Left Menu Right Menu

Council Meeting #32

July 12: noon - 5pm, Grand Ballroom
July 13: 8am - noon, Salon 1


Attendance:

David Bilyeu (COCC)
Patricia Cutright (CWU)
Natalie Beach (Chemeketa)
Michelle Bagley (Clark)*
Karen Clay (EOU)*
Ted Otto (EWU)
Merrill Johnson (GFU)
Mark Dahl (L&C)
Susan Barnes Whyte (Linfield)
Nancy Hoover (Marylhurst)
Emily McElroy
for Chris Shaffer (OHSU)*
Jeff Ring (MHCC) (Present Friday Only)
Anne Hiller-Clark
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)
Paul Adalian (SOU)
John Popko (SU)
Sarah Pederson (TESC)
Lynn Baird (UI)
Deb Carver (UO)
Susan Hinken
for Drew Harrington (UP)*
Jane Carlin (UPS)*
Betsy Wilson (UW)*
Penny Hazelton (UW) see
"Special Representative" below
Carolyn Gaskell (WWU)
Sue Kopp (WPC)
Jay Starratt (WSU)*
Allen McKiel (WOU)
Christopher Cox (WWU)*
Deborah Dancik (WU)
Dalia Corkrum (Whitman)

Absent:

  • Brent Mai, Concordia (Sue Kopp has proxy vote)
  • Marika Pineda, LCC (Natalie Beach has proxy vote)

Special representative

Betsy Wilson is recusing herself from the Shared ILS vote. Ana Mari Cauce, UW Provost and Executive VP, has appointed Penny Hazelton, Director, Gallagher Law Library to serve as UW's representative for Shared ILS voting.

Staff

John F. Helmer (Exec. Dir.)*, Elizabeth Duell (Admin Assistant), Debi Place (Business Manager), Jodi Allison-Bunnell (NWDA Program Manager), Kyle Banerjee (DST Program Manager), Greg Doyle (ER Program Manager), Anya Arnold (Resource Sharing Program Manager), Keith Folsom (IT Manager).

Guests

  • Marilyn Moody, incoming director PSU.
  • Dena Hutto, incoming director Reed.
  • Bill Jordan, Negotiation Team member, Shared ILS Team member & Associate Dean, UW
  • Chair's meeting
    • Jim Bunnelle (L&C), Chair of Collection Development and Management Committee (CDMC)
    • Linda Frederiksen (WSU), Chair of Summit Planning and Operations (SPOT)
    • Heidi Nance (UW), incoming Chair of SPOT
    • Jeremy Skinner (L&C), Chair of Northwest Digital Archives (NWDA)
    • Bob Thomas (WWU), Chair of Shared ILS Prep Team (SILSPT)

* = FY12 Board of Directors


Key Documents

(also linked under each agenda item)

Thursday July 12
Noon - 5:00 pm
Grand Ballroom
Lunch is provided.
1. Welcome and Introductions (Betsy Wilson)

Farewell to Vickie Hanawalt, Reed College

Welcome to new Council members

    • Ted Otto, Interim Director, EWU
    • Marilyn Moody, incoming director PSU
    • Dena Hutto, incoming director Reed
Christopher Cox announced that he will be leaving the Alliance to accept a job at University of Northern Iowa
2.Review agenda (Betsy Wilson)
3. Board of Directors election results (Betsy Wilson)
Farewell to ...
  • Drew Harrington, finishing three years as Chair-Elect, Chair, and Past Chair and before that two years as a Member-at-Large!
  • Karen Clay, finishing two years as Secretary.
  • Vickie Hanawalt, finishing four years as a Member-at-Large
  • Jane Carlin, finishing two years as a Member-at-Large
Welcome to ...
    • Deb Carver, Treasurer (FY13 & 14)
    • Scot Harrison, Secretary (FY13 & 14)
    • Susan Barnes Whyte, Member-at-Large (FY13 & 14)
    • Natalie Beach, Member-at-Large (FY13 & 14)
4. Assessment Task Force (Faye Chadwell)
Expected outcome: Faye Chadwell (ATF Chair) will briefly review the report and lead Council in discussion. Council's vote on the Board's recommendation is scheduled for Day 2.
Document:
Final Report
Board Assessment Recommendation: Form an Assessment Team
The Board recommends that Council form an Assessment Team charged to pursue activities identified by the Assessment Task Force, including:
  • Recommend a process to embed assessment/metrics into all future strategic planning efforts and into the charges given to all new initiatives.
  • Develop a common data set to support consortial and local assessment efforts.
  • Provide an online Assessment Toolkit to support assessment activities.
  • Develop, in collaboration with the Executive Director, a set of “elevator speeches” that communicate the value of the Alliance.
  • Update the NWCCU accreditation standards statement on the Alliance website.
  • Continue to work with Alliance members to provide guidance and support for assessment activities at the local and consortial level.
The Assessment Team will produce an annual summary report of team activities and recommendations for future action. Continuance of the Team and any revision in its charge are subject to Board approval.
5. Shared ILS Strategic Initiative (Betsy Wilson)
Expected outcome: Discussion of reports and Board recommendations; vote scheduled for Day 2.
Documents:

The Board's Recommendations and Negotiation Team Final Report were separately distributed to Council. These documents are confidential, for the Board, Negotiation Team, and Council only
    5.1. Board Recommendations for a Shared ILS (Betsy Wilson)
    The Board unanimously approved Negotiation Team recommendations 1 and 3 and decided that Recommendation 2 is not needed if Council supports the first recommendation.
    Board Shared ILS Recommendation 1: Alma and Primo
    Enter into a contract with Ex Libris for Alma and Primo under the terms outlined in the Ex Libris Letter of Intent (Appendix A1 of the Shared ILS Negotiation Team’s confidential “Report to the Board of Directors” dated June 29, 2012).
    Board Shared ILS Recommendation 3: 60/40 Cost Sharing Model
    Shared ILS costs for implementation, subscription, and infrastructure (e.g., staff, meetings) are distributed among member institutions using the Alliance’s “60/40” membership fee formula in which 60% of costs are weighted by FTE and 40% are shared equally among all members. The Board is charged to work with individual members to accommodate their unique financial needs in accordance with the financial principles presented in the Negotiation Team final report, Section IV, which are listed below:

    Financial Principles
    The following principles were developed in consultation with the Board of Directors and used to guide the Negotiation Team’s work on sharing the cost of an ILS.
1. Enabling migration of all members
1.1To enable every member of the Alliance to make this move to a Shared ILS, the Alliance seeks to accommodate the financial challenges of those members who may require support as they move to a new payment model.
1.2.The Board is charged to work with individual members to accommodate their unique financial needs.
2.Shared ILS as a Core Program
The Shared ILS is implemented and sustained as a “core program” as defined by the Financial Framework.

3. Costs shared by all members include
3.1. Infrastructure (e.g., staff, meetings).
3.2. Implementation fees.
3.3. Subscription fees.
4.Cost Share Model
Recurring costs are distributed according to an agreed upon formula that moves away from the ILS payment status quo.
5.Phasing in the Shared ILS Cost Share model
5.1. The cost share model is phased in over several years.
5.2. Any temporary shortfall resulting from 1.2 will be apportioned across the membership during the phase-in period.
    5.2. Building the Operating Reserve (Betsy Wilson)
    Discussion of options and timing for building the Operating Reserve to account for a Shared ILS program.
    5.3. Shared ILS Preparation Team final report and associated committee structure (John F. Helmer)
    Documents:
    • Shared ILS Prep Team, Final Report
    • Committee Structure Planned for Fall 2012
    The Board agrees with the Shared ILS Preparation Team's recommendations and has created a revised committee structure to integrate the activities of three new committees (Collaborative Technical Services, Shared ILS Implementation Team, and Shared ILS Policy Team) with existing committees. Council will review the Shared ILS Preparation Team's recommendations and the Board's decisions regarding committee structure. These changes to committee structure are contingent on Council's approval of a Shared ILS (5.1).
6. Fedora IR Pilot (Chris Cox)
Expected outcome: Chris Cox (DST Chair) will briefly review the report and lead Council in discussion. Council's vote is scheduled for Day 2.
Document:
Report
DST Recommendation: Discontinue the Fedora IR Pilot
5:30 pm: Dinner with committee chairs, Salon 1


Friday July 13
8:00 am- Noon
Salon 1


8 am: Working breakfast, Salon 1

Jeff Ring was present for Friday’s Council meeting.

Betsy was thanked and given gifts for her years of dedication.
7. Meeting with Team and Committee Chairs (Betsy Wilson)
Expected outcome: Discussion; brief verbal reports from chairs. How is work progressing? Challenges? New opportunities? What have we learned from the Summer Meeting?

Chairs:
  • Jim Bunnelle (L&C), Chair of Collection Development and Management Committee (CDMC)
  • Linda Frederiksen (WSU), Chair of Summit Planning and Operations (SPOT), accompanied by Heidi Nance (UW), incoming Chair of SPOT
  • Jeremy Skinner (L&C), Chair of Northwest Digital Archives (NWDA)
  • Bob Thomas (WWU), Chair of Shared ILS Prep Team (SILSPT)
  • Susan Hinken (UP), Chair of Collaborative Technical Services (CTS)
Council members also serving as chairs
  • Faye Chadwell (OSU), Assessment Task Force (ATF)
  • Chris Cox (WWU), Digital Services Team (DST)
  • Chris Shaffer, Finance Committee
Progress reports
8. Voting on Board Recommendations (Betsy Wilson)
8.1. Vote
Expected outcome: Council will revisit each recommendation, engage in additional discussion as needed, and then vote

A. Board Assessment Recommendation: Form an Assessment Team

Vote: In Favor: 37; Opposed: 0; Abstentions 0.
The recommendation passed.


B. DST Recommendation: Discontinue the Fedora IR Pilot

Vote: In Favor: 37; Opposed: 0; Abstentions 0.
The recommendation passed.


C. Board Shared ILS Recommendation 3: 60/40 Cost Sharing Model

Vote: In Favor: 37; Opposed: 0; Abstentions 0.
The recommendation passed.

Motion that Council table the Shared ILS initiative until March 2013

Faye Chadwell moved; Patricia Cutright seconded.

Vote: In Favor: 1; Opposed: 36; Abstentions 0.
The recommendation did not pass.

Motion to select III (Negotiation Team Recommendation 2)

Patricia Cutright moved; Susan Barnes Whyte seconded.

Vote: In Favor: 1; Opposed: 36; Abstentions 0.
The recommendation did not pass.

D. Board Shared ILS Recommendation 1: vendor and product

Vote: In Favor: 37; Opposed: 0; Abstentions 0.
The recommendation passed.


8.2. Discussion of confidentiality and release of information about Council decisions.
Helmer reviewed a communication plan that included vendors and member libraries.
9. Strategic Planning (Betsy Wilson & Jay Starratt) Expected outcome: discussion of the merits of beginning a new strategic planning process.
10. Announcements (all) In its July issue, Library Journal selected five academic New Landmark Libraries for 2012, and Seattle University’s Lemieux Library and McGoldrick Learning Commons was number 5 on the list.
ACRL 2013 Conference has sponsorship opportunities available. Contact Faye Chadwell for more information.

11. Executive Session (Betsy Wilson) Staff and guests are excused for a Council update on the Board's evaluation of the Executive Director.