2017-02-09 Meeting Agenda

Lunch

Kellogg Reading Room – room 5400

Excellent lunch with the ADs and Deans

Welcome from Provost Graham Oberem

Welcome from Jen Fabbi

Quick Introductions

Welcome from Jen Fabbi – talking about the value of the AD meeting. The group did introductions.

Provost Oberem welcome the library deans and ADs and noted that the libraries are on the front lines. Talked briefly about the ULMS and change, and noted the value of the graduation initiative, and that libraries can be the focal point for student success.

After the introductions, the Associate Deans adjourned to the Provost's Conference Room 5207. AD Meeting Agenda: https://docs.google.com/document/d/1Nk1b5nti8cet18RRFCB6A2jEA7y-trfNPliblH6F-OA/edit?usp=sharing

COLD EC Elections:

Slate:

Nomination Slate for Review and Vote at February meeting:

Vice-Chair—Jennifer Fabbi

Secretary—Amy Wallace

Member-at-large—Amy Kautzman

Vice-Chair of STIM—Karen Schneider (Patrick is incoming Chair)

Vice Chair of EAR—Michele Van Hoeck (Mark is incoming Chair)

Vice-Chair of CAT—Tracy Elliot (Stephanie is incoming Chair)

Former user (Deleted) on the slate of candidates. COLD voted unanimously on the slate.

John Wenzler (Unlicensed) presented the Diamond of Participatory Decision-Making, then reviewed COLD's decisions regarding a) agreement for COLD to pay the full maintenance costs of the ULMS and b) have an appropriate voice in the PDs and job functions of the CO staff who will provide ULMS central support. 

John Wenzler (Unlicensed) addressed that Exec had learned that morning that the CO had not planned to fund the resource sharing position. Gerry Hanley (Unlicensed) addressed that he would add a short-term temporary position for resource sharing. He added that the graduation initiative was redirecting the priority for CO budgeting and there is always uncertainty around budgets. He opened up the idea of whether the libraries would want to take on support for other positions.

John then reviewed the modified agenda.

ULMS Cost Share

After discussion and cost-modeling, and with expert advice from David Walker, COLD voted 19 (yes) and 1 (no) with no abstentions to modify the ULMS cost formula to use 90% enrollment and 10% flat rate with minor adjustments for the campuses affected by this formula. Curt Asher (Unlicensed), incoming COLD chair, agreed to initiate review of the formula in the next year.

ULMS Staffing and Governance

• MOU (John/EC
• Criteria to evaluate shared staffing (Jen)
• SJSU Support Proposal (Tracy)

3:35-4:00

4:30-5:30

brandon dudley (Unlicensed)

David Walker

Default Replacement Cost for Main Items  --- COLD voted this down. Discussion centered on campus-by-campus variances in fiscal management.

Eliminate Daily Accruing Fines for Main Collection Items: COLD voted to make this a "recommendation" instead of a policy, due to local practices at some institutions regarding fees and fines. Libraries don't "have to" implement, but a large majority of COLD members recommend it as a best practice for student success.

Initially, COLD voted FOR the recommendation (10 yes, 8 no, 3 abstention). Then after discussion, Patrick moved to repeal the vote (Tracey seconded). The motion was to repeal the former vote and make this nonbinding but a recommendation. This motion passed 17 yes; 3 no; 0 abstentions.This will be communicated back to the implementation team.

Unified Discovery Name -- COLD approved having a unified name. Cesar recommended asking the marketing team to look at OneSearch and if need be recommend a name. Decision on what the name will be was deferred until we get feedback from the Marketing Team. John will ask them to do market research on OneSearch and ask them to suggest no more than three recommendations for a name.

In favor of a unified name: 16 yes, 2 abstentions, 2 nos.

In favor of referring to marketing group (move: Patrick) with resolution by end of March - no more than three recommendations. No abstentions, no nos – motion passed unanimously.

One year loan for Faculty/Staff -- approved by COLD

Semester Long Loan period for Students -- approved by COLD.

Remaining Resource Sharing policies – COLD will address in a Zoom meeting later in February.

Collection Development and Licenses for Shared e-Resources -- COLD delegated this to the Implementation Team. It was considered more of  procedure than a policy.

ULMS Marketing – Time Certain

Jacob Poore joined us first. He reviewed the project goals, such as the approved visual identity and a toolkit. We clarified the time was rolling but the first deployments were June.

COLD will need to get Jacob the name for this system ASAP, as "ULMS" is only an internal name.

Distribution of materials would happen at the individual campuses.