Present: Becky Cape, Erika Dowell, Jian Liu, Jo McClamroch, Bob Noel, Mary Popp, Andrea Singer, Mary Strow, Suzanne Thorin, Gary Wiggins

Guests: Julie Bobay

Substitutes: Wen-Ling Liu for Nancy Boerner

Absent: Marion Frank-Wilson

1. Approval of the Minutes of the May 7 BLFC Meeting:
The minutes were approved as amended on a motion from Andrea Singer, seconded by Erika Dowell.

2. Annual Review Preparation and Documentation: Discussion of Charge for Next Year's Faculty Standards Committee:
Dean Thorin and Julie Bobay, chair of the Faculty Standards Committee, have been having a conversation about the annual review. Suzanne believes that the position description and the annual review should be more closely tied to the goals of the unit, with librarians writing a general position description and goals for each year. Julie suggested that we send this issue to the Faculty Standards Committee to work on next year. Gary Wiggins noted that the Promotion and Tenure Review Committee has not discussed this, and stated that the P & T documents would need to be revised if we made such a change.

Suzanne also noted her concern about how librarians are able to pursue professional development and research, and the efficacy of the sabbatical leave, especially when sabbatical leaves are often taken in such small parts. It was suggested that the Faculty Standards Committee also look into this issue. They would need to gather data and to consult with the Research Leaves Committee.

Becky Cape noted that there are two separate issues to be discussed here-the relationship of the position description to goals in the annual review and the question of the value we place on professional development and how we are able to support professional development. It is very difficult to carve out time to do such work, but we need to be sure we support the effort with the right learning atmosphere and that we support the assertion that the librarian performs better because of having done research and other forms of professional development.

3. BLFC Membership:
Gary Wiggins reported that we have had ten regular members on the Council this year, but the Constitution calls for 9 regular members plus the BFC representative and the Dean. In addition, he noted that there is no statement in the Constitution or Bylaws about staggering membership terms, as we have done for many years.

Becky Cape reported that there was contention for the final seat on the Council. Roger Beckman and Frank Quinn received the same number of votes, so the committee flipped a coin. Frank Quinn will serve on the BLFC next year.

The Council charged the Elections Committee to add language to the Constitution about staggering membership terms on the Bloomington Library Faculty Council.

4. Discussion of Timing for Committee Reports/Update on Committee Preferences/Discussion of Selection of IULFC Representatives
Gary announced that the July meeting will be a joint meeting of BLFC old and new members. The Secretary of the Library Faculty and the BLFC Secretary are to be elected from the second-year members at the July meeting. In addition, one member who is not already a member of SMG is to be appointed as liaison to that group. At the July meeting, one first-year and one second-year member are to be elected to serve as IULFC representatives.

The Council agreed to request committee reports by late June and to discuss them at the July and August joint BLFC meetings.

Becky Cape announced that all members should have received the committee preferences list. The Elections Committee did not make recommendations for committee membership this year.

5. Report from the Constitution and Bylaws Committee
Becky Cape reported that the committee discussed changes in wording for the Jenkins Award. Since this is an administrative committee, rather than a BLFC committee, the changes do not need to be brought up for a vote. Gary Wiggins noted that the changes had already been agreed upon by BLFC and asked Becky to give them to Betty Davis for inclusion in library faculty documents.

Becky also reported that the Committee had approved the change to the Collection Development Committee list of functions in the Bylaws. The change will be presented to the full library faculty at a fall meeting and then put out for a vote. This should be included in the charge for next year's Constitution and Bylaws Committee.

6. Report on the P & T Review Committee:
Gary Wiggins reported that the committee is very close to finishing its report and will meet again in July. The report should be completed by fall. Suzanne stated that she plans to involve the Council of Head Librarians in discussing the draft report before fall.

Space Issues and Facilities Update:
Suzanne reported that the Chancellor was unable to fund the Lilly restroom, but library funds will be used to make it ADA compliant. In addition, a new entrance that is ADA compliant will be put on the front of the Lilly, including new doors.

The Information Commons construction is proceeding on schedule. The chairs and countertops are here and the desks are being built now. Starbucks representatives are coming to visit soon. We will receive some income from Starbucks.

The University Architect's Office is working on plans to reconfigure the Main Lobby with new lounge furniture and seating for the coffee bar. We are hoping that Starbucks will donate some furniture.

The West Tower Usage Group, chaired by Harriette Hemmasi, continues to look at options for the tower after the IC is completed and its impact on overall library usage is determined. The fifth floor of the west tower is being considered as the new home for University Archives. Material currently there is being cleaned out or moved to the ALF. The Chancellor will take the next steps to move the Archives. The 5th floor will be completely carpeted by the campus in preparation for its use for summer pre-registration. The 2nd floor will be set up as a reading room with low shelves to maximize the window space. Core collections are being reviewed to see what will be kept and a written recommendation will be presented soon.

Some thinking has begun about enlarging special collections in the Main Library with the inclusion of the Black Film Center and, perhaps, the Archives of Traditional Music.

Deans Subbaswamy (College of Arts & Sciences) and O'Meara (International Programs) visited this week to talk about the Two-Thirds World Commitment to Excellence proposal that has been funded. Dean Subbaswamy did not know whether the international librarian position is still in the plans. Suzanne reminded the group that the funding for faculty cannot be spent until next year (although Gary Wiggins noted the money could be used for other purposes in the first year while faculty are hired). The deans are thinking about proposals to work with faculty, area studies librarians and government information librarians. Dean Subbaswamy is willing to pay to renovate space on the third floor of the west tower for joint workspace. They like the fact that the TLTC is already in that space. Three or four librarians will visit the Mortenson Center for International Library Programs at the University of Illinios and talk with Barbara Ford about the work of the Center.

The Dean reported a need to find more and better space for the Digital Library Program staff, particularly the people at Music, so that everyone can be in one location. Plans are being prepared to reconfigure the former newspaper and preservation areas to accommodate Bindery Prep, ALF Internal Processing, a storage area, and the Digital Library Program. There will be a small conference area for interaction with the DLP staff. She is also currently negotiating with SLIS to create a multi-purpose training room in 043 after the current project moves to Eigenmann. This space will be available for use by the Staff Development Manager, so that a new training room need not be built.

Budget:
Budget construction was completed last Friday (May 28) and will be presented to the Board of Trustees on June 26. The budget includes 2% raises in all classifications, and most funding was provided as new base funding. The 2% academic salary pool for librarians was allocated through the same process as in previous years-flat cost of living amount, percentage adjustment, single merit, and an additional merit. Up to a 1% additional increase may be made for retention and achievement, but base funding for this was not provided. The Libraries received $100,000 in new base funds for ALF staffing (about half of what we need) and a 3.4% flat increase ($300,000) for the materials budget. Some money must be set aside because we know there will be some sort of rescission later in the year.

Follow-up Discussion on the Events Surrounding Her White's Honorary Degree:
Suzanne noted that the entire weekend went very well and that Herb had sent a warm thank you letter.

Organizing Task Force and Integrated Access Committee Updates:
Suzanne stated that the report of the Organizing Task Force had been delivered to her and was beautifully put-together, including excellent recommendations. Mary Strow, chair of the Task Force, said that the report included interview information, a summary of the survey results, a history of the libraries, and a series of recommendations. Suzanne noted the major recommendation was to have someone to oversee public services. She herself had been thinking about this issue as well as about Collection Development oversight.

Suzanne also announced that the report of the Integrated Access Task Force is due on July 1. Jian Liu noted that the committee will hold two brown bag lunch meetings to collect information from staff. Suzanne stated that, as part of the recommendations of the Integrated Access Task Force, we need to budget for a "federated search" software product for Bloomington. Other libraries in the system can participate, but they must develop the interface for their own campuses.

Suzanne announced that we will have open forums about both reports.

Council of Head Librarians Meeting:
Suzanne also talked briefly about the Council of Head Librarians (CHL) meeting to be held June 6. Phyllis Davidson will talk about the Integrated Access plans. Suzanne will talk with CHL about their role in the development of privacy policies. Michelle Russo will take the lead on CHL development in this area. CHL also will lead discussion about ways to plan for electronic government documents, since the U. S. Government Printing Office (GPO) will be completely electronic in five years.

The Request Delivery (formerly patron-initiated holds) functionality in IUCAT will be implemented this fall. There are a number of decisions about policies (e.g., common fine policies) that need to be made before implementation. There is a lot of work needed also to get the IUCAT records ready, particularly Bloomington records where we need to barcode multiple volume sets and review brief records created for circulation.

Dick Ardrey is retiring as the Director of the IU Kokomo Library. The search for his successor was unsuccessful and Stuart Green (the Kokomo Vice Chancellor for Academic Affairs) will be interim director, serving on CHL.

Vacancies and Positions:

• Head of Preservation: Cecile Jagodzinski is chair of the search committee. Jake Nadal has been interviewed and a second candidate will be here June 12.
• Librarian for Latin American, Iberian, Latino, and Chicano-Riqueno Studies: The position has been posted and a search committee is being convened.
• Libraries Facilities and Renovation Officer (PA12): Jim Champion accepted the position effective June 9, 2003.
• Hamilton Project Archivist (PA11; limited funding): Kathleen Cruikshank accepted this position effective June 2, 2003.
• Assistant to the Dean (PA11): Shawny Taysom accepted this position effective June 2, 2003.
• Biweekly appointed staff positions for Office Services Assistant in the Development Office and Office Services Assistant in Collection Development are in progress.

Common Database Proposal Update:
Suzanne will make a report to the Board of Trustees on June 26.

Resource sharing monies will also be discussed at CHL on June 6. Intra-system interlibrary loan has dropped 50% in recent years, but we have not changed the allocations to the campuses. Some of this money (10%) will be repurposed to help pay for a database negotiator for the system, with the addition of some funding from Vice President McRobbie. We will hire an experienced librarian for the database negotiator position. We were able to get funding for this position because common databases were part of the UITS Strategic Plan.

8. Other Business:
Suzanne asked whether her message to librarians about ALA attendance in Toronto in light of the SARS concerns was helpful. Her goal was to make sure everyone felt free to choose whether or not to attend. Everyone agreed that the message had been very helpful.

Erika Dowell asked whether we had announced that the new Peer Review process had been approved. Becky will talk to Jo Burgess about making an announcement. Gary will make sure that it is changed on the BLFC web site to show it was approved.

There was no other business. Jo McClamroch moved that the meeting be adjourned and Becky Cape seconded the motion. The meeting was adjourned at 4:40 pm.

Respectfully submitted, Mary Pagliero Popp.

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