TO: Julia Gelfand (LAUC-I)
FR: Esther Grassian, LAUC President
RE: LAUC Committee on Library Plans and Policies, 2002/2003: Committee Charge
DT: 4 Oct 2002

I am delighted to appoint you to serve as Chair of the LAUC Committee on Library Plans and Policies. The LAUC Bylaws call for the members of each standing committee to be appointed by the LAUC president to serve two-year staggered terms. The Bylaws require that Divisions be divided alphabetically into two groups, with each group nominating committee members every other year. As this Committee has been inactive for the past two years, there are no continuing members. In order to reinstitute staggered replacement of members, the members from Berkeley, Davis, Irvine, and Los Angeles have been appointed to one-year terms, and the members from Riverside, San Diego, Santa Barbara, Santa Cruz and San Francisco have been appointed to two-year terms, just for this one time. In the future, all members of this Committee will be appointed to two-year terms. Those who have been appointed to one-year terms may certainly reapply to their local Divisions for reappointment for another two-year term on this Committee. Once all committee appointments have been made, I will send a copy of this message to each committee member. A list of Library Plans and Policies Committee members will be up on the LAUC web site soon: http://www.ucop.edu/lauc/lpp/index.html

Administrative Structure
Please note that LAUC Committees fall under LAUC Executive Board purview. The LAUC President sets overall priorities for committee work by means of the Committee’s charge. The primary duty of each LAUC Committee is to fulfill the charge given to it by the LAUC President. Once a Committee’s charge has been fulfilled, the Committee may address other issues, with the approval of the LAUC President.

Committee Background and Significance
The Library Plans and Policies Committee serves two of the most critical functions of LAUC, as described in Article II of the LAUC Bylaws:

Section 2: LAUC shall advise the Office of the President, the campus administration and the library administration on the operations and policies of the libraries.

Section 4: LAUC shall advise the Office of the President, the campus administration, and the library administration on the planning, evaluation, and implementation of programs, services, or technological changes in the libraries of the University.

General Charge
For 2002/2003, the Committee is charged with fulfilling its standing charge: The LAUC Bylaws, Article VIII, Section 1.j.4. provides a simple charge for this very important committee:

Advise the President and the Executive Board on issues related to Universitywide library plans and policies, consider and develop recommendations on these matters, and address other subjects at the request of the President.

Specific Charge for 2002/2003
Specifically, the Committee is charged with the following, in priority order. Once the Committee has completed or undertaken the majority of the work on the first item below, it can move on to the next one. It is possible that the Committee may not be able to address or complete work on all of these charges during the coming year. If not, please provide recommendations for next year’s Committee in your final report.

1. Investigating, documenting and making recommendations regarding the impact of year- round terms on UC libraries and LAUC members--workload, space, vacation schedules, etc.
2. Liaising with HOPS to investigate the measurement and use of statistics re library use and services--e.g., reference, gate counts, web site usage, collection use (including NRLF and SRLF); investigate impact on resources, including space issues (e.g., workspace, meeting space and collection space). The “Brick and Click” conference papers may provide some ideas on other issues related to space needs:
3. Identifying additional library plans and policies which merit LAUC discussion and advice

Committee Work and Meetings
LAUC’s request for a budget increase was denied this year. So, in order to keep costs down, for the coming year, all LAUC Committees may hold just one in-person meeting. Other committee business will need to be conducted via conference call(s), or through the use of other sorts of technology, such as chat or SharePoint. You will need to send your committee members information regarding reimbursement or payment of travel or conference call expenses for committee meetings. Different Divisions may handle these sorts of transactions differently, so they will need to check with their local accounting officers to find out how their Division handles charges to the LAUC account.

Review and Reporting Guidelines
Important: Please note that you will need to send any draft surveys of the LAUC membership to the Executive Board for approval prior to posting.

Your investigations may result in recommendations for LAUC action of some sort. The Committee may submit recommendations to the LAUC Executive Board for review at any of the scheduled Executive Board meetings. Formal recommendations that need approval of the membership are presented in the form of a motion at a LAUC Assembly. Please review the appropriate sections of Sturgis, Alice. Standard Code of Parliamentary Procedure, on how to prepare and present motions. If approved by the Executive Board and the Assembly, the membership then votes on whether or not to approve Committee recommendations.

The Committee will need to submit a progress report by April 15, 2003 and present this report at the 2003 Spring Assembly, May 30th, 2003, at UCSD. The Committee will also need to submit a final report by August 15, 2003, and present its final report at the 2003 Fall Assembly. LAUC Committee and LAUC Representative Interim and Final Reports should be submitted using the following format, with each section labeled:

	SUBJECT LINE: [Committee Name] Report
	BODY OF MESSAGE: 

	TO: LAUC President
	FR:  [Committee Name]
	RE:  [Year (e.g., 2001/2002)] [Report Name (e.g., Final Report)]

	Committee Charge:
	Summary of Action Items:
	Body of Report with Discussion and Recommendations [formatted as
	motions, in keeping with Sturgis]

	Names of Committee Members
	Attachments (if any)

Thank you for your service to LAUC and your colleagues. We all very much appreciate your efforts on our behalf. Please feel free to contact me if you have questions or concerns about this message.