December 13, 2021 Meeting of Executive Committee

EXECUTIVE COMMITTEE

AGENDA

December 13, 2021

1:30-3:00pm

Zoom Meeting

 

1. Approve minutes – November 22, 2021 and December 6, 2021
2. Question Time
3. Library Spaces Task Force Membership
   
4. Innovation Fund Proposal(s)
   
5. 2-2:30 AUL’s/Director
6. Selection of Reviewers for P&T Cases
7. Best Practices and Strategies in Hiring Recommendations
8. Proposed revision to 5-year Unit Head Review procedures

EXECUTIVE COMMITTEE

Minutes

December 13, 2021

1:30-3:00 pm

Zoom Conference Call

 

Attendees: John Wilkin (Chair); Mara Thacker (Vice-Chair); Peg Burnette, Dan Tracy, Mary Laskowski, Chris Wiley, Joe Lenkart, and Kelli Trei. Lucretia Williams; Recording

 

AULs/Director present: Tom Teper, Chris Prom, Sara Holder, and David Ward.

 

1. Approve Minutes for November 22, 2021 and December 6, 2021 – The November 22, 2021 minutes were approved upon a motion from Mary Laskowski, which was seconded by Kelli Trei. The December 6, 2021 minutes were approved upon a motion from Joe Lenkart, seconded by Peg Burnette.

 

2. Question time – Dean Wilkin updated EC on the following:

 

• FRC chooses their chairs as outlined in the bylaws, and they have selected their new co-chairs for the year as Cindy Ingold and Caroline Szylowicz.
• Dean Wilkin updated EC on the timetable for the budget process, and the general timeline follows what we did for the FY22 budget. The AULs and Directors are working on sections now, with the goal of an assembled draft by the 12^th, and then a draft will go to EC and a Senate library committee by the 19th of January. Heather Murphy should receive a final version by the 26th so we can fact get it to the Provost by the 31^st.
• Expect to see a number of focal areas in the budget document:
• The building project will again loom large because it is significant for us.
• How do we respond to the growth on the campus? We will want to discuss ways that we ensure student success.
• Scaling resources: what do we do to ensure that with the resources we have, we can meet the needs of the campus?
• And Operational Excellence @ Illinois, the initiative that was started by the Vice Provost for budget planning and continues to be an effort on campus around HR, finance, and IT.

 

3. Library Spaces Task Force Membership – EC reviewed the Library Spaces Task Force Membership volunteers and appointed members. Lucretia Williams will reach out to the appointed about their willingness to serve and then report back to EC. The Task Force will appoint a chair at their first meeting and report back to EC.

 

4. Innovation Fund Proposal(s) – EC reviewed an Innovation Fund Proposal and offered some feedback for revision to the proposal.
5. 2-2:30 AULs/Directors –

 

• Chris Prom shared three draft documents: amendments to the full professor promotion review process, drafted feedback from to library on the campus Communication #9 changes, and very early draft revisions to the library P&T process to align us with the Comm #9 changes. Chris Prom informed EC that the most immediate input needed from EC would be on the campus comments on the Communication 9 revision. Dean Wilkin charged EC to review the Comm 9 document and offer feedback to Chris Prom by Wednesday, December 14, 2021. Since this document is currently at a very early stage, EC should send feedback on general directions before the holidays. A full draft will be shared with the library in the spring for feedback and revision.

 

• Sara Holder updated EC on the Library 1^st floor study space planning group process. The group has filled out progress statements that Tim Newman requested to follow up with F&S to see what it’s going to take to get the work done. The group has a draft layout for what the SSHEL North spaces might look like with them set up for more seating and some of the study rooms coming over from undergrad, plus the Writers Workshop spaces. Tim Newman is in receipt of the progress statement and will have some follow up questions for the group. Lee Galloway is also on the group and is ensuring IT features are planned for appropriately.

 

• Mary Laskowski has been working with Nancy O’Brien on the SSHEL collections piece and they are actively moving materials from both SSHEL North and SSHEL South to prepare for the changes to both spaces. This collections work should be done within the next few months.

 

Mary Laskowski also started working with a Big Ten group on the future of shared collections. Mary has also been working with JJ Pionke and Campus Legal on accessibility issues; they are trying to streamline our process for patrons with visual impairments to gain access to the materials that they need. Finally, they have moved nearly all materials out of the UGL.

 

• David Ward indicated that the instruction team has been moving ahead with their planning and, they are waiting on estimates for the ACES 509 updates (facilities and IT costs). Plans for the merger of the Scholarly Commons and Media Commons have been in progress with Michelle Reed with feedback from IT and Facilities. the UGL’s immersive video space will go to Grainger, down the hall from the IDEA Lab, and all F&S work for that project should be complete by the end of January. In the spring, the UGL film studio will operate at reduced capacity focused on core functionality. In the staffing group, all assignments for transfers of Civil Service staff are complete, but remain confidential. Room 419 will be converted to staff space for staff moving from the UGL, and they hope that work will be complete by the end of July 2022. Some open offices in the Main Library 450 suite will be converted to hoteling or Zoom spaces.

 

• Tom Teper provided updates on the building project. F&S has received the final schematic design, and they they will transmit it to us shortly. Once we finish the schematic design, we’ll move into design development. Tom will be engaging the Special Collections Division broadly, and Jameatris Rimkus will represent their group for the Archtectural and Art programming group.

 

Tom has also been having ongoing conversation with divisional representatives to CDC about the likelihood of a flat collections allocation, and has had follow-up conversations with the Arts & Humanities Division and the Social Sciences Division. Divisions are providing input to take to campus in January.

 

Finally, Tom updated EC on progress the Big 10 is making on finalizing a renewal and transitional agreement with a major publisher to move towards a transformative OA agreement. He is also renewing discussions with MJ Han and Tim Newman about organization of staff space in the ACS unit.

 

 

6. Selection of Reviewers for P&T cases – EC selected external and internal reviewers for faculty. Lucretia Williams will work with Chris Prom to get all correspondence out to the reviewers.

 

7. Best Practices and Strategies in Hiring Recommendations – Tabled for a future EC agenda.

 

8. Proposed revision to 5-year Unit Head Review procedures – Tabled for a future EC agenda.

 

 

 

Meeting adjourned at 3:00 pm