Safety and Security Committee

Meeting Schedule / Role Rotation (2007)

Date	Meeting Location & Time	Facilitator	Notetaker
January 9	MCK 7121; 2:30 - 3:30 p.m.	Roy Alvarez	Dun-Yee Wong
February 6	MCK 7113; 2:30 - 3:30 p.m.	Pinar Beygo	Dan Newsome
March 6	MCK 7121; 2:30 - 3:30 p.m.	Bill Hess	Debbi Stefany
April 3	Meeting cancelled
May 1	MCK 7121; 2:30 - 3:30 p.m.	Dun-Yee Wong	Roy Alvarez
June 5	MCK 7121; 2:30 - 3:30 p.m.	Dan Newsome	Peter Armstrong
July 3	Meeting cancelled
August 7	Meeting cancelled
September 4	MCK 7121; 2:30 - 3:30 p.m.	Peter Armstrong	Roy Alvarez
October 2	Meeting cancelled
November 6	MCK 7121; 2:30 - 3:30 p.m.	Bill Hess	Dun-Yee Wong
December 4	Meeting cancelled

Ground Rules

Meetings: The committee will meet for one hour once each month, usually on the first Tuesday of the month. The regular committee meeting time is from 2:30 to 3:30. Bill Hess will issue the call for meetings. The meeting facilitator will provide an agenda in advance.

Attendance: Committee members should commit to making every effort to attend meetings as scheduled. Meetings will begin and end on time and members should be prompt. If members cannot attend a meeting, they should contact Bill Hess.

Quorum/Cancellation of Meetings: Seven members must be able to attend in order for meetings to take place. However, if branch representatives are not at meetings where topics concerning their branch are to be discussed, the discussion will be postponed until that branch can be represented. Chair Hess will determine if a meeting is to be cancelled, based on reports to him of expected absences. The reasons to cancel meetings will include lack of quorum, lack of topics, or closing of the university. The role rotation will continue to be associated with dates. If a meeting is cancelled, roles for the next month's meeting will be as originally designated at the start of the year. If the facilitator or note-taker for an upcoming meeting has to be absent, s/he should find a substitute.

Confidentiality: Discretion is necessary regarding the opinions expressed in meetings and certain aspects of the work of the committee. In this spirit, the committee will come to a consensus on what is included in minutes before they are shared with the entire library community and members will not hold open discussions with a wider audience until the committee has given its approval.

Assignments: Committee members agree to share the workload and complete assignments in a timely manner. We recognize that we need to be realistic about our workload demands.

Meeting Management: Good meeting management is essential to the success of the committee. We will pre-assign meeting roles, pre-circulate agendas, and follow meeting guidelines from the Meeting Management and Communication Skills Workshop.

Minutes: The meeting notetaker should post a draft of the minutes to the committee reflector (ssc-lib@umail.umd.edu) within two working days after each meeting. The committee will edit that draft within a week from that time and a final version will be shared with all library staff and posted on the committee's Web site.

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