DEAN'S COUNCIL MINUTES: June 25, 2013

I.                   Selene/Nancy reviewed the outcomes of the previous meeting’s examination of the Libraries’ internal communications. Action steps were agreed upon.

·         Revisit job descriptions for Dean’s Council members                                          (AGREED)

SHARING JOB DESCRIPTIONS WILL HELP CLARIFY ROLES AND EXPECTATIONS

·         Training for a new budget tool to provide Dean’s Council budget info                (AGREED)  

SARAH GORDON WILL OFFER FORUM AS NEW TOOL IS AVAILABLE

·         Share meeting minutes at the department level                                                     (AGREED)

          

           STRONGLY ENCOURAGED AS A VALUABLE INFO-SHARING TOOL, DIRECTORS WILL BEGIN EFFORTS WITH THEIR DEPARTMENT MEETINGS. MARIANNE BURKE HAS A VERY USEFUL SHEET THAT HELPS ORGANIZE MINUTES, DECISIONS AND OUTCOMES. SHE WILL SEND TO DEPT. HEADS. 

·         Encourage meeting minutes at the committee level, put on Libstaff                    (AGREED)

VERY VALUABLE FOR OPENING INFORMATION LINES AND TRANSPARENCY, WILL SAVE TIME AND REDUCE CONFUSION. 

·         Create Libraries’ “vitals” document for ready info                                              (AGREED)

TO BE MADE READILY AVAILABLE INTERNALLY & CAN BE CUSTOMIZED FOR EXTERNAL AUDIENCES. WOULD BE GOOD TO KNOW WHAT WE ARE TRACKING AND HOW WE ARE TRACKING IT. ALSO NEEDED IS AN UPDATE OF “MISSING YEARS” FACT SHEETS ON LIBRARIES HOME PAGE.

·         Create a bi-weekly “News You Can Use’ e-newsletter                                        (AGREED)

TO BE CREATED, COORDINATED AND SENT BY DEAN’S OFFICE. WILL INCLUDE EXTERNAL COMMUNICATIONS INFO and EFFORTS, DEPT AND COMMITTEE UPDATES, INFO ON CURRENT/NEW PROJECTS. SHOULD ALSO INCLUDE A WAY FOR LIBRARIES’ COLLEAGUES TO SUBMIT FEEDBACK FOR PROJECTS IN AN “OPEN COMMENT” PHASE.

II.                Selene presented the Libraries’ external communications’ current model, challenges and proposed solutions. See PowerPoint slides following notes. The conversation brought forth a number of ideas and issues.

• Our external audience is twofold: campus constituents; and, external community at large.

•  There are two mechanisms to keep in mind: outlets and output.

•  A “Question Box” would be a useful tool. A question box is a place where directors/colleagues can see current topics in question and suggested talking points of best answers for media inquiry.

•   Many working groups are reaching a point where a communication plan would be useful as they prepare to launch their work.

•  A calendar of important dates would also be useful as a way to track holidays, events we can link our efforts with.

• An aggregate of our annual accomplishments would be of value.

•  Selene will meet with directors every six weeks to generate story ideas.

• Social media policy group will reconvene ASAP to oversee social media efforts.

•  A communications team will be reconvened with new membership and charge.