| Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
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| 1 | Welcome! | Introductions and Ice breaker | 10 | Elizabeth | Caitlin: traffic coordinator Sahra: traveling, traveling, traveling! Culinary classes Linda Michelle: science fiction writer Joe F: retire and live on a boat in Puget Sound or move to India and be a teacher or work at a nonprofit to do research on plankton Joe A: park ranger Kristen: bookstore owner Mark: be in Paris! retired ballet dancer gaining as much weight as I want. Scott: camping Jason: making candy Micquel: traveling -- on the water as a marine biologist for whales Elizabeth: on the beach in Santa Barbara or a band photographer and travel worldwide
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| 2 | Charge | Review the group charge, deliverables, relationship to other groups Shared Governance chart Working copy of charge | 20 | Caitlin | Goal is to migrate and go live by July 27, 2021 Deliverables are discussed in 6 areas in the charge: Implementation, Standardization, Localization, Documentation, Analytics, Communication. Implementation deadlines are coming from Ex Libris to the Implementation Coordinators. ICs take policy and configuration questions to the PPC and the PPC will direct them to the appropriate group(s), such as Fulfillment FG.
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| 3 | Decision-making | Introduce how we’ll make decisions and the methods and tools we’ll use: | 15 | Caitlin | You will use decision templates to describe each decision needed, its background and other needed information such as risk and benefits, and your final recommendation. Audience for decision documents is leadership, colleagues, your own future reference. Decisions should get made at the lowest possible level. We created a matrix to show possible criteria and methods for making decisions. PM Leads are refining this matrix - stay tuned! Decision methods proposed by the Shared Governance Task Force are: Supermajority for standardization items. Consent agenda means your consent is presumed unless no one objects. The group approves the decision and only discusses the decision in depth if someone objects. Fist-of-Five is a method to take the temperature and surface concerns. It can be used repeatedly and as a final vote.
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| 4 | Taking the Temperature survey | Share results of the Taking the Temperature survey | 5 | Elizabeth | Elizabeth reviewed all the responses. They made her hopeful! Clearly looking out for the user to create a better user experience for patrons (and staff!) Excited to work together on an impactful project and with a wide range of colleagues. Some concern about whether newer people will be able to fully contribute. The short answer is Yes!! You will draw upon expertise from each other and your local institution. Some worry about whether we would be able to come to a consensus. That very concern shows the group WANTS to get to a consensus, so bodes well.
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| 5 | Team charter | Introduce the Team charter and assign homework Ensures you have a shared understanding of the group’s goal Documents your shared agreement of how you’ll work together Expectation is that every group will have a Team charter. They do not have to be identical. Feel free to add to the basic template.
| 5 | Elizabeth | Team charter is a working document and may take some time to complete and can be adjusted as needed. Will include our practices and norms. Every group will have one. Make it your own! How should we create this document? Elizabeth offered to populate a few starter examples or you can answer the seed questions on the document. What is already working well at your institution for ground rules – bring those to share. Preference for giving people an opportunity to think about it in advance, then coming together as a team to agree and complete them. UCLA uses a “we” statement in a table in one column followed by “how will we do this” in the column next to it.
| We’ll use a google doc as a draft for everyone to work on together. Members will bring ground rules they like from their own institutions to share in the document. Use comments in the document. Then, the group will discuss and finish it together. | |
| 6 | Checkin with team & next meeting | Confirm members have access to Slack, Shared Drive, Confluence. (See access instructions) Share Virtual meeting etiquette PDF (see Orientation folder) Introduce Confluence for meeting notes and task tracking Confluence will be viewable publicly starting in May. Next meeting: Finish kickoff work; Identify immediate work for the team
| 5 | Elizabeth | Question: What happens when something goes to an escalation leader group? Answer (from SILS project co-chair, Chris Shaffer): If a decision is escalated, the person or group to whom it is escalated owns it. They could further escalate it, resolve it, or return it to the escalator. | | |
| 7 | Parking Lot (capture issues raised during the meeting for discussion at another time)
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| 8 | | Total | 60/60 | | | | |