LFSA Exec - Minutes - February 17, 2020

LFSA Joint Exec Meeting 

February 17, 2020 

Watson 400B 

10:00 AM – 11:00 AM 

Present:

Paul Thomas, Chris Bohling, Betsaida Reyes, Brian Rosenblum, Sara Morris, Carmen Orth-Alfie 

Minutes from last LFSA Meeting 

Committee noted we haven’t been meeting regularly and would check to see if minutes from previous  meeting have already been approved. 

Report from Ad Hoc committee on Governance website and SharePoint site 

Sara Morris provided an update on the Ad Hoc committee’s work and recommendations: 

• The task for began meeting in November and called meetings with various stakeholders,  including Scott Hanrath, Letha Johnson, Marianne Reed, and Andi Back 

• No one in LFSA ever decided we would have a SharePoint site, and there was never any directive  to use this. Which is why there are two parallel sites 

• The Code says the secretary is supposed to upload minutes, but this is not done regularly. There  is an issue with continuity and orientation as duties are handed over when LFA Exec changes  members. Both websites (SharePoint and the Libraries CMS at LFSA Website) are out of date  and things are not getting loaded. 

• Material that is in SharePoint does not get harvested by the tool the university uses to send to  archives; we would have to do that manually; Archives encourages everyone to use the CMS  because it makes it everything easier. 

• Ad hoc group believes we should move away from SharePoint and use the CMS. • They have done inventory of the CMS website, downloaded everything from SharePoint (Matt  Torres will get notified if anything changes in the future), and started loading those documents into the CMS. 

• There are still some materials that we need to reach out to committees for clarification about if  they should be posted (e.g. CRSA applications) 

• Some things will stay in SharePoint, such as calendars, tracking tools 

• There is still a lot of material missing. The LFA/LSA/LFSA Exec committees should reach out to  former committee members to get missing materials according to the inventory. • The Ad Hoc committee envision their work ending at that point. 

• Ann Snow has been doing this web work for the taskforce.  

• Questions for LFSA Exec: What, as a body, will this group, do – who is in charge of the website?  Do we want a webmaster? (solves issues of training, too many cooks) or to provide better  procedural documentation and orientation for the secretary each year? What is our plan for  updating the website and getting the missing files? 

• The Taskforce will evaluate what they have done, make suggestions for the future and submit a  report 

LFSA Exec proposed a 3-year, optional renewal for a Webmaster job, which would offer more continuity and reliability than retraining a new Secretary each year. 

Betsaida will work with Code and Bylaws committee to propose code changes and provide that, along  with an explanation, at least one week ahead of the next general LFSA meeting later this Spring. 

Liaison Reports 

CRSA. Scott Cossell reported via email: “CRSA has approved thirteen LRF funding proposals to date for  FY20 and continue to accept new applications. The committee is still accepting GRF requests through  Friday, February 21st and will begin the review process in early March (reports are due to KU Research  by April 3rd, 2020). 

Salaries and Benefits. Carmen reported that the committee’s special charge was to look into gender  equity in the Libraries and they have been working on that charge. Carmen will call a meeting to  complete and submit the committee’s final report. 

No other committees have officially reported back 

Spring LFSA General Meeting 

Paul will schedule the Spring meeting 

New Business 

LFSA Exec decided to meet more often than 2 times per year and scheduled a meeting for March 2020.