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Board Meeting #6

2011 January 12
2 – 3:30pm
Meeting via Conference Call

Drew Harrington, Chair
Betsy Wilson, Chair-elect
Dalia Corkrum, Past Chair
Chris Shaffer, Treasurer (FY11 & 12)
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)
Jane Carlin, Member at Large (FY11 & 12)  –  had to leave at 3 pm
John F. Helmer, Executive Director (ex officio)

1. Members of New Teams and Task Forces (Harrington)
Expected outcome: review, revise, and approve recommendations from Harrington, Wilson, and Helmer.

Document: nominations | committee history (password protected)

The recommendations were reviewed and approved with the minor changes.

2. Summer Meeting concept (Helmer)
Expected outcome: review Summer Meeting concept, revise as appropriate, and determine whether or not the Alliance will host such a meeting in 2011.
Document: Summer Meeting Concept

The idea was discussed and the consensus was to try out the Summer Meeting and see how it goes.  Based on initial Council discussion in November and email responses to John Helmer’s announcement of the Summer Meeting concept, the Board agreed to go forward at this point.  It was also agreed that there is not a need for a conference planning committee for the Summer Meeting..    

3. Participation in IMLS Planning Grant led by University of Utah (Helmer)

Expected outcome: Decision regarding participation in a proposed grant that will explore collaboration among three western regional archives projects (Northwest Digital Archives, Mountain West Digital Library, and Rocky Mountain Online Archive).  University of Utah will submit the grant on behalf of the Utah Academic Library Consortium and would like a letter of support from the Alliance Board.
Document: description of proposed grant  

Following review of ways to control the Alliance staff time commitment to the grant, the Board is ready  to put forth a letter of support for this Grant.    

4. Incorporation update (Shaffer & Helmer)
  • Auditor
The Finance Committee reported that it did meet and they are going with Moss Adams as the auditor.  Their proposal was approved by e-mail.  The contract for this fiscal year is on an hourly basis and includes consulting, help with procedures, and help with tax returns.  We will not undergo a full audit this year.  In 2012 we will need a full audit and preparation of tax returns.  For this year the approximate cost will be $5,500 plus some hourly allotment.  Note that this fiscal year is a mixed year between two statuses, and the proposed arrangement is a less expensive way to go for Orbis Cascade.  Unfortunately we budgeted about $2,000 for  accounting processes for this year, which will not be enough.  Also note that we are still not fully certified as 501 c 3 for this year.  
  • Gap MOU
This is needed between Orbis Cascade and the University of Oregon, in order to ensure that UO can continue serving as our fiscal agent for the transitional months (as they have been for many years).  We are one step closer to becoming financially independent, as we did get our incorporation letter that we needed to be considered a tax exempt organization.  
  • Stoel Rives
This bill from Stoel Rives was higher than expected, coming to $31,000 with no pro bono work included.   After discussion the bill was revised to  $20,000 as we had originally expected.  

Submitted by: Karen Clay