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Council Meeting #29

Council Present:

David Bilyeu (COCC)
Patricia Cutright (CWU)
Natalie Beach (Chemeketa)
Michelle Bagley (Clark)*
Brent Mai (Concordia)
Karen Clay (EOU)*
Richard Wilson (EWU)
Merrill Johnson (GFU)
Marika Pineda (LCC)
Mark Dahl (L&C)
Susan Barnes Whyte (Linfield)
Nancy Hoover (Marylhurst)
Jeff Ring (MHCC)
Chris Shaffer (OHSU)*
Karen Kunz (OIT)
Faye Chadwell (OSU)
Marita Kunkel (Pacific),
Donna Reed (PCC)
Lynn Chmelir (PSU)
Vickie Hanawalt (Reed)*
Scot Harrison (SMU)
Michael Paulus (SPU)
Paul Adalian (SOU)
John Popko (SU)
Bill Bruner (TESC)
Deb Carver (UO)
Drew Harrington (UP)*
Jane Carlin (UPS)*
Betsy Wilson (UW)*
Carolyn Gaskell (WWU)
Sue Kopp (WPC)
Jay Starratt (WSU)*
Allen McKiel (WOU)
Christopher Cox (WWU)*
Deborah Dancik (WU)
Dalia Corkrum (Whitman)

Staff: John F. Helmer*, Elizabeth Duell, Kyle Banerjee, Greg Doyle

Guests: Committee and Team Chairs will join Council for a discussion on Thursday morning.

* = FY12 Board of Directors


Key Documents

Shared ILS Team Final report

IR Pilot Recommendation


Financial Framework

Progress reports

Wednesday July 13
1:00 - 5:00 pm

1. Welcome (Harrington)
  • Farewell to Bill Bruner, TESC
  • Congratulations to Faye Chadwell, moving from interim to dean at OSU
  • Welcome to
    • Michael Paulus (SPU), introduced by John Popko
    • Lynn Chmelir (PSU, interim), introduced by Vickie Hanawalt
  • Council introductions
2.Review agenda (Harrington)
  • Major topics will be introduced and discussed on Day 1 with further discussion and voting on Day 2.
  • Committee & Team Chairs will join Council for dinner on Day 1 and the first part of the meeting on Day 2.
3. Short reports
3.1 Board (Harrington)
  • Revised Summit Policy TF charge

The Board does not perceive a direct connection between this group and the Financial Framework Team, and therefore recommends that the Summit Policy TF continue its work independent of the Financial Framework Team with the understanding that future recommendations might have financial implications requiring consideration.

  • Steering Team appointments (CDMC, SPOT, NWDA)

The appointments have been finalized, but the names have not yet been released.

  • RFI meetings with vendors

No discussion as this topic was extensively reported on during the earlier part of the Summer Meeting. Essentially, the RFI meetings confirmed for us that the time is ripe for consideration of a shared ILS.


3.2 Finance Committee (Shaffer)
  • Travel, credit card and signing limits
  • Audit
  • Taxes
  • Conflict of Interest
Travel policies have been completed and approved. The new credit card use policy has made life easier for Alliance staff. The University of Oregon has transferred the balance of the Orbis Cascade Alliance funds to the 501c3; and the Alliance and the University of Oregon are in agreement over the amount of funds. We will have a partial year audit, using agreed-upon procedures, for FY11. This will include verification of balances, accounts payable, etc. We will have a full audit for next year, FY12. Taxes can be filed after the audit is complete. We expect to submit our taxes in early January. The Finance Committee is documenting the annual budget process and reviewing conflict of interest procedures.

3.3 Assessment and ROI
(Wilson & Helmer)

Betsy Wilson outlined some things we will need to focus on if we are interested in pursuing this topic: clarification of the purpose and audience, what assessment tools we will need, how to communicate our results, and defining next steps.

More information was requested on the ’Balanced Scorecard’. It was suggested that those who want to know more should view a video on the ARL website that covers this area. Joe Matthews from the School of Information at San Jose State University is coming to Eugene and could be a good resource, there may be good background material in the ACRL publication: ‘The Value of Academic Libraries’.

Council approved having the Board move forward with the formation of an assessment group or participation in a potential ICOLC Balanced Scorecard project. John Helmer and Betsy Wilson will meet with Steve Hiller next week to discuss next steps.
4. Shared ILS Team Report (Helmer)
Expected outcome: Discussion, with vote scheduled for Day 2.
Background:

  • RFI
  • SILS Team Charge
  • SILS Team Membership
    • John F. Helmer, Orbis Cascade Alliance, Chair
    • Beth Blakesley, WSU
    • Bill Jordan, UW
    • Mark Dahl, L&C
    • Natalie Beach, Chemeketa
    • Rachel Bridgewater, Reed
Document: Final report

SILS Team Recommendations
Recommendation 1: Proceed with Procurement
The Orbis Cascade Alliance should proceed with procurement of a shared library management system with the intent to migrate all members to a new system.
Recommendation 2: Orbis Cascade Alliance serves as lead in procurement
If Council decides to pursue procurement of a shared library management system (Recommendation 1), then the Orbis Cascade Alliance should serve as the lead contracting organization and conduct an open and impartial competitive process that features broad sharing of procurement steps and requirements with all Alliance members and strong support for ‘due diligence features’ such as public notice of bid process, comment, acknowledgement of comment, and public notice of award.

Role of the Board of Directors

  • Procurement: The Board forms a procurement team that is charged to communicate with members and relevant agencies, create and advertise a procurement process, respond to vendor input, meet with vendors, score proposals, and provide recommendations to the Board.
  • Negotiation: The Board acts on the procurement team”s recommendation and may decide to appoint a negotiation team.
  • Recommendation: The Board recommends next steps to Council.
Role of Council
  • Final purchase decision is made by Council based on the Board of Directors recommendation.
Board Recommendation
The Board of Directors recommends that Council approve both recommendations presented in the Shared ILS Team report.

In support of this recommendation, the Board offered the following preamble:

Shared ILS Preamble

As Council considers the recommendation to proceed with a Shared ILS procurement process, the Board of Directors seeks to further inform Council”s process regarding the importance, promise, cost, and risk associated with this proposed initiative.

The Board carefully considered the highly informative report from the Shared ILS Team, and Board members participated in a day-long meeting with four of the initially most promising ILS vendors. Others involved in that meeting were the SILS Team members, and the chairs of SPOT, the Collaborative Technical Services Team, and the Network Library Service Task Force.

The Board judges that we are at the beginning of a new era in library management systems, an era that might compare to the move from card to online catalogs, and that these new systems hold great promise to offer excellent patron services that more effectively represent digital collections, streamline workflows, significantly lower the total cost of operation, and facilitate collaboration in collection development and technical services. The market for these systems is robust and moving quickly. While indications are very strong, it is important to recognize that vendors are in the early stages of development and these positive outcomes are not assured. However, members of the Orbis Cascade Alliance have a very strong track record of working together and collaborating with vendors and consortia to develop new products and approaches to effectively and efficiently serve students and faculty.

Although Council would not be asked to make a final purchase decision until the end of an RFP process, the Board recommends that Council move forward with the expectation that all members will participate in an eventual shared ILS and that participation will become part of Alliance membership criteria. In short, the concept of a shared ILS is so intimately related to the full realization of our strategic agenda that Council should expect participation to become a requirement of membership.

The Alliance has earned a strong reputation and is clearly a leader in envisioning what these new systems can accomplish. Along with this experience comes the knowledge that our best results will only be achieved through very active engagement with vendor partners; engagement that will require the dedication of staff and funding. While this is a bold initiative, the Orbis Cascade Alliance is ready to build on our leadership position and help shape the market for next generation library management systems.

Council discussion centered on the proposed timeline, balancing local and consortium needs, the need to enhance organizational agility, and particularly the importance of communicating effectively with members, vendors, and regional consortia potentially impacted by such an initiative. Although not a final migration decision (a purchase decision would be made in July 2012), Council members particularly noted that, as stated in the Board preamble, should this recommendation be approved, Council will ‘move forward with the expectation that all members will participate in an eventual shared ILS and that participation will become part of Alliance membership criteria.’
5. Digital Services Team Recommendation regarding Institutional Repository Pilot (Cox)
Expected outcome: Discussion, with vote scheduled for Day 2.
Background:
  • DST Charge
  • DST Membership
    • Christopher Cox, WWU (Chair and Council liaison)
    • Annette Melgosa, Walla Walla University
    • David Drexler, EOU
    • Doug Eriksen, Seattle University
    • Isaac Gilman, Pacific University
    • Joanna Burgess, Reed
    • Kira Homo, UO
    • Kyle Banerjee, Orbis Cascade Alliance (staff liaison)
Document: IR Pilot Recommendation

DST Recommendation
Partner with the Colorado Alliance of Research Libraries for a pilot project using collections from Western Washington University and Oregon Health Sciences University with a proposed cost of no more than $20,000 plus staff time.

The proposed pilot will begin in August 2011 and complete in time to provide recommendations for the March 2012 Council meeting.

The Colorado Alliance currently hosts a Fedora-based IR for its members, with eight institutions participating. A pilot proposal is included in Appendix A and ongoing costs are listed in Appendix B.

The goals of the pilot are:
  • To test the technology
  • Determine appropriate workflows
  • Develop migration strategy from other platforms
  • Model recurring fixed and overhead costs as well as staff time required
  • Develop a plan for consortial involvement
Board Recommendation
The Board of Directors recommends that Council approve the IR Pilot recommended by the Digital Services Team, with funding from the Strategic Reserve (aka Agility Fund) not to exceed $20,000.
6. Financial Framework (Dancik)
Expected outcome: Discussion, with vote scheduled for Day 2.
Background:
  • FFTF Charge
  • FFTF Membership
    • Deborah B. Dancik, WU, Chair
    • Chris Shaffer, OHSU, ex officio (Treasurer)
    • Jay Starratt, WSU
    • Michelle Bagley, Clark
    • Nancy Hoover, Marylhurst
    • John F. Helmer, ex officio (Executive Director)
Document: Financial Framework

Recommendation
:
The Board of Directors recommends that Council adopt the Financial Framework as presented by the Financial Framework Task Force.
7. Review Tomorrow's Agenda & Discuss Chair Meeting (Harrington) Drew Harrington stated that tomorrow”s meeting is a rare opportunity for Council members to meet with committee chairs.

One addition to tomorrow”s Agenda: discussion of the pros and cons of the Summer Meeting format.
8. Executive Session (Harrington) Staff, guests, and proxies are excused.

Expected outcome: Briefing for Council on the Board's evaluation of the Executive Director
.



Thursday July 14
8:00 am - noon

9. Meeting with Team and Committee Chairs (Harrington)
Expected outcome: Discussion; brief verbal reports from chairs. How is work progressing? Challenges? New opportunities? What have we learned from the Summer Meeting?Progress reports
  • Collaborative Technical Services Team
  • Northwest Digital Archives
  • Demand Driven Acquisitions Pilot Implementation Team
Team and Committee Chairs
  • Susan Hinken (UP) Collaborative Technical Services Team
  • Sarah Beasley (PSU) or James Bunnell(L&C) Collection Development and Management Committee
  • John F. Helmer (Alliance) Shared Integrated Library System Team
  • Emily McElroy (OHSU) Demand Driven Acquisitions Pilot Implementation Team
  • Christopher Cox (WWU) Digital Services Team
  • Bill Kelm (WU) Summit Planning and Operations Team
  • Al Cornish (WSU) Network Library System Task Force (OCLC WMS pilot)
10. Final Discussion and Voting (Harrington) 10.1 Shared ILS Team Recommendations

Recommendation 1: Proceed with Procurement
The Orbis Cascade Alliance should proceed with procurement of a shared library management system with the intent to migrate all members to a new system.

Vote: In Favor 36 (unanimous), none opposed, no abstentions. The recommendation passed.

Recommendation 2: Orbis Cascade Alliance serves as lead in procurement
If Council decides to pursue procurement of a shared library management system (Recommendation 1), then the Orbis Cascade Alliance should serve as the lead contracting organization and conduct an open and impartial competitive process that features broad sharing of procurement steps and requirements with all Alliance members and strong support for ‘due diligence features’ such as public notice of bid process, comment, acknowledgement of comment, and public notice of award.

Vote: In Favor 36 (unanimous) none opposed, no abstentions. The recommendation passed.

10.2 Digital Services Team Recommendation regarding Institutional Repository Pilot

The Board of Directors recommends that Council approve the IR Pilot recommended by the Digital Services Team, with funding from the Strategic Reserve (aka Agility Fund) not to exceed $20,000.

Vote: In Favor 33; none opposed, 3 abstentions. The recommendation passed.

10.3 Financial Framework

Recommendation:
The Board of Directors recommends that Council adopt the Financial Framework as presented by the Financial Framework Task Force.

Revision:
Based on the previous day”s discussion, the Financial Framework document was revised as follows:

#18. Final sentence added: ‘The fund should be sufficient to cover Alliance obligations in the event of cessation of business.’

#20. Second to last sentence revised as follows:

Original: ‘Such funds are used first to build the Operating Reserve to a target level sufficient to cover contractual obligations, then used to build the Agility Fund.’

Revision: ‘Such funds are applied to the Operating Reserve if it is below the required level, then used to build the Agility Fund.’

Vote: In Favor 36 (unanimous) none opposed, no abstentions. The recommendation passed.

Summer Meeting feedback

Council discussed the Summer Meeting format and particularly liked the opening plenary, short sessions, opportunity to attend meetings with their staff, and the Council meeting with committee and team chairs. The Board will consider formal feedback received from attendees and determine whether or not to pursue another Summer Meeting in 2012.

11. Announcements & adjournment A Proclamation declaring appreciation for Drew Harrington for her year as Chair of the Council of Orbis Cascade Alliance was presented and read.

RESOLUTION OF APPRECIATION FOR DREW HARRINGTON
ON BEHALF OF THE ORBIS CASCADE ALLIANCE

WHEREAS, Drew Harrington, Dean of the Clark Memorial Library at the University of Portland, completed her term as Chair of the Orbis Cascade Alliance after a year of outstanding service on July 14, 2011; and

WHEREAS, Drew Harrington provided stellar leadership for and made a number of significant contributions to the Alliance including guiding the implementation of a transformational strategic agenda; and

WHEREAS, Drew Harrington was the presiding chair of the Orbis Cascade Alliance when it began conducting business as a 501c3 nonprofit corporation on February 1, 2011 and served with distinction as the inaugural chair of the incorporated Board of Directors; and

WHEREAS, Drew Harrington brought an elegant touch to the deliberations of the Council through the use of charming vignettes and memorable stories; and

WHEREAS, Drew Harrington was consistently unflappable over the course of the year and never lost her cool under pressure when others were losing theirs; and

WHEREAS, we, as members of the Orbis Cascade Alliance Council wish to extend our utmost appreciation to Drew Harrington for making our governance work invigorating and rewarding; and

WHEREAS, Drew Harrington has earned the admiration and respect of the Council and the membership for her dedication, collegiality, professionalism, strategic thinking, and plain hard work;

NOW, THEREFORE, BE IT RESOLVED by the Orbis Cascade Alliance Council that it extends its profound indebtedness to Drew Harrington for her stalwart efforts and superlative leadership in furthering the mission and vision of the Alliance.

BE IT FURTHER RESOLVED that the Council takes great pleasure in recognizing the generosity of spirit of Drew Harrington, and herewith expresses its sincere gratitude for her contributed time and unbridled energy.

BE IT FURTHER RESOLVED that this resolution be duly recorded and spread across the permanent minutes of the Council; and that copies be sent to Drew Harrington to share with her staff, family, friends and many fans; and that this resolution be shared with appropriate officials of the University of Portland.

BE IT FURTHER RESOLVED that the Orbis Cascade Alliance Council unanimously proclaims with enthusiastic approval this resolution of Appreciation on the 14th day of July in the year 2011.

Announcements:
The 2011 Johannah Sherrer Memorial Lecture in Library Service will take place on Friday, September 23 at 3pm in Smith Hall on the campus of Lewis & Clark College. A reception will
follow the lecture. Roger C. Schonfeld, Director of Research at ITHAKA S&R, will present "Forward Thinking: Aligning Library Services with Faculty Needs"

Portland State University will soon begin a search for library director.

Clark College moved to Drupal. Check it out at library.clark.edu.

Oregon Health & Science University is breaking ground on a location for collaborative science with a new library. They are also re-advertising for a Scholarly Communications Librarian.

Reed College – It”s Reed”s centennial year. At the end of September there will be a celebration and a website that has the history of the institution.

University of Washington – They are in phase one funding for the undergraduate library remodel. The University of Washington Basketball team had a choice of what they would like to put on the back of their jersey and University of Washington team chose the library!

Portland Community College – They are in the process of planning the Southeast Center”s renovation of the Sylvania campus and also a remodel of the Cascade. They have also hired 3 new librarians and are looking for Circulation manager.

Eastern Oregon University has just started renovation and is in the process of empting out the library. They estimate that 2/3 of their collection will be suppressed.

Mt. Hood Community College – Jeff Ring briefly reviewed the union and management discord at MHCC. They are looking for a learning commons specialist.

Betsy Wilson was welcomed as the new Chair of the Council of Orbis Cascade Alliance.

The Council was adjourned.