Begin: 1:00 p.m.
Discussion on the decision to invite the Council on Libraries
- When was decision made?
- A week before when Art and Richard met.
- Directive from the Library Director, not really a question.
- [countered] Request was declined two years before.
- Required in 2002.
- Should be discussed at a full meeting (Spring? Fall?), but for 2003, we don’t have a choice, decision already made.
- TWO ISSUES with Member’s comments:
- Inviting the Council on Libraries.
- How this decision and informing members was handled.
- Small group meetings should not be happening, the DCLSA Executive Group should convene an open meeting for any discussion.
- Sean will convey this to Art and make sure it doesn’t happen.
- Members were not told last year that the Council was coming; if they knew, some would not have attended.
- Council and Library Director have created animosity from decisions made in regards to the libraries. This party is supposed to be the STAFF Christmas party, paid for with staff funds, a party by staff, for staff. Why would Council want to come. Not appropriate.
- By rejecting Council, are we only hurting ourselves?
- Holiday party has been open (flexible) in the past, with staff sometimes inviting along other campus employees or extended family.
- Council has already been invited so we have to go with it. Can’t change it now without a problem, but we should discuss it for next year.
- Holiday Party is two hours during the year when everyone is on equal footing, a completely social setting that breaks down the traditional hierarchy, Council being there interrupts that.
- Funds are being given from the Library Director that easily cover any extra expense of Council invitation.
- What about Custodians, Presidents Office, Provost,… where does the invitation stop and why?
- Nothing in the bylaws outlining who can be invited.
- This may create opportunity Council members to attach face to staff.
- Library Director seems to believe that Council is part of the staff.
- Last year, Library Office sent over a list of who to invite after the other invitations had already gone out.
- Sean – Makes sense to draft a policy document on this.
- Vote to accept the decision made by Art: 7 ye, 1 nay, & 1 abstention.
Alcohol at the Holiday Party
- Thought we had a copy of the Staff Alcohol Policy, but it turns out to be the Student Policy.
- Staff policy, from memory:
- Register event
- Alcohol monitors based on size of event.
- Caterer must be licensed to serve it.
- Jill has handled it with Safety and Security in the past
- Jill already has checked with Collis
- Jill called Safety and Security already to make sure there were no new policy changes.
- We handle very low volume of alcohol
- Librarians always do the serving.
- Never had problems in the past.
- With staff morale and the issue of the Council being invited, we shouldn’t make changes.
- We will get librarians to sign up to serve.
- Vote to keep alcohol at party passes easily.
- Should we document who people can bring?
- We’re planning for about 225 people, but not that many attend.
- Room restriction in Collis of 168 at any one time.
- Can use Room 101 for overflow, if necessary.
- Not many people bring anyone given the time of day.
- Invite Custodians? - Hard because of all the libraries involved.
- Custodians used to do more directly for the library.
- Don’t need to invite them this year because the party isn’t even in the library.
- Can’t we deal with “who can and can’t come” another year, given how close the event is.
- ---- Tabled ----
Announcement: Two DCLSA liaison vacancies.
- Library Office.
- Digital Library Technologies Group.
- Announcement will go out; please encourage people to sign up.
Comment: Collis is a great choice for the upcoming party.
Suggestion: Plan ahead to have student coverage so everyone can attend the party.
- Rauner needs staff to cover too, but not a big deal.
Could libraries all close for one hour?
- Too hard to arrange
- Can’t clear libraries of patrons.
Adjourn: 1:50 p.m.