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Board Meeting Minutes 2010 August 11

Board Meeting #2
2010 August 11
1:00 - 2:30 pm

Attendance
Betsy Wilson, Chair-elect
Dalia Corkrum, Past Chair
Karen Clay, Secretary (FY11 & 12)
Donna Reed, Member at Large (FY10 & 11)
Jay Starratt, Member at Large (FY10 & 11)
Vickie Hanawalt, Member at Large (FY11 & 12) -- joining after 1pm
Jane Carlin, Member at Large (FY11 & 12)
John F. Helmer, Executive Director (ex officio)

Absent:
Drew Harrington, Chair
Chris Shaffer, Treasurer (FY11 & 12)

Dalia Corkrum will serve as Chair in Drew Harrington's absence.

Welcome (Corkrum)
  • Dalia Corkrum welcomed the board and acknowledged the historic nature of the first Orbis Cascade Alliance board business meeting. 
  • The recent death of Jim Kopp, library director at Lewis & Clark College, was acknowledged.  A moment of silence was shared during which all board members reflected upon his contributions to the library profession and the Orbis Cascade consortium. 
1. Updates (Helmer)
  • John Helmer mentioned the Sky River/ Innovative Interfaces lawsuit against OCLC, in which the Orbis Cascade Alliance migration to WorldCat Navigator is mentioned as a part of the evidence.  No contact with the Orbis Cascade Alliance has been made at this point  by either party.
  • John Helmer gave an update on the process of legal incorporation.  The MOU with the  University of Oregon is currently with Randy Geller (UO attorney) awaiting his response.  We are also still awaiting a letter of determination from the IRS.
  • John Helmer gave an update on WEST.  Orbis Cascade is now unlikely to be asked to serve as administrative host as the UC Digital Library will be continuing in this role.  There is broader interest in WEST than initially estimated, with many new institutions outside of the Orbis Cascade Alliance indicating interest, as well as interest from all but two Alliance members.  Given this latter statistic, we may want to reconsider the idea of participation by the consortium as a whole.
  • John Helmer gave an update on Summit Day and Discovery Day.  Both were very successful. We may want to consider incorporating a discovery session into future Summit Days.  OCLC has now responded to the recently sent ‘call to action’ letter on Summit issues.  
2. Finance (Helmer for Shaffer)
Document: Memo (password protected)
The Board reviewed the report from Debi Place reviewing various banking options and recommending that we open a bank account with Pacific Continental Bank. 

MOTION:  Move that the Board establish banking accounts for the Orbis Cascade Alliance at Pacific Continental Bank, with the understanding that no substantial business will be conducted in the new accounts until insurance is finalized, expected in September 2010. 

Moved:  Betsy Wilson
Seconded:  Donna Reed
Motion passed unanimously 

3. Summit Policy Task Force (Corkrum)
Documents
The Board reviewed the Summit Policy Task Force charge and made no changes.  The Board discussed the nominations for the Task Force and selected a chair and members.  Alliance staff will confirm these appointments. 

4. Acknowledging Council members
(Corkrum)
The Board discussed the cases in which Orbis Cascade should issue a formal acknowledgment.  It was suggested that formal acknowledgments be given for the passing of currently sitting Orbis Cascade Alliance Council Members, that these be given under the new financial structure, and that the amount of $500 is appropriate.  A $500 donation will be made to the Aurora Colony Historical Society in the name of Jim Kopp. 

MOTION: 
Passed by unanimous consent

Alliance staff will investigate how to make this donation under the current financial system.  If necessary, the donation will be made once business can be conducted by the corporation.

5. Executive session (Corkrum)
Helmer is excused for this portion of the meeting.
Executive session for the purpose of discussing Executive Director”s compensation.

Respectfully Submitted,
Karen Clay, Secretary