AGENDA |
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Brief topics
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30 min. |
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| 1. |
Council Retreat |
120 min. |
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1.1 Retreat evaluation | Report |
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1.2 Retreat summary: review and finalize | Report |
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1.3 Next steps |
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Executive Committee will
- clarify strategic initiatives
- discuss priorities
- draft actions, including the role of consortium staff, consultants, Council, and existing & new committees, task forces, etc.
- identify resources: financial resources, member library staff, and consortium staff
- prepare recommendations concerning the above for Council.
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1.3.1 Regional Library Services Center
-- Report on May 24 Leadership Group Meeting | Agenda
-- RLSC agenda for July 2006 Council meeting
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1.3.2 Cooperative Collection Development
-- CDMC charge
-- CDMC's most recent report to Council
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1.3.3 Moving services to the network level
-- Broader concept
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Shared ILS concept
-- Leadership institute
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1.3.4 Infrastructure for Digital Initiatives
-- Broader concept
-- Joint Task Force on Digital Assets Initiative (Kelley, chair)
-- NorthWest Digital Archives (NWDA) | Draft Budget | NWDA letter | Purpose & Objectives
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1.3.5 Information Literacy
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1.3.6 New Summit search interface
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| 2. |
Membership
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15 min. |
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2.1 Concordia University: report to Council
Background
"Barnes Whyte will prepare a site visit summary report for Council consideration in July 2006." -- Executive Committee Minutes, March 2006
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2.2 Warner Pacific College: update on status of membership offer |
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| 3. |
Summit |
60 min |
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The list below represents a great deal of new information related to the Summit Catalog, Summit Borrowing, & Courier Service. EC will consider next steps, including the presentation of selected topics for Council consideration. |
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3.1 Short updates
- Server hardware upgrade
- Software and other work to be scheduled
- Install latest software upgrade
- Reindexing the database: moving from 32-bit to 64-bit indexing
- SCC's Summit & Google project (contact jfh for passworded access)
- Courier Symposium (Denver, September 2006)
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3.2 Summit Catalog |
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3.2.1 Summit Catalog Committee recommendations | Topics for FY07
The SCC's full report will not be ready until June. EC will review the scope of activities proposed for FY07.
Background:
"Specific Tasks: deadline July 2006
- Internet Search Engines
Advise Council on the potential relationship between Summit and internet search engines and identify those actions that will promote patrons' ability to find materials owned by member libraries. e.g., how are patrons led from Google to Summit?
- Functional Requirements for Bibliographic Records
Advise Council on the potential impact of Functional Requirements for Bibliographic Records (FRBR) on the Summit catalog.
- Electronic Resources
Advise Council on how member libraries are managing access to electronic resources and the potential impact of WebBridge, SFX, and similar linking products.
- Propose specific topics for pursuit in the future."
-- Summit Catalog Committee charge
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3.2.2 Duplicate records | Report
A discussion of progress to date and potential for improvement.
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3.3 Borrowing |
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3.3.1 Summit Borrowing Committee recommendation | Report
A recommendation to allow one renewal for items circulated on the short-loan rule.
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3.3.2 Summit Borrowing turnaround time | Report
A discussion of activities to date, findings, and potential actions related to Just-In-Time (JIT) processing and courier transit time.
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3.3.3 Reimbursement for lost Summit Borrowing items | Report
Background:
"EC will consider reimbursement options for items that are expensive to replace." -- Council Minutes, October 2005
"EC members will read Nancy Nathanson's background report and take up this topic at another meeting." -- Executive Committee Minutes, March 2006
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3.4 Courier | Courier transit time
Results of transit time study & contract price for FY07.
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3.5 Potential for a III and Alliance symposium
Follow-up on discussions with Jerry Kline, Mary Chevreau, Ted Fons, and Maruta Skujina. |
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| 4. |
Membership criteria | Report (authors: Kopp & Popko)
- Discuss draft of revised criteria
- Majority versus 2/3 voting
- Geographic criteria
Background:
"Membership Criteria Discussion: ... Barnes Whyte noted EC's decision to use the occasion of the current application to analyze membership criteria and the application process. Council's discussion imparts more importance to this issue and EC will actively consider these issues." -- Council Minutes, October 2005
"Kopp and Popko will incorporate Council's input in the next draft and Executive Committee will discuss further. Council will consider membership criteria at the April retreat and can expect to see a draft for revision and adoption in July." -- Council Minutes, January 2006
"Consideration of this topic was postponed." -- Executive Committee Minutes, March 2006
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60 min. |
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| 5. |
Governance
Background:
"Council expressed a continuing interest in investigating teleconferencing options, especially for the January meeting. ICCL and OUS libraries all have teleconferencing equipment available. For Executive Committee's next meeting (March 11), ICCL and OUS will report back on options. Aspects to consider include system compatibility, need for and availability of a bridge for connecting several sites, scheduling, appropriate regional groupings, costs, and technical support staffing during a teleconference." -- Council Minutes, January 2005
"Council members will forward the names of teleconference staff to Helmer. EC will discuss Council meeting format and teleconference options." -- Council Minutes, October 2005
"EC came to a preliminary conclusion that the Alliance should hire a consultant with expertise in the management of non-profits to analyze the organization and recommend a governance structure. Such a consultation could also include an analysis of consortium staffing. Governance may be raised as an issue at the retreat but EC believes that it would be better to have the retreat focus on strategic planning and future directions for consortium activities.
ACTION: EC feels that videoconferencing would not work well for Council but might start with EC and/or steering teams. Kelley will investigate the ability of EWU staff to plan an approach to using video conference technology for some meetings. Helmer will send Kelley the name of the UO's teleconference expert." -- Executive Committee Minutes, March 2006
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60 min. |
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| 6. |
Finance |
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| 6.1
Budgeting without membership growth
Background
"In order
to plan for the future, Executive Committee was asked to work with Helmer
to create a conceptual budget based on no growth in membership."
-- Council
Minutes, April 2005
"Consideration of this topic was postponed." -- Executive Committee Minutes, March 2006
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15 min. |
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6.2
Policies governing the reserve
Background
"Council asked
Executive Committee to review and propose policies for the management
of reserve funds. Topics of interest include the amount and purpose
of system reserve, expenditure of general reserve, and distribution
of funds should Council decide to discontinue the consortium or change
its legal status." -- Council
Minutes, January 2005
"EC feels that the following types of reserve are needed: Contingency, Operating, Capital. For each, EC will define the following: Target amount, Purpose, Process for approving expenditures, Process for replenishing. ACTION: Kelley will investigate further and report back to EC." -- Executive Committee Minutes, March 2006
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30 min. |
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| 7. |
UW & Cascadia Community College
Background
"Include Cascadia Community College for a two-year transition period and consider options by the end of that period ... CCC student FTE should be included in UW's FTE for the purpose of determining membership fees. Because this is a pre-existing arrangement in Cascade, it will be continued for now as the consortium mission, membership criteria, and policies evolve." -- Council Minutes, April 2003
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15 min. |
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| 8. |
Assessment of Interest Groups
Background
"Interest Groups are evaluated by Council every three years and will be sustained, discontinued, or revised as needed." -- Interest Group section of Committee Structure
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15 min. |
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| 9. |
Council Meetings: agenda and discussion topics |
45 min. |
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9.1 July 13-14, 2006 |
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9.2 October 5-6, 2006
Discussion will include consideration of the joint meeting of the Electronic Resources and Collection Development & Management Committees. |
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9.3 Potential Council discussion topics
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LOCKSS (for Lots of Copies Keep Stuff Safe), "open source, peer-to-peer software that functions as a persistent access preservation system." Victoria Reich, Director LOCKSS Program, Stanford University Libraries
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Projected total meeting time: 7
hr. 45 min. |
