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Board Meeting #12

2011 September 14
2 - 330 pm
GoToMeeting
(credentials sent via email)

Attending
Betsy Wilson, Chair
Jay Starratt, Chair-elect
Drew Harrington, Past Chair
Chris Shaffer, Treasurer (FY11 & 12)
Karen Clay, Secretary (FY11 & 12)
Vickie Hanawalt, Member at Large (FY11 & 12)
Jane Carlin, Member at Large (FY11 & 12)
Christopher Cox, Member at Large (FY12 & 13)
Michelle Bagley, Member at Large (FY12 & 13)
John F. Helmer, Executive Director (ex officio)

1. Welcome & Agenda Review (Wilson)
Reminders:
  • October 3 - In-person Board Meeting at University of Washington, Seattle
  • November 10-11 - Council Meeting at UO White Stag Building, Portland
    Note: use of the White Stag will soon include a substantial fee.
  • March 22-23 - Council meeting rescheduled from March 8-9
2. Shared ILS Team membership and charge (Wilson) Expected outcome: Discussion and revision of charge; appointment of chair and members.
Documents:
It was suggested that we make sure we include on the Shared ILS Team a member who is in another consortium (for example: Natalie Beach, at Chemeketa, which is also a member of CCRLS).

John Helmer’s recommendation for the Shared ILS Team membership was discussed; the large size of the proposed group was an initial concern to some, but with the recognition that there is also a lot of work to be done so a larger than usual group may be desirable. 

The recommendation was unanimously approved.


3. University of Idaho membership timing (Helmer) Expected outcome: Discussion and decision regarding recommendation.
Documents:
The recommendation was unanimously approved.

4. Assessment Team charge (Wilson)
Expected outcome: Discussion and revision of charge; appointment of chair and members.
Documents:
  • Draft charge (to be linked)
  • Nominations (password protected) (to be linked)
The charge and nominations will be discussed at the October 3rd meeting.  It is expected that this initiative will take the place of the balanced scorecard initiative.

5. Summer Meeting evaluation and recommendation for 2012 (Helmer)
Expected outcome: Discussion of 2011 Summer Meeting; discussion of potential changes and decision concerning whether or not to hold a Summer Meeting in 2012.
Document:
Based on the success of the 2011 summer meeting, the Board would like to plan a similar meeting for summer 2012.  The date for this next summer meeting will be during the week of July 9-13th 2012.

6. Office space and potential for storage (Helmer)
Expected outcome: Update on investigation of office space; Board feedback on potential for including collections storage.

The general idea of using Orbis Cascade office space for collections storage is worth some further exploration.  Board feedback indicated that we need a more current reading of what institution’s storage needs are.  Some institutions may have solved their storage problems since the last time we asked.


7. Short items, as time allows

Expected outcome: brief report and discussion. Our financial procedures have been reviewed and accepted by Moss Adams as part of their “mini-audit”.  We need to work further on procedures for depreciation of assets, particularly regarding e-books and shared electronic collections.  We also need to develop an F&A rate and overhead rate for grants, and recommendations for investments.  We will discuss the conflict of interest policies at the October 3rd meeting.  These will relate to the RFP process for the shared ILS.
Although the number of titles included in the project is less than half the number originally hoped for, the pilot is going well.  There have been many short term loans but no purchases at this point 
  • Institutional Repository (Helmer)
  • NWDA (Helmer)
    • Archivist Toolkit pilot with SU and GFU
    • IMLS Cross Search Utility grant application
    • Collaboration among Western regional archive consortia
      • Utah Pilot (Univ of Utah, Utah State Univ), see http://uda.orbiscascade.org
      • IMLS "Western Regional" planning grant application for NWDA, Mountain West, Rocky Mountain Online (Utah as lead)
Logistics for the October 3rd meeting were discussed.  The meeting will start at 9:30 am and aim to end by 3 pm, with a working lunch.

There is the possibility of a strike by SEIU, in the Oregon University system. 

Adjourn at 3:15 pm.