The University of Kansas Libraries

KU Libraries Support Staff

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KULSS Executive Meeting
Thursday, August 12, 10:30-11:30
Anschutz 305

Present: Jill Becker (Chair), Kristin Zachrel (Secretary), Julie Warrick (Group 3), Robert Szabo (Group 4)
Absent: Meredith Huff (Vice-Chair), Adam Reilly (Group 2)

Previous Meeting's Action Items: None

Group Reports

Group 1:

• Angie Rathmel was hired as the Electronic Resources Librarian, which may impact the workflows of Support Staff in the Acquisitions/Serials department.
  
  

Group 2 (Adam): Nothing to report.

Group 3 (Julie):

• There has been rearranging and furniture installation on the 3rd floor in Watson.
• Currently shifting many items over to Anschutz.
  
  

Group 4 (Robert):

• Changes at Spencer:
  • Updating signage with the new libraries templates.
  • Clearing out the studies on the second floor. Doug Hatton is collecting the extra shelving, so Spencer is freeing up some space around the building.
  • Hosted the breakfast for the honor students that walked up the hill on Monday, August 16th.
  • The search for a Special Collections Librarian was unsuccessful; there is no word on when the position will be reposted.
  • Processing is bar-coding the collections. Spencer is discharging the reference collection as it is being used to gather statistics so when they have enough information they can begin weeding out the reference collection.
  • Halfway through sending all the Sanborn Maps from 1922 and earlier to California for scanning. The first shipment has already returned. Lawrence maps are being re-encapsulated by Roberta. This project was from a grant that Sherry had gotten about a year ago. It's not certain how the digital copies will be made available but Sherry or Wade Garrison will have more information on this.
  • With Whitney on sabatical Spencer won't be setting aside materials for preservation, but they are keeping track of call numbers and issues. If Roberta gets a chance to work on them or when Whitney returns they will know what is need of some repair.
• Mark Swails, the new Operations Manager at Art & Architecture, started on Monday, August 9th. Welcome Mark!
• At Anschutz:
  • On August 25th there will be a pizza party open house in Anschutz from 12:30-2:30. Arrive early to ensure you get a slice of pizza!
  • The new information desk will be installed in Anschutz on Monday, August 16th.
  • Trying to hook up internet on the 4th floor in Anschutz; hopefully the computers will be working by the first day of classes on August 19th.
  • New easy chairs with tablets are now in Anschutz.
  • New cafe tables are coming for the food area in Anschutz. The food area didn't receive money so it will remain the same; however they will receive money in December and it will turn into a Pulse.
  • It was announced that Curtis Marsh has been appointed as program director of KU Info and the Learning Studio in Anschutz.
  • The direct line to the information desk will be moved upstairs from the 2nd floor in Anschutz.
  • An office in Anschutz will be designated specifically for IM Chat.
  • There will be lots of upcoming changes in Anschutz but we are currently not certain of all the specifics.

 

Committee Reports

Support Staff Senate: Nothing to report.

University Committee on Libraries: Nothing to report.

Planning & Resources Committee (PRC):

• PRC is not meeting. PRC charges are being reviewed by LFPA and KULSS.
  
  

Mentoring Committee: Nothing to report.

Meeting Updates

Dean's Council (next mtg: 8/20): Notes from the July 16th meeting: http://www.lib.ku.edu/staff/docs/Notes/

• Communications Task Force follow up: discussed the need for a central location for meeting minutes and notes. This topic came up in Management Council as well. When staff express a need for communication there is really more of a desire for shared decision making, to be able to provide input or to be asked for input.
  • There has to be some personal responsibility for staff to stay informed. Supervisors can't go to each staff member to inform everyone. Staff members must have some responsibility to seek out meeting minutes.
  • Looking into creating a centralized location for information that's searchable by keyword that will return Word documents, emails, PowerPoints, etc., essentially a central repository.
• Budget update: the budget still has not been finalized; there is only a draft report.
  • All Parent's Campaign money will go to the Learning Studio in Anschutz.
• The Diversity Committee has been absorbed by the Libraries' Organizational & Staff Development Council (LOSDC).
• Lorraine Haricombe will be exploring the possibility of participating in the South African Carnegie Program, a program that will enable the Libraries to learn from several different institutions. Participation won't cost us anything.
• Since the IS decoupling the Libraries are now independent and we do not have representation in the Senate. There are IT staff on the Senate, but no library staff. Kim Glover is exploring the possibility of the Libraries' involvement in the Senate.
  
  

Management Council (next mtg: 8/18): Nothing to report.

Dean's KULSS (next mtg: 9/7): Hasn't met yet.

Concerns to bring up with the Dean:

• From the KULSS General Meeting survey: Get the Library Assistant and Library Associate job categories on KU's HR/EO moved from Category 4 (Secretarial/Clerical) to Category 5 (Paraprofessional/Technical)

 

Other Issues

Group 1 Representation:

• As there is currently no Group 1 Representative, Jill Becker proposes we send an email to the Group 1 members identifying relevant parts of the Code (Article V.1.B), to see if they want to identify someone to serve as the rep for Group 1 or absorb it into other groups. We would need to hold another election to select a representative or, according to the Code, the Executive Board can divide Group 1 into other groups.
  • Jill will send an email describing what the duties will entail and the time commitment involved (approximately 1.5 hour biweekly meetings, about 1 hour allotted to correspondence with Group 1 members - 4 hours per month total. The time commitment will increase when we're planning an event).
  
  

USS Senate:

• There are 2 openings for Senators on the USS Senate.
  • Forward Mary Ann Baker's email about serving on the Senate to the group members.
  • Robert will ask Mary Ann about the time commitment involved.
    
    

Updating the KULSS Code:

• A ballot was drafted in 2005 to update the language of the Code to reflect the change from the Classified Conference to KU Libraries Support Staff, and to edit a section on the Libraries' Grievance Committee and a section on the Personnel Committee. We can use this ballot as a starting point for creating a current ballot to update the Code. Things to include in this ballot:
  • Change CC to KULSS.
  • Update the Grievance, Personnel, and PRC committees.
  • Include a section that minor semantic changes to the Code can be made without a vote. Borrow the wording from LFPA's Code regarding making minor changes to the language of the Code.
• PRC has been suspended indefinitely until it is needed again, at which time it can be reinstated. Since PRC is a joint committee with LFPA we should wait until they have their meeting on September 23rd before considering updating the KULSS Code to reflect the status of PRC. Once they make a decision about updating PRC in their Code, then we can put it on the ballot to update ours.
  • Jill isn't able to attend the LFPA meeting. If Meredith is unable to attend then Julie will go.
    • Meredith sent notification that she will be available to attend the meeting.
      
      

Misc:

• The ownership of the KULSS-L listserv needs to be updated so Kristin can update the names on the list. Former Exec members need to be removed as owners from the listserv. All our previous requests have gone unanswered.
• Kristin also does not have access to the KULSS G drive. Jill will ask Mary Roach about the G drive and the listserv.
• The Staff picnic is scheduled for Saturday, September 18th. 'Dad' Perry park has already been reserved. Add the picnic to the next agenda and we'll discuss it and possibly make a flier. Jill will also communicate information about the picnic with the LFPA Chair.

 

Next Meeting's Action Items

WHO?	BY WHEN?	WHAT?
Robert	ASAP	Ask Mary Ann about USS Senate time commitment.
Group Reps	ASAP	Forward USS Senate info to groups.
Jill	Next Mtg	Draft email to Group 1 regarding representation.
Group Reps	Next Mtg	Double check membership lists & send corrections to Kristin.
Jill	Next Dean's Mtg	Invite Julie & Nancy to the next meeting with the Dean.
Jill	Next Mtg	Contact Mary Roach about accessing the KULSS G drive & listserv.

 

Parking Lot
(Items to be aware of for the future, not necessarily discussed in current meeting)

Next Meeting: Thursday, August 26, 10:00-11:30 at Milton's