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| 1 | Role of Past Chair in First Year of OT | Discuss how the role of the past chair may contribute to the first year of the OT | 30 mins | Team | Tom spoke with Aislinn about what the thought process was behind adding the Past Chair to the OT; not sure what the reasoning was for including a Past Chair in this first year of OT Aislinn recalled the purpose was to have two different methods of communication - 1 from OT to LG and 1 from LG to OT; a way to balance the communication so that one person would not have to carry both loads of communication in each direction Does the past chair continue to participate on LG? This buddy system now makes sense, but in future years, does the past chair continue to participate in LG? What role does that take on? If the past chair isn’t part of LG, then you don’t have that other flow of communication Not seeing that the past chair has a role in LG in the future
The question would be going forward, after the first year, do we want the past chair to have a seat at LG, for that communication purpose? Perhaps we should propose an amendment to what’s written so that the OT Chair is a sitting member of the LG, and that someone from LG is a sitting member of OT-SC or OT, to create this duality But it doesn’t make sense to have the LG past chair on OT, since that person is no longer connected to LG Actually, LG chairs are chair for 1-year, but LG members serve staggered 3-year terms; so the current LG chair would still be serving on LG, even after they are no longer chair
In agreement that someone from LG serves on OT and someone from OT serves on LG, so each person is responsible for each line of communication What if the LG vice chair was the liaison with OT? Seems like it could be a better fit for the role of chair and vice chair But would be good to keep in mind what the role and commitments are of the chair and vice chair; would be large commitment for the vice chair of LG to add another committee
Would be helpful to find the middle ground between full redundancy and some overlap Want to be mindful of people’s time commitment with SILS; there are discussions, meetings, discussions outside of the meetings, etc. The people representing the system have to be available for other topics/meetings that come up as well
Would be best to have Todd come in when we need input from LG Perhaps we invite Todd to all of the OT meetings, and Todd decides whether he needs to attend depending on what’s coming from LG, and the OT meeting agendas That sounds good to Todd; as long as there is an agenda available and there is communication via Slack, i.e. OT lets him know when it’s important for him to attend Could also build agendas for when we need LG intervention Mallory will invite Todd to all of the OT meetings going forward as an optional member
If Jackie ever needs Todd to attend an OT meeting because Tom is out, etc., Jackie can reach out to Todd on Slack
| Todd will be invited to all of the OT meetings going forward as an optional member and will attend OT meetings on an “as-needed” basis,” depending on the agenda topics or specific request from either the OT or the LG The OT-SC will invite Todd to OT-SC meetings as needed
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| 2 | SILS CDL Shared Collections in the Network Zone Project Team: Charge DRAFT | Discuss updates and next steps; ready to take to the OT? | 25 mins | Team | Questions about the draft charge Walk-through of Draft Charge for Todd The ultimate objective of this team is to get CDL Shared Collections to a sufficient production level of work in the Alma NZ, and to operationalize the processes such that ongoing work can be managed within the current SILS Governance Charge is iterative; have to do the needs assessment first; after they do the needs assessment, they are empowered to change so that they’re best equipped to handle the work at hand Draft charge looks well conceived, and well thought out Will there be a “should be done later on”? The needs assessment should start with a “should be” One danger is not creating a process that can be routinized across the system Maybe what should happen next can be rolled into the workplan or the milestones; identify what it looks like to have success, and maybe an additional project team can form in the future
New two-prong fiscal piece The Director of CDL Shared Print Collections is retiring in September Membership Everything in here is the same; the group reports to OT, but they also report to the joint chairs of the SILS Acquisitions and eResources OSTs, and to both groups at large One change, Sherry Lochhaas will be a full member; we now have 8 full members, so are capped at this point Caitlin has personally spoken to all of the proposed members and everyone has said yes Next Steps: The OT has to approve the draft, then write a welcome letter, and then the members have to get their Supervisor’s approval
If OT-SC thinks this is ready, Caitlin will send this to OT today as a pre-read for next week’s meeting Comments or questions should be added to the document so we are prepared to discuss and resolve next week Caitlin will also work on the welcome letters Once the draft charge is approved, Caitlin will work with Gem and Alison to get the Confluence space set-up for this group
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| 3 | Call with ExL | Update on scheduling the make-up April Call with ExL | 3 mins | Jackie / Caitlin | | | |
| 4 | Build agenda for next OT meeting | Build and finalize the agenda for next week’s OT meeting | 8 mins | Team | | | |
| 5 | Parking Lot | Capture important topics for future discussion | | | | | |
| 6 | | | 66 mins | | | | |