LIBRARY EXECUTIVE COUNCIL
MEETING MINUTES
FEBRUARY 28, 2006
10:00 AM - NOON
Present: Baughman (facilitator), Lowry (scribe), Ruschoff (timekeeper), D. Vikor, Williams, Wilson, Wray
Topic: Meeting Agenda
Add topics as needed and decide on order of topics or other changes.
Outcome: Popups were added to the agenda as follows:
- Show and tell—Testudo Banner; Lowry
- Potential Aleph programmer; Wilson
- Merit review progress; Williams
- Search Committee; Williams
Topic: FY 2006 Budget
Guest: D. Wright
Receive status report on expenditures for first half of FY and projections for second half.
Outcome: Denise Wright provided budget projections to the end of FY06. At present there is a much smaller potential end-of-year balance. Discussion resulted in a strong note of caution to limit expenditures. This will have an inhibiting impact on the number of positions opened up for searches.
Topic: Big-Ticket Process
Guests: D. Wright, M. Dalto
Review proposals for alternate ways to handle big-ticket requests and decide next steps.
Outcome: Williams, Wright and Dalto proposal (see addendum) recommending a “big ticket” process that is more or less continuous was accepted with the following provisos:
- All items will be requested via e-mail on the LEC reflector.
- Williams will review and others will have 48 hours to object or offer alternatives to the requested expenditure (e.g., transfer of available equipment, alternatives, etc.).
- Williams will bring things to the table that she feels need further vetting (particularly for budgetary reasons) or to which an objection/alternative has been offered.
- At least once a year, LEC will discuss the plans for Divisions that have “big ticket” implications. The process will not start until more FY 2006 budget information is gathered, especially concerning interlibrary loan costs.
Topic: Tracking Email Decisions Made by LEC
Determine best practices for capturing email decisions.
Outcome: It was agreed that there is a need to establish a set practice for decision-making by e-mail. It was agreed that the following practices would be followed:
- The individual posting the issue will set a reasonable time-frame for everyone to make a response.
- Decisions will be by consensus and silence is assent.
- The instigator will prepare a summary of the decision as he/she interprets it for everyone to approve.
- On a regular basis these decisions will be reviewed at regular LEC meetings and affirmed to get them into the public record.
Topic: Planning for the March 13th Visit of ExLibris and Librarians from Brazil
Finalize details of visit on March 13th.
Outcome: At ExLibris's request we are planning a visit but have been informed that it will now occur April 6. The agenda is as follows:
- 10:00-10:15 Greetings and Introduction (All)
- 10:15-10:45 Overview of the University Libraries (Lowry)
- 10:45-12:00 noon Overview of current technologies w/ demos (Aleph OPAC, Lowry; Streaming Video, Fedora World’s Fair, Schreibman; DSpace, Owen)
- 12:00-1:00 Lunch discussion (All participants) (note, Fosse will arrange)
- 1:00-3:00 Focus presentations on MetaLib/SFX (Day and Wrubel)
Topic: Pop-ups
Discuss and determine outcomes of urgent matters.
Outcome:
- Show and tell—Testudo Banner; Lowry showed a mockup of the banner that will be suspended from the front of McKeldin Library as part of the 150th celebration.
- Potential Aleph programmer; Wilson requested that we be able to interview a potential candidate from another Aleph site who has moved to the area. This request to fill a position will come forward with others for discussion at the March 7 LEC session.
- Merit review progress; Williams asked whether we were on schedule to meet the 3-15 deadline for submission to the directors. It appears this is going well.
- Search Committee; Williams asked for a search committee to cover the search for both the Head of Budgets and the Head of Human Resources. Committee was agreed on. She will approach the individuals then publicize the results.
Topic: Announcements
Share information about individual and group activities in the divisions.
Outcome:
- Williams gave LEC members copies of the article, “Keeping Tabs on Data-Gathering," in the February 24 issue of Library Matters, outlining responsibility for consistent collection of statistics.
Addendum
BIG TICKET PROCESS
DRAFT 2/23/06
Big Ticket requests are defined as purchases, services or projects over $1,000. After review and approval by the Division Director, all Big Ticket requests will be submitted to the Library Budget Office. The Director of Planning & Administrative Services (PASD) will review requests monthly. The requests will be approved, declined or sent to LEC for further review and decision.
CATEGORIES OF BIG TICKET REQUESTS:
College Park Local Site Items – Monitored by Information Technology Division (ITD) and paid from the Libraries’ local site equipment budget.
Defined as: Computer and technology related items purchased by USMAI staff for College Park.
Facilities Related Items – Monitored by Facilities & Support Services and paid from the Libraries’ plant account.
Defined as: generally non-routine and represent an improvement or upgrade in a service or operation and because of their nature (office moves, painting, carpet-cleaning, etc.) are initiated by Facilities & Support Services.
General Big Ticket Items – Monitored by the Libraries Budget Office and paid from the Libraries’ operating account.
Defined as: Supplies, equipment, furniture, services, etc., routine in nature not covered under local site or facilities related categories.
APPROVALS:
Once approved, a list of approved purchases with all documentation will be created for each category and submitted to the appropriate department for processing. An additional copy will be sent to the Budget Office for budgeting and to prepare any necessary transfers.
Requests not approved will be returned to the Division’s Director.
BUDGETING & MONITORING:
To facilitate the review and approval of big ticket items, the Libraries’ Budget Office will prepare a monthly budget projection of the Libraries’ accounts.
Prior to the start of the fiscal year, ITD will estimate College Park’s local site purchases for the year. Upon approval by LEC, the necessary funds will be transferred to the local site account. Purchase of items on the pre-approved list may be done through ITD established procedures. All other College Park big ticket local site purchases must follow the procedures outlined in this proposal.
The College Park local site and plant accounts will be monitored and reconciled monthly by the responsible department. A summary report will be submitted to LEC annually or as requested. Surpluses and deficits may require explanation.
Submitted by Charles Lowry
