September 22, 2014 Meeting of Executive Committee

Time and Location of Meeting

September 22, 20141:30 pm - 3:00 pm 428 Main Library

Agenda Details


1.                  1:30-2:00 AULs
a.      NSM Update – Sue
b.      Search Update – Tom
2.                  Approve Minutes from September 8
3.                  Question Time
4.                  Call for February Hiring plan – when to send the email, deadline date
5.                  Library Technology Prototyping Service Assessment Report

Minutes Details


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


1.   1:30-2:00 AULs

a.   NSM Update – Sue

The Archives NSM is in its final stages. The plan is to open their new service point in 146 Library over the winter break.

The primary recommendation from the Illinois History and Lincoln Collection was to hire a visiting archivist to deal with the cataloging backlog. The search committee is planning to start phone interviews soon.

Sue will be meeting with the Business Information Services team to talk about the assessment of that NSM before Carissa Phillip’s sabbatical.

Currently there are no new NSMs planned. John commented that NSMs should be considered “a way of life” for the Library. The NSM approach should be seen as a productive tool to use as needed.


b.   Search Update – Tom

Tom has been forming search committees for the positions approved in the most recent hiring plan; that included eight over the last week. Kick-off meetings have been scheduled for five of those. One search committee is for a grant that we haven’t received approval for, so will hold off on that until we get the approval. Tom will be sending a search update.  EC asked about the Library’s capacity to manage so many searches concurrently.  Tom noted that previous attempts to stagger searches had not been successful since the length of searches varies widely and unpredictably.

Jennifer was appointed as the Affirmative Action Officer for the next two years. Currently, we do not have to have an affirmative action officer on the search committees. There was discussion as to whether we needed to have an officer appointed at all since campus HR no longer requires them and instead wants a member of every search committee to serve as the designated “Diversity Advocate.” It was determined that the affirmative action officer can act as a back-up for the Equal Employment Opportunity Committee chair and we should continue with an affirmative action officer, for the time being.

EC and the AULs also discussed diversity advocates and whether there should be one person appointed to that role or if that role should be shared by many. John will talk to Cindy Kelly about the role of the diversity advocate.


2.   Approve Minutes from September 8

Minutes were approved with changes by a motion from Lynne Rudasill, seconded by Jennifer Teper


3.   Question Time

Mary Laskowski, Lynn Wiley and Michael Norman were awarded an Innovation Fund for Building a collaborative cooperative cataloging tracking system. They would like to make the funding they received available to M.J. Han for the Mark Maker initiative she is working on. EC approved this.

John discussed the feedback he received on the Library Update and the administrative restructuring proposal..

John chaired the last meeting of the Task Force for Open Access to Research Articles Act. There are 20 areas of unanimous recommendations. The report will go to the Board of Trustees in November.

The roles and composition of the Cabinet and Budget Group were discussed.  The Cabinet is made up of the three AULs, (four once the AUL for IT is hired), Greg Knott, Scott Koeneman and Jeff Schrader. The Budget Group is made up of the three AULs, Greg Knott, a representative from EC (currently Kirstin Dougan), a representative from AC (currently Joanne Kaczmarek), and Cindy Kelly. The two groups work together as needed and the Budget Group does most of its work and communication through email. The Budget Group’s role is the same as it has always been and having the Cabinet will not change that role.

There was a complaint about where F&S employees park near the sidewalk to the basement door to 66 Library. When it rains, part of the sidewalk floods and the F&S truck parks in a non-parking space against the sidewalk, leaving no room to walk around the water. Jeff Schrader will be consulted about the problem.

EC discussed posting documents for discussion as quickly as possible, to get input from others in the Library.

4.   Call for February Hiring plan – when to send the email, deadline date

The call will go out by October 11, with a due date of November 11

5.   Library Technology Prototyping Service Assessment Report

EC discussed the report. John suggested EC post the document for broader discussion. EC will review the original report and determine if it would be helpful to share that report as well to provide context for the recommendations.