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Council Meeting #31

UO White Stag Building, 142/144 (usual large room)
March 22: noon - 430pm, working lunch at noon, dinner at 630 pm, Pata Negra
March 23: 9am - noon, breakfast and lunch on your own


Attendance:

David Bilyeu (COCC)
Patricia Cutright (CWU)
Natalie Beach (Chemeketa)
Michelle Bagley (Clark)*
Brent Mai (Concordia)
Richard Wilson (EWU)
Merrill Johnson (GFU)
Marika Pineda (LCC)
Mark Dahl (L&C)
Kathleen Spring
for Susan Barnes Whyte (Linfield)
Nancy Hoover (Marylhurst)
Jeff Ring (MHCC)
Chris Shaffer (OHSU)*
Dawn Lowe-Wincentsen
for Karen Kunz (OIT)
Faye Chadwell (OSU)
Marita Kunkel (Pacific)
Donna Reed (PCC)
Lynn Chmelir (PSU)
Vickie Hanawalt (Reed)*
Scot Harrison (SMU)
Michael Paulus (SPU)
Emily Miller-Francisc o
for Paul Adalian (SOU)
John Popko (SU)
Sarah Pederson (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)

Absent:
• Karen Clay (EOU, both days); Lynn Baird (UI, absent Thursday); Donna Reed (PCC, absent Friday)
Staff: John F. Helmer (Exec. Dir.)*, Elizabeth Duell (Admin Assistant), Greg Doyle (ER Program Manager), Anya Arnold (Resource Sharing Program Manager)

Guest: Linda Di Biase (UW), Chair of the Ebook Team

* = FY12 Board of Directors


Optional Session

March 22, 9:00 to 11:00am, White Stag Building, 142/144

Archives: Promoting your library through primary source materials

Join colleagues from member institutions that have been part of the Emergent Archives program sponsored by a grant from the National Historical Publications and Records Commission, the granting arm of the National Archives in an open forum that will focus on ways to enhance student and faculty engagement with primary source materials.


Council Business Meeting


Key Documents

Ebook Team

Final Report to Board 2-9-12 (revised and added 3/2/12)
Final Report Appendix 1: Funding Model 510K (revised and added 3/2/12)
Final Report Appendix 1: Funding Model 970K (revised and added 3/2/12)
Final Report Appendix 1: Funding Model (added 2-10-12)
Final Report Appendix 2: Usage Profiles (added 2-10-12)
Final Report Appendix 3: Evaluation of the DDA Pilot (added 2-10-12)
Final Report Appendix 4: Technical and Content Survey (added 2-10-12)
Final Report Appendix 5: Complete Tech and Cont Survey Results (added 2-10-12)
Final Report Appendix 6: MARC Record Evaluation (added 2-10-12)
Final Report Appendix 7: Training Survey (added 2-10-12)

FY13 Budget (Council login required)
Shared ILS Governance and staffing


Thursday March 22
Noon - 4:30 pm
1. Welcome(Betsy Wilson)
Betsy opened with the poem Today by Billy Collins and welcomed everyone. Council members introduced themselves.

Council congratulated John on his receipt of the 2012 Hugh C. Atkinson Memorial Award
2.Review agenda (Betsy Wilson) There were no amendments to the Agenda
3. Ebook Strategic Initiative (Betsy Wilson, Greg Doyle, Linda Di Biase)
Linda Di Biase (UW, Ebook Team Chair) and Greg Doyle (ER Program Manager and staff liaison) will join Council.
Expected outcome: Discussion, with vote scheduled for Day 2.
Background: Demand Driven Acquisitions Pilot Implementation Team
Documents:

Final Report to Board 2-9-12 (revised and added 3/2/12)
Final Report Appendix 1: Funding Model 510K (revised and added 3/2/12)
Final Report Appendix 1: Funding Model 970K (revised and added 3/2/12)
Final Report Appendix 1: Funding Model (added 2-10-12)
Final Report Appendix 2: Usage Profiles (added 2-10-12)
Final Report Appendix 3: Evaluation of the DDA Pilot (added 2-10-12)
Final Report Appendix 4: Technical and Content Survey (added 2-10-12)
Final Report Appendix 5: Complete Tech and Cont Survey Results (added 2-10-12)
Final Report Appendix 6: MARC Record Evaluation (added 2-10-12)
Final Report Appendix 7: Training Survey (added 2-10-12)

Board Recommendation 1.1

Ebook Program funded at $970,000 in FY13

The Board recommends that Council move the Ebook Pilot to a recurring Program and fund at $970,000 in FY13.


Board Recommendation 1.2

Use the
"30% even/35% FTE/35% Budget" model in FY13
The Board recommends apportioning Ebook Program costs according to the "30% even/35% FTE/35% Budget" model in FY13.


4. Shared ILS Strategic Initiative (Betsy Wilson, John F. Helmer)
Expected outcome: Update on Shared ILS RFP and discussion of a proposed approach to staffing and governance.
4.1 Confidential update on RFP (John F. Helmer)
Note that this is a confidential update for Council members only. Please do not share with others.
4.2 Discussion of Shared ILS Governance and staffing (Betsy Wilson, John F. Helmer)
Document: Shared ILS Governance and staffing
5. Proposed Budget for FY13 (Betsy Wilson, John F. Helmer)
Expected outcome: Discussion, with vote scheduled for Day 2.
Documents:
FY13 Budget (Council login required)


Board Recommendation 2

Adopt the budget for FY13

The Board recommends that Council adopt the budget as presented.



Friday March 23
9:00 am - Noon

Betsy proposed a change in the order of the agenda. It was approved to move the voting to the beginning of the agenda.

Proxies not previously announced were stated: Dalia Corkrum for Karen Clay and Natalie Beach for Donna Reed.

Revised Board Recommendation 1.1
. Ebook Program funded at $750,000 in FY13Ebook Program funded at $750,000 in FY13


The Board recommends that Council move the Ebook Pilot to a recurring Program and fund at $750,000 in FY13 and declare an intent to fund at $1,000,000 in FY14.

Vote: 36 in favor and 1 abstention; recommendation approved

[no change]
 Board Recommendation 1.2 Use the "30% even/35% FTE/35% Budget" model in FY13

The Board recommends apportioning Ebook Program costs according to the "30% even/35% FTE/35% Budget" model in FY13.

Vote: Unanimously approved

Revised Board Recommendation 2 Adopt the budget for FY13
 The Board recommends that Council adopt the budget as presented with changes in the Ebook Program as specified in Council”s actions on Recommendations 1.1 and 1.2.

Vote: Unanimously approved
Note that Council discussion included a desire to have future budget spreadsheets include Operating and Agility fund balances.


New Recommendation Shared ILS Governance and Staffing
 The Board is instructed to create a Shared ILS governance structure and Program Manager position that are consistent with the document ‘Operating and Staffing a Shared ILS’ and Council”s discussion at the March 2012 meeting.

Vote: Unanimously approved
Note that Council discussion included a preference for a Policy Team composed of Board Members-at-Large rather than creation of a new group and level of decision making that is separate from the Board.

9. Assessment Discussion (Faye Chadwell)
Faye Chadwell (OSU, Assessment Task Force Chair) provided an update on the Assessment Task Force's work and lead Council in a discussion of next steps.If you would like Faye's Presentation, please contact Elizabeth Duell at eduell@orbiscascade.org
6. Program and Committee Updates Note: reports linked below are regular status reports from Alliance committees not already on the agenda.
• Greg Doyle, ER Program Manager
  • Anya Arnold, Resource Sharing Program Manager
  • John F. Helmer, Executive Director
  • Office space ... moving in April!
  • First taxes ... in process.
  • NWDA report
John talked about the Alliance office move scheduled for the middle of April. Staff will continue to be employees of the University of Oregon, but will now have more space in off-campus commercially leased offices.
  • Chris Cox, Chair DST
10. Executive Session re. Executive Director evaluation (Betsy Wilson)
Participation is confined to permanent Council members. Council proxies, Alliance staff, and guests are excused for this agenda item.

Betsy asked that Council members complete the Executive Director evaluation survey.

Ended with the poem Forgetfulness by Billy Collins