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Board Meeting #31

January 14, 2014
9:00 - 10:30 am

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Board
Chris Shaffer, Chair
Jane Carlin, Chair-elect
Jay Starratt, Past Chair
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) -- unable to attend
Lynn Baird, Member-at-Large (FY14 & 15) -- unable to attend
Merrill Johnson, Member-at-Large (FY14 & 15)
John F. Helmer, Executive Director (ex officio & non-voting)

Agenda

1. SILS Update (John)
Expected outcome: brief updates
  • C2 go-live: congrats to Scot, Lynn, and Jay!
  • Primo certification: now
  • C3 kick-off: Thursday
  • Maria Wagner as chair of the SILS Cataloging WG
  • New: Primo Usability Working Group
  • Center of Excellence
2. Strategic planning (Chris)
2.1. "One collection, One library" survey
Expected outcome: review survey results and determine next steps.
Document: Survey Results
Note that this is a password protected Excel workbook with 11 tabs.  The first shows open ended responses and the next ten each summarize a multiple choice question and include a pie chart.


January 13 update: deadline extended due to problems with the survey system.

2.2. Review process for engagement with Council and committees re. projects, timing, and team structure
Expected outcome: review and revise as needed.
Jan 7 - Feb 13 Teams work on reports
Teams develop reports on what projects should be pursued, when, and what our team structure should look like.

Feb 14 - 25 Council Poll
Send team reports and poll Council on what projects should be pursued, when, and what our team structure should look like.

Feb 28 Board meeting (f2f)
Discuss Council, team, and Alliance staff input
Develop a recommendation

March 3-7 Information distributed
Send out Council agenda, including Board's recommendation, Council poll results, and team reports (once again).

March 13-14 Council meeting
Revise Board recommendation
Vote
3. Discuss high-level expectations for FY15 Budget (John)
Expected outcome: Discuss FY15 Budget to be revised and recommended by Board on February 28 then revised and approved by Council on March 13-14.  Does the Board have any changes, new approaches, etc. they would like to see included in this budget?
For an example of the budget format see FY14 (password protected)

4. Audit Best Practices Recommendations (Deb)
Expected outcome: review and discussion of Finance Committee recommendations based on Moss Adams FY12 Audit best practices advice; determine next steps (forward all or portions to Council for approval? e.g. reserve policy)
Document: Audit Best Practices Recommendations (password protected)

5. Forthcoming Board and Council Meetings (Chris)
Expected outcome: brief review
Board on February 28
  • Audit Best Practices: develop recommendation and vote
  • FY15 Budget: revise and recommend Budget to Council
  • "One collection, One library" survey, determine next steps
  • Final Report and recommendations: National Leadership Grant from the Institute for Museum and Library Services (IMLS). Virtual presentation by Erin Passehl-Stoddart (WOU and Chair of the NWDA Steering Team) and Jodi Allison-Bunnell
  • Strategic planning: review Council, team, and Alliance staff input; develop recommendations
  • Professional Development Award policies, guidelines, funding, etc.
  • Exploration of HR hosts (benefits, payroll administration) for Alliance staff
Council on March 13-14
  • FY15 Budget: revise and vote
  • Discussion of "One collection, One library"
  • Final Report and recommendations: National Leadership Grant from the Institute for Museum and Library Services (IMLS). Presentation by Erin Passehl-Stoddart (WOU and Chair of the NWDA Steering Team) and Jodi Allison-Bunnell
  • Strategic planning: review Board recommendations and vote
  • Audit Best Practices: review Board recommendations and vote