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ItemDescription & ActionsResources
ITEM #1: Follow-up on Leadership Meeting

Leadership approved the proposed changes on November 11.

Question: Where do we store policy documents? How/where should we update language in the wiki/on the website?

Discussion: Document procedure for calling Emergency Meeting following report-out from Steering?

Discussion: Address concerns expressed about (1) disengagement from Leaders if meetings are held quarterly and (2) challenge of engaging new Leaders. Should these be addressed further? If so, how?


DSpaceGovernancePolicies_2020_v1.0.docx

Inventory of DSpace governance documentation:

ITEM #2: DSpace-LYRASIS MOU

Work Plan reminder

    • November meeting: Review MOU and a proposed revision. If necessary, assign 1-2 group members to draft additional revisions.
    • December meeting: Discuss and approve revised MOU.
    • Present to Leadership in January.

Background of MOU development

  • First MOU developed by Leadership subcommittee and signed June 2019
  • Revised MOU signed August 2020 with minor changes regarding LYRASIS seat on governance and inclusion of indirect cost rate.

    • Summary of changes:

      • Changed DSpace Project to DSpace Program
      • Advanced notice of termination changed from 180 days to 90 days
      • Put overhead rate in agreement
      • Added language about voting seat for LYRASIS
      • Other minor changes


  • Currently MOU must be approved and signed yearly.

Considerations

  • Could we develop an MOU with a longer term (3 years?)
  • What level of detail should the MOU include?
  • Inclusion of multiple IDC rates (primary and contract labor)
  • Processes for amendment and review of the MOU
  • Termination processes - big differences between current and "alternative" MOU.

Current DSpace-LYRASIS MOU (2020-21)

Alternative MOU draft for discussion purposes

ITEM #3: Next steps
  • MOU revisions (November/December)
  • Two meetings in Spring 2021 to tackle additional recommendations
    • Review and discuss governance orientation documents, make recommendations. Assign revisions to 1-2 group members.
    • Review and approve orientation documents.
    • Present to Leadership by June.
  • Other tasks:
    • Review eligibility and process for appointment of leaders from membership  

AOB

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Ideas from Kirsty about making sure Leaders (esp new Leaders) are engaged:

  • Get new Leaders quickly engaged in working groups 
  • Session on working groups and what they are (in addition to introduction/orientation for new leaders)
  •  'buddy' system where a new leader is connected to a more experienced leader. The idea here is around relationship building and also introducing processes etc to the new member and providing them with a colleague they can ask questions etc of on a one-to-one basis. So, the commitment might be intro email, follow up email after introductory sessions and also a one-to-one session after the first few meetings to provide support, answer queries etc. So it's fairly light touch commitment a couple of hours plus email support if there are queries.

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