Council Meeting
March 1-2, 2007
Mt Hood Community College

Schedule

G.E. Building, Room 201

Thursday Agenda

Welcome from Dr. Paul Hill, MHCC Vice President for Student Learning

3.1 Revised date in Annual Performance Assessment Process For Executive Director
Expected outcome: approve date change in ED assessment process.

Recommendation:

In order to align the ED evaluation process with Council's decision to meet three times each year, Executive Committee recommends that step 7 in the Annual Performance Assessment Process For Executive Director be updated to replace "Spring" with "next."

Expected outcome: discussion and vote to adopt revised bylaws.

In keeping with the bylaws requirement of 14 days notice, Executive Committee gave email notice on February 12, 2007 of recommended revisions to bylaws.

Recommendation:

Executive Committee recommends adoption of revised bylaws. A summary of changes is as follows:

Article I: Mission

Delete Article 1 Mission and renumber articles that follow. Thus, Articles II-IX become Articles I-VIII.
Note: Mission as stated in the current bylaws is out of date. Although deleted from bylaws the most up-to-date mission statement would continue to be available on the Alliance web site.

Article I [was Article II]: Membership

1. Adding member institutions. The Council reviews for approval all requests for membership, and may accept a request by majority two-thirds vote of the members present.

Article III [was Article IV]: Council meetings

1. Time and place. Regular meetings Meetings shall be held on at least a quarterly basis according to a schedule established in advance by Executive Committee at a location agreed upon by the member institutions. A special meeting of the member institutions may be called at any time by the Orbis Cascade Alliance Council chairperson or a majority of the Council members. At least five days prior to the date fixed for the holding of any Council meeting, notice shall be sent via electronic mail or U.S. Postal Service notifying members of time, place and information concerning the meeting.

2. Quorum.  Presence in person, or by remote communication, or by proxy of members representing two thirds of the voting rights of this consortium shall constitute a quorum at any meeting of the member institutions.

3. Who is entitled to vote.  Every person participating in the meeting as a voting member or designated proxy is entitled to vote on all matters. Each member institution shall have one vote: the Director or Director designee, acting as proxy, from each member institution. The proxy designee may attend meetings and vote, under the direction and authority of the Council member and with approval of Council Chair, for no more than one year. Proxy Designee participation and voting for more than a year must be approved by Council.

Budget Report: Part I (Popko)
Expected outcome: introduce and discuss budget documents in preparation for decisions scheduled for Friday.

Outline of the Budget Report in Council's mailed packet

• Cover (Popko)
• Budget Notes (Helmer)
• FY06 report (p. 1)
• FY07 report to date (p. 2)
• FY08 proposed budget
  • Brief form (p. 3)
  • Expanded form (p. 4-8)
  • Membership fees (p. 9)
  • Example of membership fees with no new members (p. 10)
  • NWDA fees (p. 11)
• FY04-10 (p.12)

Executive Committee Recommendation: EC recommends adoption of the FY08 budget.

Strategic Agenda (SA): Part I | Strategic Agenda (Popko)

SA 1. Regional Library Services Center (RLSC) | Report (Carver)
Expected outcome: introduce and discuss report in preparation for decisions scheduled for Friday.

Executive Committee Recommendation: EC recommends that Council approve the RLSC Leadership Group recommendations

SA 2. Cooperative Collection Development | Update (Chmelir)
Expected outcome: brief review of update from CDMC chair.

SA 3.1 Shared Integrated Library System (Popko)

Expected outcome: introduce and discuss recommendation in preparation for decisions scheduled for Friday.

Executive Committee Recommendation: EC recommends that the Alliance organize a facilitated strategy session to be attended by Executive Committee, 6-10 key systems staff from member institutions, and the Digital Services Program Manager. The purpose of this symposium will be to discuss how the Alliance's mission and goals can be achieved through the analysis of academic libraries as a system and the application of appropriate technology at a collective level. Symposium participants will develop recommendations that show great promise for creating a significant and tangible impact on service to students and faculty. Participants will submit a report and recommendations for consideration by Council in November 2007.

Council members will recommend facilitators and key systems staff with final decisions made by EC. Participation will be selective, with an emphasis placed on assembling a small group of informed, innovative, and enthusiastic individuals.

SA 3.2 Summit Data Harvesting
SA 3.3 Summit Search Interface | Update (Helmer)
Expected outcome: brief review of update from SCC Chair.
Background: SCC charge for 2006-07

SA 4.1 Northwest Digital Archives | Project site (Helmer)
Expected outcome: brief verbal update.

SA 4.2 LITA Institutional Repository Institute
Expected outcome: no discussion, on hold due to LITA's current inability to offer IR institutes.

SA 4.3 Collaborate with Regional and National Organizations (Popko)
Expected outcome: brief verbal update on EC's February 26 meetings:

• Library and Media Directors' Council (LMDC) | 21st Century Libraries Project | Summary
• Oregon State Library (OSL) & Washington State Library (WSL) | OSL letter

SA 5.1 New DS Program Manager Position (Helmer)
Expected outcome: brief verbal update.

SA 5.2 New NWDA Program Manager Position (Helmer)
Expected outcome: brief verbal update.

Guest speakers:

• Chip Nilges, OCLC VP for New Services
• Bill Jordan, UW Assoc. Dean of Univ. Libraries, Resource Acquisition and Description/Information Technology Services
• Diana Brooking, UW Cataloging Librarian

Friday Agenda

Membership vote: Chemeketa Community College (Popko)
Expected outcome: review application materials, verbal report from EC, discussion, and membership vote.

Application materials: Cover letter, Membership application form, Beach letter, Goulard letter

Strategic Agenda (SA): Part II (Popko)

SA 1. Regional Library Services Center (RLSC) | Report (Carver)
Expected outcome: discuss report and vote on recommendations.

Executive Committee Recommendation: EC recommends that Council approve the RLSC Leadership Group recommendations

SA 3.1 Shared Integrated Library System (Popko)

Expected outcome: discuss and vote on EC recommendation.

Executive Committee Recommendation: EC recommends that the Alliance organize a facilitated strategy session to be attended by Executive Committee, 6-10 key systems staff from member institutions, and the Digital Services Program Manager. The purpose of this symposium will be to discuss how the Alliance's mission and goals can be achieved through the analysis of academic libraries as a system and the application of appropriate technology at a collective level. Symposium participants will develop recommendations that show great promise for creating a significant and tangible impact on service to students and faculty. Participants will submit a report and recommendations for consideration by Council in November 2007.

Council members will recommend facilitators and key systems staff with final decisions made by EC. Participation will be selective, with an emphasis placed on assembling a small group of informed, innovative, and enthusiastic individuals.

Budget Report: Part II (Popko)
Expected outcome: discuss and vote on EC recommendation.

Executive Committee Recommendation: EC recommends adoption of the FY08 budget.

Announcements

• Northwest Central (Owen)
• other announcements