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October 4, 1989

   These  minutes  were approved  as submitted  at  the ULC  meeting on

   November 1, 1989.

 

                   UNIVERSITY LIBRARY COMMITTEE MINUTES

                              October 4, 1989

 

 

   PRESENT:

   Sharon Brusic, GSA                    Paul Gherman, Library

   Bill Custer, Alternate for SGA        J. Scott Poole, Architecture

   Norman Dodl, Education                Michael Vorster, Engineering

   J. C. Duke, Faculty Senate            Jane Wentworth, Human Resources

   Richard Ebel, Alternate for Agr.

     and Life Science

 

 

   GUESTS:

   Bela Foltin, Library                  Frances Painter, Library

   Shirley Glazener, Library             Linda Richardson, Library

   Laurence D. Moore, Chair, Task Force

     on Commissions, Committees, and

     University Council Composition

 

 

   ABSENT:

   John Bowen, Veterinary Medicine       Provost's Representative

   Coll. of Business Representative      David West, Arts & Sciences

   Michael Kainer, SGA                   Roderick  Young,  Agr. &  Life

   Science

 

   MEETING SUMMARY:

 

   The meeting was called to order at 4:05 p.m.  Minutes of the

   September 7, 1989, meeting were approved as submitted.  The

   committee agreed to immediately consider item 2 under New Business,

   the Report of the Task Force on University Commissions, Committees,

   and University Council Composition. Laurence D. Moore, Chair of the

   Task Force was invited to share with the committee his perception of

   what information the committee could provide that would be most

   helpful to the Task Force . After discussion it was agreed that the

   University Library Committee would convene in special session on

   Tuesday, October 17, 1989, at 11:30 a.m. in the library boardroom to

   prepare a brief position statement from the committee which will be

   forwarded to the Task Force. The committee voted to adopt the 1988-

   89 Annual Report as submitted. The committee elected Paul Gherman

   to serve as Assistant Chair of the University Library Committee.

   The rest of the agenda was postponed until the next regular meeting

   on November 1, 1989.

 

   MEETING DETAIL:

 

   NEW BUSINESS

 

    I. REPORT OF THE TASK FORCE ON UNIVERSITY COMMISSIONS,

       COMMITTEES, AND UNIVERSITY COUNCIL COMPOSITION (L. D.

       Moore):

       (Note change in Task Force name)

 

      The opportunity of the Task Force is to identify the

      structure of the University Council and its composition. In

      addition, the President has asked the Task Force to define

      the role of all university commissions and standing

      university committees, including their function and their

      composition. The Task Force would like to see all standing

      committees report to a commission. The Task Force would

      like the University Library Committee to advise the Task

      Force on where the committee feels it should report. Dr.

      Moore distributed organization charts, which show the

      committee reporting to the Commission on Undergraduate

      Studies or to the Commission on Academic Affairs. The

      committee might also report to the Commission on Research.

      One of the Task Force recommendations to the university

      community will be that one classified staff member be

      elected from among all classified employees to serve on all

      standing committees. The initial report from last April has

      gone through several revisions. The Task Force may take to

      the President three options on the composition of the

      University Council. In two of the options the Director of

      University Libraries would be a member of the University

      Council. In the third option the Director would not be a

      member. This last option reduces the Council to only 20 or

      21 members and has received very little support. The Task

      Force is proposing two new University Commissions; a

      Commission on Academic Support and a Commission on Public

      Service and International Affairs. This latter name will

      definitely be changed, and this commission would replace the

      current Commission on Extension. A commission is defined as

      the only body having the privilege of disseminating policy

      statements and preparing policy recommendations to the

      University Council. The Task Force has no preconceived idea

      of where the University Library Committee should be placed,

      but will give weight to the recommendation of the committee.

      The Task Force will meet on October 20, 1989, and will to

      finalize their recommendations, and will need to hear from

      the committee by that time.

 

      P. Gherman: Can additional commissions be formed? There is

      strong resistance to forming any further additional

      commissions.

 

      N. Dodl: What is the rationale for all committees reporting

      to a commission? The Task Force would like to see all

      committees report to commissions, since the commissions are

      defined as the policy recommending groups of the university.

      They are the only groups in the university in which all

      members except the administrators are elected by the

      constituents. The organization chart shows three committees

      reporting directly to the University Council. The Staff

      Concerns Committee is subject to review. Their Ad Hoc

      Committee is recommending to the Task Force that a

      Commission on Staff Concerns be formed, but placement has

      not been finally decided. The President has directed that

      the Affirmative Action Committee report directly to him. A

      decision will be made about the Athletic Committee, Library

      Committee, and Staff Committee at the October 20 meeting.

 

      J. Wentworth: Previously this committee reported directly to

      the University Council. Does the Task Force wish us to say

      where we should now report? The Library Committee has

      previously been one of the committees that report directly

      to University Council, and if it is the consensus of the

      committee that this should continue to be the reporting

      structure, then this case should be presented to the Task

      Force. However, the committee should probably present more

      than one option to the Task Force.

 

      M. Vorster: What are the advantages to the committee of

      reporting to a commission? As a committee there would be no

      direct policy recommending capacity. If the committee comes

      under a commission either the chairperson of the committee,

      the Director of Libraries, or both, would serve as voting

      members of the commission to which the committee was assigned.

 

 

      J. Wentworth: How would a commission learn all it was

      necessary to know about the library? It's adding another

      layer between the committee and the University Council. Any

      policy recommendations that the committee formulated in the

      past has gone to the University Council secretary to be

      passed on to a commission for evaluation before going to the

      University Council. Only in the minutes of the meetings has

      the committee had the privilege of reporting directly to the

      Council.

 

      N. Dodl: What prevents the commissions from functioning as

      creatures of the particular Administrator who serves as

      chair, responding only to his/her agenda? One of the Task

      Force recommendations is that the chair of all commissions

      be non-administrative faculty, elected from the group

      elected to serve on that commission, and the highest

      administrator serve as secretary.

 

      M. Vorster: As presently structured (a free-standing

      committee), policy recommendations from the committee get

      passed on to whichever commission might best evaluate that

      recommendation. Are we not more effective under this

      arrangement than as a part of a particular commission? Any

      commission can request the privilege to review

      recommendations submitted to any other commission.

 

      B. Custer: How firm is the recommendation that the committee

      be placed under the Commission for Academic Support. Nothing

      is firm at this point. Recommendations will go to the total

      Task Force on October 20, then to the President, and then to

      the University Council. The library is only listed under

      the Commission for Academic Support as an example of where

      it might be placed. The Task Force will wait to hear

      recommendations from this committee.

 

      J. Duke: The frustrations for this committee have come, not

      in getting heard on policy recommendations, but rather in

      the area of funding. The problem of governance structure

      has nothing to do with the budget formation in the

      university administration. Perhaps in that sense, our

      commission "home" would not make that much difference.

      There was no response to Dr. Duke's statement.

 

      Dr. Moore distributed another paper showing the

      recommendations of the Task Force for Library Committee

      composition. There are three differences: in the current

      composition of the committee the Library Faculty Association

      President is a guest rather than ex officio, there is one

      member elected from the Faculty Senate rather than two, and

      there is no classified staff representation.

 

      The committee members decided to meet in special session on

      Tuesday, October 17, at 11:30 a.m., after consultation with

      their constituencies, to formulate a response to the Task

      Force by the deadline of October 20.

 

    II. ELECTION OF AN ASSISTANT CHAIR

 

        P. Gherman volunteered to serve as chair in the absence of

        the chair. The committee voted unanimous approval.

 

   OLD BUSINESS

 

    I. APPROVAL OF 1988-89 ANNUAL REPORT

 

       After two minor corrections, the Annual Report was adopted

       by unanimous vote of the committee.

 

   Because of time constraints, the remaining agenda items were

   postponed until the next regularly scheduled meeting on November 1,

   1989. There will be a special meeting on Tuesday, October 17, 1989,

   to consider the single agenda item of a University Library Committee

   recommendation to the Task Force on Commissions, Committees, and

   University Council Composition. The meeting was adjourned at 5:15 p.m.

 

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