UNDER CONSTRUCTION
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.
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
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/liaisons' 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/liaisons 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 undergoing PoCo review, 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 (approved) task group reports, policy documents, and other official resources are published.
Other PoCo member activities:
- Each year, one at-large PoCo member is invited to serve on that year's Nominating Committee
- Each year, one at-large PoCo member is invited to serve as PoCo liaison to a periodic review of a PCC standing/advisory committee
