LAUC-B Executive Committee 1993-94 (12) May 18, 1994 Present: E. Byrne (chair), G. Handman, P. Janes, K. Frohmberg, L. Leighton, M. Cochran (recorder), L. Castillo- Speed, G. Peete, B. Kornstein, M. Burnette Absent: T. Huwe Guest: A. Youmans, C. Delgado, R. Lhermitte I. Announcements and Additions to Agenda 1. Update on UL Search- E. Byrne reported that approximately 70-80 potential candidates have been contacted. Approximately 20 have indicated they will apply for the UL position. A preliminary screening committee consisting of Faulhaber, Weil and Rosenmeyer has been formed to review the applications using the criteria in the job description to narrow the applicant pool. The entire Search Committee will then select the candidates to be interviewed. Interviews will probably cover a 1.5 - 2-day period. 2. Highlights from Statewide LAUC Meeting, May 5-6 LAUC Statewide is in the process of establishing a statewide listserv and gopher. T. Huwe is assisting in mounting the Statewide listserv. The gopher from the Office of the President, will house all LAUC Statewide documents. Guidelines will be issued. The LAUC history may be published by LAUC on a subscription basis because no commercial publisher is interested. Statewide ballots have been sent out. The deadline for divisional secretaries to return them to the LAUC Secretary is June 10. LAUC President, J. Wilson reminded LAUC division chairs to discuss statewide issues at divisional Ex Com meetings. A letter will be sent from LAUC regarding APM 615. The final version of APM 615 will be distributed to LAUC members. Statewide LAUC continues to work on a budget plan in the face of additional cuts. Because of cuts, LAUC cannot afford 2 assemblies, so it was voted to eliminate the Fall Assembly, but send forth to the Office of the President a plea for additional money, explaining the impact of the cuts. Berkeley may have to host the Spring Assembly. Two plans were discussed: 1. if there is no extra money, the Fall Assembly will be canceled; 2. if there is extra money to hold a Fall Assembly, Berkeley will host it and the Spring Assembly will be held down south. To save money, assemblies will be held at campuses easiest to get to, such as, Berkeley, UCLA and Irvine. A Local Arrangements committee will be appointed as soon as dates are confirmed. A budget of $400 is available if we have to reserve an off campus meeting site. Names of volunteers for the Local Arrangements Committee should be sent to E. Byrne. Copies of Vice President Massey's report regarding the cost of service to external library users will be distributed to all LAUC members and the Senate Library Committee. Reports from all LAUC Committees were reviewed. However, Statewide is waiting for a response from the Office of the President on the Minority Internship Program. There was unanimous support for the program from the Library Council and LAUC. There was a lot of discussion about the Cultural Diversity Workshop held at UCR. There was some negative feedback on the workshop, stating that it focused mainly on collection development instead of bibliographic instruction, reference, and effectively and sensitively dealing with diverse groups, as advertised. Nevertheless, it was a financial success due to multiple sponsorships and donations. C. Delgado, Chair of the LAUC-B Cultural Diversity Committee, has been invited to an Ex Com meeting to share his opinion of the workshop and whether it would be feasible to host a similar workshop in the north next year. LAUC divisions were asked to look at their appointees to Cultural Diversity Committees with an eye to broadening them to include more than ethnic studies librarians. It is felt that the focus is too much on collection development. The Professional Governance Committee report prompted discussion on the creation of steps beyond Librarian V. Questions include how to do this in relation to the structure already in place; and would 5 still be the most difficult level or should this be reexamined and step 8 made the highest. LAUC divisions are to discuss this issue and report back to statewide. Position paper no. 6 did not pass. It was tabled. The transitional meeting for the LAUC Executive Board is scheduled for August 19 in Oakland at the Office of the President. Friday at the Assembly, Sandra Smith, Assistant Vice President, UC Office of the President, in charge of policy analysis and capital planning, talked about general planning for the University. She reports to Massey and he is emphasizing planning, budgeting and focusing on lobbying at the local level. Smith talked about The Master Plan for Higher Education 1960,its results and future; the California Business Higher Education Forum which involves working with local business people in public relations, not just fund raising, and Judd King's new position, which includes responsibility for libraries. Smith also mentioned the work of the Academic Planning Council (the agenda for Council meetings are available on the UC Office of the President gopher and are sent to LAUC representatives). LAUC President Wilson forwards the Council agenda to divisional chairs who then forward them to the membership. This gives LAUC an opportunity for input. Wilson gave the President's report and mentioned some changes in the Office of the President. G. Lawrence is still in charge of library issues. Lawrence discussed the work he did on the report on library use by external users. It cost 21 million dollars a year for external users to borrow materials and use reference service. This information may not get the Library a budget increase, but it will provide the campus administration with a weapon to guard against further cuts. No new funds for libraries was requested in the 94/95 budget. There may be some benefit for inflation and some fee increases for the general fund which will come to the library. State funds are given to the Chancellors for their discretionary use and libraries need to lobby the Chancellors. There is some possibility of a one-time special funding for libraries. Analysts recommended that excess hospital funds be used for library operations. Hospitals do not agree with this proposal and no decisions have been made. Myron Okata, Personnel Office, stated that the University will restore salary cuts, effective July 1. If the Governor's budget passes, it will include 5% raises across the board beginning January 1. However, another plan would be to get 2 1/2% increases by July 1. It was suggested that instead of across the board raises the money should be pooled for merit increases. This has not been decided. It has not been decided if merit recipients for 91/92 will finally get their pay increases. Thirty-six per cent of eligible faculty took the most recent VERIP. Academic merits for 94/95 are in the budget, effective July 1. Six applications (out of 7) were granted research awards. ACTION: P. Janes will forward the research award announcement to lauc@ced. II. Minutes- approved as written. III. New Business 1. CAPA Issues CAPA Chair L. Castillo-Speed gave an update on issues regarding review cases and the number of cases CAPA has received and acted on this year. The committee identified 40 1993/94 cases the beginning of the year. The committee meets every week to discuss cases. There is still a problem with receiving delayed cases from the Librarian's Office. To insure the timely receipt of dossiers, it was suggested that a copy of the Berkeley procedures section on the consequences of submitting cases late be sent to D. Gregor so she could remind AULs. An e-mail of what is sent to review initiators regarding late cases was distributed. The CAPA office does not have an electrical outlet so it's difficult for the committee to make use of the new laptop computer. ACTION: E. Byrne will request a new electrical outlet be installed in the CAPA room. 2. Streamlining Peer Review Task Force Update- A. Youmans, Chair A. Youmans distributed a draft questionnaire that will be sent to LAUC-B members. The purpose of the task force is to identify those parts of the review procedures that are not working efficiently and to seek creative suggestions for simplifying the system where appropriate. Youmans stated that the goal of the survey is to give staff an opportunity, in a confidential way, to air their concerns about the peer review process, problems and ideas for improvement. ACTION: Ex Com will review the survey and send comments to A. Youmans by Friday, May 20. 3. Proposal for Bylaws Change- R. Lhermitte E. Byrne opened the discussion by providing some background information on the changes LAUC-B would like to see and how this may necessitate a bylaws change. LAUC-B would like to propose a new position for treasurer. Currently, the position is secretary/treasurer in one position. The change was to be included on the current ballot, but since the duties of the treasurer and secretary have to be written, there wasn't enough time. E. Byrne turned this segment of the meeting over to R. Lhermitte to further explain the process and the implications on the overall bylaws. Lhermitte informed the committee of critical decisions to be made regarding the proposal. A decision has to be made whether the treasurer position will be elected or appointed from members at large. Other ramifications for the Ex Com were presented and discussed. In addition, the question was raised as to whether we need 12 members on LAUC Ex Com since the total number of librarians has decreased. With only 109 LAUC-B members, is an Executive Committee of 12 members--11% of the membership-- too large? Lhermitte informed Ex Com that LAUC-B demands a 2/3 majority of those casting votes to pass bylaws. Berkeley has a higher standard than other UC campuses. Statewide requires a simple majority. It was agreed that Berkeley would maintain its standard. ACTION: E. Byrne will discuss the proposed treasurer position with S. Rosenblatt. Until then the bylaws change was tabled. 4. Report on UCR Cultural Diversity Workshop- C. Delgado C. Delgado distributed a written summary and financial statement on the workshop. He reported that the workshop was worthwhile. The keynote speaker adressed research trends and issues in cultural diversity. At the Statewide Cultural Diversity Committee meeting, it was decided to recommend to LAUC Ex Com that the workshop be repeated in the north at Berkeley or Davis. The final cost of the UCR workshop, excluding registration, was $2061. If repeated, it has been suggested that Professor Renato Rosaldo, Stanford University, be asked to speak and the afternoon session would focus on electronic resources, the internet and cd-rom products. 5. Diners Club Card- In order to assist UCB professional staff with their travel arrangements, the campus has negotiated a contract with Diners Club. Applications for the Diners Club card were sent to UCB staff, but not librarians. Since the campus will be using the Diners Club cards for travel advances, librarians will need them. ACTION: E. Byrne will write a letter requesting that librarians receive Diners Club cards. IV. Continuing Business 1. Goals E. Byrne distributed assignments for goals. She and P. Janes revised the draft and incorporated comments from committees. Each Ex Com member was assigned a section of the goals to review, rewrite or expand and assign to a LAUC- B Committee if appropriate. Revisions are to be sent via e- mail to Ex Com members and presented at the June 15 Ex Com meeting. 2. Budget M. Cochran presented a budget report on current LAUC-B expenses through March 30, 1994 based on the carryover balance from 1992/93. The current balance is $9571.69. This report supersedes the February budget report. Meeting adjourned. Next Meeting: Wednesday, June 15, 1994, 10-12 noon, 322, Doe Library