Members present: Becky Cape, Diane Dallis (recording), Erika Dowell, Jo McClamroch (guest), Marion Frank-Wilson, Cecile Jagodzinski, Frank Quinn, Andrea Singer, Nonie Watt.

Presiding: Suzanne Thorin

1. Minutes: Minutes of March 3rd and May 5th (Dowell) were reviewed and approved with minor corrections on a motion from Cape seconded by Watt.

2. Salary Equity Review Committee (SERC) report: Jo McClamroch reported that the SERC review was not completed this year due to a university directive. The committee completed the grid for all 39 reviews that were submitted and they will share the grid with the 2004-2005 committee. The committee recommends that next year's committee be charged to review and update the criterion on independence category of the review. It was noted that the cycle for reviews will change due to the directive to cease the salary review.

3. Budgetary Advisory Committee (BAC) report: Diane Dallis reported that the committee reviewed the campus guidelines for hospitality expenses and created a general overview for staff. The document will be posted on the BLFC BAC intranet site and available to all staff. The committee also submitted changes to the BLFC Salary Policy to update the language used to match the current peer-review ratings. It was suggested that a statement be included in the by-laws that in the event of a policy or procedural change that all related documents be changed accordingly. The parliamentarian, Frank Quinn, will investigate how the changes should be implemented and report back to the committee. The committee reviewed the Libraries' Budget Document and submitted their recommendations for merit increases in April.

4. Election Committee report: Becky Cape reported that 57 nomination ballots were received and tallied earlier in the day. Thirty-six people received 3 or more nominations. The Election Committee will contact them via e-mail and phone to confirm that they are willing to serve. The election ballots must be mailed out by June 11th. Cape expressed concern that many librarians are out of town and that this is a tight deadline for returning ballots. The deadline for the ballot on the change in the standing charge is June 9th.

5. Peer Review process: Suzanne Thorin reported that she has received 3 formal appeals as a result of this year's peer review letters and that the Peer Review Committee (PRC) has included recommendations on the preparation of the annual review in their year-end report that include ALA attendance. It was discussed that the letters that the PRC included in their letters of notification were problematic and that it might be necessary to develop guidelines for future committees. Dean Thorin is scheduled to meet with the committee later this month. She will prepare a report that compares the overall supervisor scores to the scores given by the PRC. The need for faculty-wide discussion of new process and the purpose and meaning of the PRC letter was suggested.

6. Faculty Standards Committee: Frank Quinn reported on the Final draft of "Review Procedures for Administrative Officers. The most substantial changes in the most recent version are in the Operational Guidelines section. Cape moved to accept the changes and Jagodzinski seconded.

7. Faculty Standards Committee (FSC): Frank Quinn reported on items #7 (Advise the Assistant Dean for Libraries Human Resources on the proposed Evaluation Guidelines for Supervisors for the administrative review of librarians.) and #11 (Recommend a review process for the review of library administrators, including which positions would be subject to such a review.) from the committee's charge and provided the following background information:

There has been some lack of continuity in the application of the evaluations and the peer review document. The committee had a document from 2002 that provided sample comments and suggested operational standards for supervisors evaluating staff.

Currently, the FSC created a draft document of the guidelines. The draft is still a work in progress. The committee was uncertain about the phrase "operational standards" in the draft. The FSC hopes that it will be possible for the librarian to tie the goals discussed in the annual review document to the organizational and/or departmental goals of the library or unit.

8. Dean's report

Consultants from ARL have met with the directors and administrators and laid out a timeline for creating the strategic plan. The meetings have been set and the plan should be complete by January 2005. The consultants recommended having meetings with staff to assist in helping staff understand the connection of their position responsibilities and the strategic plan. Suzanne reported that the consultants were excellent.

Recruitment report:

Personnel Librarian - An offer has been made and the individual accepted and will start work on August 1st. The PAQ has been approved by UHR.

Political Papers Specialist - Still waiting [the details of what we were waiting for were not recorded].

Head of the Music Library - The offer has been made and accepted and the libraries are waiting on paperwork to be completed.

Metadata Librarian - The interviews are still in progress.

Director of Public Services - Two candidates have been interviewed and there are two upcoming interviews.

Associate Director of Projects and Services - The interviews will begin the week of July 5th at the latest.

Life Sciences / Chemistry Librarian - Search and screen committee is meeting.

Puzzle Curator - The search and screen committee will meet soon.

Space & renovation issues:

The coffee bar in the lobby of the Main Library is on schedule.

The first conceptual meeting for the Research Commons is scheduled.

The plans for the Journalism Library are moving along and the space will turn into a type of Information Commons.

The Main Library Lobby will return to its previous function as a corridor and the study tables will be replaced with soft seating. Suzanne reported that the group study rooms in the East tower will be returned to public space and that she is aware of the need to find a new location for events such as the Diversity Fair and the New Student Orientation Resource Fair.

The contractors/architects who will work on the Lilly Library entrance will be on campus because they are working on the Simon Science Building (the groundbreaking will take place this week).

Painting will begin on the Wiley House soon.

Collections Budget:

The campus gave $200,000 for collections this year. This amounts to a 14 % serials cut and a 9% overall collections budget cut.

Suzanne reported that she and Cecile Jagodzinski met with Dean Subbaswamy and the COAS Budget Officer to discuss the budget situation. They discussed the priorities of the individual programs and the collections that supported them and investigating ways to combine funds. Subbaswamy supported dropping the print subscriptions of journals that we subscribe to electronically. This may mean a 10% reduction in the serials budget in order to balance collections budget.

Dean Thorin plans on writing a memo to Ken Gros Louis emphasizing the impact of the cuts including how the cuts will impact our ARL ranking.

The meeting adjourned at 5:00 p.m.

Respectfully submitted, Diane Dallis.

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