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Board Meeting #23

February 18, 2013
10 am - 4 pm

White Stag, Room 150

Portland, Oregon

Note: The Shared ILS Policy Team and Lynn Chmelir will meet from 9-10am, White Stag, room 149.  Coffee and pastries will be available.

Expected Attendance

Jay Starratt, Chair
Chris Shaffer, Chair-elect
Betsy Wilson, Past Chair
Deb Carver, Treasurer (FY13 & 14)
Scot Harrison, Secretary (FY13 & 14)
Michelle Bagley, Member at Large (FY12 & 13)
Jane Carlin, Member at Large (FY12 & 13)*
Natalie Beach, Member-at-Large (FY13 & 14)
Susan Barnes Whyte, Member-at-Large (FY13 & 14)
John F. Helmer, Executive Director (ex officio & non-voting)

* completing the term of Christopher Cox.
Debi Place, Business Manager
Greg Doyle, ER Program Manager
Lynn Chmelir, SILS Implementation Manager
Moss Adams auditors
Michelle Gall, Senior Manager, Assurance
Kelly Bosch, Senior Manager, Assurance


1. FY12 Audit presentation by Moss Adams (Deb Carver)
10:00 -11:00 am
Expected outcome: review and discuss
Guests: Michelle Gall & Kelly Bosch, Moss Adams

2. Finance Committee (Deb Carver)
11:00 - 11:30 am
2.1 FY13 Income and Expense Report
Expected outcome: review next steps
Report will be sent to the Treasurer by February 27, then reviewed/revised and forwarded to the Board.

2.2 Future Finance Committee topics
Expected outcome: Board feedback and determination of next steps
  • Compensation policy
  • Operations Reserve 
3. DDA Ebook Program (Greg Doyle)
11:30 - 11:45 am
Expected outcome: review and discuss, prepare recommendation for inclusion in FY14 Budget
Guests: Greg Doyle will be present, Linda Di Biase will join the Board by phone (360.221.7789).

11:45 - 12:15

4. FY14 Budget (Jay Starratt)
12:15 - 1:15pm
Expected outcome: review and discuss, revise, prepare Council recommendation
Document: FY14 Budget (password protected)
Additional discussion items: Cohort 1 billing
5. Shared ILS Status Report (Lynn Chmelir, John F. Helmer)
1:15 - 2:00 pm
Expected outcome: presentation & discussion

Includes a proposal to revise Summer Meeting plans.  Current draft plan: 






July 8

July 9

July 10

July 11

July 12


SILS Team and Working Groups

Collab Tech Teams and Working Groups

Council Strategic Planning

Council Strategic Planning




Summit Day


6. Miscellaneous reports (John F. Helmer)
2:00 - 2:15 pm
6.1 Board updates from Alliance Teams
6.2 Alliance's 20th Anniversary in Sept 2013
Expected outcome: discussion, determine next steps
    • Scholarship
    • Vendor-sponsored commemorative polo shirts (750 @ $10K)
    • Event
7. Strategic Planning (Chris Shaffer)
2:15 - 2:30 pm
Expected outcome: presentation & discussion

8. March Council Meeting agenda (Jay Starratt)
2:30 - 2:45 pm
Expected outcome: determine Council agenda
  • Reports
    • Finance Committee: Audit
    • Summer Meeting
    • 20th Anniversary
  • DDA Ebook Program
  • FY14 Budget adoption
  • Strategic Planning
  • Shared ILS update
2:45-3:00 pm

9. California State University system (Jay Starratt)
3:00 - 4:00 pm
Expected outcome: discussion & information sharing; identification of potential next steps
Guest: Peter McDonald (CSU Fresno), representative of CSU Council of Library Directors (COLD)
Document: Overview, CSU Library System (password protected)
  • COLD unanimously approved a motion on May 3, 2012 asking the Alliance for "a business plan that includes services, costs, staffing, collaboration, what each partner will bring to the table, etc."  The Board invited representatives of COLD to join us for a discussion of potential collaborations.
  • CSU Digital Library: Services | Content