Present: Carlen Ruschoff (ITD), Jamie Bush (ITD), Cindy Todd (UITG), Susan Wheeler (UITG), Michelle Flinchbaugh (ASTG), Linda Seguin (ERIC II), Stephen Miller (RSTG), M.J. Tooey (CLD), Celia Rabinowitz (CLD).

1. CLD Policy for USMAI Travel and Refreshments Funding:
   
   • There is no reimbursement from USMAI Central Site Funds for travel to routine USMAI meetings or forums.
     
     
   • Professional travel to meetings and conferences to present on consortial initiatives, or for other purposes may be reimbursed. Individuals must should submit a proposal in advance to the CLD Chair (Celia Rabinowitz) including information on the reasons for travel and projected expenses.
     
     
   • Travel between USMAI campuses for implementation of consortial initiatives (e.g., ILLiad) will also be supported. Requests including reason for travel and expenses must be submitted and approved in advance.
     
     
   • When requesting reimbursement, please include either the e-mail approving the travel, or the CLD meeting date when the travel was approved.
     
     
2. CLD/ITD Requests for Task Groups:
   There was a general discussion about procedures or mechanisms for CLD or ITD to request assistance from a task group in order to complete work on projects in progress.
   
   • Priorities are now generated by Campus Contacts, CLD, and the task groups, along with the work that ITD does in response to Rx submissions, regular version updates, etc.
     
     
   • We agreed that work coming to the task groups has to be evaluated within the current work plan of the group and that the group would need to communicate with ITD about when requests could be addressed. ITD staff want to be able to capitalize on the expertise in the task groups.
     
     
   • Carlen listed the three priorities that CLD has identified for the next years: Patron Privacy, Reporting, Metalib 4. It is likely that some of the task groups will be asked to participate in work on these issues.
     
     
   • Questions were raised about the status of Authorities.
     
     
   ACTION ITEMS:
   
   • Task Group Charges: Each task group is encouraged to review their original charge and send suggestions for modification to Celia.
     
     
   • Celia will review the charges and raise the issue of revisions with the CLD Executive Committee.
     
     
3. Work Plans/Annual Reports:
   
   • Celia proposed that each task group produce an annual work plan and an annual report. The work plan would outline priorities and projects and would be a valuable tool for CLD and ITD in assessing work load, reviewing priorities across the consortium, etc. Feedback from ITD might also prevent groups from pursuing projects that are know to be beyond the ability of ITD to work on, or that may duplicate efforts of other groups.
     
     
   • Work plans will include an area for each project or initiative that indicates where the bulk of the word needs to occur (within the task group, in collaboration with ITD, or primarily in ITD).
     
     
   • The annual report will serve as a way for the group to review its work and to inform CLD of its activities, and can serve as the mechanism for a task group to ask CLD to authorize the continuation of their work instead of a separate request for a new sunset date. Each authorization would be for a period of two years.
   
   
   
   ACTION ITEMS:
   
   • Carlen and Jamie will work on a template for the work plan.
     
     
   • Carlen and Celia will work on a template for the annual report.
     
     
4. Task Group Membership:
   
   • Currently task groups “sunset” in December of a given year. It was agreed that turnover in December/January works best for the groups.
     
     
   • Current members of groups who wish to continue after their term is up are encouraged to apply to continue. The application process will continue to be used to insure that anyone wanting to volunteer is able to.
     
     
   • We would like to encourage the groups to stagger membership so we don’t have more than one or two people cycling off in a year. The RSTG will bring in four new people in January. They will have one person serve one year, two serve for two years, and one serve for three years if they can.
     
     
   • Co-chairs are also encouraged as a way to share leadership and responsibility. Whenever possible task groups should have co-chairs and those chairs should have staggered terms.
     
     
   • We clarified that observers are welcome at all meetings. Observers should contact the task group chair in advance to let her/him know they will be attending, and observers should not assume a participatory role.
     
     
   • The systems librarians are ex officio members of task groups and will not serve as chairs. Their participation is critical so that groups maintain communication with ITD.
     
     
   ACTION ITEMS:
   
   • Task group chairs will review their membership lists on the CLD web site before October 5 and send an email to COIAll with the names of the current task group members. Laura Arnhold will use the lists to update the USMAI web pages.