Communications Committee
August 26, 2003
11:00 a.m. – 2:00 p.m.
SLB 124

 Present: Shirley Armstrong, Mary Caldera (chair), Mark Gentry, Tania Grant, Katy Hall (recorder), Fay Kandarian, Jeffry Larson, Pamela Mouzon, Bobbie Pilette, Diane Young Turner

Absent: Mark Engsberg, Maureen Malone-Jones, Teresa Mensz, Kevin Pacelli, Dana Peterman, Karen Reardon, Kate Reynolds

I. Meeting Opening
· Mary Caldera briefly reviewed the meeting purpose and agenda.
· No new agenda items were added to this week's meeting.

II. General Announcements
A) Membership Changes
1. Mary announced that Pearlene Ford would take a leave from the Communications Committee, due to pressing needs within Access Services. She is welcome to rejoin, as her work-duties allow. (Later in the meeting, Diane Young Turner confirmed that CC will seek a replacement for Pearlene's position, and that Pearlene may wish to remain active on a subgroup.)

2. Mary also announced that, with the departure of Jennifer Buell, CC will need to find a temporary recorder and logistical support. (Later in the meeting, Diane reported that a replacement for Jennifer's position has been hired, beginning September 8th, who will eventually take over these duties). Katy Hall agreed to record the minutes of this meeting. Mark Gentry volunteered to record the minutes of the next two meetings. Katy will make arrangements for food and location logistics, and prepare CC bulletins, until Jennifer's replacement is in place.

B) Flexible and Agile Leadership Sessions
Fay Kandarian reported on the successful completion of the three leadership sessions held in the Sterling Lecture Hall on August 13th and 22nd. Feedback from the meeting ("How worthwhile was this session for you") ranged from an average of 7.8 on a 10 point scale (meeting #1) to 8.7 (meeting #3).

C) Upcoming CC Meetings
CC members decided to keep the meeting scheduled for September 8th, 8:30 - 11:00 a.m., with the understanding that if the strike is still underway, the meeting will be automatically cancelled. CC members also set a new meeting date for September 30th, 11:00 a.m. - 2:00 p.m. (again subject to strike activity). CC will try to hold both meetings in the Law School, but have also reserved SML 409 as a backup.

III. Status of Miscellaneous Actions from Last Meeting
A) Bulletin Posting
Katy reported that bulletins are not being routinely picked up for posting by CC members. After discussion, it was decided that Katy would mail future bulletins directly to CC liaisons. If a CC member is going to be away during a bulletin posting, s/he should be sure to contact a backup to make arrangements for posting. However, due to the need for quick posting of this meeting's bulletin and the number of people who may be out, pick-up will be required one final time. This will allow Katy to track those who have not collected bulletins and make appropriate alternative arrangements. Bobbie Pilette offered to take over liaison duties for Cross Campus Library, due to Pearlene's departure. Mary will ask Kevin Pacelli if he is able to handle Access Services.

B) Business Cards
An update on business cards for CC liaisons was postponed, due to Karen Reardon's absence. In the last CC meeting, however, Karen noted that the cards were progressing on schedule and should be ready for departmental meetings.

C) Strategic Planning Brochure
Katy reported that revisions have been made to the draft strategic planning brochure text, reflecting editorial suggestions from CC and Alice. She distributed the latest draft. The draft will be circulated to the Library Management Council before being finalized. A graphic designer is beginning layout work for a tri-fold leaflet on a light colored heavy-bond paper in an elegant style.

IV. Discussion of AUL Forums (continued from last meeting)
Discussion was postponed, to accommodate Diane's schedule. However, Mary reported that SCOPA is working with Meg Bellinger and Frank Turner, as new AUL-level staff, to hold introductory forums.

V. Subgroups Report Out and Action
A) Measurements and Systems
Report was postponed, due to Dana Peterman's absence.

B) Product Advisement
Katy reported that Karen Reardon added a suggestion box to the staff front door, as recommended at the recent joint LMC/MG/CC meeting.

Katy also reported that the product advisement subgroup met recently to advise Jessica Linicus on possible improvements to Library Links. The group then met with a reconstituted panel of LL content advisors to continue planning. Recommendations for enhancements were made, and forwarded on to Jessica. Upon Jessica's return in September, the LL panel will begin regular meetings, with initial support from the subgroup.

See section IIIC for an update on the strategic planning brochure, also a project of the product advisement subgroup.

C) Process Creation
Jeffry Larson reported that drafts of the Staff Communications Guide and the Communications Checklist for new employees were forwarded to Library Human Resources for finalization, formatting, and inclusion in new hire orientation. As these are living documents, LHR should be advised to update them regularly.

Jeffry also reported that the Process Creation subgroup will not work on design for the CC liaison department meetings, as a draft agenda has already been created.

Jeffry, Dana, and Kate Reynolds have begun discussion about a possible communications audit using focus groups, which would be coordinated by the Measurement & Systems and the Process Creation subgroups. Fay suggested using time at the end of CC meetings for subgroup work.

VI. Check up on the Committee Process
A) Tracking
Mary reported that she will keep a tracking document of CC activities, separate from the meeting minutes, which the committee will check periodically.

B) Linkages (How well CC is communicating to staff)
See section IIIA for an update on the bulletin process.

Based on discussion at the joint LMC/MG/CC meeting, and further discussion in this meeting, it was decided that posting of the CC minutes would be announced on Yulib with a link to the CC website, and highlights of bulletin points. Mary will send out this message. It was also decided that the full bulletins would also be posted on the CC website.

There was a brief discussion of the proposal to set up an email alert list for Orbis problems on public workstations. Jeffry has requested that the issue be brought to the Service Quality Improvement Council. Discussion then led to the need for CC to be open to new ideas, and to be sure that issues brought to its attention are not "dropped" without proper consideration.

VII. Preparation for September Department Meetings
Fay distributed a revised agenda for the September liaison department meetings, which contains an addition to the draft sent via email along with this meeting's agenda. She then outlined guides for using flipcharts in meeting presentations, as follows:
· Use upper and lower case letters
· Put heading on each sheet
· Use three colors, maximum
· Use color for highlighting and clarity
· Use six words, maximum, per page
· Post important points to remember
· Stand to the right of the flipchart, gesture with the your left hand.
· Do not talk to the flipchart (face the audience)

Fay then demonstrated how a typical meeting might go, following the agenda. She suggested posting the following sections on flipcharts:
· Meeting purpose
· What we have heard
· What we have done so far
· Reserve a flipchart page to write down advice given at the meeting (for review at October CC meeting).

She suggested using the following handouts:
· Business cards (either at beginning or end of meeting)
· CC Mission Statement and liaison information (Mary will send this out)
· Communications checklist for new employees (LHR will revise and Diane will send out)
· YUL Vision: Are we on target (included in Mary's email with this meeting's agenda)

CC members were encouraged to take a supply of flipchart paper, markers, and folders for materials brought to the meeting. Fay offered to coach for, or even attend, anyone's meeting. If the September 8th CC meeting goes ahead as planned, liaisons may use that time to practice on the group. If the departments meetings must be cancelled due to the strike, CC liaisons should try to reschedule as quickly as possible.

VIII. October 8th Large Group Meeting (Moving Forward)
Fay reviewed the large group meeting purpose and outcomes. Then, CC members brainstormed as a group ways to accomplish the purpose and outcomes, as follows:
· Trouble shooting case studies (with agreed on general principles)
· One-to-one and department-to-department communications
· Acknowledge our problems
· How do two entities make decisions?
· Putting it into action
· Accountability - the process for breaking bottleneck
· Role playing
· System of consensus
· Practice/learn communications - apply to case studies
· Address reside of strike
· Some kind of problem-solving situation with an impasse - how to get past it
· Identify some ideas beforehand - like accountability, making decisions
· People are confused by other mindsets (old/new, from/to)
· Building a community - how to make a better/stronger community of which we are proud
· How do we become proponents of this great place (can-do attitude)?
· How can we be mindful of our values?
· Big picture
· Share great stories.
IX. Bulletin for this Meeting
After some discussion, it was decided that this meeting's bulletin would focus on an announcement that department meetings with CC liaisons are coming soon, and the value of respect (especially in relation to staff relations during and after the strike). Katy will prepare the bulletin. CC members offered suggestions for wording of the respect piece.

X. Next Steps
· Katy Hall will record the minutes of this meeting.
· Mark Gentry will record the minutes of the next two meetings, if needed.
· Katy will make arrangements for food and location logistics, and prepare CC bulletins, until Jennifer's replacement is in place.
· The CC meeting of September 8th (8:30 - 11:00 a.m.) will take place unless the strike is still underway (in Law School or SML 409).
· CC will also meet on September 30th (11:00 a.m. - 2:00 p.m.) unless the srtike is ongoing (in Law School or SML 409).
· CC members will pick up this meeting's bulletin in LAS, and post immediately, then…
· Katy will mail all future CC bulletins.
· Bobbie Pilette will take over liaison duties for Cross Campus Library.
· Mary Caldera will ask Kevin Pacelli if he is able to handle Access Services liaison duties.
· LHR will finalize Staff Communications Guide and Communication Checklist, and Diane Young Turner will send to CC for use in departmental meetings.
· Katy will continue work on the Strategic Planning brochures.
· Product Advisement subgroup will continue work on Library Links enhancements.
· Jeffry, Dana, and Kate Reynolds will continue discussion of a communications audit.
· Mary will track CC activities, for periodic review.
· Mary will send Yulib messages announcing the posting of CC minutes, with a link to the URL and highlights of the main bulletin points for each meeting.
· Katy will speak to Andrew about posting the bulletins to the CC website.
· CC liaisons will continue to arrange and plan for department meetings, and will work to quickly reschedule any that are cancelled due to the strike.
· Mary will revise and send out the CC mission statement and liaison information for the department meetings.
· Katy will send CC revised department meeting agenda.
· Fay Kandarian, Mary, Katy, and Diane will work on the Moving Forward invitations.
· Katy will prepare the meeting bulletin.