Library Office Notes

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

I.  Approval of Minutes of Executive Committee Meetings of February 12, 2001, and February 26, 2001

The minutes of both meetings were approved as amended.

II.  Question Time

EC asked that Paula Kaufman communicate with the Bylaws Committee to see what action has been taken on proposed Bylaws amendments they were asked to prepare, such as the elimination of the language on the Deputy University Librarian and clarifying the voting rights of visiting faculty.

In an earlier meeting, the EC had agreed that the integrated online system RFP process would be revisited at crucial points in the timeline.  There was a concern that the Executive Committee should not only be kept informed about ILCSO decision making, but also needed to consider how those decisions related to the Library's particular goals and interests.  Betsy Kruger and Peggy Steele will be invited to attend the next meeting to update the committee.

In response to a question about a search to fill a new visiting position in Reference that had not come before the EC, Paula explained that this related to staff coverage in Reference while Kathleen Kluegel is interim English Librarian.  It is a one-year, non-renewable appointment.

There was a question regarding transferring faculty from one unit to another.  How is it determined, when someone needs to move to a different unit, where that person goes?   In the particular case at hand, Paula Kaufman made a judgment call without seeking the EC's advice.

III.  Old Business

The agenda items in this section will be carried over to the next meeting.

IV. New Business

A.  Future of the Women and Gender Resources Library

Perspectives and advice were offered on the administrative placement of the Women and Gender Resources Library.  Should it be merged into the Education and Social Sciences Library or remain as an individual unit, and in which division does it best belong?

Issues raised in memos from the coordinators of the Social Science Division and the Area Studies Division and points made in discussion in the Administrative Council were discussed, as well as concerns about adequate space, appropriate staffing, quality of service, and access.  Additional issues are the likelihood of attracting a top quality WAGR Librarian, if the  library is not an individual unit and the place of the collection in the plans for reconfiguration of the main library.

One possibility is to maintain WAGR organizationally as a separate entity, but have the librarian report to another departmental library, such as Education and Social Sciences, which could be responsible for maintaining service and access.

Paula Kaufman will meet with interim WAGR Librarian Sue Searing and with faculty served by WAGR to talk informally about a variety of options and report to the Executive Committee.

B.  Systems Director Position and Search Committee

It may be unrealistic to expect to find a tenure-track faculty person for this position.  There has been a consistent dichotomy between the Systems Office's two primary functions:  interaction with AITS on tasks involving the online catalog and database maintenance, and support of desktop machines and servers.  This seems to indicate a need for reorganization within the Office.  It was suggested that an equivalent of an LOA be hired to run the basic operations and a librarian be hired who would work with ILCSO and interface with librarians and the campus.  There also needs to be a closer tie between the Systems Office and Technical Services.

The positions and tasks of the Library's research programmers also need to be reviewed.

Paula will talk with Barb Henigman, Betsy Kruger, and appropriate staff in the Systems Office about these issues and report to the Executive Committee.

Meeting adjourned at 11:45.

The elected members of the committee met briefly after adjournment to plan for the annual evaluation of the University Librarian.

Present:  A. Conrad, L. Engels, R. Jahr, C. Kopp, P. Lindell, S. McFarland, A. Schoenberg, J. Somera, G. Witte

Guest:  Bob Burger

I.  Minutes of the February 28, 2001, meeting were revised and approved.

II.  Bob Burger announced that the committee planning the May 14 Library retreat were Tom Kilton and Lisa Romero, as co-chairs, and Cindy Kelly and Gil Witte. The theme of the retreat is "Embracing Change."  Susan Schnuer and Bob Burger will attend the first meeting as logistic advisors.  The retreat will include breakfast and lunch.  Limited coverage will be available in the libraries the morning of the retreat, so as many Staff can attend for an interactive event.  Let your representative know of any suggestions you have on what you would like to see on the retreat agenda.  Mark your calendars.

III.  Reports

A.  Admin. Council -- Minutes posted, highlights are:

-Reports from all divisions given.
-Updates on searches for faculty positions were given.
-The 100 % Design Configuration document is pending.

Until that document is complete, no bids can be done for work on reconfiguration.

-Paula mentioned that she has been thinking about the international strategy for the library--what are your thoughts?

-Alan reported to the Admin Council that new representatives had started and we were pleased that the Library was sponsoring two CSEs (Civil Service Employees) to attend ALA Meeting in June 2001.  LSSC is in the process of formulating goals for the year.

B.  Faculty meeting -- Minutes posted

-Pam reported that there wasn't a meeting.

IV.  Updates/Discussions

A.  CSEs retiring soon--Rachel Birmingham, Edith Wade, and Ann Hewing.

B.  New CSEs hires--New security guards:  Michael LaMont and Melinda Bush.

C.  New faculty hires--Rebecca Smith in Commerce, Tom Weissinger in Africana.

D.  Security--Question was raised as to what are the schedules and the routes that the security guards take.  Do the CSE security guards stop in at the outlying departmental libraries?  Is there any word on the possibility of getting a day guard?   Carole will look into this and report back at the next meeting.

E.  Subcommittee on elections reported that they want feedback from the new forms and the written timeline for elections.  It was recommended that an election flyer be sent out prior to the election.  It was suggested that the flyer be sent out through e-mail as well as paper since some people never saw the paper flyers.  The committee recommended the addition of three scrutineers to the election procedures, chosen at random from the divisions not involved in the elections.  The job of the scrutineer was spelled out in the handouts.  A discussion on how the ballots would be sent back to Box 26 was briefly discussed.

V.  New Business

A.  Faye Lesht, the head of Academic Outreach, and Pat Cardenas, the Academic Outreach Librarian, addressed the committee.  They reviewed the mission of the Academic Outreach and summarized the reasons the smaller staff lounge would be helpful in their mission.  The group reviewed the necessity of having two lounges for the number of CSEs in the main building.  The group also suggested a number of other alternative spaces that Academic Outreach could pursue.

Jane Somera
Acting Secretary