Minutes of October 29, 2014 Meeting

Judy Cohn, Adriana Cuervo, Marianne Gaunt (Vice President and University Librarian), Francesca Giannetti, Tom Glynn (Deputy Faculty Coordinator), Karen Hartman, Triveni Kuchi (Faculty Coordinator), Linda Langschied, Yu Hung Lin, Megan Lotts (Faculty Secretary), Laura Palumbo, Jane Sloan, Minglu Wang, and Zara Wilkinson.
Jeanne Boyle
Yin Win Htike, Hlaing Hlaing Gyi (Myanmar librarians), Laura Mullen, Jane Otto

1) Call to order

2) Agenda was adopted with no changes

3) Minutes of the September 24, 2014 Meeting

The September minutes were approved via sakai poll.

4) Report of the Faculty Coordinator (Kuchi)

Kuchi welcomed the Myanmar Librarians. The Special Collections NTT faculty positions have been posted and there will be a discussion later in the meeting. Please let Kuchi know if there are any changes to the agenda for Friday's RUL faculty meeting. The search committee for Vice President Information Services and University Librarian has been formed. Richard Edward's office may notify RUL regarding the composition of the committee soon. The faculty visibility content implementation group will be meeting in November and will report back to PlanCo at a future meeting.

5) Old Business

OA policy implementation plan for the RUL faculty (Mullen & Otto)

Mullen and Otto brought back an updated draft of the Open Access (OA) implementation policy based on previous suggestions by Plan Co committee. Mullen and Otto went through the changes and will update a few additional minor suggestions. The OA Policy is now an official university policy and RUL's model has the potential to serve the greater OA community. Mullen and Otto will present this work at the October 31st RUL faculty meeting.

6) New Business

a) Core competencies report (Gianetti, Cuervo, Wang, Lin, Cohn)

Gianetti presented the sub groups initial process and research. Each member of the team completed a design thinking exercise which resulted in the subgroup coming up with 28 competencies that reflect that range of librarian's professional experience and expertise. These competencies included advocacy, communication, relationship building, "blended" or "boundary-spanning "activities, digital literacy, and pedagogy. The sub group's next step is to create framework for RUL and report at the November PlanCo meeting.

b) MLS requirement for academic librarian positions. Review and update if necessary the "University Library Policy with Respect to Qualifications for Appointment at Librarian Rank policy." (Glynn)

The current requirement of a Master of Library Science degree when we recruit librarians came up recently when we posted a position for an archivist in Special Collections. Three options are: 1) keep the policy as is 2) remove the requirement for an MLS 3) rewrite the guidelines to specify different requirements for archival positions. The committee chose the latter and discussed new language for the policy. The following amended language will be proposed and voted on at the RUL faculty meeting in March:

Candidates for archival positions in Special Collections and University Archives and the Institute of Jazz Studies must possess either a graduate library degree or a comparable graduate degree in which coursework has focused on archival studies.

Report of the University Librarian (Gaunt)

a) CIC- Marianne will be meeting with the CIC Library Directors in November. Open text books will be placed on the agenda again after having been previously addressed and dropped. There is potential for RUL to be involved.

b) Update on budget- Marianne Gaunt and Abbey DiPaolo met with Nancy Winterbauer, Vice President for University Budgeting and Michael Gower, Senior Vice President for Finance, to discuss the budget situation. The Libraries are dealing with a $3M problem in totality, the majority of which is permanent ongoing expenses. What we are trying to do is move our operating expenses on to the state budget. We have been supporting some basic expenses on soft funds that are no longer available. If we permanently address the $3M shortfall now, then next year we will be faced with addressing annual inflation, salary increases, and other new business expenses. Winterbauer and Gower understand our basic situation, but they have already allocated funds to the units and will not take them back; there are no permanent funds in this financially difficult year for the university to draw on and allocate. We discussed the use of all funds in our budgeting, what we have - gift funds, true endowments, and quasi-endowments. Almost down to the number, each of those gift, endowment and quasi-endowment funds are restricted to a particular use by the donor, and we have been using them for those purposes. We addressed specifically the quasi-endowments because one may use both the principal as well as the interest; only one of the 23 has an unrestricted purpose. We specifically chose not to invade the principal on an unrestricted quasi-endowment because the fund makes money and once the principal is gone, there is no endowment and we then have jeopardized our future. We may not invade the principal on true endowments. We have an academic excellence fund and a reserve fund that we have been accumulating over the years, and one gift fund for technology. As they are gift funds and not accruing interest, they are gone once spent.

Since our shortfall is based on ongoing expenditures, we must reduce our state budget spending in order to live within budget. What we do want to talk about is the unrestricted funds we do have, and how much, if anything, we might want to spend to ease this year's budget situation. The most we could free up would be about $1M. In addition to our known costs, we do have special needs to replace the environmental control system in Special Collections, and several pressing computing needs. We still want to make some of the decisions related to Physics and SERC, and other reductions that we have identified. After considering options, Cabinet agreed that $800K would be applied to one-time money. The selectors need to meet their assigned target cancellations by Nov. 7, and once that is done Cabinet agreed that $150K can be applied to collections out of soft money to be determined by Tom Izbicki, AUL for Collection Development. It should not be allocated by percentage to the subject areas, but based on the university's strategic areas, and the specifics of each area's needs. This is only a one-time fix. The remainder of $650K will be shared among the units based on all the funds they have available to them (gifts, endowments, etc.), and the severity RCM will move us to a model where our budget is not dependent on the state; it will be dependent on the schools; the state subsidy is being given to the chancellors for their strategic initiatives; the cost matrix for the libraries will be head count related to RCM.

7) Summary of meeting outcomes; future agenda items (Kuchi)

Mullen and Otto will present the Open Access implementation plan at the faculty meeting on Friday, October 31, 2014. The subgroup on core competencies will continue their work to tweak languages and competencies that are more relevant to RUL and present at the November PlanCo meeting. There was discussion about the MLIS policy stated in the University Library Policy with Respect to Qualifications for Appointment at Librarian Rank policy , new language was proposed to be inserted into the text, and this is planned to bring forward to RUL for discussion and a possible vote at the March RUL faculty meeting.

8) Announcements/Information Sharing- none

9) Meeting Adjourned at 11:30 am. Next Meeting November 19, 2014.

Minutes recorded and submitted by Megan Lotts, Faculty Secretary

URL: http://www.libraries.rutgers.edu/rul/staff/groups/fac_coordinating_com/minutes/coordcom_14_10_29.shtml
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