Library Managers, April 5, 2006
9:30 am, LIB 428
Present: Susan Saunders Bellingham, Betty Graf, Jennifer Haas, Mark Haslett (Chair), Michele Laing, Sharon Lamont, Wish Leonard, Richard Pinnell, Shabiran Rahman, Susan Routliffe, Linda Teather, Debbie Tytko, Annette Dandyk (Recorder)
Regrets: Eric Boyd, Mary Stanley, Melanie Watkins
- Chair’s Remarks
- Recognition and Commendation
- An article about the Kresge Challenge appeared in the recent issue of Talent Trust News, a newsletter providing campaign updates.
- Christine Jewell was commended for her continued involvement with the university’s e-theses project over the past 10 years. The Senate Graduate Research Council has just approved making electronic submission of theses a requirement for graduation.
- Susan Bellingham has been asked to serve on the university’s committee to prepare UW for Freedom of Information and Privacy Protection Act (FIPPA) compliance. Universities must comply with FIPPA legislation by June 2006.
- Updates
- In fiscal 2004/2005 the Library spent approximately $32,000 on all staff training and professional development. A document listing courses, conferences, workshops and other training events attended, and a list of materials purchased for professional development/ research was distributed. The figure does not include Administrative travel, e.g. Mark’s travel, or conferences/training that staff need to attend because of a specific relationship to their jobs, e.g. attendance at Endeavor EndUser conference. These figures will be updated and distributed annually.
- There will be a 1.5% across-the-board budget cut in fiscal 2006-2007 which amounts to approximately $115,000 for the Library. Mark has submitted a memo to Bruce Mitchell that describes the implications of this cut.
- Business Arising from March 1
#8 The Education Institute Training Sessions - seven sessions have been held to date. The ISR Training Committee has been allocated a budget of $1,000 to register for training sessions for one year. Statistics on number of people attending each session, departments represented, etc will be kept and included in next year’s training and professional development report. Sharon will send the Education Institute’s URL to Managers for information. Sessions are open to all staff, and Managers should identify staff in their units who might be interested in sessions. Anyone outside of ISR who wants to order a session not already being ordered by the Training Committee, can get assistance from the ISR Training Committee.
Action: Sharon
- Space Report
Copies of the Library’s submission to the UW Space Needs Review Committee were distributed. All units across campus were required to prepare similar documents prepared in the format requested using COU terms and definitions. The report included two components - statistical figures compiled by Facilities, and text identifying the Library’s space needs, prepared by the Library Executive Committee. It proved to be a valuable exercise, compelling LibExec to look at the bigger picture and helping with strategic planning.
Susan B noted that the UW Records Management Committee anticipates that the program will reduce the need for storage/file cabinets etc across campus, i.e. free up space. She also commented that there were many references and comments about space in the Library Satisfaction survey. It might be useful to include something about both of these in future space reports.
- Porter Main Floor Renovation
In working on the space needs report the Library Executive committee became convinced that we need to look at a longer term plan. A consultant was hired (specifically Steve Lefneski of The Walter Fedy Partnership) to draft a master plan for the Dana Porter Library. The master plan will address short-term, mid-term, and long-range space planning. The short term plan calls for a renovation of the main (2nd) floor.
Sharon distributed and briefly outlined two documents – one describing the Porter master planning process, and the other Terms of Reference for the proposed main floor renovation planning team. By doing the various stages of planning now (estimated to take approximately 1 ½ to 2 months each) it ensures that we will be ready to begin construction in 2007 following the successful completion of the Kresge challenge. By identifying renovation projects and fleshing out some of the details we will also be prepared when meeting with potential donors; current renovations will support future plans.
Discussion focused on the composition of the planning team. Alex McCulloch has agreed to serve as Chair. The members will be:
- Two members from Porter ISR
- A member of Library Facilities
- A member of Circulation Services
- A member of Systems
- 1 or 2 staff members-at-large
During discussion about the inclusion of a staff member at large on the planning team, it was noted that there will be further renovations at Davis. This will be mentioned when the email asking for expressions of interest is sent because staff from Davis may want to wait to serve on that group.
Other comments made during discussion about the Terms of Reference:
- A suggestion to include a line about regularly informing the Managers group of the planning team’s progress
- A reminder to keep in mind decisions previously made by other committees
- A suggestion that if some functions are to be moved from the 2nd floor to another floor where there are already staff, to be cognizant that they may be located in areas where there are good reasons for being in that location, and to consider the impact on existing staff areas and functions.
- Brown Bag Lunches for Conference Reports
Following the OLA conference in February, Susan R, Shabiran and Jennifer discussed how attendees could share information learned at conferences with their colleagues. It was felt that people might welcome the opportunity to report on what they came away with, things that made the biggest impact, or hot topics. They proposed scheduling informal brown bag session open to all staff where participants would take five minutes to report on one session or idea. It would provide an opportunity to share information, and allow others who are interested to hear what’s out there. While reports would normally apply to conferences of a more general nature such as OLA and CLA anyone attending any conference is welcome to participate.
The Managers group agreed that this was a good idea. Annette Dandyk will schedule brown bag lunches three times a year, between terms, with a special session organized after OLA.
- Recording Medical Appointments
During the recent sick leave review, Sharon learned from Nellie Gomes that recording medical appointments as sick time is only appropriate when a staff member is on a return-to-work plan or when the appointment includes a procedure that requires preparation and/or time off. New guidelines, drafted in consultation with Nellie and with Katrina Di Gravio, and were discussed and refined.
Sharon will draft a memo for staff.
Action: Sharon
- Career Paths
A career path position is defined as one that spans more than one USG level.
An example in the Library is Librarian positions. Sharon has received several expressions of interest from Managers in defining more career path positions and has arranged for Freddie Swainston (Human Resources) to attend a Managers meeting in June to talk about this idea.
- Visiting Library Intern – International Internship Program
Shabiran was approached by the International Internship Program, located in Japan. There is a young woman, Rie Emi, who is interested in doing an internship at UW for one year at no cost to us. She has a BA in English Literature, plans to go to Library School, and has had some experience in the areas of reference and cataloguing at a University Library in Japan. She will be working in Porter ISR but would welcome experience in any department, especially InterLibrary Loan.
The plan is for Rie to arrive on May 27 and be here for one year. If the arrangement does not work out, the program would arrange for her to work elsewhere. There was discussion about value to the Library, and the idea that participating in this program is consistent with the University’s expanding emphasis on internationalization. If Managers are interested in having Rie spend time in their department they should contact Shabiran.
Action: Shabiran
Next meeting: April 19; Davis
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April 28, 2006
