Minutes of September 30, 2005

Present: Belinda Cheek (chair), Stephanie Atkins, Cindy Fuller, Jeff Douglas, Charlotte Johnson, Kristin Standaert (via conference phone), Mary Burkee, Tom Dorst (guest)

1. Belinda announced that Jamie Nelson had resigned from the committee due to prior committments.
2. Minutes of August 26, 2005 conference call approved.
3. After Belinda asked for additional functions/categories to be added for consideration at today’s meeting, the following were offered: professional development, consulting, collection management, public resources, planning/new initiatives, digitization, digital archives, academic assessment, PR for individual institutions, financial issues such as scholarships. 
4. A general discussion of need for additional user groups ensued and Belinda asked Tom Dorst for an IDAL/ICCMP perspective. Tom felt that separate user groups may not fit the needs of the IDAL and ICCMP legacy consortiums; that user groups were formerly much more active in ILCSO. For example, a Reference user group could cover use of IDAL electronic resources, so a separate user group would not be needed for electronic resources. From an IDAL and ICCMP perspective, Tom doesn’t sense a need for any additional user groups other than those already on the list.
5. The group discussed the intent of the Board for our group’s work. Both Belinda and Tom reported that the Board intended that the IUAG be able to carry on its work, but that the previous committee structure would not be rubber-stamped. The Board is open to new committees/user groups, etc. Belinda noted that flexibility of our structure is important so that CARLI user groups can be conducive to new initiatives and projects.
6. Terms and definitions were discussed; the group agreed to the definitions for “user groups” (users of consortially-licensed products) and “special interest groups” (consortium members with common interests) and agreed that these and a “coordinating committee” were the only ones that this group should suggest forming at this time.  The group felt that it would be best to wait for specific needs before forming any “Task forces,” “working groups,” etc.
7. After lengthy discussion, the group decided that it would recommend formation of 5 user groups that correspond to the legacy voyager-related committees, and 3 user groups that correspond to the newly licensed products: SFX, WebFeat, and ContentDM.  The group had many ideas for SIGs that could be formed, (from the lists created at the last meeting and today), but decided it would be best for our group to only devise a mechanism for creation of SIGs. That mechanism could then be used as needed, based on CARLI membership needs and interests.
8. The group also decided that a “coordinating committee” would be needed for the following functions:
   • Calendaring
   • Liaison between Board and SIGs and User Groups
   • Encourage participation and input from library staff at all levels
   • Create and disband sigs and user groups in accordance with CARLI bylaws
   • Appoint task forces and working groups
   • Approves and disseminates best practices
   • Recommends policy docs to CARLI Board
   • Reviews and recommends funding requests from SIGs and User Groups
9. The group agreed that the “coordinating committee” should be comprised of 12 members: 1 representative from each of the User Group Planning Committees, and 4 representatives from SIGs.
10.  The group briefly discussed how to present our ideas at the upcoming CARLI membership meeting, deciding that Belinda and Jeff would work on a draft for the presentation.  Stephanie and Charlotte will work on further developing the SIGs idea: how to form, disband, etc.  Cindy and Kristin will create a draft for structure of User Groups.
11. Next meeting will take place via conference call on October 20, 9:30 am – noon.
12. Meeting adjourned at 2:45pm.

Respectfully submitted,
Cindy Fuller

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