Left Menu Right Menu

Council Meeting #30


UO White Stag Building map
November 10: noon - 5pm, working lunch at noon,
November 11: 9am - noon, breakfast and lunch on your own


Council Present:

David Bilyeu (COCC)
Patricia Cutright (CWU)
Natalie Beach (Chemeketa)
Radmila Ballada for Michelle Bagley (Clark)*
Brent Mai (Concordia)
Karen Clay (EOU)*
Richard Wilson (EWU)
Merrill Johnson (GFU)
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)
Sarah Pederson (TESC)
Lynn Baird (UI)
Deb Carver (UO)
Drew Harrington (UP)*
Wade Guidry for 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)

Absent:

  • Marika Pineda (LCC), proxy is Natalie Beach

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

Guest: Susan Hinken (UP), Chair of Collaborative Technical Service Team

* = FY12 Board of Directors


Key Documents


Thursday November 10
Noon - 5:00 pm

1. Welcome (Wilson)
Betsy welcomed attendees.

Welcome to Lynn Baird and the University of Idaho, 1st member in Idaho
37th member of the Orbis Cascade Alliance!

Dalia Corkrum introduced Lynn.

Welcome to Sarah Pederson, interim director of The Evergreen State College.

Scot Harrison introduced Sarah.

Deb Carver and UO was thanked for use of the White Stag Building.

Council introduced themselves.
2.Review agenda (Wilson) There were no amendments to the agenda.
3. Ebook Strategic Initiative (Wilson, Doyle, Hinken)
Susan Hinken (UP, Collab TS Chair) and Greg Doyle (staff liaison) will join Council.
Expected outcome: Discussion, with vote scheduled for Day 2.
Background: Demand Driven Acquisitions Pilot Implementation Team
Documents:

  • Status Report
  • Usage Profiles by Library
  • Method for Assessing Library ROI for DDA Pilot

Board Recommendation 1
Extend the Ebook Project
The Board recommends that Council agree to extend the Ebook Project to June 30, 2012 with the understanding that additional funds may be required.

Funding: Members will only be billed if funds are required to extend the Ebook Project to June 30, 2012. The amount billed to extend the project will not exceed the amount billed to each member for the initial phase. Members would be asked to pay additional funds in FY12 but will have the option to pay in FY13 if needed, with the Alliance reserve serving to buffer cash flow as needed.

Rationale: The Demand Driven Ebook Acquisitions Pilot started slowly with few purchases made, probably due to the small number of titles and a launch in mid-Summer. The Implementation Team advises that they will not have sufficient data to recommend a funding formula for the November 2011 Council meeting but that this data and recommendations will be delivered in time for Board consideration prior to the March 2012 Council meeting. The Board concurs with the Implementation Team's request to commit funding sufficient to assure a six-month extension of the project, with the expectation that a revised funding model for FY13 will be presented for Council decision in March 2012.
4. Collaborative Technical Services Strategic Initiative (Wilson, Hinken)
Susan Hinken (UP, Collab TS Team Chair)will join Council.
Scot Harrison is Council Liaison to Collab TS Team

Expected outcome: Discussion, with vote scheduled for Day 2.
Background: Collaborative Technical Services Team
Document: CTST Final Report

Board Recommendation 2
Create a new Collaborative Technical Services Team in early 2012

Create a new Collaborative Technical Services Team with a staggered membership of 7-9 members. Creation of this team should be informed by the results of the Collaborative Technical Services Symposium scheduled for December 8, 2011. The Board is charged with finalizing the charge and membership of the CTS Team.

Funding
: Continue $2,500 annual CTS Team funding approved in previous budgets.

Rationale: The Board concurs with the CTS Team”s sense that work on this Strategic Agenda initiative has matured to the point where the limited-duration task force structure is impeding progress. Consistency and sustained oversight will be facilitated by a move to recurring Team structure similar to SPOT. The charge of a new group is likely to emphasize continued work on a vision for collaboration in technical services as well as additional pilot projects. The Board advises that results of the CTS Symposium should inform the charge of this group and that the Symposium will also help identify emerging leaders.

Board Recommendation 3
Create a Shared ILS Preparation Team

Create a Shared ILS Preparation Team with a membership of 7-9 members and limited duration. The initial membership will draw on current CTST membership and may include new members. The charge of the group will be to pursue the ‘seven pre-ILS mandates … designed to meet national standards and best practices while facilitating workflows in a shared ILS environment’ (CTST Final Report, p. 8). The Board is charged with finalizing the charge and membership of the Shared ILS Preparation Team.
Funding: No new funding; meeting costs of ca. $1,000 are funded via the FY12 Budget.

Rationale: The Board concurs with CTST”s recommendation that preparation for a shared ILS should continue uninterrupted while the broader purpose, charge and membership of a new standing team are determined.

Note regarding related Board decisions that do not requiring Council action:
  • The current CTS Team has been asked to continue overseeing development of the Collaborative Technical Services Symposium.
  • The Board has offered to help with the Symposium”s opening session, description of scenarios, and closing.
  • Council members are encouraged to attend the Collaborative Technical Services Symposium, scheduled for December 8 at the UO White Stag building in Portland.
5. Digital Services Strategic Initiative (Wilson, Cox)
Chris Cox is Chair of the Digital Service Team.

Expected outcome: Discussion, with vote scheduled for Day 2.
Background: Digital Services Team
Document: DST Final Report

Board Recommendation 4
Create a new Digital Services Team

Create a new Digital Services Team with a staggered membership of 7-9 members. The initial membership will draw on a few members of the current DS Team; include a few new team members, and a liaison to the NWDA Steering Team. The charge will include responsibility for the IR Pilot with the Colorado Alliance as approved by Council in July 2011. The Board is charged with finalizing the charge and membership of the DS Team.

Funding
: Continue $2,500 annual DS Team funding approved in previous budgets.

Rationale: The Board concurs with the DS Team”s sense that work on this Strategic Agenda initiative has matured to the point where the limited-duration task force structure is impeding progress. Consistency and sustained oversight will be facilitated by a move to recurring Team structure similar to SPOT.


Board Recommendation 5
Digital Preservation Education

Presuming approval of Recommendation 4, the Digital Services Team is charged with creating and conducting a Digital Preservation Education initiative as described in the current DS Team's final report.

Funding
: New annual cost funded by membership fees not to exceed $4,200; Digital Services Program Manager at .15 FTE for four months.

Note: This is a preliminary Board recommendation developed prior to DST's estimation of funds required. Now that a funding estimate is available, Council will want to consider this recommendation in light of both the merits and costs associated with such an initiative.
6. Summit Policy Task Force (Wilson, Carver)
Deb Carver is Chair of the Summit Policy Task Force

Expected outcome: Discussion, with vote scheduled for Day 2.
Background:
Summit Policy Task Force
Document:SPTF Final Report

Board Recommendation 6
Table further exploration

The proposed pilot and further exploration should be tabled indefinitely. The Summit Policy Task Force has completed its charge and is discontinued with Council”s thank you to the chair and task force members for their fine work.

Funding: no additional funding required.

Rationale: The Board concurred with the report”s observation that the timing might not be optimal for a pilot. The upcoming RFP for a library management system requires that we focus our institutional and Alliance staff energies. The Board did not find that there was a compelling reason to move forward with the proposal at this juncture.
7. Conflict of Interest Policy and Procedures (Shaffer) Chris Shaffer is Treasurer and Chair of the Finance Committee, which is charged with advising Council and the Board on COI procedures.

Expected outcome: Discussion, with vote scheduled for Day 2.
Document: Proposed revision to COI Policy

Board Recommendation 7
Revise Conflict of Interest Policy

Approve a Revision to the Conflict of Interest Policy to
a) Clarify that references to the "Chair" are intended to refer to the "Chair of the Board," as opposed to a committee or task force chair.
b) Clarify that committee members are also asked to submit a COI form.
Funding: no additional funding required.
Board Recommendation 8
Discontinue Network Library System Task Force

Discontinue the Network Library System Task Force with Council's thank you to the chair and task force members for their fine work.

Funding: no additional funding required.
Rationale: With Council's decision to pursue procurement of shared ILS, the Board recommends that the Alliance end ILS development partnerships with all potential bidders. OCLC is a potential bidder and thus the Alliance should discontinue serving as a pilot for WMS. Individual members of the NLS Task Force are welcome to complete existing commitments related to the pilot (e.g., advising OCLC on the developers platform) but will do so as staff of their home institution, not on behalf of the Alliance.

Note regarding related Board decisions that do not requiring Council action:
    • Shared ILS Team members will be asked to complete the Alliance COI form.
    • Bidders will be required to submit a "Letter of Intent to Bid" so that the Alliance has time to complete COI and Disclosure processes:
      • Conflicts of Interest: COI issues will be pursued where a potential conflict involves a declared bidder.
      • Disclosure: In the interest of providing a full and complete understanding of members' involvement with RFP bidders, the Alliance will create a publicly-accessible web page that lists any involvement with declared bidders that members or individuals choose to disclose. Such disclosures would go beyond potential COI issues to include development partnerships, service on advisory boards, leadership positions in user groups, private gifts and contributions, etc.


Friday November 11
9:00 am - noon

8. Final Discussion and Voting (Wilson) Expected outcome: discussion that builds on the previous day's work, followed by a Council vote on each recommendation.
Ebooks
  • Board Recommendation 1: Extend the Ebook Project
Vote:in Favor: 35; Opposed: 0; Abstentions: 0. The Recommendation was passed.

In response to Council”s desire to offer minimal publicity without compromising assessment data for the pilot (i.e., influencing usage), the following Demand Driven Ebook Pilot Statement was drafted and approved:

The Orbis Cascade Alliance has launched a year-long pilot to acquire electronic books that will be accessible to and jointly-owned by all 37 member libraries. For purposes of this study, selected titles will be recent publications available from a number of participating publishers.This effort builds on the Alliance”s successful history of sharing northwest academic library resources and pursuing effective and economical ways to build our collections. For questions about the pilot, please contact [fill in local info]’

Collaborative Technical Services
  • Board Recommendation 2: Create a new Collaborative Technical Services Team in early 2012
Vote:in Favor: 35; Opposed: 0; Abstentions: 0. The Recommendation was passed.
  • Board Recommendation 3: Create a Shared ILS Preparation Team
In discussion Council clarified that the ‘seven mandates’ will be expectations of all members, not just guidelines or statements of best practice. Council also indicated that members will want to be able to consult with the team, seek clarification, advice, etc.

Vote:in Favor: 35; Opposed: 0; Abstentions: 0. The Recommendation was passed.

Digital Services
  • Board Recommendation 4: Create a new Digital Services Team
In discussion Council clarified that the new DST should also plan for digital resources owned by the Alliance. The team may also want to take into account the fact that grants increasingly require a data management plan.

Vote:in Favor: 35; Opposed: 0; Abstentions: 0. The Recommendation was passed.
  • Board Recommendation 5: Digital Preservation Education
In discussion Council clarified that such a Digital Preservation program should be assessed and, if continued, would likely have recurring costs. NWDA members should be included and might be asked to help fund this effort.

Vote:in Favor: 35; Opposed: 0; Abstentions: 0. The Recommendation was passed.
Summit Policy Task Force
  • Board Recommendation 6: Table further exploration
In discussion Council asked that SPOT investigate whether or not audio books should continue to be on a short loan.

Vote:in Favor: 35; Opposed: 0; Abstentions: 0. The Recommendation was passed.
Conflict of Interest
  • Board Recommendation 7: Revise Conflict of Interest Policy
Vote:in Favor: 35; Opposed: 0; Abstentions: 0. The Recommendation was passed.
  • Board Recommendation 8: Discontinue Network Library System Task Force
Vote:in Favor: 35; Opposed: 0; Abstentions: 0. The Recommendation was passed.
9. Shared ILS: library and campus communication (Helmer)
Brief update from
  • Susan Barnes Whyte on the Shared ILS Team's Communication Working Group
  • Deb Carver on UO's "managing change" effort
  • Betsy Wilson on UW's planning for campus communication
  • Other Council members please offer your experience and plans
10. Announcements (all) The NWDA will be hosting a National Historic Publications and Records Commission (NHPRC) Grant: Supporting and Building Emergent Archival Programs event the two days before the March Council meeting. All Council members are welcome to attend the second day of this event.

John Helmer spoke briefly about the Alliance headquarters office space and HR options for Alliance Staff.

Richard Wilson announced a Metadata position open until November 30, 2011.

Chris Shaffer attended the groundbreaking of the Collaborative Life Sciences Building (CLSB), which will include a 5,000 sq ft Learning Resource Center. The first building on the new OHSU Schnitzer (waterfront) campus, it will house education and research programs from OHSU, PSU and OSU. When the building opens in 2013 and 2014, it might provide a venue for Council meetings..

Faye Chadwell spoke about the Assessment Task Force. They are in the preliminary stages but the Council will be hearing from them soon. OSU is also hiring a Special Collections librarian, and Assessment position, University Librarian and Data management positions.

Lynn Chmelir noted that the PSU University librarian position will be announced soon. Several PSU librarians as well as Chris Shaffer of OHSU are on the committee. Please forward names of potential candidates to Chris or the search firm, Issacson Miller.