The Social Media Policy (Policy #60) has been approved by the Library Managment Team and is now available on the Libraries policy website (https://libraryguides.missouri.edu/librarypolicies/policy60).
The Social Media Policy (Policy #60) has been approved by the Library Managment Team and is now available on the Libraries policy website (https://libraryguides.missouri.edu/librarypolicies/policy60).
Present: Ellen Blair, Shannon Cary, Michael Holland, Corrie Hutchinson, Jeannette Pierce, Ann Riley, Ernest Shaw, Deb Ward
Guests: Ryan Bish, Mike Muchow
Ellis Library Reading Room 202 Rearrangement Proposal
Mike Muchow and Ryan Bish presented a proposal from the Ellis Library Space and Facilities Advisory Committee to move counter high shelving from room 201, which holds oversized books, to room 202. The proposal also included the recommendation that the counter high shelving on the 3rd floor, which holds indexes, be moved to room 202. They presented several possible configurations for room 202.
ACTION: LMT agreed that something similar to the Plan B option, which would allow the tables to be spaced out and the shelving to be placed on the south and east sides of the room, would be the best option. It was stated that they would need to make sure the room setup was ADA compliant.
ACTION: It was agreed that this could take place after the spring semester was over, and the rooms could be closed down while work was being done.
Long-Range Planning Committee Report
Mike Muchow presented the Long-Range Planning Committee’s final report.
ACTION: It was agreed that this report and the AdZou documents need to be shared with everyone. Ann stated that she had already sent the Long-Range Planning Committee Report to the Library Committee. Ann asked the LMT members to read these documents before the retreat.
Changes In Administration
Ann updated LMT on changes in the Ellis Library administration office. Kathy Peters is being trained to take over as interim fiscal officer when Ellen Blair retires.
Present: Ellen Blair, Shannon Cary, Sheryl Cullina, Michael Holland, Corrie Hutchinson, Pat Jones, Jeannette Pierce, Ann Riley, Ernest Shaw, Deb Ward
Social Media Policy
Mike presented the policy which was created by the Social Media Team. LMT agreed that overall it was a good policy. Their only suggestion was that a reference to 330.010 Personal Conduct of Employees be added to the last paragraph.
ACTION: The Social Media Policy was approved with a minor addition.
After Hours Use of the Census Research Data Center Policy
Mike presented the policy. Jeannette asked if we would get push back about the part of the policy that states that visitors may not bring guests into the building due to safety reasons. LMT members agreed that safety measures are in place and this section of the policy should remain.
ACTION: The After Hours Use of the Census Research Data Center Policy was approved.
ACTION: Mike will present both policies to Library Assembly.
Present: Ellen Blair, Shannon Cary, Sheryl Cullina, Michael Holland, Corrie Hutchinson, Pat Jones, Jeannette Pierce, Ann Riley, Ernest Shaw, Deb Ward
INFORMATION ITEM: Deb stated that HSL is investigating changes to their relationship with OCLC that could potentially eliminate monthly cataloging and ILL subscription charges but would still allow them to accrue credit fees for the system. We need to find out if the OCLC savings would actually be there, or if it would just amount to a cost shift to the primary subscription. We don’t know if the code change would be simply a global change or not. LMT members were agreeable to this idea, pending further investigation of how OCLC charges work.
ACTION ITEM: Deb and Corrie will be investigating changes to HSL’s relationship with OCLC charges and how these changes would affect library services.
INFORMATION ITEM: There were two details of the budget that LMT members wanted to make sure that staff were clear about. There will be a 5% cut to their student worker budgets with no money for discretionary increases. Also, the LSO budget is cut by 5% just like the rest of the MU Libraries budget.
INFORMATION ITEM: LMT plans to hold a retreat on Wednesday and Thursday of Staff Appreciation week, which is May 18 and 19.
INFORMATION ITEM: There was a quick discussion of the cuts in hours to Ellis Library. It was agreed that cuts could start in the summer session. (NOTE: This is still being discussed.) Branches will operate their regular hours as they see fit. Ann is meeting with MSA about the possible cuts to hours at Ellis Library in the fall.
ACTION ITEM: Jeannette and Shannon will meet with the appropriate staff to make decisions about changes to the fall hours for Ellis Library.
INFORMATIOM ITEMS: LMT members agreed to hold a celebration of the new Centennial acquisition. It will be a punch and cookies reception sometime before the end of school. April 18 was discussed as a possible date.
INFORMATION ITEM: LMT further discussed the IT Transition Plan and how it may affect the Libraries. Several concerns were expressed about the effort to more centralize IT support. The Libraries will seek out more information and further address concerns.
INFORMATION ITEM: The Library and Library Committee have been trying to communicate as much as possible to the Faculty about the upcoming journal cuts and the Wiley/Elsevier review project. Several selectors have been invited to department meetings to further the discussion with faculty. A Journal cuts website is in the final stages of being created. The purpose of the site is to solicit faculty input about specific titles. The Libraries are also looking at the bundled packages offered by Wiley and Elsevier. The contracts of these expensive vendors (which represent over 1/3 of our materials budget) are up for renewal this summer. When the Libraries go into negotiations to renew at a lower price, we will need to know what titles can be cut and which titles must we keep or get through another vendor.
INFORMATION ITEM: LMT would like to investigate two potential projects that involve collaboration with Wikipedia.
The Provost and University Relations will be consulted and informed as the Libraries consider both of these exciting endeavors.
INFORMATION ITEM: the Award for Academic Distinction Ceremony will be held Sunday, April 24th, 4:00-5:00 p.m. in 201 Ellis Library. This organization sought us out two years ago and wanted to specifically have their event take place in the Ellis Library Grand Reading Room.
INFORMATION ITEM: LMT will make sure a representative from the Libraries will be present at the University of Missouri Undergraduate Honors Convocation that occurs Saturday, May 14th, 8 a.m. The invitation requested a Director or Associate Director attend in full regalia to help lead the procession.
INFORMATION ITEM: LMT resolved to take part in the Library Diversity Alliance that is being created between Academic Libraries. The goal of the effort is to offer fellowships to newly graduated Librarians of underrepresented groups. Libraries are urged to ask for supplemental funding from their home campuses and local organizations. The Library will take part in the Alliance will plan to request funding from various MU diversity initiatives.
INFORMATION ITEM: Library Committee and Faculty Journal Communication. The Chair of the Library Committee, Rabia Gregory, sent a letter to faculty about the journal review process. The Libraries’ Collections Steering Committee (CSC), is working on a follow-up message from the Library to help clarify. The Libraries will need to review our current subscriptions and have faculty input by time we go into renewal negotiations this summer. The uncertain budget situation and the vendors’ practice of “bundling” our subscriptions complicate the process. We do not know how many titles we have to cut nor do we know how decisions about each title will affect our cost until we get into negotiations.
INFORMATION ITEM: Associate CIO of MU Beth Chancellor joined LMT to discuss the IT Transition Plan. The goals and principles can be found at: http://transition.missouri.edu/ DoIT hopes to create a hybrid model between central and decentralized structure. The departments will still hire and set priorities for IT staff. Central IT will be integrated to help balance the IT side of managing. There was much discussion where the Libraries stressed the uniqueness of Library IT needs.
INFORMATION ITEM: The Ellis Library Space and Facilities Advisory Committee submitted a list of projects and priorities to LMT for review. The list will eventually be sent to Campus Facilities. The Vice Chancellor of Operations agreed to invest in $100K worth of Library improvements. ELSFAC will modify the list taking into account LMT’s guidance and suggestions.
INFORMATION ITEM: The Library will submit a funding request to the Student Fee Capital Improvement Committee to increase and improve the seating in the Bookmark Café.
INFORMATION ITEM: University Budget – MU Budget Director Rhonda Gibler reported to the Council of Deans that the MU student enrollment for Fall 2016 appears to be down based on projections. We won’t really know for sure until late April. Meanwhile, the state currently has a slight increase to our Budget allocation. But that could change. The Budget Office is hopeful that the state allocation and enrollment will remain approximately the same as last year. Ann Campion Riley continues to pursue alternate funding with Campus Admin and other MU divisions.
INFORMATION ITEM: Ann Campion Riley presented at Faculty Council last week with Chair of the Library Committee Rabia Gregory. Ann shared with them the budget pressures and challenges of our Library.
INFORMATION ITEM: Friends of the Library luncheon will be April 16th in Room 201 Ellis Library.
INFORMATION ITEM: The Ellis Library Space and Facility Advisory Committee (ELSFAC) is pulling together an application for another grant from the Student Fee Capital Improvement Committee (SFCIC) to expand the Bookmark Café. The proposal would expand the café from around 60 to 90 seats.
ACTION ITEM: LMT approved revisions to the Media Permission form and procedure. Individuals seeking to photograph or record in Ellis Library will need to see Ellis Library Security for approval and a review of the privacy and permission issues. They will only be required to get further permission from Library Administration if they are working on a news story or class project. All other aspects, such as needing to have a signed permission form with them while taking pictures or recording, will stay the same.
ACTION ITEM: LMT approved revisions to the Room Reservation Guidelines as recommended by the Events Team. The revisions update the guidelines and add information about the reservation and use of 114A Ellis Library. The revised guidelines will soon replace the ones posted on the staff web page below the link to reserve meeting space.
INFORMATION ITEM: Jeannette Pierce would like to formalize changes in the structure and make-up of the Public Relations and Marketing Committee. They will require some rewriting of appointment letters and committee charges. Jeannette will meet with Sheryl Cullina to discuss how to formally make the changes.
INFORMATION ITEM: A Centennial acquisition has been chosen by Special Collections. It is a processional, from France, dated 1510-1540. The manuscript is in Latin. Key users of Special Collections were consulted on the decision and are very excited about the purchase as is everyone in Special Collections. Funding will come from NEH acount.
INFORMATION ITEM: Staff Development Committee has invited Paul Ladehoff, Director of the MU Center for the Study of Dispute Resolution, to present the key concepts in the book Difficult Conversations: How to Discuss What Matters Most. The event will take place March 2nd at 10:00 a.m. in 114A Ellis Library.
INFORMATION ITEM: Jim Cogswell will soon be scheduling meetings with the various Library Departments to talk about development ideas. Jim will be inquiring what departments might need if a donor wanted to give a specific dollar amount for something meaningful to the Libraries.
INFORMATION ITEM: LMT was asked to encourage all Library Employees to attend the HR Training on Civility and Respect which will take place February 9th, 1:30-3:00 p.m., in 114A Ellis Library. The session will be facilitated by Marlo Goldstein Hode.
INFORMATION ITEM: Ann Campion Riley shared the latest Budget Report from fiscal officer Ellen Blair prior to the meeting. Ann continues to work with the Provost’s office identify more sources of funding. Internally the Libraries will look for as many savings as possible in E&E portion of the budget and put a hold on all hiring except the absolutely necessary. The Libraries will continue to communicate often to faculty about the budget through the selectors and the Library Committee.
INFORMATION ITEM ITTP Update – Ernest Shaw continued a review of the campus IT Transition Plan which was started at the end of the previous LMT meeting. Discussion ensued about the grouping of the Libraries in the cluster of desktop support teams that includes the departments: Law, Business, Education, Engineering and Journalism. It was agreed upon by LMT that being grouped with or treated like the departments with more similar missions and service structure such as Academic Support and ET@MO would make more sense. These departments are currently not taking part in the IT transition. Ann Riley will contact the chair of the ITTP team to explore the possibilities for participating in the transition to the extent that we experience the benefit to desktop support while possibly being treated like Academic Support and ET@MO for the other aspects of the IT transitions.
INFORMATION ITEM Mike Holland shared a draft of the official Request for Space Allocation document that Gary Ward, MU Vice Chancellor of Operations asked the Libraries to submit for the future use of the area in Ellis Library currently occupied by the State Historical Society. The State Historical Society is building its own facility and hopes to move out of the building in approximately two years. Mike tried to stress the inadequacies of spaces now being used by Archives in Lewis and Clark Hall. He also stressed the advantages of combining the staff of the Special Collections and Archives into a shared or nearby location. He concluded by pointing out that this move would free up space in Lewis and Clark which has been needed and requested by School of Health Professions. LMT provided feedback on the document. Mike Holland and Pat Jones (who is the building coordinator for Ellis Library) will work on the final request and the Library will submit soon.
INFORMATION ITEM LMT discussed “situationally critical employees.” These are individuals who would be required to physically come into work or coordinate library services from home in the event that the campus is unexpectedly closed. This has most often been due to severe weather. In such cases, the University Administration has strongly encouraged the Library to keep at least Ellis Library open so that students who live on or near campus have a place to go, study and/or research. The Libraries have done this several times over the past couple years. This effort to identify and clearly communicate situationally critical employees will solidify the process and make it clear to everyone what is expected in these exceptional circumstances.
It is generally expected that in the event that the campus is closed:
Ellis Library will be open 9 a.m. to 5 p.m. These employees will be responsible for maintaining services:
Security = Dana Houston, Will Schmitt and Edwin Davis
Access Services = Kat Stone Underwood
RAIS = Cindy Cotner will coordinate services (and determine if the desk will be staffed or if only virtual reference will be offered).
LTS = Ernest Shaw and Bryce McDonald will be contacts to make sure the Library computers running and the Library resources are available.
The Health Sciences Libraries will make the determination of what hours or services they will offer depending on the specific instance and will designate who will be responsible at the time.
The other Specialized Libraries will generally be closed.
INFORMATION ITEM: Ann Riley presented a request to the MU Information Technology Committee on 12/7/15. The proposal/request asked for a one-time $650,000 allocation from the committee’s funds to help pay for electronic journals and resources. Ann reported that the reception of the committee was positive and they made a motion to approve the request. The matter went to a vote by email which is still in process. Ann is confident that the measure will pass.
INFORMATION ITEM: Library Committee Update: The committee met immediately prior to LMT. They are very concerned about the Libraries’ budget situation, especially how it may lead to materials cut. They stress again that no material should be cut without faculty consultation.
INFORMATION ITEM: Alternate funding – at the last meeting, LMT discussed whether or not the Library should submit a proposal for a supplemental fee. Ann Riley mentioned the idea to the Provost and Deputy Provost this past week. The Provost Office is seeking advice from the Universities’ legal counsel to confirm that if the fee was not assessed against all students then it will not need to be voted on by the students.
INFORMATION ITEM: Open Access document – Ann Riley had presented a document about Open Access to the Library Committee. Committee member Dr. Elizabeth Chang offered to work with the OA Committee to finalize the proposal and take the initiative to Faculty Council for their vote of support. Ann would like to invite the OA committee to the next Library Committee meeting. Similar initiatives have been taken to Faculty Council before with little success or enthusiasm. However, we might finally be at a tipping point where this could get some traction. Key reasons include:
INFORMATION ITEM: OER at MU – Jeannette Pierce reminded LMT that the library is coordinating an Open Educational Resources (OER) interest group on campus. The primary focus is on how to reduce the cost of textbooks for students. Jeannette has turned the coordinating of this group over to User Engagement Librarian Grace Atkins.
INFORMATION ITEM: Library Annual Report – this time of year, the Libraries receives many annual reports from peer research Libraries. LMT is considering if we should compile one. It would be another tool to help tell the Libraries’ story. Ann has asked Shannon Cary to find out how much such a publication would cost. If the Libraries proceed with plans to compile, it would be based on the Fiscal year that ends June 30th each year. Along with budget numbers and stats which we already collect for an annual statistical report, the annual report would include more data and text.
INFORMATION ITEM: Budget Planning – Ann Riley has recently heard that the Libraries will be scheduled to present to the campus Budget Allocation Advisory Council (BAAC). The Library Committee has asked to see the BAAC presentation before it is presented.
INFORMATION ITEM: UMLD expansion – Vice President of Operations Gary Ward is still on board with the UMLD expansion; however the project will have to wait until next year.
INFORMATION ITEM: Archives will fill out a space request form to formally request that Archives staff and collections be moved into the former Missouri State Historical Society Location when they move out of Ellis Library. The request will be submitted to Gary Ward who will take it to the campus space planners.
INFORMATION ITEM: IT Transition – Ernest Shaw: Many people have asked if the IT personnel will still transition to a centralized model now that the administration leadership has changed. So far the answer has been; yes, it will. A map was recently distributed showing the assignments of what IT personnel teams will be responsible for what buildings. The teams were dispersed with geography, size and needs kept in mind. Ernest thinks how they have us partnered is workable. There is some concern about where and on what level the Library appears on the org structure of the plan. Ernest reminds that this is just a draft. The comment period is still open and not all the University divisions will transition to the centralized model at the same time. Some of the changes will be good – desktop help could be enhanced and more responsive.