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Board Meeting Minutes 2013 May 8

Board Meeting #25

May 8, 2013
2 - 3:30 pm



Jay Starratt, Chair
Chris Shaffer, Chair-elect -- absent
Betsy Wilson, Past Chair -- available until 230
Deb Carver, Treasurer (FY13 & 14)
Scot Harrison, Secretary (FY13 & 14)
Michelle Bagley, Member at Large (FY12 & 13) -- available until 2:50
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.


Lynn Chmelir, Shared ILS Implementation Manager


1. Shared ILS implementation

Overview and update (Lynn Chmelir)

Lynn reported that the cut-over process for Cohort 1 libraries moving to Ex Libris begins June 1. Linfield, Pacific, and Western Washington are scheduled to initiate a technical services freeze June 1 with a current go-live date of June 18.  UW is scheduled to go live June 24, with Marylhurst and Willamette by the July 1 deadline.  Anya and the SPOT team are working hard to ensure NRE functionality is in place by the time the first library goes live.

Training continues with WebEx sessions scheduled for Friday May 10. There are trainers embedded in each working group, and they are developing videos and other training materials. In addition, each Cohort 1 library is now having weekly functional calls with Ex Libris.

Lynn reported that there is strong collaboration among the CTST, working groups, Cohort 1 libraries, and Ex Libris and that Ex Libris is listening to Alliance concerns and developing fixes for problems. There are several issues that still need resolution or clarification, including how Ex Libris handles detailed holdings and what information is needed to be able to pay invoices. Also, bibliographic record extensions (for local information) will not be available until 2014, so this information is being stored until then.

On the Center for Excellence initiative with Ex Libris, it was reported that John will work with the Alliance negotiating team and selected members of the Implementation Team to refine the language of the draft document to make certain the Alliance is involved as a development partner, particularly in regards to developing consortial functionality.

The Board briefly discussed options for recognizing the extraordinary effort of all involved in the migration. Jane offered to work with Deb and John to develop a recognition program, and Jay concurred that they should do so.

The Board also noted its concerns about potential burn-out on the Implementation Team and the need to discuss when and how to rotate in new members to avoid this. It was also noted that as we move on, the Alliance needs to think about what tasks should remain distributed among libraries and what should be centralized.  Many Cohort 1 libraries have staff members who are working only on the migration and this is not sustainable.

Maintenance agreements (John Helmer)

John reported that an agreement with Innovative Interfaces on partial year renewals of maintenance agreements will be made available to Council later this week. He reiterated that this has been a good process with good results.

2. EBSCO and Ex Libris, next steps

The Board discussed ongoing concerns about accessibility to EBSCO content in Primo and agreed to the next steps we would take in seeking a resolution to this problem.

3. Planning for June 14 Board meeting

*       Location & time: White Stag/UO Portland Room 150, 10am - 4pm

*       Attendees will include:

*   New Board members, as we have done previously;

*   Lynn and possibly selected members of the SILS Implementation Team

*       Tentative agenda items include:

*   SILS Update (by Lynn Chmelir)

*   Strategic Planning (by Chris Shaffer). John noted that chairs of primary committees or teams will participate in the July retreat, discussing what they have accomplished and what needs to be done.

4. Brief reports as time allows (John)

*       Board Elections are nearing completion.

*       John reported that the SILS Program Manger search is in its final stages, and that there is great depth in the two finalists. Presentations will stream live and there will be a web form for comments. In addition to the search committee, candidates will interview with the Implementation Team, SPOT, and Lynn.   

There are also strong applications for the Collection Services Program Manager. Once the SILS Program Manager search is complete, the search committee will turn its full attention to this search.

*       ArchivesSpace is a new open source tool combining the Archivists’ Toolkit and Archon. John reported that the NWDA explored membership, but determined it would not work functionally or financially. 

*        John reported that he has signed a contract with Site Craft of Tacoma to develop a new content management system for the Alliance web site. Implementation should take approximately six months.