Communications Committee
Yale University Library
Microcosm Group/Communication Committee Minutes
September 25, 2003

Present: Shirley Armstrong, Dexter Banks, Mathew Beacom, Susan Burdick, Mary Caldera, Christine deVallet, Mark Gentry, Katy Hall, Ericka Heinen, Maureen Malone Jones, Janusz Kulakowski, Jessica Linicus, Kenny Marone, Teresa Mensz, Kevin Pacelli, Dana Peterman, Karen Reardon, Kate Reynolds, Marsha Romanansky, Diane Turner Young, Betty Whittemore (recorder) and Fay Kandarian (facilitator).

The purpose of this meeting was to:
- Determine any actions needed to reinforce our values
- Continue moving forward on Moving Forward.

Meeting Opening
After round-table introductions Kenny reviewed the agenda for this meeting and Fay and Kenny asked for everyone to participate in reviewing our values and how we observed them during the strike. A significant part of the meeting was devoted to discussing the strike: how people felt, re-entry, adherence to values. It was an honest and open discussion that allowed us to understand each other's perspectives and voice anything we needed to. Alice joined us and gave her impressions and hopes for moving forward. The general opinion was that it would take time to heal and we can help the healing process by communicating our values to others.

Values Review:
As members of the Microcosm Group and/or the Communications Committee we used our value of open communications to discuss frankly the extent to which we observed our values during the strike, and what we can do to reinforce our values now.

We found the discussion helped our individual and team understanding. We encourage all departments and teams to hold similar discussions.

Additionally, we encourage individuals to engage in conversations by sharing thoughts and feelings and inviting others to explore how we can move forward together.

Latest Details on Moving Forward:
The next large group meeting will be held on Tuesday, November 4th in the Ballroom at the OMNI hotel. A continental breakfast will be served from 8:00-8:30 am and the meeting will start at 8:30am. We will break for lunch and conclude the meeting at 2:00pm.

Please note the following meeting dates. The meetings will be joint meetings with the Microcosm Group to continue to plan the large group event, Moving Forward. The CC is an equal part of the planning group for the large group event and is asked to please attend the planning meetings. You will also be needed for a few hours on the day before the event and at the event itself.

October 7th we will meet in the Steiner Room of SHM 9:00-12:00
October 13th, Steiner Room of SHM 9:00-12:00
Also set aside is October 20th (Beaumont Room) should we need another meeting
November 3rd, 2:00-5:00 -- Moving Forward set up and run through - Omni Hotel - Ballroom on 2nd Floor

November 4th, 8-2 -- Moving Forward - Omni Hotel - Ballroom on 2nd Floor

We then did some "brainstorming" as to what should be included in the large group meeting. The following are rough notes to give you an idea of some of the thoughts being suggested for the next meeting.

Brainstorming:
Best practices - so they can be shared
Changes in turnaround time
Response from University Agencies with whom library deals
Higher accuracy rates
Better neatness on shelf
Better tracking of individual requirement for ____ by all
Soft #'s - use perceptions - each function
Hard #'s - key indicators - each function
Distribution of money
Work environment
HPO Survey targets
Anecdote information/stories
Percentage of hidden collections
Learning Plan #'s
Majority of people feel LP is useful tool
Circulation equal across liaisons
Reviewing all levels of performance to test for
Recognition
Communication
Involvement of stages
Function

Compare interfaces we have _____ established benchmarks - OPAC and data base interface design
Benchmarking staff in those environments
Comparison of user surveys (extract data)
Move systems for project that are important for department libraries
Appraisal across board - what we are accomplishing, not accomplishing, why we are not - how we are meeting customer needs
Look at customer expectations
National leadership measures
Number of times Yale is used as good example, contributing to national, Yale as a leader

Concerns:
Poster quality and invitation
Hard to hear
Power point
Lots of work - $ value
How management and University involve AULs in presentation and rehearsal