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KULSS Exec

Meeting Minutes

Thursday, June 12, 2008
Watson A, 1:00-2:30pm

Present: Jill Becker (Chair), Nishon Hawkins (Vice Chair); Angie Rathmel (Secretary); Denise Swartz (Group 1); Sarah Thomas (Group 2) ; Julie Warrick (Group 3); Robert Szabo (Group 4
Absent:

Approval of 5/29/08 meeting’s minutes.
DONE

Approval of previous meeting’s action items

WHO?                     BY WHEN? WHAT?

1. Angie

DONE

Email nominees for Bios

2. Angie

DONE

Email above action item to kulcc-l

3. Jill

DONE

Get new General Meeting date on Lorraine’s calendar

4. Denise                 

NEW ACTION

Get food for General Meeting.

5. Group Reps

NEW ACTION

Send out General Meeting announcement.  Request questions for Q&A with the Dean.

6. Group Reps

June 20th

Email groups to promote the mentoring committee presentation at the June 20th All Staff Meeting

Group Reports:
Grp 1:  Acq/Ser, Reference, Collection Development, Administration, Facilities

  • LA position in Serials Ordering search closed, reviewing applications.
  • Looking at space configurations to accommodate new Serials Ordering Unit (3-4 staff)

Grp 2: Cataloging

  • LA position ( 3 year limited term) search closed, reviewing applications.
  • A project to expand the space in Room 240 Watson to allow for more efficient processing of Annex materials is nearing completion.

Grp 3: Access Services, Mail Room, ILL

  • Per Kent's email re: projects for Watson
    • The project to install a sump pump in Watson level 1 east nears completion- We will try to get the space cleaned up and the books back in order shortly.
    • Tentative plans call for carpet installation in Watson 3rd east for the week of July 14.  This will involve significant disruptions in services as this work proceeds.  The service desk will be relocated in parts to allow carpeting to be installed.  All public computer workstations ( on some type of rotating schedule) will be out of service for a day or two.  We will re-carpet around the Reference Collection stacks at this point.  As the reference review project completes and the Catalog Department begins relocating materials, plans will be developed for the temporary removal of the ref stacks to allow for the installation of new carpet.  Re-installation of the shelving and collection in its new location will occur as quickly as possible.
    • The Watson security gate will be moved a few feet into the building to allow better control by Desk Staff- at the same time the carpeting project is completed.
    • Service desk site preparation continues.  We believe that all electrical work has been accomplished.  Networking moves will take place around the first of August.  We do not have ship dates for the desk area equipment yet, nor for the desk itself, and thus cannot project installation dates for this phase of the work yet.

Grp 4: Anschutz, Annex, Art, Engineering, Music, RCL, Spencer   

  • ANSCHUTZ
    • Campus electricians have been engaged in projects to expand the number of electrical outlets near tables and carrels in Anschutz levels 1 and 3, and in the Art and Architecture Library.  We believe this work will be scheduled shortly.
  • ANNEX
    • N/A
  • ART (submitted by Ann Snow)
    • N/A
  • ENGINEERING
    • N/A
  • MUSIC (Submitted by Nancy Hawkins)
    • N/A
  • RCL
    • N/A
  • SPENCER (submitted by Mary Ann Baker)
    • The Spencer Library fire alarm project is moving ahead.  Technicians are installing wiring and detectors on level 3 of the Library.  The original dates for this project suggested completion in July or August.  No  updates have been provided at this time.

Committee Reports
University Support Staff (USS) Senate (Submitted by Mary Ann Baker)
No report.

University Committee on Libraries (UCL – submitted by Nancy Hawkins)
No report

Diversity Committee
No report

IS Development Council (ISDC)
Open Session 6/12, 10:30 – 12 Gridiron Rm in the Burge Union notes below. Will give an overview and "how-to" of the Unconference wiki at the All Staff Mtg June 20th.

Survey

  • Preliminary summary provided on each question. 
  • Summary and “raw responses” will be made available from ISDC web pages in the near future.

Kick-off/suggestion box 

  • The original idea for the suggestion box came from the Kick-off as a way for people to anonymously submit development concerns/ideas.  There are currently boxes in McCollum, Computer Center, Watson, and Anschutz. Members of ISDC have been identified who will regularly check each box.
  • The reality has been some concerns/ideas coming in that are likely beyond “development”.  We will make sure these get forwarded to the appropriate person.
  • The idea was also suggested that we post the concerns/ideas on the intranet and then note the action steps. ISDC will try to develop this.
  • ISDC is investigating an online version of the physical suggestion box. This could possbily incorporate into the wiki, and as such would not be anonymous.

Unconference

  • Information was provided on the Unconference wiki from what information is there to how all IS staff can go in and edit.
  • Staff interested in a certain topic on the wiki can find the page that has the topic they are interested in and then click the “watch” tab at the top.  Those staff will then be emailed when an edit has been made to the page.
  • ISDC will identify one person who was at each session to be a contact for that topic. Interested IS staff can then contact that person for XYZ.
  • ISDC will summarize and identify themes from the information gathered at the Unconference.

Overall

  • A “discussion board” format was suggested by attendees as a means of allowing others to contribute ideas to comments made.  This actually is in fact how we plan to utilize the wiki.
  • ISDC has been exploring means to allow staff to email all members of ISDC by emailing one email address. This is being explored and we will let staff know when it is ready.

ISDC next steps

  • Over the next month, ISDC will finish summarizing the information received and report back to Denise and all of ISDC. This report will include themes gathered so far as well as recommended actions.
  • Bayliss- comment on a guide to think about organized plan of guidance --- Lars working on how to write this one.

IS staff next steps

  • All IS staff are encouraged to at least review the information on the website. We also encourage everyone to add additional comments on the wiki.

                                              

Mentoring Committee (submitted by Nancy Hawkins)
REMINDER: Friday, June 20th, at 10:00 the KU Libraries' All-Staff Meeting will be presented by the Mentoring Committee for the purpose of informing attendees about our work. We hope to make this a very interesting meeting with visual aids, hand-outs, and maybe even song and dance--who knows! (Nikhat Ghouse is chair of this dean-appointed committee.)

Planning & Resources Committee (PRC)
No report.

 

General Meeting
On the calendar for June 19th, 2008, 10am-11:30pm. Flyer and request for questions for the Dean was sent out this week.

Meeting Updates

Action Items for next meeting:

WHO

By WHEN

WHAT

1. Sarah

June 19th

Get food for general meeting

2. Group Reps

June 13th

Email groups about Genreal Meeting and Q&A for dean.

3. Group Reps

June 20th

Email groups about Mentoring Committee Presentation at All Staff Meeting.

 

Next meeting will be our General Meeting June 19th in Watson A&B from 10-11:30am.

PARKING LOT:

  • Make up a written plan for Staff Development for future KULSS
  • Review Grievance Committee