December 15, 2014 Meeting of Administrative Council

1. Strategic Planning and Retreat: Lisa Hinchliffe
2. Update on review of student wage allocation: Greg Knott/Sue Searing
3. Update on AP/LOA review: Tom Teper/Cindy Kelly

John Wilkin, chair; Melody Allison, Susan Avery, Joanne Kaczmarek, Cindy Kelly, Greg Knott, Beth Namachchivaya, Chris Quinn, Lisa Romero, Mary Schlembach, Jeff Schrader, Sue Searing, Tom Teper, Sandy Wolf; Visitor – Lisa Hinchliffe

1.   Strategic Planning (SP) and Retreat: Lisa Hinchliffe

Lisa stated that it is important for AC to be involved in SP a number of different ways. She sent out the SP web portal earlier today to LibNews-L (http://www.library.illinois.edu/administration/strategicplanning/). So far, 175 people have registered for the retreat. Lisa asks that division coordinators encourage unit heads to encourage everyone in their units to attend the retreat.

The SP retreat is important because the retreat begins a year-long process, which will set the stage and tone for the Library. Lisa would like true inclusivity of voices at the retreat so that we generate many ideas. Because there will be no time to evaluate and prioritize specific ideas at the retreat, we will brainstorm the criteria for choosing priorities from the many ideas we will have. Communication at the retreat will be in small groups and the reporting will come a couple of weeks after the retreat.  John wanted to make sure the registrants include Faculty, APs and Staff. Lisa assured him that they do.

Lisa wants to make sure that people feel there is enough communication about the process. Let her or any of the other member on the team know if more information is needed. The team consists of Peg Burnette, Jim Dohle, Lisa Hinchliffe, Valerie Hotchkiss, Lisa Renee Kemplin, Bill Mischo, Lisa Romero, David Ward, and Lynn Wiley. There will be regular updates in Library Office Notes and on the web portal.

2.  Update on review of student wage allocation: Greg Knott/Sue Searing

The survey was sent out to units, asking for information about student employment. There are still a few units that they have not heard from so the group has extended the deadline to this Friday and Sue will send reminders.

3.  Update on AP/LOA review: Tom Teper/Cindy Kelly

Cindy passed out a draft of the new AP performance evaluation form. The form includes an overview synopsis, the Library’s mission statement and when finished, the strategic plan will potentially be included. Cindy discussed the different sections and will send the form out to division coordinators to share with their divisions. (Note: it’s also available on the AC web page.)

The group that created the draft include Jim Dohle, Cindy Kelly, Jenny Maddox Abbott, Jennifer Teper, Tom Teper, and Cherié Weible. After everyone has a chance to look at the new form, please send your feedback to Cindy, Tom or anyone else in the group, by January 14. Cindy reminded the committee that once we have a final document, it will have to be approved by Academic Human Resources.

After changes are received, the form will be brought back to the February AC for final approval from the Library, before it goes on to AHR.

New Business

Greg Knott – After the first of the year, the Business Office will roll out Banner access to many Library personnel. They will be phasing out the wage report over the next few months. This will give us the ability to see account balances in real time. The program coming out is MY FIRE. It offers the ability to see account balances and a lot of other things. LBO will produce wage report through the end of the fiscal year.

Susan Avery asked about next steps for the food policy changes that were approved at the last AC. Sue needs to send a request to the office in charge of student codes and will do that over the next couple of weeks. She will also be sending the updated policy to the Registered Student Organizations.

Beth announced that the IMLS National Leadership Grants are due on 2/2. IMLS has revamped the requirements from a full proposal with a vetted budget to just requiring a two-page preliminary proposal. Beth has established an internal deadline of January 23. She will send out an announcement and schedule some open sessions after the first of the year.