LAUC-LA Executive Board 06-11
Transistional Meeting
Tuesday, August 15, 2006, 1:00- 3:00 p.m.
YRL West Electronic Classroom

Present: Keri Botello, Janet Carter , Debe Costa (Chair), Jan Goldsmith, Miki Goral, , Cynthia Lewis (Recorder) , Aura Lippincott, Diane Mizrachi, Maureen Russell, Ken Wade, Norma Corral, Julie Kwan, Andrea Lynch, Hannah Walker, Louise Ratliff, Heidi Sandstrom, Jennifer Shafner, Kristen Wilson,   Absent: Kris Kasianovitz ,   Guest: Gary Strong 

1. Call to order

The meeting was called to order at 1:10 p.m.

2. Agenda review and announcements

In addition to the proposed agenda, Debe would also like to add an item under Other Business concerning a question about the salary scale.

As this is the transistional meeting, everyone was asked to introduce themselves.

3. Secretary’s Report

-Review and Approval of June 20, 2006 Executive Board Meeting

The minutes of the July 18, 2006 Executive Board meetings were approved with a minor spelling change.

4. Chair’s Report (Costa)

Cynthia reported on the Management Council Minutes from the July 26, 2006 meeting. Agenda items included Pat’s report on mandatory annual performance reviews, IAP awards, Terry Ryan’s update on the email migration, and Amy Smith’s report on Library fund raising totals. Please see the following for the full report: http://staff.library.ucla.edu/groups/mc/minutes/

5. Vice-Chair’s Report (Russell)

No Report.

6. Committee Reports

Committee Report - Committee on Library Plans and Policies ( Walker)

The Committee on Library Plans and Policies is waiting to hear more about the Scholarly Communication Toolkits in the hopes of offering a session for the membership in the fall. LAUC-LA would also like to be involved in the succession planning discussion that was recently the featured topic at Management Council, and the committee would like to offer a brown bag discussion session in the future.

Committee on Professional Governance (Wade)

Ken continued the discussion about the draft of Standing Rule 1 - Procedure for Elections.

The issue involves the process for distributing candidate biographies and how they are disseminated as part of the ballot. In order to create a complete archive of LAUC-LA elections, candidate biographies should be included with the ballot. There are also timing issues. We must retain the procedure whereby nominations for LAUC-LA candidates can be taken from the floor at the Spring Membership meeting. We cannot have an election any sooner than 14 days after the Spring Membership Meeting. We can no longer coordinate with LAUC statewide elections so that the ballots can go out at the same time.

There was a motion to accept the amended Standing Rule 1; motion seconded, the vote passed. The final version of Standing Rule 1 will be forwarded the Maureen Russell, LAUC-LA Chair. The text of the new Standing Rule 1 follows:

STANDING RULE 1. PROCEDURE FOR ELECTIONS (Amended 1988, 1993, 2005, and 2006)

1. At least five working days prior to the date established by Standing Rule 1.4 for distribution of ballots, each candidate shall submit brief biographical information to the LAUC-LA Secretary. Candidates for Chair-Elect, Statewide Representative and Chair-Elect of CAPA shall also submit a Statement of Purpose.
2. The LAUC-LA Secretary shall have the candidates’ biographical information and Statements of Purpose placed on the LAUC-LA website, to be available no sooner than the day after the spring membership meeting.
3. At least five working days prior to the date established by Standing Rule 1.4 for distribution of ballots, the LAUC-LA Secretary shall submit to the Chair of the Elections Committee the slate of candidates and the online address of the candidates’ brief biographical information and Statements of Purpose from candidates for Chair-Elect, Statewide Representative and Chair-Elect of CAPA.
4. Fourteen working days before the date of any election, the chair of the Election Committee shall send a ballot to each LAUC-LA member.
5. The ballot for regular elections shall contain alphabetical lists of the candidates. The ballot shall contain the online address of the candidates’ brief biographical information and Statements of Purpose from candidates for Chair-Elect, Statewide Representative and Chair-Elect of CAPA.
6. The ballot for special elections shall contain an alphabetical list of the candidates for any office or position to be filled. The ballot shall contain the online address of the candidates’ brief biographical information and Statements of Purpose from candidates for Chair-Elect, Statewide Representative and Chair-Elect of CAPA.
7. All ballots shall indicate the date by which they are to be returned, the address to which they must be sent, and shall contain instructions for casting a valid ballot.
8. Two envelopes shall accompany each ballot, one in which the ballot is to be enclosed and one in which the first envelope is to be enclosed. The second or outer envelope shall have a space in the upper left corner for the signature of the voter and should be pre-addressed to the Chair of the Election Committee.
9. On the next working day following the date of the election, the Election Committee shall validate, open and count the ballots.
10. Not more than five working days following the date of the election, the Chair of the Election Committee shall submit in writing to the Chair and the Secretary the results of the election.
11. Not more than 10 days following the date of the election the Secretary of LAUC-LA shall submit the results in writing to the Secretary of LAUC.
12. The Chair of the Election Committee shall act as custodian of the ballots for 30 working days following the election at which time the ballots shall be destroyed.
13. If no candidate receives a majority of the valid votes cast for that office, the Executive Board shall within 15 days direct the Election Committee to hold a special run-off election.
14. The Chair of LAUC-LA shall notify candidates of the results of regular and special elections.
15. The Secretary of LAUC-LA shall report the results to the membership not later than 20 days after the election or run-off election in the event of a tie.

Committee on Research and Professional Development (Mizrachi)

Diane was asked if it would be possible to apply for mini-grants at any time of the year rather than waiting until the formal call is issued. Opportunities present themselves throughout the year. In the past, one could request for remaining funds to be made available. Typically, the cycle has been that researchers would apply in the spring and if selected, funding would become available in July. Recently, there hasn’t been much competition, but the money is not granted on a first come, first served basis. The evaluation process is transparent so that applicants are not being compared against one another. Diane will suggest that this issue be included in a brown bag session to be held this fall and she will work with the incoming chair to help effect these changes.

Task Force on Mentoring (Goldsmith)

Jan reported that the Task Force members contacted other campuses to see what sorts of library mentoring programs already exist. Santa Barbara, San Diego and Berkeley all have programs, although Berkeley’s is less formal. At Irvine, librarians are incorporated into the faculty profile web pages. San Diego’s program is very formal and institutionalized. There was discussion about the difference between mentoring and orientation. Clearly, with mentoring, a good match is the key. Institutionalizing orientation was discussed.

Maureen will continue to work with the Ad Hoc Task Force on Mentoring and it may be that LAUC-LA would consider a bylaw change so that this could become a standing committee. This is also true of the Task Force on Diversity. This brings up the issue of moving the Standing Committee provisions into the Standing Rules rather than in the bylaws. This is a much bigger issue which will be tabled for now.

CAPA Update (Botello)

Keri reported that CAPA is still reviewing 3 actions which are all coming out of Ad Hoc Committees. At the last LAUC-LA Executive Board meeting, there was a discussion of the potential revision of the Peer Review calendar. On July 28 th, members of CAPA met with Library Human Resources to discuss the calendar which resulted in the final calendar.

There will be a meeting to discuss potential changes to the CALL on September 29 th in the Green Room in Schoenberg. The purpose of this meeting will be to discuss the new CALL after its having gone through the first year. There is some question as to what the role of the LAUC-LA CAPA Chair Elect is during this revision of the CALL. Keri will ask Pat to invite the CAPA Chair Elect to the revision meetings.

Keri thanked the committee for all its work and said she has immense respect for the committee members and all they accomplished.

7. Other Business (Costa)

Debe reminded everyone to update committee notebooks.

The salary scale question involved the Librarian, Step V rank and whether you can stay at that rank, and it was agreed that yes, one can.

8. Gary Strong

Gary Strong joined the meeting. He commended CAPA for all its hard work. This is a process that is continuing to improve. Miki thanked Gary for Cabinet’s agreeing to the revised Peer Review Calendar and Gary commented that the new calendar was sensible.

Gary was asked about the status of the BSTF (Bibliographic Services Task Force) Report. Gary said that the University Librarians discussed the report in May at a meeting at UC-Riverside. Basically the report is back in SOPAG’s hands. We should see more on this in the fall.

Gary discussed the CDL reorganization. CDL has had priorities which necessitated this reorganization. So far, the changes have not diminished support we receive from CDL so that is good. Both the CDL reorganization and the Google announcement came rather suddenly.

Gary was asked about Janice Koyama’s recall. He talked about how there are many important positions open or about to be open in the next 6 – 8 months. Janice was recalled to help with the process of filling these positions. The goal is to get the best possible people and to have some help with all the work that goes into a successful recruitment.

Gary talked about his upcoming trip to IFLA. He sits on the governing board. He expected the meeting to be very interesting – topics such as leveraging digital resources at the national library level, debate on the Danish cartoons, and the conditions of Cuban libraries will all be discussed.

9. Adjournment

At this point, the outgoing Executive Board was excused, and the incoming Executive Board entered Executive Session.

Respectfully submitted,

Cynthia Lewis
Outgoing LAUC-LA secretary