Minutes
Library Administrative Council Meeting
Tuesday, July 23, 2002
Present:
Rita Broadway, Bob Ivey for Ann Denton, Ian Edward, John Evans,
Ed Frank, Sylverna Ford, Mary Freilich for Saundra Williams, Annelle Huggins,
Ann Hudson, Chris Matz, Tom Mendina, Anna Neal, Betsy Park, Bess Robinson,
James Singleton, Stacey Smith, Inez Todd
Absent:
Ann Denton, Saundra Williams
1.
DRAGONS Meeting
The Dragons meeting will be August 15 and 16 at Motlow State College, which is 280
miles from Memphis. Faculty and staff that are interested in learning more about DRA
are encouraged to attend. Those planning to attend the meeting must submit a Faculty or
Staff Professional Development form and have it signed by their department head no later
than July 31, 2002. Hotel accommodations and transportation will need to be arranged
by each individual; these must be shared in order to keep cost to a minimum. Inez Todd
will prepare all travel authorizations and take care of registration fees paid by the
University.
2.
Proposal of Theses and Dissertation
A proposal to revise the procedures for handling backlogs of theses and dissertations
received in the cataloging department from 1996 to dates was submitted. The proposal
will permit brief cataloging of theses and dissertations using a model similar to what the
University of San Diego is currently using. Theses and dissertations will be placed on
shelves that can be searchable by using the catalog. This proposal will be discussed
further at the next LAC meeting.
3.
Thompson Center Proposal
The University of Memphis along with Vanderbilt University, and UT Knoxville have
been asked to prepare a proposal to address the possibility of a Center for Senator Fred
Thompson’s papers and manuscripts. We have developed a plan for a Center on Law and
Public Policy. Space and funding are key issues to be addressed. Scates Hall was
discussed as a possibility for the center once the Wilder Tower building is occupied. The
collection would be housed in McWherter. Dean Ford is continuing to meet with
officials on campus to discuss the proposal.
4.
Disability Proposal Plan
A draft proposal outlining a list of services that the Libraries will provide to students with
disabilities was distributed to the LAC. The intent is to provide consistent help to
students with disabilities who use the resources available in the libraries. The LAC was
asked to send comments to Betsy Park, so that the draft can be finalized.
5.
Budget Update
The Provost’s Office is continuing to work on the Libraries budget. It is likely that the
budget will at least equal to last year’s. The Provost and President are trying to
determine if there are funds available to increase the budget.
The new fee schedule for graduates and undergraduates was distributed to the LAC that
will impose a 7½ percent tuition increase.
6.
Financial Procedures
Everyone is reminded that a purchase order must be completed for any actions involving
spending of funds. Talking about it and obtaining verbal approval is not enough.
University procedures must be followed, so that when an invoice is received it can be
Page 2 – LAC Minutes – July 23, 2002
paid appropriately. Without a purchase order there is no guarantee that funds will be
available to pay the bill when it arrives.
7.
Report on Marcive Tapeload
Government Docs is working on a timeline for the MARCIVE tapeload. Systems is
creating a separate file for test records. Government Docs is still checking in documents
using the old procedures. Stacey Smith, Circulation Department is helping Government
Docs with training for checking in documents.
8.
Retreat
The Library Administrative Council retreat will be Tuesday, July 30, 2002 in the Alumni
Center. The Dean is looking forward to seeing all LAC members there. The Strategic
Plan is one of the topics that will be reviewed. August 12, 2002 was on the calendar for
Staff Development Day but will be changed to an opening retreat day for all library
employees. The Dean is asking all Department Heads to come prepared to work on
strategic planning for their areas. If you have agenda items for either retreat please email
it to the Dean.
9.
Election of LAC Staff Representative
Deborah Spencer’s name was drawn as the 2002/2003 LAC staff representative; Lynda
Morgan is the alternate. Deborah will begin serving at the next LAC meeting. Dr. Ford
thanked Ann Hudson and Bess Robinson for serving as 2001/2002 faculty and staff
representatives. The faculty will select a new LAC representative at their next meeting.
10.
Staff Hiring Process
We have filled a number of positions in a number of departments within the Libraries.
Dr. Ford asked the LAC for feedback on the hiring process. Several suggestions were
provided that would make the hiring process more effective for the Libraries. Dean Ford
will be making a recommendation to Human Resources for the Libraries to manage more
of the hiring process.
Announcements
Dean Ford
-
Barbara Thomas was introduced as the receptionist for the Administration Office.
Tom Mendina -
UML News will be a quarterly publication.
Stacey Smith will be sending out Staff News monthly.
Recognized Janell Rudolph for her superb editorial work.
Rita Broadway -
There are 6 new readers/scanner machines in the Microforms/Periodicals area.
Copies are 7 cents per page. Machines are supposed to support downloading to
disks and emails; this capability is not currently functioning properly.
Stacey Smith -
Circulation has a list of Dr. Raines books organized by title available at the
circulation desk.
John Evans -
New computers have been ordered; Sixty-eight will go to the public and twentynine to faculty. Anyone that would like to help install the machines should
contact John.
The next scheduled LAC meeting will be Tuesday, August 6, 2002 at 8:30 a.m.
Prepared by: Inez Todd
Approved by: Dr. Sylverna Ford