MINUTES LAUC Executive Board Meeting August 19, 1998 PRESENT: Lucia Snowhill (UCSB, President), Kari Lucas (UCSD, President Elect), Miki Goral (UCLA, Past President), Patricia Inouye (UCD, Secretary), Deborah Sommer (UCB, Chair), Rebecca Davis (UCD, Chair), Keri Botello (UCLA, Chair), Lizbeth Langston (UCR, Chair), KarenCargille (UCSD, Chair), Patrick Dawson (UCSB, Chair), Catherine Soehner (UCSC, Chair) Incoming Board: Jim Larrabee (UCB, LAUC Secretary), Andrea Sevetson (UCB), Buzz Haughton (UC Davis), Stephen Fry (UCLA), Cheryl Kugler (UC Irvine), Juliet Mclaren (UC Riverside), Barbara Slater (UC San Diego), Julia Kochi (UC San Francisco), Sherry DeDecker (UC Santa Barbara), Deborah Murphy (UC Santa Cruz) Guest: Heidi Hutchinson (UC Riverside), Chair, Committee on Professional Governance The meeting was called to order by President Lucia Snowhill at 10:10 a.m. The agenda was approved as submitted. Secretary's report The minutes of the LAUC Executive Board meeting held April 30, 1998 were approved as distributed. The first draft of the LAUC Rosters were passed out. Incoming Chairs of divisions were instructed to add or change information by contacting the incoming LAUC Secretary Jim Larrabee. Meeting Schedule Dates for the LAUC Executive Board meetings, Fall Assembly and Spring Assembly were set as follows: Executive Board meetings will be held October 23, 1998, December 10, 1998, March 12, 1999 and tentatively May 25, 1999. Fall Assembly will be December 11, 1998 and Spring Assembly is tentatively set for May 26, 1999. UC San Francisco is hosting Fall Assembly. There is a web page with information about registration, transportation and hotels. [http://itsa.ucsf.edu/~laucsf/lauchome.html] K. Lucas began a general discussion regarding the program for Fall Assembly. Ideas discussed were speakers from Systemwide Administration or Senate Faculty concerning their views on the process of adding steps to the librarian series, and continuing the statewide discussion of specific topics created at the Spring Assembly Membership meeting. It was pointed out that the notion that there must be a formal program at assemblies is a relatively new one. In the past, assemblies served as forums in which LAUC members could reasonably discuss and decide upon issues brought forth as motions by delegates. Presently the program approach causes motions to be hurried along without satisfying input from the delegates. The boards sentiment was that interaction with librarians on each of the campuses was energizing and thought provoking. K. Lucas will take all the input from the board under advisement in developing the content of the Fall Assembly. LAUC documentation and communication L. Snowhill passed out new and updated pages for the LAUC Manual. New documentation includes the section of Sturgis on committee reports and recommendations, the new University Librarians Advisory Structure, LAUC Archives guidelines, the new LAUC web site information [http://www.ucop.edu/lauc] and the Quick Guide to UCOP. L. Snowhill highlighted guidelines for local archives, noting that local divisions should keep appropriate files for five years before submitting them to the statewide archives or discarding them. There was a brief discussion about communication. L. Snowhill made suggestions about the use and distribution of email. K. Lucas confirmed that she would continue to indicate whether messages are for distribution or not. It was also noted that it is very important and useful for division chairs to respond to requests for input from the President. The distribution of divisional minutes was also discussed. LAUC divisions are posting minutes on their own web sites, but other divisions have not been alerted to their availability. It was concluded that division secretaries will send a message to the LAUC Chairs [laucchairs@scilibx.ucsc.edu] and the LAUC officer reflector [laucoff@scilibx.ucsc.edu] announcing posting of minutes on local LAUC web sites. Systemwide Planning Structure L. Snowhill outlined the changes related to the new University Librarians Advisory Structure. She explained that the new structures changes the way LAUC formally interacts with systemwide library planning committees and UCOP. LAUC directly appoints its representatives to both the Systemwide Library and Scholarly Information Advisory committee (SLASIAC) and Systemwide Operations and Planning Advisory Group (SOPAG) and submits a slate of three names for all campus committees, such as Heads of Public Services (HOPS), Heads of Technical Services (HOTS), Heads of Systems (HOS) and Collection Development Committee (CDC), all for three year terms. Concern was expressed that terms for all these committees are not staggered, so that all terms will expire at the same time. K. Lucas will submit the appointments and nominations to Phyllis Mirsky, Chair, SOPAG, within the next two weeks. It is not known when SOPAG will make the appointments. Where the LAUC President represented LAUC on Library Council under the old structure, now the Academic Council University Committee on Library (UCOL) is the only systemwide committee on which the LAUC President is a member. The new structure will require the LAUC President to interact informally and indirectly to represent LAUC in systemwide planning. The Board decided to designate the LAUC representatives to SOPAG andSLASIAC as non-voting, ex officio members of the Executive Board. K. Lucas will notify the current representatives of this decision. She will review the budget to determine the funding necessary for two more attendees to Executive Board meetings. University of California Computer Science Conference D. Murphy reported on the UCCSC meeting. Her report had been distributed previously via email. Next year's conference will be held at Santa Barbara next year and it was recommended that LAUC fund a participant. California Millennium Conference (CMC) K. Lucas is the LAUC representative to the CMC. K. Lucas reviewed the proceedings of the March, 1998 meeting of the planning group. There are concerns that commitment to the Conference was low. She requested responses from the board to a survey distributed by Janice Koyama, chair of the CMC. The intent of the survey is to determine if there is sufficient commitment to implement the conference. Survey responses are due September 14, 1998. The boards response was that there would not be enough commitment from LAUC, as the conference is currently planned, to continue participation. K. Lucas will submit LAUC's survey response. LAUC Committee on Professional Governance - Heidi Hutchinson, Chair H. Hutchinson presented a draft questionnaire and a proposed plan of actions related to its additional charge, which was received in May. Committee members Cathy Chiu and Cynthia Jahns had drafted the questionnaire on recruitment and retention, which will be sent to all campus Library Personnel Officers (LPOs). The Board suggested additions and edits. H. Hutchinson will edit the questionnaire, based on discussion and will submit it to the Board for final review by mid September. The final questionnaire will be sent to LPOs by October 1, 1998. The committee will submit a full report for Fall Assembly. Committee charges The Board discussed the charges of the Committee on Professional Governance. It will continue with the same charge. The effectiveness of the Committee on Cultural Diversity was discussed. UCSD, UCR, UCSC and UCB express a lack of interest on the part of their membership. In addition, many believed that instead of a report, people are more interested in programs and events. Concern was expressed that a statewide committee may be less effective than a campus committee. One possible charge would be to examine their existence and reason for working in this area. K. Cargille suggested that they could be charged to do a program each year. B. Slater thought that there was an opportunity to work on the public service issues with regard to sensitivity, and that they could publish on the LAUC web site. K. Lucas will distribute draft committee charges to the board for their review. UC Riverside Proposal L. Langston, UCR, presented the board with a proposal for an institute on the future of UC libraries and librarians and their collaboration with faculty on scholarly research in the ever-changing technological environment. L. Langston asked for LAUC support. Several options for funding were suggested, including a LAUC research grant or co-sponsoring with another group. L. Langston expects strong support for the program from Senate Faculty who believe that the quality of the library is a recruitment and tenure issue. The board asked L. Langston to revised the proposal based on input and redistribute the proposal to the board. The board agreed to discuss the proposal again at the October 23 Executive Board meeting. L. Snowhill passed the gavel to K. Lucas, wishing her a successful term. Tips and suggestions for the incoming board K. Lucas distributed paper copies of the 1998-99 research call, calendar, revised Cover Sheet and Guidelines. The call and calendar will continue to be distributed via email to the chairs of the divisions to distribute to the membership. She reported that the Guidelines reflect several changes related to the submission of proposals. Research and Professional Development Committee will be accepting only paper copies of proposals due to uneven distribution of technology across campuses and the need for uniform formatting of proposals for committee review. She reminded the board that equipment and software purchased on grant funds belong to the library, not the grantee, and therefore must be inventoried in the same way as all library-owned equipment and software. She highlighted clarifying changes to the Cover Sheet and within the Guidelines. She asked division chairs to provide copies of the Cover Sheet and Guidelines to their divisions until the electronic files are mounted on the LAUC web site. Richard W. Vierich will be parliamentarian. The meeting was adjourned at 3:14 p.m. Respectfully submitted, Patricia C. Inouye LAUC Secretary Patricia C. Inouye (Patsy) Government Information and Maps Dept. Shields Library University of California Davis, California 95616-5292 pcinouye@ucdavis.edu (530) 752-5247 or 752-1624