Present: Jeff McAdams (Chair.), Mike Rusche (Vice-Chair.), Kurt Blythe (Secretary), Monica Claassen-Wilson (Group I Rep.), Kevin Fussell (Group II Rep.), Mary Ann Baker (Group IV Rep.)
Absent: Denise Swartz (Group III Rep.)

All present have updated Outlook distribution lists, including the CCEB email list titled kulceb-l.

Effective communication between Representatives and constituents was discussed at length.

Mike was congratulated for his work on the CCEB website. More work is slated for the future, but will have to wait for Retrieval Services to stabilize after its recent disruption caused by loss of staff, namely Jesse Bryson and Kurt Blythe.

The notes from Jeff’s and Mike’s July 28 meeting with the Dean and the Personnel Officer follow:
Ø Progress on new evaluation system
o This is university wide, and a working group is being formed. Once the group is formed they will develop a tool for evaluation. It is unlikely that anything will be applied this year. Hopefully, they will start next year.
Ø Progress on new time in/out system.
o They have looked at five vendors and chosen one to do a demo on. Aug. 14 will be the date.
o Shannon Royer sent an email to the payroll list serve. The people who handle the time cards for their departments can attend and make comments.
o This will not necessarily be the one they choose, but barring any glaring problems during the demo it will be the frontrunner.
Ø External keypads for Watson – update.
o Nothing so far. This is a priority, but with all Kent is doing right now, it hasn’t happened yet.
o The main reason for this is for better control of security of Watson. There have been reports of doors left open and a theft in Anschutz recently. KU Police apparently do not patrol the area adequately.
Ø Tuition assistance for courses, taking courses and direct supervisor’s denial.
o They agreed there should not be any resistance to taking courses and tuition assistance requested through existing forms.
o The only consideration they mentioned was if a department was going through a tough time crunch period where jobs hadn’t been filled and people were on double-duty. They were not aware of such a situation right now.
Ø Any new state directives?
o Nothing right now.
o State portal/Ku portal [personnel online accounts] will open soon. Not sure when, though. Should be August, but could be later. When this happens, we will get our pay stubs electronically through this online account.
Ø Organizational Changes
o From the July 9 Management group meetings I mentioned Stella spoke about some organizational changes prompted by the recent surveys.
o The first big step in this will be the Reference Roundup on Aug. 15. About fifty people will attend. Jenny Mehmedovic will mediate this group discussion. The purpose is for all to brainstorm what the Libraries can do to better serve the KU community, and what changes need to be made. Based on these ideas, new programs and changes might occur. This will be the launching pad for any new ideas.

The Aug. 25 meeting with the Dean and the Personnel Officer will have on its agenda the Reference Roundup, campus phones in the Libraries, the recent spate of reclassifications, low morale in Spencer Research Library, the loss of flex time in Spencer, the Human Resources committee of which Sandy is a member and their progress on the statewide evaluation of the LA series, the question of how a cross-training program might still be possible given less static job descriptions, a discussion with Sandy about the need to review the procedures and forms of Classified Employee of the Year Award (CEYA), and recourse for copiers that steal money in the context of paper jams, mistakes, and the like.

The pending Reference Roundup was discussed. Jeff received an invitation to attend and he will report the meeting back to CCEB.

A discussion was held on the new look to job vacancy notices, specifically that dealing with the fluidity of job descriptions as evidenced by this line, taken from a current advertisement: “This position is currently assigned to the Interlibrary Loan Unit. However, based on continual assessment of the KU Libraries' staffing needs, the position could be re-assigned to other functions within the Retrieval Services Department or KU Libraries.”

CCEB discussed time in/out proposal and keypad entries and the possible ramifications of both.

The charges of Classified Conference Personnel Committee (CCPC) are as follows:
Standing Charge – The Personnel Committee shall be composed of no less than three and no more than seven members appointed by the Executive Board promptly following election of that board. This committee shall be concerned with personnel issues, including but not limited to: personnel policies, procedures for job description, position reclassification, working conditions and dissemination of information pertaining to salaries and other staff benefits.
Additional Standing Charges:

1. Set up a mechanism to be alert to news stories related to Classified Staff welfare and disseminate the location of news to Classified staff in a timely manner.
2. Check with the Library Administrative Office to compile a current list of library committees and governance structure and who is assigned to what. If possible also determine the purpose/responsibility, frequency of meetings and composition of committee. Provide list and information to CC membership and maintain accuracy with periodic updates. Keep website info current as well.
3. Compile and maintain a current list of CC members and administrative committees on which they are interested in serving.
FY04 Charges:

1. Continue to explore the possibility of cross-training / rotation for assisting other departments/units in times of need.
2. Follow up on the Classified senates investigation on tuition assistance for internship hours.
3. Continue to develop departmental organizational schemes – who supervises whom; who, in general, does what, etc.
4. Look into the various time in/out rules of different departments around campus.
5. CCEB may add charges as necessary.

The minimum number of participants in CEYA has been achieved, but more help would be appreciated.

Mike has nothing to report from committees and has volunteered to catch up on the activities and purpose of Planning and Resource Committee (PRC) from Bob Marvin and Sue Hewitt.

Kevin Fussell reports that Group II has added 3 new LA I’s.

Kurt will speak with Barry Bunch about the possibility of catching up the University Archives with the minutes from past CCEB meetings.

Jeff will find out the difference between Department Heads meetings and Management Council meetings.