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Public Services Planning Committee
Guidelines for Subcommittees & Task Forces
Reporting to the SUS-PSPC
February 12, 1997
The PSPC has formed a number of subcommittees and task forces with the intention of facilitating the work of the SUS libraries. As more and more SUS and FCLA members become involved in these groups it is clear that guidelines for subcommittee or task force activities be outlined in order to make the most effective use of the time of those involved, encourage good communication and a steady flow of ideas, and ensure productivity and collegiality on the part of the SUS PSPC and the PSPC subcommittees and task forces.

1. Communication

a. Meeting minutes should be recorded by a member of the group.

b. Approved meeting minutes, ideally approved in a timely manner, should be forwarded to the chair of the PSPC for dissemination to the members of the PSPC. These meeting minutes may be forwarded to the SUS directors for their information.

c. Approved meeting minutes, the approved charge, committee roster, and final/approved documents are forwarded by the chair of the task force/subcommittee to FCLA's, Documentation Coordinator (currently Lisa Tatum, fcllat@cns.ufl.edu) who will mount these documents on FCLA's web page.

d. A listserv should be created to facilitate group discussion. The group will determine whether the listserv should be closed or open to other interested parties.

e. The need for in-person meetings, video conferencing, or telephone conference calls will be determined by the group.

2. Organization of the task force/subcommittee:

a. Subcommittees are standing committees created to monitor and make recommendations on broad and ongoing public service areas and developments. Generally, all SUS libraries are represented on PSPC subcommittees.

b. Task forces are formed to address specific projects or issues. They have a narrowly focused charge and a stated date when a report or recommendation is due. Task forces are generally small groups comprised of informed individuals with expertise related to a specific task. Representation from all the SUS libraries is optional.

c. It will be the responsibility of the PSPC to draft the task force/subcommittee charge and recommend membership for review by the library directors.

d. As appropriate, a member of the PSPC may serve as a liaison to the task force/subcommittee to facilitate communication and interaction between the two groups. (PSPC and task force/subcommittee). The liaison's role is to keep the group focused on the charge and to facilitate the process, rather than the content of the charge. Since the PSPC liaison does not represent his/her institution but rather the PSPC, another librarian from that institution may serve on the task force or subcommittee as the full member.

e. The chair of the task force or subcommittee is responsible for convening meetings, the creation of a membership roster, the distribution of meeting minutes, and the forwarding of reports or recommendations to the chair of the PSPC.

f. Members from FCLA are full members of the task force or subcommittee.

g. Length of term for task force and subcommittee membership is typically one year with a possible one year extension to foster continuity within the group.

h. Appointments to a task force or subcommittee must meet with the approval of the appropriate library director.

3. Operating Procedures:

Projects to implement or documents at the SUS-level are sent to the PSPC for review and approval. Depending upon the nature of the project or document the PSPC will forward the item to the SUS directors for approval and possible implementation.

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