LIBRARY EXECUTIVE COUNCIL
June 20, 2006
10:00 a.m. - 12 noon
Present:Baughman (Scribe), Brown, Ruschoff, Schreibman (via Skype), Vikor, Williams (Facilitator), Wray (Timekeeper)
Absent:Lowry
Topic: Meeting Agenda
Outcome: No changes made to the agenda
Topic: Proposed Changes to Process for Travel Requests
Denise Wright reviewed the proposed changes to the Travel Request and Reimbursement Process, which was an item on the LAG Redirection of Effort agenda. The goal is to reduce the amount of paperwork needed to complete forms.
Outcomes: LEC agreed that the long-term goal is to have any staff who need to complete a Travel Request Form (for travel, conferences, workshops, etc.) have access to the ELF System (Electronic Travel Forms System). This process will be phased in so staff who will use the system more frequently will have the ELF training during the summer. Division Directors will identify these staff by June 30th and report the names to D. Wright. Administrative Assistants in each Division will serve as resource people and assist D. Wright with the training. A guide will be created on how to use ELF. D. Wright will prepare an announcement to staff about the process.
Topic: Big-Ticket Process
The purpose of the review of the big ticket process is to streamline it and clarify the steps for the approval of requests.
Outcomes: LEC will review major and/or long-term big ticket requests once a year, generally in the spring. The process will also now include monthly reviews of requests and budget information. LEC will use email to share requests for ongoing needs. The purpose of the various accounts is more clearly defined, such as the Plant Account, and a yearly budget for local site equipment for ITD will need to be created. Requests for items under $1,000 can be approved by the Director. A description of this process will be written as an Administrative Memo and will also be included on the Library Business Office web site.
Topic: Pop-ups
- Public Services & Collection Management Office Staff – Wray and Vikor will invite a staff member to extend work hours from twenty to forty on a temporary basis in order to provide twenty hours of time in the office.
- Document Email Decisions – Jill Fosse provided a list of recent decisions made by LEC via email. See information below.
| Item # | Topic | Date Initated | Initiator | Cost | Decision | Date Decided |
|---|---|---|---|---|---|---|
| 1. | Professional Development Travel Reallocation for Eric Lindquist to attend SHARP | 4/20/06 | Wray | $2,160 | Approved to support registration and airfare ($1,530 approx.) | 4/24/06 |
| 2. | Big ticket – Software maintenance renewal that went over budget | 5/31/06 | Ruschoff | $1,169 | Approved to avoid cutoff | 6/9/06 |
Topic: Announcements
- D. Vikor attended the opening of a Prange Collection exhibition at the Osaka (Japan) Museum of History, where he also delivered an address on the history of the Collection and current projects.
- Ruschoff reported on the recent CLD meeting.
- Williams announced David Piper’s resignation effective June 30.
- Willams reported that she has received the Search Advisory Committee reports for the Heads of Business Services and Human Resources and they will be sent to Cordell Black shortly.
Topic: Agenda for July 18, 2006
Outcome: LEC will not meet until July 18th due to the ALA Conference and vacations. The following topics were agreed upon for July 18th: Federal Research Public Access Act of 2006 and Labor and Assistance Allotments.
Facilitator: Baughman, scribe: Wray, timekeeper: Lowry
