Tuesday, April 20, 2004, 1:00-3:00 p.m.
Charles E. Young Research Library, Administrative Conference Room

Present: Ellen Broidy (Chair), Janet Carter, Julie Kwan, Orchid Mazurkiewicz, George Wrenn (Recorder)   Absent: Jan Goldsmith, Eudora Loh, Alan Michelson, Michael Oppenheim   Guests: Jenifer Abramson, Marsha Kmec, Louise Ratliff, John Riemer, Barbara Rudich, Lise Snyder.

1. Call to order

The meeting was called to order at 1:07 p.m.

2. Agenda review and general announcements

Ellen recently spoke with Michael Oppenheim. He is in remarkably good spirits. He can be reached by calling the hospital and asking for his room: 714 893-4541.

3. Secretary's report

   -Review and approval of the March 16, 2004 Executive Board minutes

The March 16 meeting minutes were tabled pending a quorum.

   -Review of draft of November 12, 2003 Fall Membership meeting minutes

The Board did not make any corrections to the minutes.

4. Vice-chair's report

   -Peer Review '03-'04

Janet Carter is convening Peer Review Committee meetings. She reported that many meetings have lasted two hours or longer, with some committees asking for more time. 

As of April 12^th, Janet had received 41 files: 9 files have been reviewed by Committees and sent to the UL, 26 files have been scheduled, 3 people have been granted extensions, and 3 files have not been prepared.

Janet has looked into how many files are processed each year. She found that the smallest number in one year was 35. Typically there are 46-50 files per year. 

The Board discussed the logistics of Peer Review and it was agreed that, if the current Peer Review structure remains in place, it would be helpful if the Peer Review Coordinator could run two Committees at the same time, meaning that two committee rooms would be needed.  Voyager fast-track and the merger of departments have made it more difficult to convene committees.

Ellen highlighted the need to find ways to encourage service from those who do not respond quickly and generously when called to be on a Peer Review Committee.   

Janet noted that the computer in the Peer Review room will be removed n June.   

   -Peer Review Task Force - open discussion time

Janet reported that the Task Force meets every Thursday and that Gary E. Strong is slated to attend the Thursday meeting. In preparation for revision of the CALL, the Task Force will likely discuss the UL's proposal regarding celebration of career status and concerns about UL interpretation of Criteria 2 through 4.

Janet discussed the peer review practices of other UC campuses, including the CAPA models, and stressed that a variety of decision-making and reporting practices are in place across the UC system. Ellen noted that a campus the size of UCLA only complicates the issues. Lise Snyder noted that UCLA should determine its own needs then set up a structure to meet those needs, since no campus does Peer Review the same way.

Janet reported that a Task Force web site is being set up.

   -Other

No other items were discussed.

5. Chair's report

   -Senate Committee on Library (4.13.04)

The Committee met on April 13^th. The bulk of the agenda was taken up by Eleanor Mitchell's presentation on Information Literacy. Ellen noted that Gary E. Strong hopes to see a fully-realized IL program by July 1^st.

The Committee discussed overdues: 1.3 million dollars are currently due the Library. It is likely a collection agency will be used with faculty owing more than five hundred dollars in fines.

The next Committee on Library meeting will include talks on library development and special collections.

   -Conversation with Terry Huwe, Statewide Vice-president/President-elect

Ellen briefly noted that Terry Huwe is visiting campuses and the incoming Chairs.

  -LAUC-LA budget

Ellen reported on the LAUC-LA budget. This year's budget is $5,000. Ellen listed expenses and encumbrances to date and reported that $1968.03 remained in the budget as of March 1^st.

Ellen proposed increasing the budget to $7,500 budget. She said the increase is warranted by rising costs, including the cost of the Librarian of the Year Award and facilities costs. The Board agreed with her proposal.

Ellen and Janet will discuss the budget with Gary E. Strong later this year.  

Lise Snyder reported that cost of the Spring Membership Meeting, including award and flowers, will likely be $700-$800.

6. Committee reports

   -Committee on Library Plans and Policies

Julie reported that the Committee has had one teleconference.  She has solicited comments for Statewide on two issues: 1) what can be done to make LAUC members aware of what is going on system-wide in terms of collection development, and 2) how to maintain relationships with faculty who access collections remotely.   

Julie noted that the collection development issue remains a pressing concern due in part to the reorganizations and the need to bring temps up-to-date, but that conclusion of the Elsevier contract had resolved many issues.

   -Committee on Professional Governance

-Peer Review Manual revisions

Barbara Rudich reviewed the draft of the Peer Review Manual prepared by the Committee:

The Committee built on the latest revisions made by Debe Costa.

The document has been revised to include references to the M.O.U.

The Peer Review process is outlined stepwise to make the process clearer.

All actions are defined in detail.

Tables of new forms, with a summary of forms, are included.

Orchid suggested several minor revisions that were incorporated into the draft. Discussion focused on whether the document should include appendices containing M.O.U. Article 4 and the LAUC-LA By-laws. Ellen expressed concern that these appendices would make keeping the document up-to-date more difficult.

Louise Ratliff noted that the Committee had culled important parts of each source document to include in the Manual.  The introduction puts Peer Review in context and relates it to what the Faculty do.   

The Board approved sending the corrected draft to membership for comments.  

-Committee on Research and Professional Development

Orchid reported that the mini-grant call went out on April 9^th and that the deadline is May 21^st. Winners will be announced by the end of the fiscal year.

New(ish) business

7. Nominating Committee report

There was no report from the Nominating Committee.

8. LAUC/LAUC-LA elections

Jenifer Abramson presented the draft election calendar and the LAUC-LA and LAUC ballots, which were approved by the Board. The LAUC-LA election slate will be posted by George on April 22^nd, two weeks prior to the Spring Membership Meeting.

9. UCLA Distinguished Librarian Award

Marsha Kmec handed out her mid-year report. Three nominees have been chosen, and the Award will be presented by Marsha and Bruce Whiteman on May 6th.  She noted that it is necessary to notify the Library Newsletter very early in January in order to get the announcement into the April issue.

10. Preparation for Spring Membership meeting

Lise Snyder reported that room and food have been arranged and invitations sent out.

Ellen will send out a request for mid-year reports. 

11. Preparation for Spring Assembly

Board members briefly discussed transportation to the Assembly.

12. LAUC-LA listserv - J. Carter

Following up on a recent exchange of emails with George Wrenn regarding the LAUC membership and listserv, Janet expressed concerns about listserv maintenance, including the importance of removing the names of people who have departed.  George noted he does not always receive notification of departures from Library HR.

The Board briefly discussed whether to unsubscribe those subscribed to the list as a courtesy. No decision was reached.

Janet noted that the LAUC-LA membership list is out-of-date with regard to people's departmental affiliations.  Ellen agreed that David Cappoli should be provided with an updated list.

George will remove Janice Koyama and Jennifer Alcoset from listserv and/or the LAUC-LA membership list.    

13. Other business

There was no other business.

14. Adjournment

The meeting adjourned at 3:00 p.m.

Respectfully submitted,

George Wrenn

LAUC-LA Secretary