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Faculty Governance at the University of Florida Libraries

Minutes - July 9, 2007: 3:00pm

Library West, Room 429

This was an open meeting of the incoming and outgoing LFA leadership including UFLFA Officers, Committee Chairs and Members, and Senators and other interested assembly members.

Carol Kem, outgoing chair, called the meeting to order at 3:03 PM. Thirteen (13) people were present.

Meetings 101

Carol distributed a 5 page handout from www.effectivemeetings.com and pointed out the resource for the future.

Sunshine Law

Joe Aufmuth, incoming chair, reviewed the Sunshine Laws regarding meetings. The Assembly must conform to Article 7 Conduct of Business. There were 4 important points to the Sunshine Law.

  1. Reasonable meeting notice: Meetings of 2 or more members must be advertised at least 72 hours in advance and must be held in a publicly accessible place. For UFLFA purposes we determined that we should have a 1 week notice. If it is an emergency meeting called by 3 or more members, there can be as little as 24 hour notice. Notice must be publicly posted.
  2. All meetings must have minutes taken.
  3. No e-mail/written or personal conversations concerning matters which will come before the board, or may conceivably come before the board. Discussion should not include items or information that will be voted on in a future meeting unless the notice of the meeting disclosed the topic. If an opinion is expressed, it should not start a discussion. In email or in conversation do not reply to an expressed opinion.
  4. No 3rd party communications - no intermediary - Everyone should represent their own position.

Val Davis suggested that the Sunshine Law guidelines be posted on the LFA website.

Carol Kem announced that the Faculty Senate workday will be Tuesday, August 21, 2007 primarily for new senators, senate and joint committee chairs, and policy council members. Barbara Wingo will present on the Sunshine Laws. Transparency is the goal of the Sunshine Laws.

Naomi Young stated that all meeting documents should be available in an alternate format to accommodate needs of members and that a general accessibility statement be posted on all agenda and LFA meeting documents. Naomi will send list of accessibility websites that can be used to translate documents.

Assembly Meeting Schedule

Carol Kem distributed a calendar for 2007-2008 that included dates for Faculty Senate, Steering committee, ALA meetings and University critical dates to start a discussion of LFA meeting dates for 2007-2008. it was agreed that the 3rd Monday of the month at 3:00 is still a good meeting time and accommodates the communication of the faculty senators to the membership between faculty senate meetings. Rae Jesano recommended that teleconferencing be used to include the 3 librarians in Jacksonville. The May meeting date may need to be changed from May 19 depending on the dates of the Annual Medical Library Association meeting. It was decided that the Annual Meeting held in April needs to be in a central location either Marston Science Library or the Reitz Union.

The Bylaws do not require monthly meetings, but it has seemed to work well and there has been business at each meeting. It was proposed that the October meeting be held at Law and the March meeting be held at Health. Information about meeting dates should be communicated to Joe Aufmuth.

Election Schedules

The Nominations Committee needs to decide on the committee chair. There is a desire to consolidate the committee's activities as much as possible. The Committee structure for the libraries and the LFA need to be discussed with the Dean of Libraries to agree on the scope of nominations particularly whether library committees should be included like the Travel Committee.

It was suggested that there be two elections. One in the Spring and one in the Fall.

Members of the Assembly Strategic Planning Committee and the Ombudsman Committee have been appointed. One additional member for the Ombudsman committee from law is needed to complete the membership of that committee.

For Fall elections: The Sabbatical Committee (Smathers) and the T & P committee will need nominations. The call for nominations will be made in August and election in late August or early September. No volunteers for the Market Equity Committee have yet been identified.

Spring elections will be for Senators and Assembly officers. A "Call for nominations" will be issued in January with the slate finalized in February.

The procedures for the Nominating Committee were discussed and will be written. Slates of candidates need to be determined in open face-to-face meetings.

Issues Preview

The following are issues to be discussed during the next year:

  1. Committee structure - what committees need to be included, which are university committees, which are Library committees, which are faculty committees and which are mixed. Where do search committees fit?
  2. Budget transparency
  3. Strategic Planning
  4. Continue to develop the relations between Library Administration and the Assembly
  5. Next Spring's shared governance report will ask what is happening in Divisions and departments. These will need to be defined with in the Libraries and LFA.

General Discussion:

It was decided that representatives to University committees should feel free to report at LFA when there are items of business that are needed. The representatives should also notify the Library Senators of meetings where they should be present for discussions.

There is a corporate address to use to communicate with all the libraries' senators at on time in the Outlook library address book under "Library Faculty Senate Reps" facsen@uflib.ufl.edu .

Ed Hart has suggested a meeting with Dean Russell and the faculty senators before the August 23rd Senate meeting.

The meeting adjourned at 4:05 PM.

Next official LFA Meeting: August 20, 2007 at 3 PM, location TBA.

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