MINUTES LAUC Executive Board Meeting October 15, 1997 PRESENT: Kari Lucas (UCSD, President Elect), Miki Goral (UCLA, Past President), Patricia Inouye (UCD, Secretary), Debbie Sommer (UCB, Chair), Rebecca Davis (UCD, Chair), Kathryn Kjaer (UCI, Chair), Keri Botello (UCLA, Chair), Lizbeth Langston (UCR, Chair), Karen Cargille (UCSD, Chair), Brian Warling (UCSF, Chair), Patrick Dawson (UCSB, Chair), Catherine Soehner (UCSC, Chair) ABSENT: Lucia Snowhill (SB, President) The meetings was called to order by Kari Lucas President Elect, in the absence of President Lucia Snowhill at 10:05 a.m. The agenda was approved as submitted. The minutes of the LAUC Transition Board meeting August 14, 1997 were approved. The rosters, election calendar and LAUC Census was distributed and the election calendar approved. The LAUC Budget Summary was distributed for informational purposes and discussed. Two topics relating to communication within the organization were discussed. In order to allow free discussion amongst the Board, President Elect Kari Lucas asked that any email messages that contain sensitive materials or those with information not intended for distribution beyond the Board should be noted in subject line. When there is a doubt, please check before distributing beyond the Board. The distribution of divisional minutes were discussed. Divisional minutes will be posted on campus web pages. Those divisions who do not yet have web pages will send them to the LAUC Secretary who will send them to all other divisions. The LAUC Manual will be updated to include these responsibilities of the LAUC Divisional chairs. Kari Lucas volunteered to update the Manual. E-mail communications between Myron Okada and Lucia Snowhill relating questions about stipends, adding steps to the Librarian Series salary scales, salary surveys, substitute librarians, and proposed revision of APM 360-18 were discussed. Many of these topics will be incorporated into charges to LAUC committees. Stipends: Myron Okada's memo indicates that language allowing stipends in the Librarian Series is approved to be added to APM 633. There was discussion about why LAUC continues to oppose stipends for many reasons: language about amount of money for stipe nds is unclear, it creates a separate tract for librarians who supervise and it is unclear where the money to pay for the stipends will come from. LAUC continues to believe that there are many issues to be resolved before its implementation such as the possible creation of a supervising title and resolution of issues dealing with performance review. At this point, APM 360-18 on Salaries, does not include correct language for librarian stipends to be paid at the same rank and step, there is no job title Librarian Supervisor, and it is unclear what the implications are for peer rev iew. Three campuses have drafted guidelines for stipends: Los Angeles, Riverside and Santa Barbara. LAUC has not been involved in development of guidelines. APM 360-18c - The office of the President created a review draft of APM 360-18, which adds a section (c), inserting language and definitions from the salary scales for Librarians Series into the APM. Included in that language is criteria for advancement to Librarian Step V. Until now, criteria for advancement to Librarian Step V could be found only in the salary scales. Lucia Snowhill, with Linda Maisner, Chair of the Committee on Professional Governance will write a letter to Ellen Switkes recommending that the section (c) not be added at this time, since LAUC is charging the Professional Governance Committee to make recommendations related to steps in the Librarian S eries. LAUC has until November 17th to provide comments. There was brief discussion about substitute librarians. It was agreed that the solution UCOP provided for Santa Cruz is logical and acceptable. [UCOP approved Santa Cruz hiring "substitute" librarians up to the hourly equivalent of two years, 4, 160 hou rs, and approved waiver of substitute librarians having to participate in advancement reviews per APM 360-17-d (4).] Additional Steps and Salary Survey: - LAUC would like to continue to discuss the issue of additional steps with the Office of the President. We will focus all our attention to this important issue dropping our concern about the salary survey which UCOP does. The charge to the Committee on Professional Governance will reflect only the issue of additional steps to the salary scales of the Librarian Series. Draft Committee charges were discussed. Committee on Professional Governance It was decided that the Committee would no longer be charged to monitor or investigate salary surveys, but will concentrate on the issue of adding steps to the Librarian Series. Committee on Cultural Diversity The past year work of the Committee on Cultural Diversity was reviewed. The Committee has been divided into three subcommittees. One subcommittee is working on recruitment and retention. Its report is nearly finished. The data in the report is dated. It was agreed that we should ask UCOP for statistics to update the report. Also unfinished is work on sexual orientation. The final report was referred to a subcommittee of the Committee on Cultural Diversity for revision. After deliberating, the subcommittee did not believe that they could revise a report that was not written by them. It was agreed that the report on sexual orientation should be a report that could stand on its own like the "Many Voices" report. The charge will call for the Committee on Cultural Diversity to expend their efforts in monitoring collections. After extensive discussion, it was agreed that the charge to the committee should be narrow and focus so that there could be tangible results. The committee's charge will include completion of three charges already being worked on: an assessment of collections, collection of recruitment and retention data, and compilation of i nformation about campus cultural diversity programs for mounting on the LAUC web site. Committee on Library Plans and Policies The Committee on Library Plans and Policies charge will include and additional charge to monitor issues relating to the development of the UC Digital Library, particularly in reference to distant learning. Committee on Committees, Rules and Jurisdiction Committee on Research and Professional Development Committee on Scholarly Communications There were no changes to the draft charges for these three committees. Fall Assembly Fall Assembly plans are proceeding on schedule. The LAUC Executive Board will meet at only in the afternoon on Nov. 20, 1997 and plans are being made for a dinner for all Executive Board members Thursday night. After lunch, Gary Lawrence, Coordinator, Library and Academic Computing, and Susan Starr, Library Planning & Action Initiative Coordinator spoke to the Executive Board. Gary Lawrence gave an update on the 1998/99 UC Budget. The budget includes $3 million additional funding for the Digital Library. $1.5 million is available this year, with $1 million being added to the permanent base. With additional requests, a perma nent $4 million budget for the operation and collections of the digital library is anticipated. UCOP explored extensively with the Chancellors and Vice Chancellors a way to find more stable funding for collections. Block grants are now given to the campuses for all expenditures. Individual campuses now have the discretion to determine the level of funds to allocate for the library's budget. Gary Lawrence is working hard to create new partnerships, since the Governor is interested in inter-segmental cooperation. UC and CSU libraries have been meeting and have signed a joint statement about how the libraries can cooperate: 1) making bibliogr aphic systems more compatible, 2) exploring areas for joint licensing agreement for electronic data, 3) sharing resources, 4) cooperative staff and user training, and 5) looking at ways to mutually support library cooperation. The area of major cooperation is the digital library. The California Digital Library has just been announced, and Dick Lucier is University librarian. It is expected that many potential partnerships will be explored, including private institutions and publishers. Gary Lawrence also outlined some of the organizational changes taking place at UCOP. Dick Lucier now reports to Carol Tomlinson-Keasey, Vice Provost-Academic Initiatives. She has been interested in an array of projects that have many possibilities: 10th campus, Fresno Center, virtual university and planning for the digital library. The synergy of all this will take place over the next few years. She and Dick Lucier are currently preparing for recruitment of the founding staff of the digital library. Library automa tion and MELVYL reporting lines are being discussed and will be announced. No substantial difference is expected in how the system works. Gary Lawrence will report to D. Lucier. Lucier will have responsibilities in all areas of digital information so that there will be a centralized contact from outside UC. Lucier's position has two parts: digital library and a continued role in library planning issues.. Dick Lucier is initial point of contact for all library related issues. Susan Starr reminded us to look at the LPAI website. [http://lpai.ucsf.edu:8080/outcomes/cdl/] She stressed that the California Digital Library was a collaborative venture providing the University with a way to be able to negotiate lower cost for licensing agreements. The digital library is supposed to pay for the added cost between the cost of the paper and the cost of the electronic. Its centralized point of acquisition will achieve economies of scale and more importantly, provide a locus for the planning that is essential for the transformation from print collections to print and digital collections. The meeting continued with a round robin of campuses news. The meeting was adjorned at 3:00 p.m. Respectfully submitted, Patsy Inouye LAUC Secretary