January 26, 2015 Meeting of Executive Committee

Time and Location of Meeting

January 26, 20151:00 pm - 4:00 pm 428 Main Library

Agenda Details


1.                  1:30-2:00 AULs
a.      NSM Update – Sue
b.      Search Update – Tom
c.      CAPT Committee Appointments and new co-chair – Beth
d.      Collective approach
e.      How do they organize their work in their area?
f.       Are their open office hours productive? What comes out of those meetings?
2.                  Approve Minutes from January 12
3.                  Question Time
4.                  Full FRC, PTAC for full professor hire
5.                  AUL position for hiring plan
6.                  Budget
7.                  Proposed Medical School Impact on University Library
8.                  Specialized Faculty discussion at Faculty meeting

Minutes Details


John Wilkin, chair; Kirstin Dougan, vice-chair; JoAnn Jacoby, secretary; Tim Cole, Lori Mestre, Bill Mischo, Lynne Rudasill, Jennifer Teper, Sarah Williams; Visitors-Beth Namachchivaya, Sue Searing, Tom Teper; Recording-Kim Matherly


1.  1:30-2:00 AULs

     a. NSM Update – Sue

The Archives furniture isn’t here yet. The plan is for Archives to move at the end of the semester.


The Visiting Archival Operations and Reference Specialist has been hired, which is the next step for the IHLC NSM.


     b. Search Update – Tom

Tom gave an update about the different searches which will be sent to LibNews.


     c. CAPT Committee Appointments and new co-chair – Beth

The AULs recommend appointing Tom Habing as an ex officio member to CAPT. EC agreed. In her new role as AUL for Research, Beth will stay on the committee, but not co-chair.


John suggested that the AULs rotate, as chair of CAPT, every year. They will decide who will take the first rotation.


The AULs would also like to propose changes to CAPT membership and charge. They will bring discussion items to EC the next the AULs meet with EC.


     d. Collective approach; also since it was decided not to hire an AUL for IT—are they    organizing their work differently in light of Sue’s retirement, Tom Habing’s new position and the restructuring document.


     e. How do they organize their work in their area?

     f. Are their open office hours productive? What comes out of those meetings?

The AULs meet formally every week and informally as well, with each other. They are also planning to meet regularly with Tom Habing. They each meet regularly with the individuals who report to them and others whose responsibilities overlap with their areas. The AULs work together as an administrative team, frequently updating each other and collaboratively exploring solutions to problems.


In addition, at John’s urging, each of the AULs has designated a “leadership team” to provide advice and advance actions in their area. Sue’s team consists of the heads of Grainger, Funk, and UGL; the heads of Reference & Information Services and Central Access Services; and the Coordinator for Information Literacy Services and Instruction.


Tom’s team has taken the form, thus far, of the unit heads within the technical services division: Acquisitions, Cataloging and Metadata, Collection Management Services, Digital Content Curation, Preservation and Conservation, coordinators or specialists affiliated with the Office of Collections and Technical Services. Additionally, of course, he continues to meet monthly with the Collection Development Committee and regularly with individual subject specialists, etc.


Beth’s team consists of the heads of the Scholarly Commons, Research Data Service, and the eResearch Implementation Committee, Research and Publication Committee and the Repository Management Team. Beth anticipates that the Research leadership team will be appointed during the month of February.


They feel their office hours are productive. It gives them a chance to meet with some people they don’t regularly meet with.


In terms of Tom’s office hours, those have long taken the form of a joint Collections/Acquisitions Office Hours period. In general these meeting times have been productive, especially as newer librarians with subject responsibilities have come into the organization. During the down times, these meetings serve as an opportunity for Tom, Lynn, and Wendy to keep one another apprised of goings on.


2.  Approve Minutes from January 12

Minutes were approved with a motion by Kirstin Dougan, seconded by Sarah Williams.


3.  Question Time

William Weathers’ innovation grant report was accepted.


Council of Deans discussed the Governor’s Executive Orders 15-08 and 15-09. The Provost is expecting to receive clarification on what these mean for the University.


Mike VanBlaricum, a donor and alum, with a special interest in James Bond, is working on the Illinois Distributed Museum  with Susan Frankenberg and Mike Twidale. Mike has hired GAs to help with the project. Mike, Susan and Mike met with John to talk about the project.


John briefly discussed the Advancement Capital Campaign that he and Scott Koeneman are working on with the Office of the Vice Chancellor for Institutional Advancement.


The feedback on the Strategic Planning retreat was overwhelmingly positive.


4.  Full FRC, PTAC for full professor hire

Faculty were nominated to serve for a new hire hoping to come in with tenure.


5.  AUL position for hiring plan

The position request was discussed and finalized.


6.  Budget

EC discussed the draft budget document.


7.  Proposed Medical School Impact on University Library

Mary Schlembach, Bill Mischo, Peg Burnette, and Kelli Trei have worked on a document outlining the library-related needs and costs to support the proposed medical school. There are no certainties at this time and John doesn’t know when the campus will make a decision.


8.  Specialized Faculty discussion at Faculty meeting

John, Kirstin and JoAnn will each discuss different areas at the Faculty meeting.