Library Office Notes

MAY LIBRARY EXHIBITS

Celebrate Asian and Latina Women
Government Documents Library, Main Hall Wall Cases

Latin American Women
Latin American Library Display

University Archives:  Commencement through the Years
Main Hall Cases, South End

Honorary Degrees:  Recipients in 2001
Main Hall Cases, North End

Introduction to Shana Alexander:  The View from Her
Mueller Case, East Foyer

The View from Shana Alexander
Rare Book Room (April-June, 2001)

Track and Field at the University of Illinois
University Archives, Outside Room 19

University of Illinois Library Office of Development and Public Affairs

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Administrative Council Meeting Minutes
April 30, 2001

Present:  Paula Kaufman, Bob Burger, Marianna Tax Choldin, Alan Conrad, Richard Griscom, Barb Henigman, Deloris Holiman, Janis Johnston, Lyn Jones, Cindy Kelly, Betsy Kruger, William Maher, Bill Mischo, Nancy O’Brien, Diane Schmidt, Karen Schmidt, Paula Watson, Karen Wei, John Weible.

Absent:  Bart Clark, Joyce Wright

• Service Issues (Bob Burger)

Bob asked each division to come up with a plan for covering units in their division that do not open on time.  This primarily occurs on the weekends and forces the main Library Circulation desk to dispatch someone to that library until a staff member appears.   Although there is a contact list for each library, it often happens that no one on that list can be reached.  This directly affects main circulation, which then becomes short-staffed.  If this occurs with more than one library, the problem becomes acute.   Bob asked that each division let Betsy Kruger know by May 11 what alternatives to pursue from other alternates within the division when no one from a specific unit can be reached.

It also came to Bob’s attention that many unit heads do not let their division coordinators know when they will be absent from work because of vacation, illness, or conferences.  In the interest of collegiality and excellent service provision, this should occur.  It also helps the staff of that unit so they know that the division coordinator would be prepared to step in, if any emergency arises. Paula already sets an example by notifying the faculty when she will be out of town.  Since Division Coordinators report to Paula, they, in turn, should let her know when they will be absent.   Bob suggested that each division agree among themselves how best to handle this.

• Retreat Update (Bob Burger)

Unit Library coverage during the May 14^th All Library Retreat.  Bob requested any unit having difficulties covering their unit during that period should contact him by May 7.  It was suggested that if anyone has extra Grad Assistants who would be able to help to contact Bob.  Cindy Kelly reported that 232 responses have been received to date.

• Gift Policy (Karen Schmidt)

Karen passed out a draft Gift-in-Kind receipt to be used when anyone donates any item(s) to the Library.  It would be a three-part carbonless form with copies going to the donor, librarian, and Office of Development.  It was suggested that the policy be put on the web page under "Donations."  Deloris Holiman alerted the members to the possibility of office collection donations having items that may have been purchased with University funds and, if so, would be the property of the UIUC Library.   In those cases, the items should not be recorded as gifts-in-kind.  The committee is to report back to Karen by May 14 with their comments on the receipt.

Some were concerned about the thank you letters.  Lyn Jones said her office is putting together a thank you card with a tear-off bookmark attached that the Librarians can send instead of a "letter" of thanks.

• Patron Conduct Policy (Paula Kaufman)

The following changes were approved for changes to the policy:  "guard" to "library staff," "notebook computers" to "portable computers," "creating mess" to "litter," and "sexual harassment" to "engaging in sexual harassment and/or overt sexual behavior."

Bart Clark will review the section on Illinois statutes.

• Task Forces and Search Committee Membership Lists (Paula Kaufman)

Suggestions were made to improve the way of looking up who is on the search committees.   Human Resources is hoping to update the webpage with job descriptions and search committees by late summer.  It was suggested to have an easier way for outside people to view job openings.  This will be added to the webpage.  The search committees will be listed in LON for two weeks consecutively.

• Announcements and Other Business

Tina C. announced that the RPC Anniversary Meeting is May 9 at Beckman Institute and RSVPs need to be in by May 1.

Karen Schmidt reminded the group that Dr. Michael Trinkley, director of the Chicora Foundation in Columbia, South Carolina, will be here May 8 at 1:30 p.m. to discuss how to handle and take better care of collections.  Karen encouraged everyone to attend.

Bob Burger reminded everyone that he sent out the Guidelines for Unit Head/Division Coordinator and that he would like any comments at your earliest convenience.

Cindy Kelly reminded everyone that the nominations for the Library Faculty and Staff Award Program announcement went out and are due.  Graduate Assistant processing needs to be reworked.  Her office has received several resumes from grad assistants looking for assistantships.  If you see anyone on the list that Joyce Lowder sent out via email, please contact her office to set up a time to meet with the person.  We may not have as many assistantships available this fall.

Paula reminded that the Provosts Office announced again that GA positions that had been this year designated eligible for the bargaining unit must be filled with non-GSLIS students again to remain eligible for the bargaining unit next year.

Deloris Holiman announced that effective May 3 and throughout finals week,   Library Security Guards will work deep night shifts in Grainger and Undergrad and will make nightly visits to outside libraries.

The Library Campaign was discussed.  Lyn Jones announced that she has met with several librarians and their departmental development officers.  She asked everyone for his or her input as to his or her wants, endow chairs list, etc.  From these meetings, her office has come up with a list of 50 possible "donors" to start the campaign.  Paula had a message from Sid Micek that he is delighted with how things are going.  Lyn asked that everyone be willing to help in anyway they can with donors, whether it be a tour or to look up something.

Paula stated that the gift from the Ainsworths was announced at UIF Spring Gathering and that the Library campaign was announced a couple of times during the event.

Paula thanked the Office of Development and RBSC for the wonderful job they did on the Shana Alexander Event

Becky Smith will start as Commerce Librarian on May 1.

Library Ice Cream Social is May 1.

Meeting adjourned at 3:15 p.m.

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