Librarians Association of the University of California Spring Assembly, May 1, 1998 Price Center, University of California, San Diego Minutes The Assembly was called to order at 10:00 a.m. by LAUC President Lucia Snowhill. The Agenda was approved without amendments. Lucia Snowhill welcomed the delegates to San Diego and introduced Gerald Lowell, University Librarian, UC San Diego. G. Lowell thanked all of us for our hard work and dedication in these extraordinary times, with all challenges of collection development and operation budgets. He lauded the contributions of librarians to faculty, staff, and students. He also reported that the Library Council meeting held the previous day progressed through a document of recommendations for the advisory structure for the University Librarians. L. Snowhill thanked the UCSD Local Arrangements Committee for the excellent venue of the Assembly. L. Snowhill introduced the Officers of LAUC, the parliamentarian, Dick Vierich, and members of the audience. Roll Call of the divisions and delegates: Berkeley: Deborah Sommer (Chair), Andrea Sevetson, Beth Weil, Christine Tarr Davis: Rebecca Davis (Chair), Buzz Haughton, Marcia Meister Irvine: Kathryn Kjaer (Chair), Cheryl Kugler, Joan Ariel Los Angeles: Keri S. Botello (Chair), Norma Corral, Amy Atchison, Steve Fry Riverside: Lizbeth Langston (Chair), Kuei Chiu, Janet McLaren San Diego: Karen Cargille (Chair), Barbara Slater, Patricia Cruse San Francisco: Brian Warling (Chair), Julia Kochi Santa Barbara: Patrick Dawson (Chair), Sherry DeDecker, Lynn Hayman Santa Cruz: Catherine Soehner (Chair), Debbie Murphy Report of the Secretary: The Riverside Division now has three delegate because the census of librarians showed that UC Riverside had 39 librarians. The minutes from the November 21, 1997, Fall Assembly distributed via email were approved. LAUC Elections L. Snowhill introduced the candidates for LAUC President Elect, Julia Gelfand (UCI) and Patsy Inouye (UCD). The candidates for secretary were announced Jim Larrabee (UCB) and Kathryn Blackmer Reyes (UCSC). The election day is June 12, 1998 and the results are due back by the June 19, 1998. Presentation of resolutions and motions by Divisions: A resolution was presented by LAUC-D: That the LAUC president appoint a small ad hoc committee to prepare a report that provides recommendations regarding the following: 1. Raising the entry level salary for the librarian series in order to increase our success in recruiting and retaining the best new librarians for the UC system in the coming decade. 2. Reviewing the overlap between the ranks of Associate Librarians and Librarian. 3. Adding additional steps to the Librarian rank of the Librarian series to enhance career potential for librarians at the University of California. 4. Retaining the present criterion of distinguished career for advancement to the top step of the Librarian series. 5. Restructuring the Librarians salary scale, taking into account the librarian salary scales in the California State University system; an analysis of hiring patterns and salaries of new graduates of the nation's leading programs in library and information science; and other pertinent factors. 6. The committee should present its report and recommendations by the 1998 LAUC Fall Assembly. A resolutions was presented by LAUC-LA: Whereas there appears to be an inequitable application of criteria for advancement within the rank of Librarian, including advancement to Librarian step 5; and Whereas fairness dictates that all Librarians at the University of California should be treated equitably. Therefore, be it resolved that advancement at each step of the Librarian series be considered a normal merit increase; and further Be it resolved that these concepts be incorporated into LAUC Position paper #1. Two resolutions was presented by LAUC-R: Whereas the results of the LAUC professional Governance Committee survey indicate that 91% of the members surveyed favor more steps in the Librarian series, Be it resolved that LAUC shall officially request that the University administration add three more ste0ps to the Librarian Rank (steps VI, VII, and VIII). Whereas the results of the LAUC Professional Governance Committee survey indicate that 56% of the members surveyed favor retaining the top step of the Librarian series as a 'Distinguished librarian' step, Be it resolved that LAUC shall develop criteria for these additional steps such that the highest step of the Librarian series shall be reserved for those librarians whose careers and continuing achievements can be regarded as distinguished. LAUC Committee Reports The Committee reports for the Committee on Committees, Rules, and Jurisdiction, Library Plans and Policies Committee, and Committee on Cultural Diversity were filed. (Motion by D. Sommer, UCB) Research and Professional Development Committee The recipients of the 1998/99 LAUC Universitywide research grants are: Sidney Berger, 'An Analysis of the Theories and practices of Leonard Baskins' printing,' $6097; Rafaela Castro, 'A Chicano Folklore Dictionary,' $3,318.80; Kuei Chiu and Yu-Lan Chou, 'Asian Language Newspapers in the United States: A Worldwide Web Project,' $3,950,Vivienne Roumani-Denn, 'The Last Jews of Libya,' $5046; Jean Slemmons Stratford, 'The Impact of Data Protection Policies on Social Science Research,' $5,138. K. Lucas highlighted some of the recommendations in the committee's report. The committee recommended discontinuing electronic submissions of proposals due to the difficulties with electronic transmissions, and the problems of security. The committee affirmed that there is no limit on the number of proposals that one person could submit, however multiple year projects must compete each year with other projects. The Committee also recommended that each division make a list of campus recipients in order to track projects that have been completed and the projects that are in progress. The motion was passed to file the report. (A. Sevetson UCB) Committee on Professional Governance L. Maisner, Chair gave a brief description of the committee charge. They had three specific tasks; revise Position Paper #1 to delete references to special criteria for reaching Librarians Step V, request University administration to add three more steps to the Librarian ranks, and develop criteria for these additional steps. The committee did a survey and analyzed the data which is contained in their report. The return response was 40%. The motion to file the report passed. (Lizbeth Langston, UCR) Lucia Snowhill thanked all members of LAUC committees for their hard work and consideration of the important issues for the year. California Digital Library and Systemwide Library and Scholarly Information Committee Susan Starr began by explaining that several separate developments were happening simultaneously. The Library Planning and Action Initiative (LPAI) Final Report had been submitted to the Office of the President. The Systemwide Library and Scholarly Information Advisory Committee (SLASIAC) has been established to continue the work of LPAI. The LAUC representative is G. Peete. He is one of four librarians (the other librarians are 2 University Librarians and Richard Lucier) with other members of the committee being Senate Faculty or UC administrators. She reminded us that we had an important role in bridging the gap between good ideas and operational considerations. The California Digital Library (CDL) is still in its formative stages. There is now a web site [http://www.cdlib.org/], and a newsletter [http://www.cdlib.org/news/cdlinfo/] CDL is still working on the charter collection. Beverlee French join the CDL as Associate Director, Shared Collections and Services, and is working on broader collecting areas and an advisory structure. The Web design process is moving forward, and is very important because it is the structure of the library. CDL will soon hire someone to be design coordinator. John Ober will join the CDL on May 2, 1998 as Assistant Director, Education and Communication. There are many other special projects that the CDL is working on, such as the ILL Patron Initiated Requests. The continued existence of the Melvyl Users Group is uncertain. The Melvyl advisory structure is being reviewed. They are reviewing how to fit the Melvyl advisory structure within the structure of the CDL. The Computer File Committee (CFC) will be included in the structure of the CDL. Employees at the CDL are hired in MSP series. There are no librarians at Office of the President, and therefore no LAUC members. UCOP Academic Personnel Update Myron Okada gave a brief update on the Governor's Budget. There had been no negative responses to the budget. He anticipated a 2% range adjustment for all employees. Faculty will also receive a parity adjustment of 2.5%. The salary increases will be effective Oct 1, 1998. UCOP is now considering a new compact with the legislature. They are interested in a compact that will set aside a certain portion of the budget for higher education. There has been an issuance of a significant set of leave policies for all academic employees. For employees represented by a bargaining unit, it will be part of the bargaining process. Membership meeting - Open Discussion and Forum 'Making Our Own Future: UC Librarians and LAUC in the 21st Centuryî Members and guest of the Assembly moved into small groups to discuss a list of questions sent to LAUC Divisions in advance. The Goal is to advise the Executive Board for the future directions for LAUC. The questions are: 1. What do we envision the UC libraries to look like in the next 5 years? 2. In the context of that vision, what are the most significant changes in the roles and responsibilities of UC Librarians? 3. What influence can UC librarians have on those changes? 4. What are the top priorities for LAUC to address related to these changes? The question presented to the LAUC membership built upon each other logically with the last question intended to provide direction for future initiatives for LAUC. There were three areas that received high priority for action. First, the LAUC membership placed importance on networking and building coalitions with other groups. There was wide sentiment that librarians could provide valuable contributions to issues which affect libraries such as scholarly communications and publishing, utilizing Internet resources, and distance learning. The membership believed strongly that networking and building coalition were necessary for the promotion of the continued use of libraries. Some comments were: bring our expertise on knowledge access to other library organization and to UC faculty and administration, collaborate across campuses. Take part in the exploration of scholarly communications issues, and work with library school to establish mentoring programs. The second initiative focused on UC issues. Members spoke positively about working with library administrations and campus administrations to improve research and professional development opportunities. Many comments were made concerning the hierarchical nature of UC libraries and the need for greater participation of the planning processes of both campus libraries and at the California Digital Library. Some comments were: representation from LAUC in new university structures, initiate programs or services that benefit faculty and students, work with campus administrations to make workload manageable, forge alliances with faculty, create an opportunity for teaching for librarians, work to prevent bifurcation of librarians and faculty, and work to make the library of the 10th campus outstanding. The third initiative concerned librarians and LAUC. The issues concentrated in the areas of educational and research opportunities for librarians, suggesting encouragement for research and professional development through increase research funds, sabbaticals, release time, workshops, and training in new technologies. Maintaining the quality of librarian at UC was evident in all the comments in this area. Some comments were: Recruit the best and the brightest new librarians, participate in LAUC, encourage discussion of issues in LAUC, explores LAUC role in distance learning, increase professional development opportunities and improve Librarian series through additional steps. LAUC Representatives to Library Council Committees A motion was passed to file the reports by the LAUC representatives. These reports had been previously distributed by email. (A. Sevetson, UCB) Resolutions and motions from Divisions The Assembly delegates held discussion on the four resolutions presented earlier in the meeting. The delegates from UC Riverside explained that their two resolutions were meant to be clear and supportive of the work of the Committee on Professional Governance. There was general consensus that the first resolution from UC Riverside was the logical first step in LAUC's pursuit of adding steps to the Librarian series. It was generally agreed that the resolution should say '91% of the respondents surveyed. The Assembly discussed the second resolution and recommended that the word 'members' be replaced with the word 'respondents.' Linda Maisner, Chair, Committee on Professional Governance, believes the resolution should reflect that the survey indicated that creating criteria for a 'distinguished'step was conditional upon adding more steps, whereas the resolution assumes more steps will be added. The delegates from UC Riverside asked the Assembly to consider the resolutions as one following the other. UC Davis delegate, R. Davis began discussion of the UC Davis resolution by explaining that UC Davis believes its resolution creates an opportunity to create background information about salaries levels of all librarians. It is a holistic approach, and that LAUC's request for additional steps would be more credible if a total picture is presented. UCLA and UCR delegates believed that most of the work asked for in the resolution had been done by the Committee on Professional Governance and the creation of another committee would slow the process at a time when LAUC should be moving forward. They continued that the membership had been surveyed, and that it was assumed that the University Librarians would support additional steps because of their request for additional step to the Council of Vice chancellors in 1997. When asked for background information about the University Librarians' request to the Council of Vice Chancellors, Myron Okada, UCOP, explained that he believed that the Council of Vice Chancellors was not convinced, after consultation with other academic groups such as the Academic Senate, that librarians needed additional steps and therefore voted it down. UC Irvine questioned having a clause about reviewing the overlap between the ranks of Associate Librarian and Librarian. UC Santa Cruz suggested that the third clause, 'Adding additional steps to the Librarian rank of the Librarian series to enhance career potential for librarians at the University of California' could be eliminated because the work had just been done. UCLA began the discussion of its resolution by explaining that its purpose was to make all steps at the Librarian rank normal merit steps. The resolution is trying to present two concepts, equitable movement to Librarian V and the elimination of a barrier step. Delegates from UCB asked how we would enforce, monitor or affect equitable treatment. The delegates agreed that it was the application of the definition of 'distinguished achievement'that created the inequitable treatment of librarians. The language of the Salary Scale Notes and Position paper No. 1 is flexible. It was suggested that LAUC could begin a dialogue with University Librarians about the application of the definition. After a short break for divisions to talk among themselves the resolutions were presented again in revised form by the authoring divisions. UC Riverside Resolution Number 1 Whereas the results of the LAUC professional Governance Committee survey indicate that 91% of the survey respondents favor more steps in the Librarian series, Be it resolved that LAUC shall officially request that the University administration add three more steps to the Librarian Rank (steps VI, VII, and VIII). The resolution unanimously passed. UC Riverside Resolution Number 2 Whereas the results of the LAUC Professional Governance Committee survey indicate that if more steps are added to the Librarian series that 56% of the survey respondents favor retaining the top step of the Librarian series as a 'Distinguished librarian'step, Be it resolved that LAUC shall develop criteria for these additional steps such that the highest step of the Librarian series shall be reserved for those librarians whose careers and continuing achievements can be regarded as distinguished. The resolution passed 19 yes and 8 no. UC Davis resolution Davis presented an amended resolution which had point 2 and 3 of the original resolution deleted. UC Davis accepted a friendly amendment from UC Berkeley, supported by UC Santa Cruz to delete the point concerning retaining the present criterion of distinguished career for advancement to the top step of the Librarian series. The clause about restructuring the Librarian salary scale was rewritten to taken into account work that LAUC had already done. Two amendments were not accepted as friendly and were not pursued by the UC Irvine or UC Santa Cruz delegations. UC Irvine had suggested adding 'taking into account the salaries at the California communities colleges.' UC Santa Cruz suggested adding language about raising the salary scales for the librarian series. The following resolution was presented by UC Davis: Be it resolved that the LAUC President charge a committee to prepare a report that provides recommendations and justifications for restructuring the Librarian salary scale that addresses the following: Raising the salary level for the Librarian series in order to increase our success in recruiting and retaining the best librarians for the UC system in the coming decade. The report shall take into account the librarian salary scales in the California State University system; an analysis of hiring patterns and salaries of new graduates of the nation's leading programs in library and information sciences and other pertinent factors. The committee shall present its report and recommendations by the 1998 LAUC Fall Assembly. The resolution passed 25 yes , 2 no and 1 abstention UCLA withdraws its original resolution, and offered a substitute. Whereas until steps are added to the Librarian rank, Librarian V remains the top step, and Whereas the results of the LAUC Professional Governance Committee survey indicated a need to change Librarian V to a normal merit step, Therefore be it resolved that Librarian V be considered a normal merit step. The delegation from UCLA explained that this could be an action in anticipation of gaining steps to the Librarian series. They further explained that this resolution only articulates a position. The delegates from UC Irvine objected to using the results of the survey to make policy. The delegates from UC San Diego asked what affect this resolution would have, since it is counter to University Policy found in the Salary Scale notes. Delegates from UC Santa Cruz agreed that we would be going against UCOP policies. Delegates from UC Riverside thought that this resolution might confuse the issue of adding steps. Most delegations agreed that the resolution's action was premature. P. Dawson, UC Santa Barbara called the question. Seventeen delegates voted to close debate while 7 voted to keep it open. Three abstained. The resolution was defeated 8 yes, 19 no President's update L. Snowhill announced that the LAUC web site will move to UCOP soon. It is at http://www.ucop.edu/lauc . UC Computer Science Conference (UCCSC) will meet June 30, 1998 - July 2, 1998. L. Snowhill also announced that she would be attending the UC Committee on Library meeting. She continued by expressing that many contacts were made and kept this year and asked the delegates to look for ways to learn what other sectors of the University are doing. L. Snowhill announced that the Fall Assembly would be held at UC San Francisco, the date of which is not set. A motion to adjourn was passed at 3:50 p.m. Respectfully submitted, Patricia C. Inouye LAUC Secretary