Library Executive Council
Minutes of the Meeting - Feb. 17, 2004

Present: Goetsch, Lowry, Rough, Ruschoff, Williams, Wilson
Facilitator: Lowry, Scribe: Ruschoff, Timekeeper: Wilson

Foster summarized the state of the budget based on data from the first six months of the year. If conservative spending continues throughout the year, a small carryover will result.
Outcome: The LEC agreed that a full discussion on whether positions may be filled is complex and would require a substantial amount of time. Therefore, the topic will be placed on the agenda for the February 27 C-Team meeting.

2. Topic: L&A
Leader: Williams
Guest: Ray Foster

Foster reviewed with the LEC the status of L&A expenditures to date.
Outcome: It was decided that the money allocated to L&A for FY2004 will cover projected expenditures. Follow-up with Vikor is necessary to verify Foster’s projections for Collection Management and Special Collections.

3. Topic: Travel for Professional Development
Leader: Williams
Guest: Ray Foster

Outcome: Directors will gather information from the Faculty regarding their travel plans for the year. Based on this information, the LEC will decide whether reallocation of travel funds is practical.

4. Topic: EPSL Physical Improvements
Leader: Lowry
Guest: Mary Dalto

Jack Baker’s request of January 30, 2004, for financial support to address the EPSL physical improvements was reviewed.

Outcome: It was agreed that the Libraries will give financial support for moving library materials in EPSL in order to make needed repairs up to the sum of $10,000. Lowry will respond to Baker in writing.

5. Topic: Room Fees and Rentals
Leader: Lowry
Guests: Mary Dalto, Trudi Hahn, Irene Hruzd

The LEC is reviewing room rental fees based on a mandate by the Provost that fees charged to University Departments be based on cost recovery. Dalto prepared a list of cost recovery fees for room set-up, breakdown, and ITD support. The LEC agreed that the charges were reasonable. The following issues were raised in the ensuing discussion: Under what circumstances do we charge these fees? Should they be waived when there is library co-sponsorship? Should all ‘outside’ parties be charged? Should the decision to charge for room rentals and services be based on a programmatic relationship with the Libraries? How much in the way of service are we prepared and able to supply?

Outcome: It was agreed that the Libraries cannot support the growing complexity of services that outside groups are demanding. Dalto, T. Hahn, Hruzd, Cooper, and Rough were charged to develop a list of services that the Libraries can reasonably support with the existing staff and resources. The list is due to the LEC by April 1, 2004. Web forms for booking rooms will be developed.

6. Topic: Administrative Review
Leaders: Supervisors of those being reviewed

The LEC discussed a proposal to conduct administrative reviews in the early fall and late spring.

Outcome: It was agreed that administrative reviews should be scheduled in fall and spring whenever possible to avoid conflicts with the performance and merit review processes. The next two reviews will be started in April.

7. Topic: Pop-ups

• Ruschoff requested $200.00 to attend the annual CRL meeting in April.
  Outcome: Approved
• ACRL Website: Effective Practices
  Outcome: Vikor and K. Hahn should proceed with their proposal to prepare best practices for serials review and conversion from print to e-only subscriptions for the ACRL website. Other topics for submission will be discussed at a future LEC meeting.
• Wilson reported that Photocopy Services Public Desk had to be closed on 2-17-04 due to insufficient staff because of illnesses.
  Outcome: The LEC will need to explore creative solutions to staffing this service point under these circumstances.

8. Topic: Agenda for LEC Meeting on February 24, 2004:

• Statistics on Journal Usage
• Preservation Marketing Plan
• LIMS3 Update

Submitted by Carlen Ruschoff

return to top