Teleconference of CUWL Coordinating Committee Chairs and CUWL Reps

2/11/08 conference call, 9:00 – 10:30 a.m.

Participants: Ewa Barczyk, Marlys Brunstig, Steve Frye, Jean Gilbertson, Leanne Hansen, Lisa Jewell, Valerie Malzacher, Joshua Ranger, Richard Reeb, and Pat Wilkinson

The following is a summary of the highlights of the call.

Meeting minutes and notes issued by CUWL, CUWL Coordinating Committees, Coordinating Committee Working Groups, Coordinating Committee Chairs/Reps Group
Timely communication regarding CUWL, CUWL Coordinating Committee, and Coordinating Committee Working Group initiatives is important to the success of the initiatives and the new committee structure. We agreed to implement the following plan to achieve timely communication:
Coordinating Committees

• Coordinating Committees will record minutes of all meetings. The committee will approve them within a week of the meeting via their committee list (which include Lisa Jewell from UWSA.) We agreed a 2-day comment period for revisions from committee members is appropriate.
• The chair will send approved minutes to the broader coordinating committee list and send them for posting on the CUWL website

Coordinating Committee Chairs/Reps group

• The group will review and approve notes within a week of the meeting. The person taking the notes will then post them to the CUWL Wiki.

Coordinating Committee Working Groups

• The group will review notes within a week of the meeting. The person taking notes will then post them to the CUWL Wiki.

CUWL

• CUWL minutes serves as the official record of CUWL meetings and are time consuming to produce. However, we recognize that the general UW community needs timely information regarding CUWL decisions.
• A summary of formal decisions made during the meeting will be added as the last agenda item of all CUWL meetings. Within a day or two after the meeting, the Chair will prepare a brief written summary of these decisions and then send it to CUWL and broad Coordinating Committee listservs.

Electronic Resource Management task
The first phase of this task is a needs assessment. The Collection and Resource Sharing Committee will be assigned responsibility for this phase of the task. If CUWL and UWS make a decision to investigate the purchase of an actual product, then the task will move more appropriately to another group, such as the Library Technology Coordinating Committee. The following individuals have agreed to serve on the working group that will pursue the first phase of this task: Michele McKnelly (River Falls), Chris Kline (Madison), Karen Jander (Milwaukee), Sharon Knight, (Whitewater) and Galadriel Chilton (LaCrosse). A librarian working in ILL/Access Services will be sought for the committee.

UB Configuration task
A group will be assigned to review and analyze the effectiveness of universal borrowing and further develop resource-sharing policies with the advice of appropriate constituencies. The Collection and Resource Sharing Coordinating Committee will be assigned responsibility for this task. Individuals representing both technology and resource sharing functions will be assigned to the working group. The following individuals have agreed to work on this task: Edie Dixon (Madison), Emily Rogers (Green Bay), Michele Strange (LaCrosse), Dineen Grow (Madison) and Mary Rieder (Colleges).

Summer Meeting
We have approached Susan Gibbons regarding a keynote address. She may not be available. She will respond by March 1.
Generally, the group feels that the purpose of the summer meeting is to encourage interaction among UW System librarians and to discuss our current and future library initiatives. With that in mind, we will put some focus on inviting internal/local presenters. We will strive for a mix of theoretical and practical sessions.
Possible topics were discussed:

• Web 2.0 tools
• Resource Discovery—members of the Madison Resource Discovery Task Force have been asked to hold the date in the event that we decide to ask for a presentation
• Information literacy assessment
• Assessment in general, focusing on how we gather input to make decisions—this cuts across all functional boundaries. A plenary session could focus on what CUWL is, where it is going, how it makes decisions, what data is utilized, how CUWL impacts the local strategic plan, etc. Ed Meachen or Rebecca Martin were suggested as possible speakers.
• Future of the ILS—this would appeal to librarians in a variety of functional areas
• MetaLib assessment
• LibQual

The Middleton hotel complex will be recommended to attendees for the best hotel option. It is a straight shot on University from the Health Sciences complex. Josh Ranger will check to make sure that the major hotels there that offer the state rate do not have any major events that would cause a room shortage for us.

The Coordinating Committee chairs will sketch out a general program. We will aim to finalize this by our March meeting.

Joint ITMC meeting
The Executive Committee will discuss which group will participate in the joint ITMC conference this spring.

Submitted by Valerie Malzacher