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Committee Structure
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The following is a guide to the
structure of Orbis Cascade Alliance committees. The Council of library directors
will interpret, revise, and vary from these principles at its discretion.
Adopted by Council October 9 -10, 2003.
Description
of committees: Standing
Committees | Interest
Groups | Task
Forces
Templates for committee work: Meeting Agenda: Minutes | Reports
Organization
chart
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Structure |
Committees are
created to support consortium activities that require continual involvement
by all member institutions. Committees consist of one representative from
each member institution. A seven-person Steering Team is selected from the
committee membership and is expected to work closely with consortium staff
and advise Council on policy, setting agendas, framing issues, identifying
opportunities, surveying and bringing recommendations to Council. One
individual serves as chair of both the Steering Team and full Committee.
Steering Team members are expected to remain in close contact with other
committee members and may use formal questionnaires, an annual meeting, and
other means to pursue the committee's charge. |
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Charge |
A written charge is approved by
Council and evaluated annually. |
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Duration |
Indefinite. Committees function
according to a July-June fiscal year. |
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Term of Service |
Chair: 2 years, renewable. Steering Team Members: 2 years, renewable. Committee
Members: determined by each
Council member. |
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Appointment process |
Chair: Recommendations for chair-elect are
sought from the Committee and Council members. A chair-elect is appointed by
Council at it's April meeting and serves as chair-elect for more than one year
prior to assuming the position of Chair. Steering Team Members: appointed by Council with
nominations sought from the committee and Council members. When determining
appointments, Council will select individuals from a diverse group of
institutions but will not establish a formal representational scheme.
Appointments are staggered, with three or four Steering Team members
appointed at Council's April meeting for service beginning in July. Committee Members: named by the library director of the
institution represented. |
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Reporting |
An annual written report is submitted
for consideration at Council's April meeting and the Chair may be asked to
meet with Council. Council may elect to assign additional duties and request
other reports throughout the year. |
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Roles and expectations |
Chair: The Chair is responsible for guiding
the Committee and Steering Team to accomplish their charge. Activities
include communicating with Council and consortium staff, setting meeting
agendas, encouraging participation by all members, enlisting the assistance
of consortium staff, producing reports, and ensuring that minutes are taken,
approved, and posted on the Alliance Web site. Steering Team Members: The Steering Team is charged with
actively pursuing the work of the committee. Members of the Steering Team
seek compromises and recommend policies that benefit all members of the
consortium. In the fulfillment of this role, the Steering Team is expected to
communicate with the full committee on a continuous and intentional basis. Committee Members: Committee members represent an
entire member institution. Thus each representative is expected to gather
input from all relevant divisions, branches, autonomous libraries, etc. and
speak for the member institution. .
A committee member (or their director) may designate a proxy to
participate in place of the appointed member (for example, participate in
meetings, speak for the institution, vote, etc.). Other duties may be included in the
Committee charge. |
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Meetings |
Committees
meet at least once each year. This meeting may take the form of a topical
conference or annual committee meeting. The Steering Team sets an annual
meeting calendar for the Committee and Steering Team, with the number of
meetings based on the expected workload, deadlines, direct and indirect costs
of meeting, etc. Meetings are called by the Chair with polling, catering, and
logistics handled by consortium staff. See Planning
and Organizing Alliance Committee Meetings. Participation at
Steering Team meetings is limited to members of the Steering Team, consortium
staff, and guests invited by the Chair. Observers from member institutions
are welcome to attend Committee and Steering Team meetings but do not
participate in the business of the group (deliberations, voting, etc.).
Planning for meeting space, handouts, catering, etc. will not include
observers. Any individual wishing to address the Committee or Task Force
should contact the Chair and request an opportunity to provide input during a
forum scheduled for that purpose. |
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Financial support |
Interest
Groups
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Structure |
Interest Groups are
informal discussion groups organized around a professional topic of interest
to the membership. Interest Groups arise from the membership and consist of a
Facilitator and self-indentified participants from at least seven member
institutions. Interest Groups are provided with an Alliance email list but
receive no consortium support for meetings. |
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Charge |
A
brief topical description of the Interest Group is written by a member of the
proposed group and approved by Council. |
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Duration |
Interest
Groups are evaluated by Council every three years and will be sustained,
discontinued, or revised as needed. |
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Term of Service |
Facilitator: 3 years, renewable Participants: indefinite |
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Appointment process |
Facilitator: appointed by Council Participants: self-identified, limited to staff
from member institutions unless broader participation is specified by
Council. |
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Reporting |
Reports,
recommendations, requests for Alliance action or support, etc. may be brought
to Council's attention through a Council member. |
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Roles and expectations |
Facilitator: The Facilitator is expected to
monitor email discussion, promote the appropriate use of Interest Groups, and
provide informal feedback and advice to consortium staff. |
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Meetings |
Interest Groups are
not provided with funding or logistical support for meetings since they are
expected to meet via email. Participants may elect to meet in person but
should be aware that Council is concerned about meeting costs (time, travel,
etc.). It is Council's intent that Interest Groups function as an efficient
means for informal communication. |
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Financial support |
None. |
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Structure |
Task Forces are of
limited duration and used to accomplish specific tasks (e.g., implementation,
advisory, research and development). The number of Task Force members is expected
to be relatively small. Although not all consortium members will be directly
represented, Task Force deliberations and findings are made available to the
full consortium membership. |
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Charge |
A written charge is approved by
Council. |
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Duration |
Specified in charge |
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Term of Service |
Chair: Specified in charge Task
Force Members: Specified
in charge |
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Appointment process |
Chair: Appointed by Council. Task
Force Members: Appointed
by Council. |
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Reporting |
Specified in charge |
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Roles and expectations |
Chair: The Chair is responsible for guiding
the Task Force and accomplishing its charge. Activities include communicating
with Council and consortium staff, setting meeting agendas, encouraging
participation by all members, enlisting the assistance of consortium staff,
producing reports, and ensuring that minutes are taken, approved, and posted
on the Alliance Web site. Other duties may be included in the
Committee charge. |
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Meetings |
Meetings
are called by the Chair with polling, catering, and logistics handled by
consortium staff. See Planning
and Organizing Alliance Committee Meetings. Participation at
meetings is limited to members of the Task Force, consortium staff, and
guests invited by the Chair. Observers from member institutions are welcome
to attend meetings but do not participate in the business of the group
(deliberations, voting, etc.). Planning for meeting space, handouts,
catering, etc. will not include observers. Any individual wishing to address
the Task Force should contact the Chair and request an opportunity to provide
input during a forum scheduled for that purpose. |
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Financial support |
last updated: July 5, 2005