October 3, 2016 Meeting of Executive Committee

1.       1:30-2:30-AULs
a.   JoAnn’s report
b.   Next steps
2.       Approve minutes from September 12
3.       Question Time
4.       Replace PRC for faculty member
5.       Further discussion of Policy on Library Grants, Contracts, and Agreements for Sponsored Research, Instruction and Other Activities
a.   Working Group on Library Grants Outreach & Training – feedback, volunteers to serve on committee
6.       Discussion of Standing EC Policy (Confidentiality of Reports Submitted to the Library Executive Committee)
7.       Report of the Task Force to Investigate the Future of Reserve Services
8.       Innovation and seed funding application announcement? 
9.       Interim Head Positions document
10.    AP titles
11.    Replace a faculty member on a committee during sabbatical
12.    Appoint committee members for the Residency Program Implementation Group
13.    1^st floor central service point planning group – feedback 
14.    Senate membership while on Sabbatical
15.    Recommendation for AP Promotion – Feedback extension

John Wilkin, chair; Kirstin Dougan, Nancy O’Brien, vice-chair; Mary Laskowski, secretary; Harriett Green, MJ Han, Lori Mestre, Bill Mischo, Ellen Swain; Visitors-Tom Teper, JoAnn Jacoby; Recording – Kim Matherly

1.       1:30-2:30-AULs
a.   JoAnn’s report
JoAnn shared the Strategic Framework: Priorities and Next Actions for User Services. (Please see EC website for document.)

JoAnn asked that feedback be sent to her.

b.   Next steps
JoAnn would like to see the three reports integrated into a roadmap that brings things together across the three areas. Tom agrees that the three separate documents should be integrated into one document as there is heavy overlap. ClimateQUAL is one of the things that belongs to everyone.

John stated that would take us to where we go next, bringing the AULs together to think about what may be missing. The feedback from this process will help determine the topics for the next retreat in January.

2.       Approve minutes from September 12
The minutes were approved with changes by a motion from Kirstin Dougan, seconded by Harriett Green.

3.       Question Time
The Provost’s visit has moved to January 26 at 4:00pm, so it may include the Chancellor. This year there will be only one meeting including all faculty and staff. Each college has also been given the opportunity for a 15 minute presentation highlighting the college. John has asked the AULs to put together a PowerPoint being aware of the external audience. The presentation will be sent to EC for comment before the visit.

John noted that the Investiture for Bill Mischo was nicely done. Clara Chu’s investiture is coming up on October 14.

John has just returned from ARL. He stated that the meetings were fabulous and the Diversity forum was outstanding.

John and the AULs are working on addressing inaccuracies in the Organizational restructuring document.

4.       Replace PRC for faculty member 
EC chose new members for the PRC.

5.       Further discussion of Policy on Library Grants, Contracts, and Agreements for Sponsored Research, Instruction and Other Activities
This document was approved by a motion from Mary Laskowski, seconded by MJ Han.

a.   Working Group on Library Grants Outreach & Training – feedback, volunteers to serve on committee
EC will invite members to serve.
 
6.       Discussion of Standing EC Policy (Confidentiality of Reports Submitted to the Library Executive Committee, http://www.library.illinois.edu/committee/exec/supplement/2005-2006/Confidentiality_of_Reports.html)
Kirstin will update this policy and bring it back to EC.

7.       Report of the Task Force to Investigate the Future of Reserve Services
The task force looked at isolating e-reserves as a specific point to review. They did a survey of instructors on campus in the last 5 years. Looking at the results of the survey they found a decrease in use of the service and recommended a phase out of e-reserves, as we know it, by August 2017.

EC accepted the report and will send it out for comment.

8.       Innovation and seed funding application announcement 
Due to budget constraints, there will not be a call for the spring semester, but there will be a call for next fall.

9.       Interim Head Positions document
This document included adding an interview with the appropriate AUL. The document was approved by EC.

10.    AP titles 
EC has tabled this topic.

Replace a faculty member on a committee during sabbatical 
A member was suggested.

12.    Appoint committee members for the Residency Program Implementation Group 
Members were suggested and will be contacted.

13.    1^st floor central service point planning group – feedback 
Several people self-nominated for this group and EC suggested others. Everyone will be contacted to serve.
 
14.    Senate membership while on Sabbatical 
EC will look at these on a case by case basis.
 
15.    Recommendation for AP Promotion – Feedback extension

EC has agreed to extend the feedback deadline to October 14.

 

9/14/2016 – Approved Visiting Music and Performing Arts Librarian position description