Ottawa Carleton RDC Working Group

September 16, 2004 at 2:00

Morisset 143, University of Ottawa

Record of Decisions and Action Plan

Present:

Daniel Pouliot / DLI, specialist librarian (Library)…… /
Elmustapha Najem / Industrial Relations …………………. /
Hélène Carrier / Morisset Library… …………………. /
Huhua Cao / Geography ………………………….. /
Jennifer Stewart / Public Policy and Administration …… /
Lise Dubois / Population Health …………………… /
Renaud Paquette / Relations industrielles ………………. /
Susan Mowers / Geographic Info/Data Ctr (Library)…. /
Wendy Watkins / Data Centre (Library) ……………….. /

1)  Welcome to UQO Guests

Representatives for new partner, the Université du Québec en Outaouais, were warmly welcomed: Elmustapha Najem, Renaud Paquette and Daniel Pouliot.

2)  Agenda confirmed: welcome to UQO guests, business arising, construction, maxi-MOU, next RDC Network meeting, and Intranet suggestion.

3)  Business Arising

  1. SSHRC/CIHR submission
  2. Draft text and New Partner. Hélène acknowledged the efforts of all the members of the submission working group and contributors in producing the texts. Hélène informed Ray Currie, that UQO has become the third RDC partner

ACTION: Working Group to name UQO as an RDC partner in the second draft SSHRC submission (September 30, 2004)

  1. Pending:

- Second Draft. Hélène will receive and distribute a second draft submission for our comments on September 29. and

ACTION: Hélène to distribute (September 29, 2004), ACTION: All to comment (Tuesday, October 5, 2004)

Ray will submit the final draft to SSHRC/CIHR on October 15.

- Text of our letter of commitment approved, noting that it is non-binding. Hélène confirmed it will be kept on file by Ray and not be sent to SSHRC/CIHR.

ACTION: Jennifer and Hélène to obtain VP-ViceRector signatures for Carleton and U.Ottawa (September 31, 2004).

ACTION: Hélène to send signed letter to Ray (October 6, 2004)

  1. UQO Feedback

Renaud voiced UQO reservations about the RDC working name, in that it excludes the Outaouais region. The three-institution Maxi-MOU working group, will establish the name, see item “5(b)”.

  1. Ongoing funding

ACTION: Working Group/Board to seek other partners to support operating costs

b.  RDC Budget clarifications

i.  Jennifer reported Carl Weatherall is satisfied that his concerns have been answered.

ii.  Minutes correction: Hélène clarified the July 29 minutes “4(a)” “…salaries and benefits line be 25% or 20% of FT rates” should reflect discussion as: “(percentage of time)”.

  1. Action Plan
  2. “14-17” - construction dates

ACTION: Susan to revise (September 31, 2004)

  1. “18) Name Carleton Academic Director or representation for November RDC meeting”.

Jennifer reported that Saul Schwartz is named as Academic Director, and she as Acting Academic Director. Jennifer will therefore attend the RDC Directors Fall Meeting in Ottawa, October 28th and 29th. On a related note,

ACTION: Hélène to inform Ray that,1), Jennifer Stewart will attend the Fall RDC Directors Meeting (Acting Academic Director) and 2), our Academic Director is Saul Schwartz. (September 31, 2004)

ACTION: Jennifer to attend the RDC Directors meeting (October 28 and 29, 2004)

While on sabbatical, Saul wishes to remain in communication with us and to be copied on e-mails. ACTION: All to ensure Saul is copied on all e-mails (ongoing)

  1. July 29 minutes: “20) Ottawa and Carleton RDC announcements”

- We will prepare a draft joint press release about the creation and role of the RDC and the information sessions to come.

ACTION: Wendy to send Hélène the new DLI/RDC explanatory brochure (September 23, 2004)

ACTION: Jennifer to approach Gustave about providing RDC information sessions for each of the three partners (September 27, 2004)

ACTION: Hélène to prepare draft text (October 1, 2004)

- Discussion of potential media interest in RDC and its Ottawa (ON) / Outaouais (QC) partnership (e.g., CBC, Radio Canada, Le droit…)

ACTION: to inquire about process through respective institutions’ communications services (winter 2005)

4)  Construction

  1. Project Leader. University Facilities Management will use an external designer as our project leader.

ACTION: Hélène to invite project leader to a Fall meeting (October 31, 2004)

  1. Research lab design. Discussion of Open versus Office concept. In view of our priorities for training and collaboration, the group adopted the open concept. We will pursue glass dividers for a level of privacy. In addition, it was agreed to pursue the acquisition of a Smart-board.

ACTION: All to discuss with project leader/designer (Fall 2004)

5)  Maxi-MOU

  1. Prepare Maxi-MOU document
  2. Working Group to be formed with one member from each institution, Jennifer and Susan will represent Carleton and University of Ottawa.

- ACTION: Hélène to send Renaud, Elmustapha and Daniel the Montreal RDC MOU. (September 20, 2004)

- ACTION: Elmustapha and Renaud to confirm working group member from UQO, (September 22, 2004)

  1. Working Group to complete draft of Maxi-MOU

- ACTION maxi-MOU to be sent to full Working Group for feedback (October 22, 2004)

  1. Obtain Ray’s feedback on document

-ACTION Hélène to send Ray draft Maxi-MOU for feedback (October 24, 2004)

  1. RDC Name

The name will be confirmed in the document. In response to UQO’s concerns the group discussed various options for the name and that if time permits, we could provide this name in our SSHRC/CIHR submission.

ACTION: Jennifer will approach Carl Weatherall about options for the name (October 2004).

ACTION: Jennifer, Susan and UQO representative to follow-up on the name and report back to all (November 4, 2004 or earlier).

6)  Intranet suggestion

Susan’s suggestion of implementing an Intranet for improved organization of documents was accepted.

ACTION: Susan to set up Intranet (September 2004)

URL: http://www.uottawa.ca/library/dataserv/rdc

7)  Next meeting: November 4 at 9:30, Morisset room 143

-  Construction

-  Maxi-MOU

-  Report from the NCC RDC Directors meeting

-  Institutional announcements and information sessions

-  Other?

Action Plan, Working Group / Target date / Substantial Completion
1 / Distribute proposal template received from RDC Network Chair, Ray Currie / June 18 / June
2 / Both parties sign mini-MOU / June / July
3 / Distribute English translation of Quebec MOU / June / June
4 / G. Goldmann /approval on physical plan and operating costs (re: invite working group meeting) / July 9, 2004 / July 9, 2004
5 / Distribute proposal template to Working Group / July 2004 / July 2004
6 / Update capital and operational budgets for SSHRC/CIHR funding proposal / July 2004 / July 2004
7 / Draft of SSHRC/CIHR funding proposal and related information for RDC Network annual report / July 26, 2004 / July 26, 2004
8 / Both universities sign letters of (five-year)support for SSHRC/CIHR funding proposal / August 6, 2004 / August 6, 2004
9 / Complete SSHRC/CIHR funding proposal and related information for RDC Network annual report / August 6, 2004 / August 6, 2004
10 / Invite U.Ottawa faculty member for Ann’s working group position (cover-off) / July 31, 2004 / July 9, 2004
11 / Invite Carleton faculty member for Saul’s working group position (cover-off) / August 30, 2004 / July 9, 2004
12 / Invite Carleton faculty member for Jennifer’s working group position (cover-off) / August 30, 2004 / July 9, 2004
13 / Invite UQO faculty member to attend Working Group meetings / Summer / August 31, 2004
14 / Firm quotes for capital construction / October/November 2004
15 / Update from construction project leader (re: invitae project leader to working group meeting) / October/November 2004
16 / Send Statistics Canada the technical drawings for approval. / October/November 2004
17 / Statistics Canada approval of technical drawings / November 2004
18 / Name Carleton Academic Director or representation for November RDC meeting / October 30, 2004 / September 16, 2004
19 / Construction starts / November… 2004
20 / Institutional RDC announcements: Carleton, UO, UQO / Fall 2004
21 / Statistics Canada RDC Information Sessions for three institutions / January 2005
22 / Inquire university media relations…: Carleton, UO, UQO / Winter 2005
22 / Launch RDC / April 2005
23 / Negotiate agreements with regional NGOs / ..2005… ongoing

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