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Board Meeting #8

2011 February 15
Noon - 1:30 pm
Meeting via Go2Meeting


In Attendance
Drew Harrington, Chair
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)
John F. Helmer, Executive Director (ex officio)

Absent, Excused: 
Chris Shaffer, Treasurer (FY11 & 12)
Jane Carlin, Member at Large (FY11 & 12)


1. Updates (Helmer)
Expected outcome: brief update.
  • Incorporation
    • Insurance -  Letters of engagement have been received from Moss Adams 
    • Auditor – this is also moving along, with recent contact made.
  • Strategic Agenda
    • RFI - things are going well, Orbis Cascade is getting feedback from a variety of interested parties, including OCLC, Ex Libris, SirsiDynix, and others.  Drew Harrington called III in advance to be notified of the RFI.  John Helmer noted that the RFI is broad and not every function is explicitly called out or mentioned (for example, reserves).  If an RFP is done we will presumably be more exhaustive as to the necessary functionality.  John and the Board will make sure to involve the University of Idaho in the RFP so they can stay aware of what is being planned. 
    • EBook Pilot – There was a kick-off meeting at ALA, and this project is well underway. 
    • Collaborative Tech Services - Potential interest in an additional task - Susan Hinken (committee chair) and the Collaborative Tech Services Team are enthusiastic about investigating the potential for collaborative map cataloging.  The Board decided that it is fine for them to take on this task. 
    • Digital Services – The group has met and is progressing. 

2. FY12 Budget (Helmer)
Expected outcome: review draft; determine revisions; decide whether or not to offer a conference call in advance of Council's meeting.  Final FY12 Budget submitted to Council with a Board recommendation for a vote on March 10-11.
Documents: Budget Memo | FY12 Budget (password protected)

Key budget information was discussed, and the following were highlighted as being of potential interest and importance to the Council for the March budget discussion: 

Membership fees
- These are a bit higher than the previous draft, and a major cause for that is meeting related expenses.  It is looking like having one big summer meeting is going to be more expensive than several smaller meetings.  To complicate matters, we are not yet sure how many people will be attending.  The increased expense is largely due to the venue (for a large meeting, we must use a hotel as it is hard to find a college venue that would accommodate that many). 

Reserve fund
- We are looking at this slightly differently.  We propose setting aside 4 months of staff salary for the operating reserve, rather than a full year.  Orbis Cascade has a history of stability, plus new staff contracts only call for 4 months timely notice.  In addition, 25% of the operating reserve is our goal for the strategic (or agility) reserve. This new way of approaching reserves brings down our total reserve needed.  
It was noted that any self-sustaining program, should over time build its own reserve.  The example was given of NWDA, which has its own reserve, and is well on its way to having a sufficient operating reserve. 
 
WEST - The costs will be rolled into total membership fees but kept separate in the budget.  We do have a commitment to pay. Hopefully this will be clear even though the figures are separate from the main budget.  It was suggested that we highlight the importance of WEST in the budget memo. Betsy Wilson agreed to supply a short statement.  The Board discussed the need to clarify fee commitments such as WEST and E-books, and explain clearly whether or not they are included in the total cost of membership or not.  This could be done with a footnote, or a memo. 

E-books and NWDA - Considered to be quite clear as written; No questions. 

Board decided to offer a conference call for Council prior to the next meeting in order to address any concerns that Council members have prior to the meeting where they vote.  If we use GoToMeeting then the Council members can easily see the budget spreadsheets. 

3. Electronic Resources Committee (Helmer)
Background:

The ER Committee has a strong history and critical current role as a purchasing group comprised of individuals authorized to commit member institutions to electronic resource purchases.  Members have found other activities of this group to be less valuable and there is no compelling need to continue the structure of a committee with steering team, appointment process, expectation of annual meeting, etc

 Executive Director's recommendation:

Dissolve the ER Committee and Steering Team but retain the email list, web pages, and system of ER Program Representatives appointed by Council members and authorized to commit member institutions to electronic resource purchases.  Programmatic ideas and other issues would be handled on an ad hoc basis as they occur.  For example, ER Program Representatives might collaborate with CDMC on some topics or the Board might choose to appoint a Task Force charged to pursue a special topic.

This proposal makes sense, particularly to the Board members who have talked to the committee chairs and pervious chairs.  The recommendation was approved by the Board.

4. Council Agenda in March (Harrington)
Expected outcome: set agenda for March 10-11.

Current Agenda Items:
  • Farewell to Bryce Nelson
  • FY12 Budget
  • Summit Policy Task Force report
    Board discussion about Council process prior to a vote
  • Summer Meeting feedback and discussion of Council's role

  • Given that this is a light agenda, should the meeting be shorter or conducted remotely (e.g., GoToMeeting)? 

    During discussion, the idea of a remote meeting was not endorsed, particularly as it was pointed out that GoToMeeting will not work effectively with so many people. While a shorter meeting is desirable for many, it was difficult to envision how to shorten the meeting in a logical fashion, and it was difficult to define a meeting time period that would allow the attendees to take advantage of the shortened time to accomplish other things.    Although attendance has been dropping, Board members considered the dinner to be an important part of the meeting schedule. 

    It was suggested if the agenda is short, then we use the time to have a brainstorming session, updating ourselves for the longer term and engaging in professional discussion.  Examples of timely and interesting topics are – our definitions and desires for an institutional repository; or perspectives on accreditation, the Balanced Scorecard, and assessment.  Steve Hiller was mentioned as a possible speaker on assessment, but is out of town during the Council meeting time. 

    The Board decided that there is not enough time for an outside speaker to be invited.  And Board members did not want to institute a round robin type of reporting session.  John and Drew will investigate assessment and accreditation topics. 

    It was suggested that we have a celebration of our incorporation at dinner, including making sure that Council members understand the process, and what’s different now, and what we’re working on.  The Financial Framework Task Force charge could be explained. 

    The Board discussed the proposed agenda item on the Summit Policy Task Force.  Some Council members are not comfortable with opening up Summit borrowing as recommended by this task force, and are wondering how other libraries are reacting.  The worry was expressed that there may be a big imbalance between libraries and how much they opt to open up their collections.  Board decided that we should include discussion of this recommendation with the pre-meeting phone call on the budget.  The goal is to get an idea of how libraries feel about opening up their collections, and what specific worries they have (for example workload, about inconsistencies, or expectations from the public).  Deb Carver (task force chair) Anya Arnold should be included on the call to address potential questions. 


Next Meetings

Council
  • March 10-11, White Stag, Portland
Board
  • April 19, 1 to 2:30 
  • May 11, 2 to 3:30 
  • June 10, 9am - 4pm Radisson - Portland Airport


Minutes - Karen Clay