CC Chairs Meeting

Present: Jean Gilbertson (notetaker), Valerie Malzacher, Ewa Barczyk, Richard Reeb, Josh Ranger, Pat Wilkinson, Marlys Brunsting, John Pollitz, Deb Nordgren, Steve Frye

Not present: Lisa Jewell

1. Updates from Coordinating Committees

Marlys (LTCC) -- have conf call tomorrow - continuing to address voyager upgrade, training issues, metalib x server update, ERM task force update, conference roundtables, breakout sessions. Freeconference.com vs. WisLine info collected and will be forwarded to Lisa Jewell. Looking at call-in costs for freeconference vs. system-paid central costs with WisLine. Are we required to use WisLine? Ask Lisa if there is a System policy on this.

Richard (CRSCC) -- will be May 1 joint meeting with CDC in Madison - Richard and Sharon Knight will co-manage the meeting. Will discuss the ERM group work. Ron Hardy will report on Doc Del and budget. Trying to make more use of the password-protected area of CUWL wiki for sharing data/stats rather than using email. Switched to freeconference.com for calls - easier than working through system. Because this meeting is just before the CUWL meeting, it will be difficult to get information and/or recommendations to CUWL with much lead time for review. Summer renewals will be addressed. Also expects a recommendation on restructuring the doc delivery budget. Unsure how much time might be needed for that discussion at the May CUWL meeting.

Josh (DICC) -- have conference call today at 10AM - approving sensitive materials policy which will be sent to CUWL asap - getting update on continuing assessment efforts.

Steve (USCC) -- in addition to monthly meetings, also doing user services forum monthly - will be a survey to larger USCC email list asking about usefulness of monthly forum. Thinks about 25-40 people per call, but have no official count because of multiple people on one phone line. Thinks most campuses are participating. Focusing in on how to assess reference collections in the digital arena - Distance Group wants to focus on LibGuides in a forum - Resource Discovery Group meeting every other week - moving towards some recommendations - Madison is already trying some products at this point . May need some budget dollars for testing - if open source, what would be impact on staffing? Would require a different level or type of funding. And possibly a "procurement" process would be different. Look at the current staffing level committed to running Voyager and other systems. Consider efficiencies - development under an open source model would probably be consolidated at a couple campuses. Ewa reminded us that, in a recent CUWL Exec Comm meeting w/ UW System VP for Academic Affairs Rebecca Martin, Rebecca she is urging collaboration and consolidation to achieve efficiencies and manage costs.

2. Review of May agenda - reports/time allocated - no major changes

3. Coordinating Committee nominations for membership and chairs --

Conversation focused on the issue of terms, for both chairs and members. Specifically on the terms of chairs. Clarified that Richard's original term on CRS ends July 2010, but his term as chair ends July 2009. He will stay on committee in his member slot for his last year. The other three chairs' original terms end July 2009. Each of them have agreed to stay on the committee for an additional year for transition purposes, but their actual membership slots will be considered vacancies in July 2009. Valerie was very helpful in clarifying the policies/guidelines established prior to the first CC's being formed in July 2007. With regard to replacement of members who leave mid-term, the intent was to appoint a new member to fill out the remainder of the term. If that occurs in the last year of the original member's term, the new member can (will?) later be appointed for an additional full term. The CUWL operating procedures now include language regarding the coordinating committees. May need to be some clarifications added to the language. Overall goals for membership include: geographic and functional representation on each committee, participation by all campuses in committee work, staggering of terms. Jean will update the CC membership and term info spreadsheet that Ewa will send to CUWL asap, soliciting suggestions for new committee members. Valerie reminded us that directors make recommendations for committee members, but not for chairs. Chairs are appointed by the Exec Committee.

4. Sending out reports to CUWL week prior to meeting and discussions at meeting -

Ewa urged chairs to use actual CUWL meeting time for discussion rather than presentation of the report submitted.

5. Summer conference --

Look at the draft program currently on the wiki -- get any comments/suggestions re: breakouts and roundtables to Steve by tomorrow morning. The conference group meets tomorrow and plans to add a brief description to each breakout session and roundtable - need to lock down the topics by the end of tomorrow. Any names associated with sessions at this point are tentative. Maryls suggested update on ERM task force. Steve and Mitch (?) have a call with M. Breeding later this week to firm up the plans for his two presentations. Jean will send the chairs group an email about the System Learning Object Repository Committee. Lisa is a member of that group.

Valerie provided update on the survey regarding committee structure/work assessment.