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Board Meeting #15


2012 January 25
2 pm - 3:30 pm

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 (Betsy Wilson)

2.  Brief items (John F. Helmer)
Expected outcome: brief updates, q/a
  • Board elections (process starts in February)
    Chair-elect, Treasurer, Secretary, and two Members-at-Large to be elected for FY13
  • Finance Committee membership
    Treasurer to be elected; at least one member to be appointed for FY13
"Membership of the Finance Committee will consist of the Treasurer, who serves as Chair, the Alliance Past-Chair, and at least one other person appointed by the Alliance Chair annually for a two-year term.  The Executive Director serves as an ex-officio member with no voting rights, and is recused from audit discussions."
  • ED evaluation timeline
    • Feb 1: ED sends Chair a self evaluation
    • Feb 15: Chair sends a questionnaire to Council
    • April 18?: Board discusses evaluation
    • May 1: Chair sends evaluation to UO
      Note: the Board also needs to update the procedure.
  • Ebook DDA Pilot
    • Invoice for pilot extension
    • Improved approach to measuring use/value
    • Active work on a funding model
  • Digital Services Team Institutional Repository Pilot

3. Shared ILS initiative (John F. Helmer)
Expected outcome: brief update, q/a
4. FY13 Budget (John F. Helmer)
Expected outcome: discussion of selected issues in preparation for Board review of a full draft budget on February 17.
  • Timing: February 17 Board, March 22-23 Council
  • Board feedback on proposed budgetary approach to
    • Shared ILS
      Recommendation: include committee meeting costs but do not try to predict budgetary impact at this time.
    • Ebook Program
      Recommendation: include as a separate worksheet in the budget, as was done for FY12.  Rationale: unlike other er projects, the proposed Ebook Program would be a requirement of membership and funded by all members.
    • Institutional Repository
      Recommendation: include as part of the Digital Services budget, as was done for FY12.  Rationale: the IR pilot is expected to become a self-sustaining opt in/out program but, at this stage, it will remain a strategic initiative that is partially funded by all members.  DST is preparing a report for the Board and Council that outlines FY13-17 IR budgets and predicts a path to sustainability.
    • Summer meeting
      Recommendation: budget a significant increase over FY12 costs.
    • New member fee
      Recommendation: include a 12% inflationary increase.  Fee was last adjusted in September 2009.
5. Council Meeting Agenda (Betsy Wilson)
March 22 & 23, White Stag
  • Progress reports
    • SPOT
    • NWDA
    • CDMC
  • Assessment Task Force discussion
  • Shared ILS update
  • Ebook funding model recommendation
  • IR recommendation
  • FY13 Budget: revise and adopt 
Note: there will be a Special Collections and Archives advocacy symposium on March 21-22, just prior to Council's meeting.  This first day is for NWDA undefined participants George Fox University, University of Puget Sound, Seattle University, Seattle Pacific University, Linfield College, Concordia University, and Pacific University.  The second day, just before Council's meeting, is open to all interested Council members and will be used to share findings.

Next Board Meeting
February 17, UW, Seattle
Next Council Meeting
March 22-23, UO White Stag, Portland