University Librarian's Cabinet: Minutes of the September 23, 2003 Meeting

Present:

Agnew, Boyle, Fultz, Gaunt, Mullins, Puniello, Sewell, Tehrani

Videoconference:

Golden (from Camden)

Guest:

Nancy Hendrickson

University Librarian's Report - Gaunt

• State of the Libraries: Planning Committee met with Gaunt to discuss ideas for State of the Libraries. In an effort to showcase involvement throughout the libraries in the DLI, their suggestion was to use the acquisition of electronic resources as the focus of the program because so many people are involved - from selection, acquiring, descriptions, technical availability, answering questions, etc. Gaunt will do an overall update on where we are. Gaunt will also ask Karen Kavanagh, Vice President for Administrative Affairs, to be the guest speaker.
• OCLC RLAC (Research Libraries Advisory Committee) Meeting: Gaunt attended the OCLC RLAC meeting September 15-16. In an effort to strengthen advisory group participation, OCLC is reviewing its entire advisory organizational structure and how they receive feedback from ARL directors. Gaunt discussed the OCLC Learning Task Force White Paper, "Libraries and the Enhancement of Elearning: Not your Older Sibling's Education Anymore," which will be released shortly. She also discussed two other handouts from the RLAC meeting on "Elearning Update" and "Questions about Institutional Repositories." This was Gaunt's final RLAC meeting.
• RLG Visit: Will plan for members of RLG to come for a half-day visit in November with the focus on RedLightGreen, RLG's web-based union catalog and the RLG Cultural Materials Initiative.
• Budget: A one-time $750,000 allocation will be added to the Libraries budget this year. Future planning will determine permanent allocations. We have been asked not to do any cancellations other than what we would normally do to tweak our holdings. In addition to gifts and endowments in your own accounts, Gaunt will contribute $250,000 from the University Librarian's Excellence Fund for collections, and the Libraries should receive $200,000 from the Phonation. Sewell and Hendrickson will make allocations. The University's budget task force will be looking at an all funds budgeting process that the University will be using in the future. We will need to begin working and developing our budget request for next year. We will have to provide justification for requests and documentation for where our money currently is being spent. The University will also be looking at salary savings and each unit's ability to raise money. Will put on a future Cabinet agenda for discussion.
• Gaunt distributed the "Report on External Funds for the Libraries on all Campuses - FY 2002/03," which gives an overview of where external support goes and to assist in future budget requests.

New Budget Procedures - Hendrickson/Gaunt

Hendrickson and Gaunt discussed the "Budget Policies and Procedures for State Funded Accounts," which had been distributed from Nancy Winterbauer, Vice President for University Budgeting. Though not everything in the document applies to the Libraries, Hendrickson highlighted areas that were relevant. There was good news: we will be managing our own salary funds. We are now able to move salary to all funds, which we haven't been able to do in the past. We can also move below the line to salary. Hendrickson cautioned Cabinet on that because each time the salary base is increased, fringe also increases, which will have to come from the Libraries' budget. The cost of accrued vacation time paid to a retiree, whether as regular salary or as a lump sum, is the responsibility of the department. Therefore, vacation carryover of more than a year will no longer be sanctioned. Cabinet members will review the budget procedures in their units and Nancy Hendrickson will report back on implementation procedures.

User-Centered Update - Boyle

Boyle gave update on Public Service Council's discussion of the user-centered concept, which developed from Public Services Policy Memo 1 and the ACRL nomination document. Following Cabinet discussion, it was decided that we will try to dovetail the concept of a focus on users with the work we are doing with the dashboards, so that it becomes a piece of an overall plan of assessment.

Goals for 2003/04 - Gaunt

Following a discussion of FY2003 goals of the Rutgers University Libraries and goals discussed at each of the three councils, Cabinet made a list of goals for 2003/04. Gaunt will pull items together under headings and send out to Cabinet members for a second review. The goals will be finalized at the next Cabinet meeting.

Update on Digital Collection Project Criteria - Sewell

Process is almost complete. The questionnaire has been presented to the Technical Services and Collection Development Councils; Public Services will receive it Thursday. Boyle and Sewell will have to work on the rights and privacy and permissions issue and how to phrase them.

Announcements

Boyle:

• RDS Web Document Delivery: A new Web Document Delivery Working Group has been formed to plan the operational and public service rollout of Web delivery for RDS and Locate & Copy articles. Donna Cryan is leading the group composed of Barbara Garwood, Carolyn Foote, Yoshiko Ishii, Teri McNally, Andy Martinez, Drue Williamson, Christopher Lee, and Barbara Grau.
• PALCI: Public Services Council recommended we participate in PALCI's onsite faculty borrowing and no fee photocopy programs. Our participation is projected to begin October 15.
• SCILS IMLS Training Grant: All staff participating has been notified. Funds for extra staffing to cover their participation will be transferred to a library account; you will be notified of procedures for charging expenditures. Statistical reporting will be done to SCILS.
• NetIDs: Cabinet was reminded that all librarians and library staff should establish NetIDs. Distributed Rutgers policy and rul_everyone subscription list for review.

Agnew:

• Official announcement of the IMLS grant award was made on September 24. Additional money was awarded and a budget amendment made.

Sewell:

• Approval Plan Evaluation Task Force has been established. The Task Force will work with University Procurement and Contracting in the development of an RFP.
• Sewell was highlighted in Libraries in the Information Age: An Introduction and Career Exploration.

Gaunt:

• Lynn Mullins was featured in an article on the Newark Dana Library in the latest Rutgers Magazine.
• The Libraries will cosponsor a talk by Rutgers History Professor Suzanne Lebsock, author of "A Murder in Virginia: Southern Justice on Trial," on "Gendered Passages: Single Women in Historical Perspective," October 14 in the SCC. Dr. Lebsock will sign copies of her book after the talk.

Mullins:

• Mullins attended a tribute to Benny Carter at St. Peter's Church in Manhattan. Ed Berger was the primary arranger and introduced many musicians who played in tribute to Carter. IJS/Dana listed in the program.