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LAUC-R Membership Meeting
Minutes October 21st , 2004
Science Library Room 240, 2:00 – 4:00p.m.
Members Present : Peter Bliss, Vicki Bloom, Marie Bronoel, Kuei Chiu, Melissa Conway, Ken Furuta, Sylvia Hu, Heidi Hutchinson, Ruth Jackson, Stephen Mitchell, Rhonda Neugebauer, Debbi Renfrow, Ying Shen, Stefanie Wittenbach, Geetha Yapa, Michael Yonezawa
Agenda:
1. Welcome new member Sylvia Hu
2. Thank you last year's Board
3. General Business:
Ø Approval of minutes (June 8th 2004)
Ø Brief comment on Committee on Research & Professional Development
Ø Vote on committee memberships and appointments
Ø Call for volunteers for Parlimentarian, Asst. Webmaster, and Committee on Campus Visibility
4. Announcements:
Ø New LAUC, LAUC-R Websites
Ø LAUC Fall Assembly / New Travel Awards / Webcast
Ø Brief Budget Update
Ø Dates of future meetings
Ø Upcoming Serials & Electronic Resources Cataloger Interview Session
5. Dr. Ruth Jackson, University Librarian to address LAUC-R members at
approximately 3:00 p.m.
6. Open discussion / Round Robin
1. Michael welcomed new LAUC member Sylvia Hu.
2. Thanking last year's Executive Board and Kuei for work done during the past year, Micheal mentioned that the Spring Assembly set a higher standard for future events.
3. Minutes of meeting held on June 8th were approved as revised. Proposed by Melissa and seconded by Heidi.
4. Commenting on the merger of Committee on Research and Committee on Professional Development to form the Committee on Research & Professional Development, Micheal informed members that this was done on a trial basis and that a permanent change will be made after one year if required. He also mentioned that bylaws at the LAUC system-wide level and the ALA allowed such changes in the structure to make work more streamlined.
5. Vote on committee memberships and appointments was moved by Stefanie and seconded by Melissa.
Committee on Committees, Rules, Jurisdiction, and election was assigned the responsibility of deciding whether to have a separate Committee on Professional Development or not, and to make a suggestion to change the bylaws if necessary.
6. Call for volunteers for Parliamentarian, Asst. Webmaster, and Committee on Campus Visibility:
Heidi mentioned the fact that there is provision for an asst. Parliamentarian under the bylaws, and urged members to make use of this opportunity to work with the Parliamentarian and to act on his/her behalf in their absence.
The need for members to join the Committee on Campus Visibility was also mentioned during the discussion as Michael suggested the possibility of more work in the area of campus visibility.
Action: Michael to send out a special e-mail inviting people to serve on the Committee on Campus Visibility.
7. Announcements:
Michael announced that the new LAUC Web site provides new features such as the President's message and the opportunity for members to send in their opinions to the system-wide membership.
Marie and Michael will be attending the Fall Assembly. A wide range of invited guests including people from CDL and SOPAG will be attending this event where members will get the opportunity to talk about common issues.
Announcing the deadline for the Travel Award which falls on the 9th of June 2004, Michael mentioned that members need not be new librarians in order to be eligible to apply for it.
Webcast – of the Fall Assembly will be available two days after the event and it will also be archived.
Budget – The same amount as the previous year has been requested. The fact that 5 new librarians will be added during this year will have an impact on the amount each person will be allocated. Patricia Hargis has requested the UL to carry over the money left from previous year.
Action: Michael to request the UL to carry over the money left from previous year.
Dates of future meetings: Already posted on the LAUC-R web site.
Membership meeting scheduled for the 9th of Noveber has been cancelled due to the
interview for Serials & Electronic Resources Cataloger.
Action: Kuei to call up a meeting for those who are up for review next year.
Committee chairs will be invited to attend Executive Board meetings if they want to discuss any matters pertaining to their committee work.
Upcoming Serials & Electronic Resources Cataloger Interview Session:
Members discussed the need for a list of topics to covered at the LAUC-R session with the candidates, such as peer review, salary increases and benefits etc. Stefanie will discuss the matter at the Advisory Council.
Vicki mentioned that there is no standardized checklist of items to be given to new librarians. She suggested that it is up-to the Chair of each Search Committee to look into this matter. Stefanie will discuss this at the Advisory Council and also suggest that they ask LAUC for suggestions.
Kuei suggested that new librarians be asked what items they would have liked to receive and what other places have given them so that a it would help in making a core list of items to be given to applicants and new librarians.
Marie suggested that people who have not met the candidate before the LAUC-R session be introduced and Michael suggested that they introduce themselves before they ask questions from the candidate.
Vicki suggested that people tell the candidates what they do to fulfill criteria 2 and 3.
Michael announced the dates for the next Spring Assembly – 2nd and 3rd June 2005.
8. Steve Mitchell invited volunteers to join him in handing out flyers and encouraging campus community to vote at the Presidential election. He stressed the importance of supporting the democratic process and pointed out that this was a good opportunity for librarians to be visible in UCR community issues and show that we care. This was followed by a brief discussion after which Micheal agreed to consult system-wide LAUC members about the appropriateness of such activities.
9. After a brief welcome by Michael, Dr. Ruth Jackson addressed the meeting and gave a brief update on library issues at UCR Libraries and system-wide level.
Dr. Jackson informed members of the current status regarding the searches for Social Sciences Bibliographer and the Electronic Resources Cataloger.
Comments from the strategic planning work groups (at the Librarian's Retreat) have been compiled and Ruth will request Recorders/Leaders of groups to go through the document before it is distributed for people to identify the top 10 priorities from the lists of recommendations so that necessary action could be taken.
The Chancellor has held a reception at the Mission Inn (sponsored by the owner of the Mission Inn, and also the San Bernadinao and Riverside Counties) to introduce the Chancellor's Leadership Team to the business community. The Chancellor's Leadership Team includes the new and the old Vice Chancellors, the Deans and the UL. Ruth had been introduced along with the Deans, the first public announcement by the chancellor that the UL has the ranks of a Dean.
Ruth had been unable to attend ARL but said that she intends to get the minutes and special presentations from the web site, and distribute them among the membership depending on the contents. She is particularly interested in two major issues; one of them is the changes in the NSF grant procedures. The new NSF policy is expected to allow researchers to post their articles online (when research is funded by federal funds) before being snatched up by Elsevier. This would enable sharing of data and other research publications via open URL, and others would be able to access the information even though the articles will be published later by publishers.
It is hoped that most of the planned initiatives such as filling of the AUL positions at UCR will be completed within a year. Ruth feels that it is advantageous to allow people to apply for more than one pool at the same time since the interviews will not be held at the same time. She will look at the drawing board for search committees for each position. Job descriptions will be sent to those who respond to the call, since all the details cannot be included in the advertisements.
Other personnel decisions that have to be taken care of during the next two months include hiring of a 2nd AA, before Carol Meyer-Rieth goes on Maternity Leave in January.
The new EVC for institutional advancement had announced that the university will
pay for all the Developmental Officers in campus. This would help Ruth's plans for appointing a developmental officer for the libraries, and the money saved could be used for other purposes.
Dr. Jackson is very impressed with the new Leadership Team and has high hopes that the new EVC will be a strong supporter of libraries. She stressed the need for improved and centralized statistical reporting as the new EVC tends to be matrix oriented and expects justification for what we are doing. She also indicated the need for careful reporting of statistics if we plan to advance our standing at the ARL, and proposed assigning a group headed by David Rios to look at how we report statistics. The areas to be covered include reporting grants received, amounts spent regardless of the sources, how we count directional/reference questions, what we count and why, what other libraries are reporting to enhance their profiles and how we could present our statistics accurately, and in the best possible light.
Printer problems will be taken care of to the extent possible. Several companies have been asked to show what they are capable of, and their proposals expected to in by November. However, any changes may take a while as other options are also being considered for replacing the equipment and setting up new systems for handling cash etc. One option would be to buy/lease equipment and contract Printing and Reprographics to attend to the collecting of money. Another option is to buy/lease equipment and get a security person to collect the money along with a library personnel.
Vicki reported the problems regarding the card dispenser. Dr. Jackson will look into the matter and get in touch with David Rios and Diane Lightfeldt.
Ruth was invited to discuss the new document on "Systemwide
Strategic Directions for Libraries and Scholarly Information:" with LAUC-R members.
New developments at the CDL had been a topic of discussion at the last UL meeting.
10. Members discussed the need for more involvement in Library Staff Association
(LSA) activities.
Action: Michael to contact the LSA chair and discuss the possibilities of organizing activities (that are LAUC-R appropriate) in conjunction with them.
11. The reporting structure in the librarian review process has changed from Assistant Executive Vice Chancellor (AEVC) to Vice Provost for Academic Personnel (VPAP). All faculty will report to VPAP. Although the idea of changing the term CACLS to reflect the change in reporting structure was discussed, members decided to leave the name as it is.
12. The system-wide LAUC is exploring the possibility of appointing a faculty member to an ex-officio member of a LAUC committee. This would lead to more campus visibility, understanding and communication as some campuses do not have official LAUC representation on campus committees.
13. The possibility of setting up a potential Mentor Program for that new librarians was suggested by members.
Action: Vice Chair to make an orientation checklist and to organize an orientation for new librarians.
14. Members suggested the need to develop an FAQ on travel money. Marie informed that a document about LAUC-R Professional Development Travel Funding had been written in 2004 by the Committee on Professional Development.
Action: Marie to send a copy of the above document to the executive board members.
Meeting adjourned at 3.30pm.
Respectfully submitted
Geetha Yapa
LAUC-R Secretary
11/18/04