Committee Structure

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.

Charge

A written charge is approved by Council and evaluated annually.

Duration

Indefinite. Committees function according to a July-June fiscal year.

Term of Service

Chair: 2 years, renewable.

Steering Team Members: 2 years, renewable.

Committee Members: determined by each Council member.

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.

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.

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.

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.

Financial support

See Guidelines for Reimbursing Travel and Hosting

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.

Charge

A brief topical description of the Interest Group is written by a member of the proposed group and approved by Council.

Duration

Interest Groups are evaluated by Council every three years and will be sustained, discontinued, or revised as needed.

Term of Service

Facilitator: 3 years, renewable

Participants: indefinite

Appointment process

Facilitator: appointed by Council

Participants: self-identified, limited to staff from member institutions unless broader participation is specified by Council.

Reporting

Reports, recommendations, requests for Alliance action or support, etc. may be brought to Council's attention through a Council member.

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.

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.

Financial support

None.