Present: M. Rancer, D. Rez, C. Campbell, C. Hoffman, M. McDonald, R.
Wilson, S. Mendoza, K. Starkweather, J. Dost
Absent: M. Cochran, P. Payne, B. Edelman
Recorder: Elise Woods
Agenda
1. Proposed reorganization of Space Planning and Facilities to deal with
workload issues.
2. LHRD workload proposal.
3. Analysis of reported copier volume declines
1. Proposed reorganization of Space Planning and Facilities to deal with
workload issues.
M. Rancer shared a possible reorganization that would move several units
currently reporting to F. Yasaki and place them under a General Services
category for comments from ASC members. Details are being withheld from
the minutes until M. Rancer and F. Yasaki meet with the staff in those
units for their comments. F. Yasaki and J. Johnson will continue to
work on large projects from the Space Planning perspective. Ergonomic
and individual furniture purchases were placed in a separate unit to
alleviate the workload in the Space Planning office. Units will be
instructed to direct issues regarding Security and Facilities directly to
Troy Wilcox and Miguel Labon instead of F. Yasaki to streamline the work
and improve response time to Library units.
M. Rancer discussed three significant improvements in our purchasing
function that he plans to share with Roundtable. Combined with the
anticipated filling of the Library Buyer position in January, these
should speed up and simplify the acquisition of office products,
furniture, and small equipment.
Office Products: Working with Campus Supply, the Library has joined a
partnership with Office Depot for use of an online Library custom
shopping list that is now ready for access. As with items units now order
from the Library supply room, these are items that will be paid for from
the Library's central supplies account, subject to a $250 per day limit
per user. All items will be delivered by the next business day, directly
to individual Library units. Additionally, Campus Supply will stock for
the Library, out of its Mainly Stationery location (and eventually in
Moffitt) custom items that we have identified as being critical (needed
on hand) for easy access.
As a result of this new program, the Library supply room will go out of
operation on December 8. Orders now in the queue will be filled including
backorders. Orders received from 11/27-12/8 will be filled with stock on
hand.
Furniture Orders: Effective November 13th, 2000, Campus Supply has
assigned one of its buyers, Jewel Diles, to assist Fred Yasaki with all
incidental (low value) Steelcase purchases. Jewel's responsibilities
will include an overall focus on ergonomic seating and accessories, for
all Libraries. Jewel will dedicate 50% of her time to the Library.
Initially Jewel will be located in Library Purchasing, 322 Doe and her
phone extension will be 643-1911. Her e-mail address is jewelc@uclink4.berkeley.edu
Jewel will be instrumental in placing, tracking and monitoring approved
furniture purchases and in keeping Library administration advised of
progress (allocations vs. expenditures)
Small Equipment Purchases: Effective immediately, for small equipment
purchases, such as book trucks, Peter Lee of Campus Supply is assisting
with order placement and BFS entry until the Library is able to replace
Bill Brockett in the Buyer position. Peter will provide a tracking report
to Jewel on a monthly basis to keep all parties noticed. Peter can be
reached at p_bc@uclink or 643-7113. For day to day purchasing
assistance, units are asked to continue to work with Betsy Llosa, who has
moved very quickly to take over the operation of the unit while we
recruit for a Buyer.
Other Business Services issues: We are very close to awarding the
position for the Library Business Services Manager. We had an excellent
pool and feel confident that the successful incumbent will transition
easily into the new position. The Budget Analyst position has been
listed and interviews will begin in early December.
2. LHRD workload proposal.
J. Dost distributed current librarian recruitments underway, the LHRD
annual report and a memo of suggested functions that LHRD should
discontinue due to workload issues. The biggest activity for this unit
is recruitment and hiring, which is where the focus should be according
to J. Dost. One of the activities currently performed in HRD is mail
distribution of campus "junk" mail. Since the central offices only have
one address linked to each employee id number by department code, all
mail gets delivered to HRD. J. Dost recommended that the Mail room take
over the responsibility of rerouting or delivering mail to Library
employees that comes from central campus departments. This would enable
the HR staff to focus on the priority of recruitment and hiring of new
staff.
J. Dost asked the ASC members to rank order the list of service
reductions to library staff proposed in her memo. They are as follows:
1. Stop having LHRD staff pick up paychecks from the mailroom
2. Stop redirecting all routine campus mailings to Library employees
3. Discontinue exit interviews in favor of campus process
4. Refer employees to Campus Benefits for non new-hire/non termination
benefits
5. Refer all work/pay verifications to Campus Payroll
6. Reduce PAF action reports from monthly to quarterly
7. Delegate workers comp claim completion and filing to units/unit
heads
8. Restrict drop-ins to am OR pm hours only
9. Reduce meetings of the Library Classification Committee from 4 to 3
times a year
10. In conformance with the standards already developed, delegate to unit
heads the authority to determine student pay levels for their units.
The items that send up red flags need to be noted. C. Campbell suggested
taking the list and annual report to other Councils for comments on the
workload reduction items. Mike asked for input from all staff based on
current priorities and limited staff in LHRD. Some of the other impacts
on workload were from central campus, where DPM meetings have increased
from monthly to bi-weekly.
J. Dost reported that the new casual policy will be discussed next week.
She also reported that the merit/bonus program has been terminated by
UCOP for FY 2000/2001. Merits will continue as in the past and are not
affected by this program.
A discussion of performance evaluations raised the topic of standards,
which J. Dost reported are posted on the HRweb, but not followed
consistently by Library Supervisors and Managers. R. Wilson suggested
implementing written standards for all positions within the Library in
Public Services, Tech Services, to name a few. J. Dost suggested
reviewing the guidelines of performance ratings and ask ASC members for
feedback at the next meeting on December 13th.
3. Analysis of reported copier volume declines
M. Rancer reported some good news based on long discussions with Xerox
Management's concern with financial difficulties and concern with selling
off pieces of business contracts with other organizations. Xerox is not
proposing to sell off contract with UCBerkeley. They reported that
public copiers do a good business, as well as departmental copiers in the
Library and other campus locations. The problem is with the printer
volumes. M. Rancer plans to meet with unit heads to discuss options and
work out the problem with the locations where the printing is below an
acceptable volume for Xerox to pay for their investment. Part of the
decline in copier volumes is attributable to on-line journals, and the
units with the lowest volumes are Social Welfare, Optometry, Physics and
EAL. In reality, copiers do a good business, but volumes are declining
as use of the print collection declines. Printer volumes are not making
up the difference. Microform printing is also a major financial drain on
Xerox operations because the equipment is 20 years old and maintenance
has to be done by a 3rd party vendor. The two copy centers located in
VLSB and Boalt, also have poor volume. Xerox has not done a good job of
marketing their services which could be a contributing factor.
M. Rancer distributed charts displaying trends in copier volume declines
which correlate directly with decline in sweeps in some locations. The
review of copier usage should not lead to a significant change in the
deployment of copiers, but attention will be focused on the printers
and microform equipment.
The next meeting of the Administrative Services Council is scheduled for
Wednesday, December 13, 2000 from 1:30 - 3:00. Fred Yasaki will be the
minutes recorder for this meeting.