LIBRARY EXECUTIVE COUNCIL
MEETING MINUTES
March 4, 2008
10:00 a.m. - 12:00 noon
Present: Baughman, Day, Lowry (scribe), Ruschoff (timekeeper), Vikor, Williams Wray (facilitator)
Topic: Meeting Agenda
Outcome: Five popup items were added for discussion.
Topic: Humor of the Day
Outcome: Following the evidence - a lesson from a medical examiner.
Topic: Review of Proposed Search Committees for Librarians and Exempt Positions
Outcome: Proposed search committees list was reviewed and modified slightly, then approved. Members will be contacted and the committees will be announced. The committees that will begin searches will be as follows:
- HR Coordinator
- Prange Coordinator (Contingent II)
- Development Coordinator (Diana Grose's former position)
- Metadata Librarian (Jennifer Roper's position)
- Economics Librarian
Charles and Phillipa discussed the recent meeting with Cordell Black and Rob Waters concerning managerial supervisory involvement in searches. With this discussion and prior clarification, the basic University policy allows the following:
- Library Faculty searches - supervisors may serve ex officio (without vote) and participate fully in the searches.
- Exempt positions - supervisors may be involved in the interviewee selection process, including independent review of the applicant pool and recommendation to the search committee of names of potential interviewees; independently interviewing the candidates invited to campus; and receiving the final report of the search committee and making a recommendation to the Dean of Libraries on hiring from the pool. In addition, although a supervisor may not sit on the committee, an individual further up the "chain of command" above them may. We are currently seeking final approval from Cordell Black's office of a change in our procedures that captures these points.
- Non-exempt positions - this process currently involves supervisors and remains unchanged.
Topic: Review of Contingent 1 Positions
Outcome: After some discussion, it was determined that the agenda item needs to be postponed and Phillipa will bring back additional information to clarify University practice. After clarification on University requirements, LEC will complete the review and decisions to bring the Libraries into full compliance with University policy.
Topic: Safety and Security Committee
Outcome: Hess presented and explained the report of the committee and responded to questions of clarification. LEC requested that completion of the "Emergency Contact List" (and phone tree) be added to the workplan for 2008. Hess will send a slightly revised version of the report reflecting the discussion (updated version attached).
Topic: Pop-ups
Outcome:
- Spam protection - Evander provided analysis of the CLIR strategy for protecting from Spam by removing the domain names from email listed on our website. There are pros and cons and addresses that are already "out there" will take some time to be lost to the spammers. Carlen will report back on level of effort and strategies for minimizing any usability problems.
- Emergency phone memo from Jeff Huskamp was discussed and it was concluded that the current location of the phones was appropriate. We will inform OIT.
- Maryland Library Association Quilting proposal - MLA has called for a project to make a quilt representing all Maryland Libraries and be displayed at the annual conference and then preserved. It was agreed that a general call would be made to the UML staff to see if a "quilter" volunteer might be identified to make a square representing UM. Betty Day has a design for a square that she will provide to anyone wishing to do help us enter the project.
- A "fact finding" meeting was held between OCLC and ITD staff concerning WorldCat Local. The largest issue is inter-operability with Ex Libris and other applications. If OCLC staff find that there are no obstacles that cannot be managed, then the decision to proceed will be considered by USMAI CLD.
Topic: Announcements
Outcome:
- Katherine Anne Porter legal action - Lowry indicated that the initial hearing on the action concerning the Literary Trust went well and was favorable to our interest. We are being represented by the Maryland Attorney General's office.
Topic: Agenda for Next LEC Meeting on March 11, 2008
Outcome: Three topics were decided on as follows
- Decisions on Contingent I practice in UML
- Goodwill Committee Report
- Revisit space planning for space evacuated by Prange
APPENDIX: SAFETY AND SECURITY REPORT
Safety and Security Committee Report, January 2007 - December 2007
The mission of the UM Libraries' Safety and Security Committee is to oversee the safety and security of all staff, customers, and property of the UM Libraries, and to work in cooperation with campus security, by focusing on the following objectives in accordance With the charge of the Committee:
- Define or refine responsibilities and divisions of labor for safety and security of Library staff, customers, materials, facilities, equipment, and furnishings;
- Craft or revise statements of philosophy, policy, or procedure as needed;
- Oversee or advise on ongoing activities such as staff training, revising manuals or other written guides, equipping facilities for safety and security;
- Provide coordination and communication within the Libraries and on campus to assure that safety and security programs remain current and comprehensive.
Current committee members are:
Roy Alvarez
Peter Armstrong (Chemistry Library)
Pinar Beygo (EPSL)
Cindy Larimer (Art & Architecture Libraries)
Bob Johnson (Hornbake Library)
Dun-Yee Wong
Ross Laguerre (Alternate)
Debbie Stefany (McKeldin Library)
Dan Newsome
Bill Hess (chair)
The committee meets the first Tuesday of each month.
In 2007 the committee addressed a variety of issues:
- Card readers will be installed by May 31, 2008 at the main entrances of the Art, Architecture, Engineering and Physical Sciences Libraries and the McKeldin mailroom.
- "Areas of Rescue Assistance" signage has been installed in McKeldin Library. The signs will be installed in EPSL, Hornbake, and Performing Arts Libraries in the near future.
Areas of Rescue Assistance are horizontal exits, which use fire barriers, separation, and other means to contain the spread of fire on a floor. These exits enable occupants to evacuate from one area of a building to another area or building on approximately the same level that provides safety from smoke and fire. - Panic buttons have been installed in all Libraries.
- After a campus-wide power outage, alternate means of communications were investigated. Nextel Direct Connect was evaluated and a proposal was obtained. After review by the Safety & Security members, it was decided that the proposal was too expensive and was not presented to the Library Executive Council.
- The committee proposed the hiring of police aides for the libraries to the LEC. Police aides were not approved; however, LEC authorized funding for increased staff coverage of McKeldin welcome desk during exam week.
- Review/revision of Safety and Security Guidelines.
Plans for 2008 include:
- Updating guidelines/manuals to keep library staff current in safety and security procedures.
- Complete installation of "Areas of Rescue Assistance" signage.
- Proposal to change the Safety and Security Committee's regular meeting schedule from monthly to quarterly. Quarterly meetings to be the first Tuesday of February, May, August, and November. Continue to reserve monthly meeting space for the first Tuesday of each month to provide a place for an emergency meeting when necessary.
- Updating floor marshals designations and training.
- Discuss how the committee will notify staff about the emergency telephones(contingency), which are connected to an auxiliary communications system and will continue to work even in the unlikely event that the university's regular phone system malfunctions. These phones are currently located at the information research services desk in McKeldin Library and the circulation desk in Non-Print Media in Hornbake Library.
- The committee will work with the Public Services Office in establishing an emergency phone tree.
