Members present: Becky Cape, Diane Dallis, Erika Dowell (recording), Marion Frank-Wilson, Cecile Jagodzinski, Elizabeth Johnson, Jian Liu, Frank Quinn, Andrea Singer, Nonie Watt.

Presiding: Suzanne Thorin

Guest: Andrea Morrison

1. Approval of minutes of March 3 and April 7 meetings (Liu & Quinn): Consideration of the minutes of the March 3 meeting was postponed; the minutes will be available for the June meeting. Minutes of the April 7 meeting were approved as amended.

2. IULFC report on P & T Review process (Frank-Wilson): A first draft of the ballot was discussed at Librarians' Day. Discussion focused on the content and format of the ballot rather than on controversial recommendations. A revised draft of the ballot is being circulated among IULFC members. If the ballot is approved to go forward by IULFC, the ballots will be mailed out in late May. A tentative deadline for the return of ballots to Frank-Wilson is June 18. Council members cautioned that if the timeline needed to be postponed care should be taken to accommodate librarians who will be at ALA during late June.

3. Bloomington Library Faculty spring meeting (Cape): The meeting will held Wednesday, May 19, 3:00-5:00 p.m. Agenda items include introduction of new library faculty, announcements from Dean Thorin (including budget news), and the revision of the Salary Policy drafted by the Faculty Standards Committee. The principal topic of discussion at the meeting will be the recommendations of the Promotion and Tenure Review Committee which will be coming up for a vote in early summer.

4. Faculty Standards Committee: Revision of "Review Procedures for Administrative Officers of the IU Libraries, Bloomington" (Morrison):

Since this document was first presented at BLFC, the FSC committee has met with Dean Thorin. This draft incorporates the Dean's comments and the comments of BLFC members, as well as further revisions and reorganization by the committee.

Major revisions included the addition of a peer administrator from outside the Libraries to the Review Committee and changes to the charge of the committee. Council discussion focused on:

• the appointment of a "peer administrator" to the Review Committee-how big is the available pool of such peers? Thorin did not consider this a problem, as the committee is looking less for an exact match in responsibilities than for someone in a position with overall perspective and broad responsibility for overseeing budgets;
• the details of how the administrator under review would be given access to survey results and other comments;
• the overall organization of the document.

Andrea Morrison agreed to bring a clean version of the document to BLFC once more for discussion and approval. Ir approved by BLFC, the policy will go to the Library Faculty for a vote next fall.

5. Election Committee report (Cape): Cape presented the report on the Survey of Committee Preferences and Recommendations for 2004-2006 appointments. She noted that the call for nominations for BLFC would be going out soon, as would the ballot for the changes to the Constitution and Bylaws regarding the standing charge of the Collection Development Committee. Jagodzinski voiced concern about the composition of the Collection Development Committee. The current committee would like to see more fund managers on the committee, though this would require a bylaws change. The committee will bring up the issue formally in their annual report.

6. Nominations to IULFC Faculty Standards, Promotion & Tenure, Research, and Sabbatical Leave committees (Cape & Dowell): Based on the data from the Committee Preferences Survey, the BLFC recommends the following librarians to Dean Thorin to fill IULFC committee vacancies:

• IULFC Faculty Standards Ctte. : Elizabeth Johnson
• IULFC Promotion & Tenure Ctte.: Jackie Byrd
• IULFC Research Ctte.: Andrea Singer
• IULFC Sabbatical Leave Ctte.: David Frasier
• IULFC Librarians' Day Ctte.: Lynda Fuller Clendenning

7. Draft charge for Ad Hoc Committee on the BLFC Archives (Dowell): Dowell circulated the draft charge for the committee. Watt and Johnson agreed to co-chair. Liu volunteered to serve on the committee. It was agreed to add the following to the charge: "Consult with the current BLFC Archivist and former Archivists regarding the history and current status of the archives." The charge was approved as amended.

8. BFC/UFC report (Johnson):

BFC Meeting of April 20

• There was continued discussion of IU Research and Teaching Preserve (the Griffy Woods Preserve), specifically regarding problems of access by faculty and their students. Gros Louis is working on the problem.
• There was no new information on the problems with the PeopleSoft software, specifically in regard to persons having more than one name.
• A new search and screen committee for the Dean of the Journalism School has been appointed.
• Deans to be reviewed this year include Dick McKaig (Dean of Students), Kumble R. Subbaswamy (COAS), Gerardo Gonzales (Education), Suzanne Thorin (Libraries), Astrid Merget (SPEA, at IUPUI). Recommendations for nominations are welcome. Gwyn Richards (Music) will be up for a third-year review. The committees will be organized by the end of May.
• The proposed athletics fee was discussed. Members expressed opposition to the fee, and questioned why the guidelines used by the department in considering its budget did not include cutting programs. Academic units are regularly asked to consider cutting programs in similar situations.
• The report on Admissions, Retentions, and Graduations was postponed. Traditionally this report has focused on undergraduates. It will be expanded to include graduate students. This is of particular interest to incoming graduate students as it will help them gauge the likelihood that they will complete their program of study.
• Curt Simic and the Foundation Relations committee gave an annual report on IUF's very successful fundraising activities, including information on endowed chairs. The IU Foundation is discussing the idea of fundraising for infrastructure and buildings, something not traditionally done at IU. The capital campaign continues in its "silent stage" but will soon be going public.
• The annual report of the Faculty Board of Review listed only one case that reached the review stage this year. The Faculty Mediation Committee handled 6 grievances as well as other issues. Problems are beginning to surface in the non-tenured lines. These positions are relatively new and there are reports that Deans do not understand that standing policies apply to these new positions.
• The AI Language and Proficiency Preparation Status Report stated that work is being done to tighten procedures. One key issue is who bears the burden of the testing. Should tests be administered at IU? Should students take standardized tests before being admitted or offered assistantships? There are cases where students are being paid to be AI's, but are not teaching because they have not passed the language proficiency requirements.
• The annual report of the Diversity and Affirmative Action Committee is now available. It is a substantial report. Overall, the University experienced an 8% increase in minority tenure-track appointments. The report includes many other interesting statistics. The report is available online at: (http://www.indiana.edu/~affirm/pdf/2004%20BFC%20Affirmative%20Action%20Report.pdf)

UFC Meeting of April 27

• Approved the recommendations on the continuation of the Family Leave policy, so the issue can go forward to the Trustees.
• Approved the student code of conduct for one year. It requires further changes and simplification.

9. Dean's report (Thorin):

Recruitment report

• Personnel Librarian: Last interview is today, committee is meeting on May 14.
• Head of Music Library: Interviews wrapping up
• Director of Public Services: Interviews with four candidates will be held in the second half of May.
• Metadata Librarian: Interviews with four candidates will be held in the second half of May.
• Associate Director of Projects and Services (Digital Library Program): The first meeting of the search committee is May 10. The pool of candidates seems good. Interviews will take place in early June. There were questions from the Council about a PA employee chairing the search committee for a librarian position.
• Life Sciences/Chemistry Librarian: Closes soon. Interviews should happen in mid-June.
• Curator of Puzzles: Still open for applications; status of applicant pool is unknown.
• Manuscript Librarian and Political Papers Specialist: Dean Thorin talked to Julie Knost (University Director, Office of Affirmative Action) and received a waiver that allowed the Libraries to bypass the search process and offer the position to Kate Cruikshank, who is serving in the position in a visiting capacity. The Bloomington members of the Promotion & Tenure Committee will talk with Cruikshank soon. Thorin hopes to announce the tenure-track appointment soon.
• There are several support staff positions and one service/maintenance position now open.

Space & renovation issues

• Lilly Library front entrance: The design is finalized. It will be presented to the Board of Trustees this month. Negotiations continue regarding who will pay for the remodeling of the main level restroom to make it handicapped accessible.
• Information Commons 2 (Loft): Work continues on the design. The area is likely to be designated a quiet area. There is hope that the work can be completed this summer.
• Coffee bar: Process is going well. Nice designs. Bruce Jacobs is paying for new furniture for throughout the lobby. Discussion of the purpose of the lobby (concourse v. group study area) continues.
• Journalism Library: During renovation, the entire Journalism collection will be housed at Main. During that time, faculty are supposed to come view the collection and assist in deciding which volumes will be returned to Journalism. The remainder will be permanently housed at Main or the ALF.
• IU Archives: Thorin has met with Bantin regarding what Archives needs when it moves to the 5th floor of the West Tower. There is no date for the renovation or move, but forces are in motion that will push Archives out of Bryan Hall. They could be moved to Main within a year.

Diversity committee

Thorin is making this committee an administrative committee rather than a volunteer committee in order to widen membership and keep the committee fresh. Deloice Holliday will be a permanent member of the committee. Thorin will send out a request for people who are willing to serve if appointed. Cape will take this information to the Election Committee to have the Diversity Committee added to the library faculty committee preference survey starting next year.

Herb and Nancy White Collaborative Award

Herb White is proposing a change to the award to have it focus on funding collaborations between library faculty and teaching faculty. After re-working the idea a bit, Thorin will talk to Herb White.

Strategic Planning

Process kicks off May 24. Thorin is still negotiating with ARL about the consulting contract.

Deans meeting/Budget

Thorin brought the following information from the Deans meeting.

• The campus has $25 million in new money. Of that sum, $11 million is already committed, leaving only $16 million for new spending. Cuts and/or reallocations will be necessary.
• There is wide dissatisfaction with the Commitment to Excellence process. Proposals submitted during the last round are still being considered. President Herbert wants to look at proposals himself, as well. The Library is working to embed itself in some of the proposals.
• President Herbert spoke about the upcoming conference on homeland security.
• There was discussion of the Lilly Endowment grant of $26 million. President Herbert had wanted to put it into endowed faculty positions. Others contended that the money would translate into only 10 such positions and would provide little impact for the dollar. Now the money may go into infrastructure. Chancellor Gros-Louis has put forward the Main Library renovation plan.
• [something about student outputs for a federal grant?]
• There is a preliminary draft of the position description for the Senior Vice President for Academic Affairs.
• Statistics on faculty salaries were presented. The average raise for faculty was 2.2%; sixty-three faculty members received raises of more than 10%.

Common databases project

Lynn Hufford is now in Bloomington in the new position of Electronic Resources Administrator. The effort is now waiting on money. Thorin expressed the position that the project may need to go forward with whatever partners are willing. The partners would benefit from the joint acquisition of databases; those who opt out would not. This strategy could help force people to make a decision and get things moving.

10. Other business: None.

The meeting adjourned at 5:00 p.m.

Respectfully submitted, Erika Dowell.

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Copyright 2003, The Trustees of Indiana University