LFSA Exec - Minutes - July 11, 2016

July 11, 2016 

LFSA Initial Meeting, Watson 440E 

Present:

Sara Morris, Marianne Reed, Karna Younger, Rebecca Orozco, Leah Nelson, Heather MacBean,  Greta Kliewer 

I. Introductions 

Group introduced themselves and their roles in the Library Faculty Assembly (LFA) and Library Staff  Assembly (LSA). 

II. Election of Officers 

a. Chair: After some discussion, the group suggested that due to the newness of the Libraries’  governance structure, it may be useful to have co-chairs for these leadership positions, at least  in the first year. The Code does not stipulate that only one person must hold this office. Rebecca  Orozco moved that Sara Morris and Marianne Reed be named co-chairs of the Library Faculty  and Staff Assembly (LFSA) Executive Committee. Greta Kliewer seconded, and the motion  passed. 

b. Vice-Chair: Rebecca moved that Leah Nelson and Karna Younger be co-vice-chairs of LFSA, and  Marianne Reed seconded. The motion passed. 

c. Secretary: Greta Kliewer volunteered to serve as LFSA Executive secretary. Marianne moved that the group vote on this nomination, and Sara Morris seconded; the motion passed. 

Sara suggested that in preparation for coming work, the group read the new code in order to  understand new structure.  

III. Overview of LFSA work in the near future 

a. Meetings with Dean: traditionally, the chair and chair-elect of LFPA, KULSS meet with the Dean  once a month. LFA and LSA chairs/vice-chairs will need to schedule meetings with the Dean in  the future; LFSA will likely meet with him less frequently. 

b. Website: LFPA and KULSS websites exist currently. New Code specifies LFSA will have a single  website. Marianne suggested that LFSA Exec create a sub-group to address this, which can  include membership outside the committee. Several participants volunteered to meet initially to  discuss what LFSA Exec would like its web presence to look like before consulting those outside  the group for technical help. Greta Kliewer, Leah Nelson, and Rebecca Orozco will meet initially  and create a report to share outside the committee regarding what this web presence could  look like. This report is due to LFSA Exec by August 15, 2016. Members of this group to refer to  the Code regarding what materials are required to be posted on the LFSA website, such as  minutes from all committees, meeting agendas, and committee reports. More broadly, Greta to  create a OneDrive folder for LSA, LFA, LFSA for minutes/documents until there is a  website/place of record to post them.  

c. Policy File: New Code needs to be uploaded to KU Libraries Policy Library (policy.ku.edu >  Libraries). Need to establish who the “policy owner” for the Code document is. The group  thought it logical to choose someone in the Dean’s office rather than a rotating secretary  position from one of the assemblies. Leah to ask Mike Broadwell about how to approach this 

and designate a contact, since no one from the Dean’s office or administration has been a  contact up to this point. 

IV. LFSA Standing Committees 

Sara provided the group with a list of LFSA standing committees and the vacancies on each (Code &  Bylaws, Nominating and Ballot, CRSA, Salaries & Benefits). Sara and Marianne to send out a list of  positions needed and talk to those eligible to serve on these committees.  

Each of the committees will have a liaison in LFSA Exec; it is the liaison’s responsibility to call the first  meeting and have them elect a chair and secretary. LFSA Exec decided the liaisons for each of the  standing committees as follows: 

• Committee on Research and Scholarly Activities (CRSA) – Greta Kliewer 

• Nominating & Ballot – Leah Nelson 

• Code & Bylaws – Rebecca Orozco 

• Salaries & Benefits – Karna Younger 

Remaining tasks regarding these committees are to review the annual reports for the past year’s  committee, fill vacancies on the committees before calling the first meeting of the new fiscal year, and  determining any special charges for these groups in the coming year. Greta to call another meeting of  LFSA Exec the week of July 18 to discuss these reports, determine continuing/special charges, and make  committee appointments if volunteers have been identified. 

V. Goals for 2016-2017 

Sara asked the group whether they could think of potential special charges or action items for LFSA Exec  for the 2016-17 year as the Libraries transition to the new governance structure. Items discussed  included: 

• Creating an LFSA Website 

o End-of-year report templates need to be updated with new special charges • Create a new membership roster – need to discuss how to organize this 

• Schedule a Fall meeting, and possibly subsequent meetings if changes to the Code need to be  made  

Rebecca to send out e-mail announcing LFSA Executive Committee officers.  

Marianne suggested using assembly initials (LFSA, LFA, LSA) in the titles of any e-mails from these  assemblies to avoid confusion.