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2000

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MINUTES: Tuesday, October 10, 2000, 10:00-11:30am, room N410
Associate Director Scott Seaman, guest with 20 Staff members in attendance.

ELECTIONS COMMITTEE
  • Dave Anderson & Cheryl Koelling volunteered to be on the committee to find volunteers to run for LSA office.
 
LAB - CARL STEWART
  • Johann Suggestion Box
    • Considering implementing the suggested Norlin Chat mailing list for non work related posts.
    • It has been noted that the Library welcome banner is the responsibility of LAB, which is problematic because of the time of year that the banner is needed.
    • There was a personnel matter submitted.
 
BENEFITS PRESENTATION
  • There should be a presentation given before open enrollment begins.
 
ASSOCIATE DIRECTOR OF ADMINISTRATIVE SERVICES, SCOTT SEAMAN
 
Scott's office is in charge of personnel, benefits, budget & finance, facilities, computer services, and planning. It is also somewhat of a "catch-all" for things that don't fit under Technical Services (Janet Swan Hill) or Public Services (Susan Anthes). While Dean Jim Williams concentrates more outwardly on relationships with the rest of the University and fund-raising, the associate directors work more inwardly on workings within the Libraries.

Scott is also chair of the Faculty & Staff Development Committee, which handles the presentations on using Outlook, Windows, Writing & Doing Research, and many other subjects. They are open to suggestions for subjects which are not being addressed.

 
Questions for Scott:
 
What is the status of PASCAL?
 
  • It opens in January and should be finished in December. It is on schedule at this time.
  • The Louisville facility should start moving materials in January. The move will take about 2 1/2 years to complete.
  • The materials stored in the Map Room will move directly to PASCAL rather than going to Louisville first and then to PASCAL.
  • PASCAL will employ 3 Staff members and will be servicing 3 other institutions as well as CU-Boulder. The speed at which materials can be moved from Louisville will be affected by the ability of PASCAL to process these materials.
  • There is a hard deadline for removing materials from Louisville. This is influenced by the cost of the Louisville facility and the lease which will be ending. The Louisville facility is costing us about $20,000.00 a month.
     
How will the vacated spaces be used?
  • There are many competing interests for space.
 
SPC is concerned about moving to Fleming. Is it a "done deal"? They are already having to deal with patrons who are upset about the move, which has been publicized.
 
  • It has been publicized because Jim Williams is concerned with raising money for what will be a costly move. However, it could be as much as seven years away, and there are several factors which could keep it from coming about. Concerns should be voiced to the appropriate people. It also affects and is affected by the Program Plan, which is a very large document that exists for each building and deals with its organization and use.
 
Could we have BCR workshops here in Boulder?
  • Scott said he would work on it.
  • Workshops are budgeted and may be paid for by the Libraries.
  • Ask your 1st level supervisor for approval and they will send to Administrative Services. Depending on the time of year and state of finances, your application may be accepted.
 
Is there a summary of the new pay for performance plan available?
  • We are still on the old system. Coaching and Progress Review forms should still be used at the indicated intervals. There is still no funding for pay for performance plans. Scott gets most of his information from Silver & Gold, as their information seems to be more up to date. We were reminded that the old individual anniversary dates are gone, and the new March anniversary date applies to everyone. We should continue to get anniversary step raises until the new system is in place.
 
Regarding the OCI: How and why did changes take place or not take place?
  • Scott is scheduled for one of the presentations but has not seen all the data yet.
 
Technical Services Reorganization
  • Eventually proposals will go to the Cabinet. There seem to be some huge changes proposed. Scott believes that a proposal is "out there" but has not been officially submitted yet. There are still one or two meetings scheduled before they will be ready to submit the proposal. There is a consultant involved with the process.
  • Some things to bear in mind: The Libraries are not growing. Staff, but services are growing. That indicates that things will have to change to keep the quality up.
  • This is a difficult and stressful process, especially with so many positions being vacant. The vacancies are fairly evenly split between Technical Services and Public Services. One Public Services and two Technical Services positions are being held to pay for the BCR project. The BCR project is extremely important because it is imperative that all materials have records in the on-line catalogue. There are currently 13 Faculty vacancies - we are down 20%. For faculty vacancies, the Libraries get to keep the salary money. "We've been living off of faculty vacancies."


BUDGET PRESENTATION - SCOTT SEAMAN

Salaries

$6,515,830

Materials

$8,152,494

Other

Hourly Wages

$462,755

Travel

$17,510

S&E

$496,129

Cap. Equip.

$81,007


 

LIBRARIES 1999/00 BUDGETARY STATUS REPORT (General Fund)

June, 2000

Percent of Fiscal Year Expired = 100.0%

Line Items

Original

Budget

Revised 

Budget

YTD 

Expenses

Percent

Expended

Balance 

Available

Faculty Salaries

GF Support for CTRC

$2,700,386

$2,481,510

$2,486,550

100.20%

($5,040)

Faculty Vac./Sick Pay

22,311

22,311

N/A

N/A

Staff Salaries

Salary Savings

Security

Temps/Faculty Support

GF Support for CTRC

3,565,705

145,161

104,964

 

 

 

3,387,996

237,874

84,108

50,000

3,387,884

N/A

84,108

51,424

100.00%

N/A

100.00%

N/A

112

237,874

0

(1,424)

Staff Vac./Sick Pay

2,853

2,853

N/A

N/A

Hourly Wages

Undergrad Initiative

462,755

5,000

536,928

537,749

2,821

100.15%

56.42%

(821)

2,179

Recruitment

22,965

 

2,697

11.74%

20,268

Travel

17,510

38,000

35,542

93.53%

2,458

Library S&E

Security Overhead

496,129

870,716

18,616

879,998

18,616

101.07%

100.00%

(9,282)

0

Library Materials

Plant Fund Transfer

Soviet Jewry Archive

8,102,494

 

50,000

7,682,099

255,328

 

 

7,684,161

255,328

0

100.03%

N/A

0.00%

(2,062)

 

50,000

Capital Equipment

81,007

10,070

10,071

100.01%

(1)

Totals

$15,754,076

$15,756,374

$15,462,113

98.13%

$294,261

Non-line Items:

Capital Equipment:

GF Plant

Aux. Plant

 

643,018

2,181

 

 

898,346

32,181

 

 

187,559

17,177

 

 

710,787

15,004

Totals

$16,399,275

$16,686,901

$15,666,849

93.89%

$1,020,052

Automated System Plant Fund

$2,029,158

$2,331,458

$2,326,307

99.78%

$5,151

 


 

 

Fiscal Year

Percentage Work Study

90/91

59.3%

91/92

58.6%

92/93

57.9%

93/94

59.4%

94/95

59.0%

95/96

58.7%

96/97

60.9%

97/98

58.8%

98/99

53.0%

99/00

51.8%

 


 

 

2000/01 Library Budget Increases

As of 10/9/2000

Line Items

1998/99

Base

Budget

2000/01

Percent

Increase

2000/01

Dollar

Increase

2000/01

Budget

Allocated

Budget

Adjustments 2000/01

Actual

Budget Hourly Wages

$480,2551

1.00%

$4,803

$485,058

 

$485,058

Supplies & Expenses

$496,129

1.00%

$4,961

$501,090

 

$501,090

Travel

$17,510

1.00%

$175

$17,685

 

$17,685

Materials

Less Off-site Transfers

Materials Base

$8,102,493

$360,578

$7,741,915

  

1.00%

2.00%

 

$3,606

$154,838

 

$364,184

$7,896,753

 

 

$55,0003

 

$364,184

$7,951,753

Capital Outlay

$81,007

1.00%

$9312

$81,938

 

$81,938

Footnotes:

1. Includes $5,000 Undergraduate Initiative budget.

2. Percent increase includes $12,058 bas from Fines FOPPS.

3. Fourth and final campus cut: ($45,000) continuing base cut; $100,000 temporary addition for Humanities materials.


Scott pointed out some specific numbers and the fact that the Libraries Work Study usage has had a major downward trend since 1990. In 1990, 60% of student workers were on work study, and for 1999/00 it was down to 52%. There was some discussion as to what could be causing this trend an what could be done about it. The legislative constraints on the state's and therefore the University's budget means that we will have to make do with the current budget. Only cutting the Libraries' operating hours will not do it. Cutting student staffing during peak hours (for instance from 5 Circulation Desk student workers to 3) would help more, but the best way to do it would be through increasing the percentage of students on work study. There is a task force considering this issue.

Scott was asked why staff don't have keys to the building. He responded that there are officially only 6 keys to the building, and they are all held by emergency personnel. This is due to health and safety issues, and has been ordered by the Fire Marshall.

Many thanks to those who provided goodies for the meeting. Terrie O'Neal sent four different kinds of (delicious!) sweet breads, even though she was unable to attend.

Meeting adjourned.


Notes by: Mark Haury


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