January 5, 2004 Meeting of Administrative Council

1. Oak Street Processing Proposal (Document already distributed)
   Kruger
   Outcome: Review and Endorse Proposal
   30 Minutes
2. Salvage Priorities Emergency Procedures
   Burger and Teper
   Outcome: Understand need to establish priorities and determine timeline for individual units to create them
   15 minutes
3. HR Issues
   Kelly
   Outcome: Discuss short notices for postings and responses
   15 minutes
4. Budget Document
   Kaufman and Allen
   Outcome: Discuss document; make suggestions for improvement
   20 minutes
5. Updates and Announcements
   10 minutes

Paula Kaufman, Chair, Rod Allen, Bob Burger, Tina Chrzastowski, Barbara Ford, Lisa German, Peggy Glatthaar, Lisa Hinchliffe, Lyn Jones, Tom Kilton, Betsy Kruger, Bill Maher, Beth Sandore, Diane Schmidt, Sue Searing, David Ward, Paula Watson, Karen Wei, John Weible, Lynn Wiley, Tom Teper

1. Oak Street Processing Proposal – KrugerThe proposal is based on two assumptions:
   1. It is unlikely we are going to have any additional staff to work on just Oak Street.
   2. Two-years is a good target to attempt to get the first batch of materials accessioned.

   We have accessioned now a little over 100,000 volumes into the Oak Street Facility. The tables reflect two priorities that we have:

   1. Remove all materials from sections three and four on decks five and six of the Bookstacks. We need to clear those sections out completely because that became the new stacks space for the Newspaper Library.
   2. We started looking at areas in stacks where there were most materials are on the floor.

   We also have 700,000 volumes in the Bookstacks that are currently shelved out of sequence. Areas will open up but we need to reintegrate the 700,000 volumes into the stacks.

   Volunteer coordination will be done by Betsy and Stephanie Atkins. Divisions will fill out the sheets to help them to know when and where they will have help and they will map out a schedule.

   GAs are acceptable to use for some work. Every Division Coordinator gets a ¼-time GA. Betsy would be happy to have any portion of those hours that you would like to contribute in the form of dollars.

2. Salvage Priorities Emergency Procedures-Burger, TeperA form was passed out for departmental libraries to fill out listing the collection priorities for their units in the case of a disaster in their area (fire, flooding, etc.). The form asks for call number ranges and location in the building. If there is a disaster and there is time those collections would be salvaged first. Selectors will want to include areas in the Stacks where they have important collections. You might want to include things that will deteriorate the fastest and things that are not available in any other format.

   The first priority would be what you would save if you had 15 minutes. Second priority would be what you would save if you had 30 minutes to salvage, etc. Preservation may also be able to mark shelves or areas with “day glow” paint or tape to make them easier to find. Tom will be happy to come to Division meetings or units to answer any questions. Please have the forms filled out and returned to Tom Teper by March 1.

3. Budget Document-Kaufman, AllenOne Division would like to see the use of more sub-headings in the document for easier navigation. They also felt there were disproportionate details in some activities. One Division would like to see acknowledgement of the Strategic Planning process in the document. If you have additional input send it to Paula and copy Rod. Another draft will be sent in the next week or so.
4. Updates and AnnouncementsKaufman – Mike Lesk faculty member from Rutgers has contacted UIUC about participating in a Million Book Project funded by NSF. The work will be done in India. He wants to know if we would be interested in sending several thousand books to India for a year. The books will come back with cataloging of some sort. The scanners are book friendly and the materials have to be out of copyright. We should be looking at mainly text and not illustrations because the digital image will be of fairly low quality. We’ll get more information and see if there is a way to do this with the Oak Street process that won’t cost additional money or a lot of extra time.

   Burger – He will be sending out two discussion documents to AC having to do with hours. One is coverage in quiet times and/or emergencies. The second discussion document will be about trying to achieve more consistency in hours perhaps based around the principle of groups of libraries versus all libraries.

   Kilton – The Main Library Group met to discuss the Library of the Future. The meeting went well and a planning group was formed to look at some main points.