloging Backlog Report.  There are two categories of cataloging backlog:  departmental library backlogs and large backlogs.   The non-English language backlog will be dealt with separately.  The goal for the cataloging backlog is to have units work up a plan with budget needs to deal with their cataloging backlog, generally by June 30, 2001.  When the plans and budgets are prepared and approved by the divisions, they will come to AC for recommendations and decisions.

Bob Burger and Barbara discussed ways to provide access to the backlog before cataloging is completed, both locally and through OCLC.  Barbara has met with some of the libraries and will meet with others.  All have been in agreement with her proposals.

AC accepted and approved the plan by acclamation.

3.  Division Coordinator and Unit Head Descriptions (Chrzastowski, Henigman, Kruger, and Burger)

Tina Chrzastowski reported that the goal in drawing up the Division Coordinator Job Description was to reflect what we are doing now and clarify the current understanding of these positions.  The document will be considered a working document.  There were some suggestions for minor changes to fine tune the document.  It was approved with the changes suggested.

Bob Burger led a discussion of the first draft of the Unit Head Job Description.   He explained that this is a very general job description that units can work from for their particular Unit Head job descriptions.  Suggestions were made to separate things to know and things to do, and to describe the relationship of the Unit Head to others in the division as well as to those outside the division.  Also, he was asked to add responsible for creating and maintaining collections; sets policies for the unit and uses these tools competently; innovative leadership; accountable for dealing with personnel issues in a timely manner; accountable for user services on all levels.   Bob will take the document back for a second draft.  Within a week, he will have a revision ready to discuss in the divisions.

4. Department Library Advisory Committees (Kaufman)

Paula reported that Karen Schmidt conducted a survey of departmental library advisory committees last year and found a wide variety.  Some library advisory committees are very active and are invaluable to the departmental library heads, while at least one academic department refuses to establish a library advisory committee.  It was suggested that library advisory committees should be encouraged, but cannot be mandated; each group has a distinct culture and will require its own model.  AC agreed that advisory committees can be a tremendous help as advisors, advocates, and protectors and can lead to partnering opportunities.

5.  Review Staff Retreat (Burger, Kaufman, and Kelly)

The format of the Staff Retreat was similar to the format of the Faculty and Academic Professional Retreat.  Staff viewed two videos and broke up into 15 discussion groups.  Paula, Bob, and Cindy dropped in on the discussion groups and were pleased with the topics being discussed and how the discussion groups were facilitated.  The groups came back into one big group to share their discussions and made positive suggestions.  The Staff expressed (1) appreciation for having an opportunity to get together and meet people they have known only via phone or e-mail, (2) their need for training for themselves and supervisors, (3) concern about how they are treated and perceived, and (4) a desire to be consulted about policies and have supervisors who understand the nature of the work being done.  It is a credit to LSSC to have sponsored the retreat which was well designed and took place during an interim time when the need for library coverage was at a minimum.

Paula compiled a list of the suggestions which came out of the discussion groups.   She suggested that everyone keep the list in front of them so we can hear about progress in a year.

6.  Announcements and Updates

Paula announced that she just received news that the Main Library was entered in the National Register of Historic Places on August 11, 2000. 

Paula Watson reported that there is a task force to develop an Electronic Collections Strategic Plan:  Bill Brockman, Janis Johnston, David Ward, Greg Youngen, Karen Schmidt, and Mitzi Williams.  The task force will develop a draft by the end of the month.

Lyn Jones reported that Cindy Ashwill is putting together the next issue of Friendscript.  There are only four or five items left in the "Library is looking for" list, so this would be an opportune time to send in items to add to the list.

Deloris Holiman reported that this week they distributed two different reports to unit heads and division coordinators for the FY2001 permanent budget.  The financial year end report was also sent out.  The budget deficit was brought down to meet the goal of a reduction of $200,000 per year.  If there are any questions, call Deloris or Bart Clark.

Lisa German reported that accounting is backed up and will catch up soon.

Cindy Kelly reported that ARL training sessions are September 19 and 20.  Please contact her if you can attend.

Present:  Brockman, Cole, Griscom, Schmidt, Searing, Troutman (chair); Wei is on sabbatical leave.

1.  At the request of the University Librarian, the committee discussed and   voted on a tenure issue.

2.  PTA representation during Library faculty interviews

a.  clarified process

b.  determined that 45 minutes instead of 30 are needed for the PTA/FRC   segment of an interview; Troutman will communicate this to Cindy Kelly (done)

c.  decided to place folder in Library Human Relations office containing   outline of PTA interview, along with other relevant documents (Library's statement on promotion and tenure, Provost's Communication No. 9, etc.) (done)

3.  Provost's Seminar on Promotion and Tenure 2000

Troutman attended and will compile her notes and post on LIBFAC-L prior to the October faculty meeting.

4.  Status of current promotion and tenure cases was reviewed.

5.  Began discussion of two major issues

a.  clarifying and documenting the UIUC Library's promotion and tenure procedures

b.  developing a plan of attack for the large group of assistant professors who will be 5Y next year

Respectfully submitted,

Present:  L. Carroll, A. Conrad, J. Gammon, H. J. Kim, C. Kopp, P. Lindell, L. Roberts, A. Schoenberg, D. Walter, J. Wiles, G. Witte

I.  Minutes of the September 13, 2000, meeting were revised and approved.

II.  Reports

A.  Admin. Council--no meeting.

B.  Faculty meeting--minutes have been posted.

C.  Library Reconfig.--no meeting.

D.  Strategic Planning Committee--meeting canceled.

E.  Divisional meeting items--no major news.

III.  Updates/Announcements

A.  Certificates for the summer MS Word and MS Excel courses have been signed and should be mailed out shortly.

B.  Discussed possible restructure of the LSSC and the possible necessity of charging the LSSC Bylaws.  Discussion will continue at the next meeting.

C.  It was suggested that the nomination procedures for election to the LSSC begin earlier.  Nominations will begin in early December with election to occur in January.

D.  Possible date and place were discussed for the brownbag lunch report by Hyon Joo Kim on her trip to ALA.

E.  Budget request--information is being compiled to submit a budget request for the use of LSSC.

F.  A memo will be drafted inquiring about the status of the Facilities Advisory Committee.  We feel it is important for this committee to be established to improve communications, input, and to advise on all major considerations.

IV.  New Business

A.  Lucille Roberts forwarded issues regarding concerns brought to her about GAs and students being put into staff positions.  Alan Conrad will draft a proposal to inquire about the situation.

B.  We discussed the need to meet with someone from Administration while Bob Burger is on sabbatical leave.  Bart Clark was suggested as the appropriate replacement.

Respectfully submitted,

Jane Gammon
Transcriber