Present:  Gary Cox, Cathy Heckmaster, PT Martin, June DeWeese, Laura Buck, Stephen Stanton, Will McCrary, Jim Cogswell, Suzy Bent, Kat Koehn, Bette Stuart

Agenda:

• Review the Charge (consult Charge document, below).
• Discuss organization and future meetings.

Stephen Stanton was appointed Recorder

Bette Stuart will be the first Chair

Will McCrary will be the first Vice-chair

Lots were drawn to determine rotations, as follows:

One year:            Alla Barabtarlo, Suzy Bent, Bette Stuart

Two year:            Stephen Stanton, Will McCrary, Gary Cox, Cathy Heckmaster

Three year:         June DeWeese, Laura Buck, PT Martin, Kat Koehn

The Charge: The Library Assembly is the logical extension of the Library Council, a way for people representing their constituencies to inform and be informed ahead of the News Notes or hearsay.

Full text of the charge:  http://mulibraries.missouri.edu/staff/admin/hr/Library_Assembly_Proposal.htm

Organization and Future Meetings: Meetings will be 1pm-2pm on the 4^th Tuesday of each month.

All meetings will be open; guests wishing to speak must contact the Chair in advance of the meeting.

The Assembly will evaluate itself after a year, with each member evaluating the appropriate areas of expertise.

Proposed topics included construction and road closings, presentations on changes to retirement plans where Tim Rooney or Betsy Rodriguez might inform and field questions, clarification of the new Fair Use rulings.

Communication will be primarily but not limited to a distribution list.  Agenda items should be presented to the chair a week before meetings if possible advance knowledge being helpful.

PT Martin will request a room for the next meeting.

Next Meeting: Tuesday, August 24^th, 1-2pm, location TBA.

The meeting adjourned at 1:56pm.

Respectfully submitted,

Stephen Stanton

Proposal for Establishment of a Library Assembly, 3/10/09

I.                    Charge

A.      The Library Assembly will serve as a communications group and forum to share information across units. It is advisory to the Director of Libraries.   Operational matters may be discussed as informational items when presented by members of other internal library groups.  Matters that need decisions or actions will be referred to the appropriate library entity. The Chair or the Library Director may poll the Assembly, but it is a non-voting group.

B.      All members of the Assembly are responsible to communicate reports of the Assembly discussions to their respective areas and to solicit information and questions from those areas for presentation to the Assembly as needed.

II.                  Membership

A.      The group shall consist of representatives from within the MU Libraries. Representation is defined in Appendix A.

B.       Members shall be elected each June to staggered three-year terms, with all terms beginning July 1 and ending June 30. (In the first year establishment phase, elections should occur shortly after the establishment of the Assembly. Those elected will draw lots for length of terms).

C.      If for some reason an elected member cannot attend a meeting or meetings, an alternate shall be designated by the respective Department Head.

D.      All benefits-eligible staff and faculty members are eligible to serve and each will be listed on the annual ballot if not already an elected member. The Administrative Office shall provide ballots each June in consultation with the Assembly officers. Assembly members are elected by simple plurality of votes cast.

III.                Ex-Officio members

All members of the Library Management Team are ex-officio members of the Assembly.

IV.                Officers

A.    The Assembly shall have three officers: Chair, Vice-chair and Recorder. The Assembly members shall elect from within their membership two officers each year, a Vice-chair/Chair-elect and a Recorder, each for a one-year term.  The Vice-chair will succeed to the Chair each June, and serve one year as Chair. (The first year a Chair will also need to be elected)

B.    Duties of the Chair are to officiate at meetings, set a monthly meeting agenda in consultation with the Library Director, and to ensure orderly operation of the Assembly.  The Chair may not serve consecutive terms, but may be re-elected after a break in service from Assembly office.

C.    Duties of the Vice-chair are to assist the Chair, officiate in his or her absence and to solicit information from committees and task forces as needed.

D.    Duties of the recorder are to take minutes at meetings and distribute previous minutes no later than one week after each meeting. Current agendas must be sent to members at least three days before meetings. The Recorder will forward approved minutes to the Communications Officer for publication in News Notes and posting on the Library web pages. He or she will also inform the Library Administrative Office of the need to hold elections each June. The Recorder will serve one year and may be re-elected.

V.                  Meetings

A.      Meetings will be held monthly and scheduled by the Chair in consultation with the Director, and follow appropriate rules of order.

B.      Each meeting will include time for announcements and the opportunity for discussion by members. Other university staff and campus offices may be invited to report as desired.

C.      All meetings are open meetings, but guests wishing to speak must contact the Chair in advance of the meeting.

VI.                Staff Representative Committee and MULAC liaison

A.      The Vice-chair shall communicate as needed with the Staff Representative Committee Chair.

B.      The Vice-chair shall communicate as needed with the MULAC chair. The two groups are separate, cooperating groups with different functions.

VII.              Assessment

A.      The elected officers and the Library Management Team will seek broad input to assist in evaluating the effectiveness of the Library Assembly after each year of operation.

B.      Those officers and Library Management Team will report the results of the evaluation to all staff. They will make recommendations and seek suggestions for the future operation of the Assembly.

Appendix A:  Library Assembly representation 3/1/10

“Each department shall have one representative” cf. Assembly Proposal

Department is defined as the first subdivision directly under a division head (currently Mike, Ann, Deb, Jim)

Representation:  One member each elected from:

Reference (includes Gov Docs)

Access (ILL, Circ, UMLD)

Cataloging

Acquisitions (includes Physical Processing

Branches (except HSL)

HSL

Administration (Development, Business manager, HR, PR, other)

Archives

Security

Members of LMT (Ex-officio)

SRC Chair (Ex-officio)

MULAC Chair (Ex-officio)

Newly-elected members:

Alla Barabtarlo                        Special Collections                  2010-11

Suzy Bent                               Cataloging                              2010-11

Laura Buck                             Health Sciences                       2010-13

Gary Cox                                Archives                                 2010-12

June DeWeese                         Access Services                      2010-13

Cathy Heckmaster                  Administration                       2010-12

Kat Koehn                              Security                                  2010-13

PT Martin                                LTS                                        2010-13

Will McCrary                          Engr/Math/Journalism            2010-12

Stephen Stanton                      Reference                               2010-12

Bette Stuart                             Acquisitions                           2010-11