Present:
Wish Leonard
Maureen McCormack
Doug Morton
Sue Moskal
Shabiran Rahman
Susan Routliffe (chair and recorder)
Mary Stanley
Jackie Stapleton
Linda Teather
Brief discussion about the focus being on "substantive issues associated with information services’ and the need to assess potential agenda items to ensure that they are appropriate for the Committee.
The Committee will be short one member since Library Assistants from Davis ISR have not expressed an interest in membership.
The terms of reference will be reviewed in a year. Some questions that we will want to consider at that time include: Were the topics discussed appropriate for this group? Are we reaching resolution on issues discussed? Does the Committee have the right membership? Are we communicating effectively and efficiently with others?
The Committee will meet every Tuesday from 1:30 p.m. until no later than 3:30 p.m. Meetings will alternate between Davis and Porter.
Susan will prepare each agenda and have it to the membership no later than the Friday before the meeting. Agendas will be annotated (what did we conclude about whether or not to include a time beside each item?)
Members of the Committee will prepare minutes, rotating weekly. When we have a better sense of what other kinds of record keeping might be necessary, we’ll determine who will do it. The minute taker will attempt to have a draft of the minutes available to the membership by the Friday following the meeting. The Committee will experiment with following format for minutes: 1) we are dealing with this matter because…2) these are the elements of the issue…3) these are some options for resolving the issue…4) these are our preferred options… 5) we need feedback from… 6) this is what we will do 7) we need to inform…. Using such a format for minutes may help to guide our thinking and keep us on track.
Action: Susan will develop a template for the minutes before the next meeting.
As one means of keeping staff informed about the Committee’s discussions we will send minutes to all staff. The minutes from one meeting will be reviewed by the membership at the next meeting and then issued to all staff within a day or so of that meeting. Minutes will be archived on the Web.
Action: Mary will ask Esther to prepare a site for the minutes and to add each set as they are ready.
Action: Susan will ask Charles to create an email alias for the Committee and will issue a message to all staff re the alias.
Once Council has decided on it’s future direction, the Committee will decide whether or not it wants a member, in addition to Susan, on Council.
At every sixth meeting, the Committee will devote some time to evaluating the previous meetings.