LAUC SC General Membership Meeting 12-8-10

The LAUC General Membership Meeting
Minutes
Wednesday,  December 8,
10:00 a.m. until 12:00 p.m.
McHenry 2353.
Minutes: Nicholas Meriwether

Present: Christie Caldwell, Greg Careaga, Katie Fortney, Frank Gravier, Lai-Ying Hsiung, Lee Jaffe, Nicole Lawson, Ken Lyons,  Annette Marines, Kate McGirr, Nicholas Meriwether, Karen Mokrzycki, Cynthia Moriconi, Sue Perry, Beth Remak-Honnef, Kerry Scott, Ginny Steel, Sara Troy, Elizabeth Cowell.

Announcements (Nicole Lawson): Nicole Lawson announced that the discussion about telecommuting and creating a policy has wrapped up and documents have been posted at the staff portal; Kate McGirr can answer any questions.

Proposal of changes to LAUC Bylaws: Nicole noted that discussions have been held in Executive Board meetings concerning changes to the bylaws, including changes to Sturgis’ procedures; members may read about those discussions in the minutes. One change that has emerged is the possible addition of the past chair to the Board. Nicole noted that this is common in other campuses, and that it would help ensure continuity, among other advantages. The change would require changing Article 4, Section 1, adding language to include the immediate past Chair. Discussion ensued over specific responsibilities entailed and the proper mechanism for changing the bylaws; the consensus was that the change was a good idea but that specific language would be drafted and circulated to the membership for approval.

R&PD update: Annette Marines noted that in keeping with the bylaws, a committee has been created and has held one meeting; Ken Lyons, state-wide R&PD representative, and Christie Hightower are members. The main goal is to promote statewide grants and promote the R&PD process. Currently, information is spread out across many web pages and needs to be consolidated. Nicole noted that a small amount of LAUC funding has been expended this year but that funds remain; she requested input for ideas about how to use this money—e.g., to bring speakers to campus to present on a particular topic of interest—and members are encouraged to email ideas to Nicole by Feb. 1. One possible speaker is the Head of Access at UT Chattanooga, who could speak on managing for performance; Nicole agreed to follow up to see if she might be available. A question about whether the funds roll over was raised and during discussion it was recalled that while this has been the case in the past, it no longer obtains. Nicole noted that should we wish to roll over funds, we would have to justify that and make a formal request.

Chair’s Report (Nicole Lawson): The statewide committee has been working on several major issues, including the task force charged by the ULs to examine the Distinguished Step. UC Berkeley and UCLA have released their reports; UC Irvine has released a survey of their membership, responding to the options in Berkeley’s report. LAUC representatives to the task force will be Lynne Jones from UC Berkeley, Rita Costello from UCLA, and Connie Hutchinson from UC Riverside. Nicole noted that she has not seen the full charge for this committee; its charge will be described in the report, which should be released sometime in January. Nicole also noted that the UC Pilot Instruction Program is of concern to LAUC, and that UCOP is soliciting faculty to participate in trial; LAUC would like to address the issue and much discussion has ensued over to whom those concerns should be addressed. The discussion has centered around what role LAUC can play in this, and how the program will affect LAUC roles, responsibilities and concerns; the decision is that LAUC will state its concerns but not ask for formal representation. Nicole also noted that there will be a LAUC assembly at UC Santa Barbara on March 10 with the Executive Board meeting on March 11; the general theme of the Assembly is “Next General Librarianship”; suggestions for panels and topics can be made on the LAUC blog. Nicole will inform the membership when the blog is up.

Vice Chair’s Report (Annette Marines): see R&PD above.

General Committee Chair’s Report (Kerry Scott): A successful holiday social gathering was held and another will be held in the spring; ideas for speakers are encouraged.

Secretary’s Report (Nicholas Meriwether): no report.

CAPA Report (Greg Careaga): Copies of the CAPA report were passed out to attendees; it is also posted on the web site. Greg reviewed several highlights in the report, noting that some provisional changes were made to CAPA documentation, as part of the reorganization of PAPA-LS, not to change policy but to make it easier to navigate. Some new language on no-action reviews was incorporated (e.g., the time period considered); the formal process of rearranging PAPA-LS has not been completed, but will continue. The counter-offer task force also worked last year to consider how to handle situations in which a librarian has a competing offer; Greg noted that CAPA needs to be able to react quickly while still respecting the process. One result is that rank-and-file issues were separated from the other incentives that are outside of CAPA’s purview; it was also determined that if a review had happened within the last year, no new review was necessary.

Two recruitments happened last year: the Grateful Dead Archivist position was filled; CAPA had a role in reviewing the job description, reviewing the selection committee’s recommendations, and forwarding a recommendation to UL Steel. CAPA also examined the recommendation to hire Katie Fortney as a temporary librarian and forwarded that to Ginny. CAPA made improvements in adhering to the timeline for the review process last year and hopes to make further improvements this year. Some recommendations made in the report include concerns with the checklists and how they can be improved to ensure fairness. Both CAPA and AUL McGirr have examined a document to address this but only as an idea-starter, not a proposal.

Another concern had to do with confidential letters for candidates: more than one potential referee is needed in order to ensure confidentiality. CAPA made note of the barrier step and the concerns raised by UCLA and UC Berkeley; local CAPA determined that this was beyond their purview but will be very interested in seeing what emerges.  Lee Jaffe noted that the report needed to be approved before discussion ensued, and the report was approved by voice vote. Greg also thanked Lee Jaffe and Christie Caldwell for their service.

Greg also noted that senior management had expressed some concerns about the role of the secondary supervisor in the review process and that CAPA intends to develop a proposal for that to be brought to membership; that will not affect the current review cycle (i.e., those up for review now will not be affected by any changes, but changes will affect reviews beginning Feb. 1.) Greg explained that when a librarian assumes greater responsibilities “above and beyond” their job description, it is appropriate to have that noted by a secondary supervisor, and provided examples which sparked useful discussion. He noted that in general, the thrust of these efforts is to examine how the secondary supervisor can be made more useful to the process, as well as address a concern that some secondary supervisors have too many letters to write.

Campus Welfare Committee Report (Annette Marines):  Annette reported that she attended this quarter’s meeting and that the CWC was off to a slow start, in part because the chair is distilling a dozen or so inputs into an agenda. Two new committees are in place: a Demonstration Response Committee, which will make policy and differs from the Demonstration Operations Team, and the Climate Council, which will on diversity and principles of community. CWC will likely focus more on morale and look into ways of soliciting input about that, e.g. a survey or a campus town hall meeting.

With no further business, the meeting was adjourned at 1:52.