Welcome to PoCo! EXPAND PREAMBLE HERE
Links to official documents:
Meeting frequency and logistics:
- PoCo meets at least once per month, currently on the second Thursday of each month from 11am-12:30pm Eastern time.
- Occasionally, PoCo convenes additional ad-hoc meetings to discuss topics in depth.
- PoCo members/liaisons will receive a calendar invite with Zoom link for each meeting.
- Prior to each meeting, the PoCo Chair will share the meeting agenda (on Google Docs). This agenda will include links to reports that will be discussed at the meeting.
- Some reports are shared in the weeks prior to the meeting via the PoCo listserv.
- Voting will occur either synchronously (within the Zoom session) or asynchronously (managed via email)
- All PoCo voting members are expected to vote on asynchronous motions, and on synchronous motions when they are present at the meeting. A vote of "abstain" is always acceptable.
- The outcome of each vote will be determined by simple majority.
Meeting participation norms:
- The PCC Code of Conduct is in effect at all meetings and when using all PoCo communication mechanisms
- If a PoCo member must miss a PoCo meeting, they are requested to notify the PoCo chair in advance.
- To the extent feasible, all PoCo members (especially those who must miss a meeting) are requested to review these reports and provide comments using the Google Docs commenting mechanism prior to the meeting at which synchronous discussion will take place.
- Time is limited during synchronous discussions. The best way to ensure that every PoCo member's perspective is taken into account is when they make asynchronous comments prior to the meeting.
- Not all comments must be original. It is acceptable to simply indicate agreement with a previous commenter ("+1"; "Agree with John"). Discussions are most effective when all voices are heard.
- During each synchronous discussion topic, the PoCo Chair will endeavor to ensure that as many members/liaisons as possible have the opportunity to speak. When multiple people wish to speak at the same time, priority will be given to people who haven't yet spoken during that discussion topic
- Each synchronous discussion topic will conclude at the PoCo Chair's discretion. If warranted, the discussion will be followed by a synchronous or asynchronous vote. If necessary, the topic will be "tabled" until a future meeting.
- Each meeting agenda includes a section for news sharing and updates not necessarily requiring discussion. PoCo members are invited to add informational items to the agenda as appropriate.
- At any time, PoCo members may request that discussion topics be added to a meeting agenda by contacting the PoCo chair. The Chair will schedule an array of discussion topics at each PoCo meeting based on priority and time-sensitivity.
Communication mechanisms:
- PoCo members are added to the PoCo email listserv (PCCPOL@LISTSERV.LOC.GOV) when their terms begin. This email list is used by the PoCo Chair to share meeting agendas, call for votes and lead asynchronous discussions. Other list members are welcome to use the list for relevant purposes.
- PoCo members are granted access to the PoCo Google Drive when their terms begin. All meeting agendas, committee/task group reports and other working documents are stored on Google Drive.
- PoCo members are granted editor access to the PCC Wiki when their terms begin.
- The Wiki is used for sharing information/documents more broadly outside the PCC administrative structure, for those types of information that are not (yet) appropriate for the PCC website.
- The Wiki is also used for resources that are community-driven and/or highly dynamic in nature (e.g., Land Acknowledgement and Indigenous Metadata Resources).
- All community members have access to the PCC website, where final task group reports, policy documents, and other official resources are published.
Am I a voting member?
- Voting members include
- All duly elected Members-at-Large (including those currently in the Chair cycle)
- Standing Committee chairs
- Permanent members of PoCo (British Library, Library of Congress, Library and Archives Canada and OCLC)
- Each Standing Committee has one vote. If there are co-chairs for a given SC, they may cast only a single vote on a given motion
- Liaisons are non-voting members of PoCo
- Advisory Committee chairs are non-voting guests at PoCo meetings
- Other guests at PoCo meetings (e.g., task group chairs) do not vote
