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Meeting #41

Warner Pacific College

Thursday: Science 2004

Friday: Egtvedt 203

Attendance:

Tina Hovekamp (COCC)

Patricia Cutright (CWU)

Natalie Beach (Chemeketa)

Michelle Bagley (Clark)*

Judy Anderson for Brent Mai (Concordia)

Suzanne Milton (EWU)

Merrill Johnson (GFU)

Linda Crook for Ian Coronado (LCC)

Mark Dahl (L&C)*

Susan Barnes Whyte (Linfield)

Nancy Hoover (Marylhurst)

Megan Dugan (MHCC)

Chris Shaffer (OHSU)*

Kelly V. Peterson-Fairchild (OIT)

Faye Chadwell (OSU)*

Isaac Gilman for Marita Kunkel (Pacific)

Donna Reed (PCC)

Dena Hutto (Reed)

Scot Harrison (SMU)

Michael Paulus (SPU)

John Popko (SU)*

Andrea Heisel (TESC)

Greg Mullins (TESC)

Lynn Baird (UI)*

Adriene Lim (UO)

Susan Hinken for Drew Harrington (UP)

Marilyn Moody (PSU)

Jane Carlin (Puget Sound)*

Betsy Wilson (UW)

Carolyn Gaskell (WWU)

Mari Bettineski (WPC)

Jay Starratt (WSU)

Allen McKiel (WOU)

Mark I. Greenberg (WWU)*

Deborah Dancik (WU)

Dalia Corkrum (Whitman)*

Absent

Karen Clay (EOU), proxy assigned to Dalia Corkrum

Jeffrey Gayton (SOU),

proxy assigned to Kelly V. Peterson-Fairchild

Guests

Team Chairs and Program Managers

Staff (in addition to program managers)

John F. Helmer, Executive Director*

Debora Place, Business Manager

Elizabeth Duell, Events Coordinator

Keith Folsom, Information Technology Manager

Margarita Wickham, Electronic Resources Specialist

* = FY16 Board of Directors

Thursday July 9

Faye Chadwell welcomed Council and the visitors. Everyone introduced themselves.

Jane Carlin asked the Council members who were at the meeting for their impressions of the sessions on July 8th. She then reviewed the agenda

1. Discussion with Policy and Coordination Team (Jane & Chris)

Chris Shaffer spoke about the history of the Policy & Coordination Team.

Assessment Team - Annie Downey (Reed), Chair spoke about the history and goals as well as the successes over the last year.

Collaborative Workforce Team - Cassie Schmitt, Program Manager, spoke about the history and the progress over the short period of time they have been working together.

Content Creation and Dissemination Team - Trevor Bond (WSU), Chair spoke about the discussions and feed back from the sessions yesterday. Jodi Allison-Bunnell, Program Manager spoke about the goals for the next year and discussion that will occur tomorrow, including the upgrade of the NWDA site to the new Archives West website.

Discovery and Delivery Team - Megan Drake (Pacific), Chair reviewed progress and noted that the team has started three working groups to look at any lingering issues.

Shared Content Team - Mike Olson (WWU), Chair spoke about how most of the members of this group are new to the Alliance. The sessions from yesterday were very successful.

Systems Team - Wade Guidry (UPS), Chair noted that the team is still exploring their charge and the role of working groups. The sessions yesterday were good and were able to show participants some of the possibilities of the new system.

2. Collaborative Workforce report (Michelle)

Michelle Bagley reviewed the history of this effort and extensive conversations by the Board and Council.

Board recommendation to Council

Council approves the Collaborative Workforce report, thanks the Finance Team for this groundbreaking work and replaces the Collaborative Workforce Team's Goal 5 as follows:

Current Goal 5:

Based on input from the Board and Council continue to develop a collaborative workforce model for the consortium.

• Coordinate with the Finance Team to determine the feasibility of the collaborative workforce model for pilot projects such as

◦ shared bibliographic record management for shared resources

◦ shared oversight and management of the Network Zone

◦ shared work for CCD projects

• Work with the Finance Team to define benchmarks for collaborative workforce model.

New Goal 5:

• Adopt the Collaborative Workforce model "on paper" for one year as described in the report.

◦ Consider results and potential revisions, including alternatives to the 60/40 student FTE benchmark

◦ Provide recommendations for Board consideration in June 2016 and Council consideration in July 2016

• Partner with and advise teams planning shared work in the application of the Collaborative Workforce Model

3. Executive Director search (Jane)

Staff was excused for the discussion about the Executive Director search.

Friday July 10

4. Recognition (Jane & Dalia)

Jane presented broadsides to the Council and recognized the Board members including the three members whose terms of service have ended.

Dalia spoke about Deb Dancik”s work in the Alliance in honor of her retirement. Deb was given a well-deserved standing ovation.

5. Vote on Collaborative Workforce report (Jane)

Jane Carlin renewed the Board recommendation.

John Popko moved an amendment to the Board”s recommendation that the text is released as summited but the illustrative totals be reviewed and revised by the Collaborative Workforce Team and the Board to a state that would be accessible and understandable to the more general audience of member institution”s staff and administration without divulging information about specific institutions.

Vote: passed unanimously

Council then voted on the Board recommendation:

Board recommendation to Council

Current Goal 5:

Based on input from the Board and Council continue to develop a collaborative workforce model for the consortium.

• Coordinate with the Finance Team to determine the feasibility of the collaborative workforce model for pilot projects such as

• shared bibliographic record management for shared resources

• shared oversight and management of the Network Zone

• shared work for CCD projects

• Work with the Finance Team to define benchmarks for collaborative workforce model.

New Goal 5:

• Adopt the Collaborative Workforce model "on paper" for one year as described in the report.

• Consider results and potential revisions, including alternatives to the 60/40 student FTE benchmark

• Provide recommendations for Board consideration in June 2016 and Council consideration in July 2016

• Partner with and advise teams planning shared work in the application of the Collaborative Workforce Model

Vote: Passed unanimously

6. Management and access to digital collections: the potential roles of DPLA, metadata standards, Primo, etc. (Trevor Bond, Mark Dahl)

Mark Dahl and Trevor Bond presented and took questions from the Council with the assistance of Jodi Allison-Bunnell.

Council endorsed moving forward with the metadata standards and asked the CCD to bring tangible options with specific information about DPLA to the Board and Council in the next 6 months or earlier.

7. Building a Post Implementation Culture at the Alliance (Jane & Faye)

Jane Carlin and Faye Chadwell lead a discussion about methods of communication, updates and the survey about Council meetings.

8. Reports from the Board

Brief presentation & discussion.

1. Finance Team (Michelle) – Patricia Cutright is a new member of the Finance Team

2. Policy & Coordination Team (Chris) – Importance of communication between teams, chairs, and the Boards.

3. HR Task Force (Faye) – Work is continuing in the hands of our consultants.

4. New member applications (Jane) – A subgroup will talk with the Whitworth University library director soon. Another subgroup will follow the same process with Clackamas CC.

· Clackamas Community College: Application form | Library director's letter | Chief academic officer's letter * Review group: Chris, Michelle, Donna, John H.

· Whitworth University: Application form | Library director's first letter | Library director's second letter | Chief academic officer's letter * Review group: Jane, Chris, Faye, Dalia, John H

5. Possible financial implications:

· Western Storage Trust (WEST) (John H.)

· WorldCat Discovery Services (John H) – a continuing complicated dialogue about the services and a repackaging of discovery services.

6. Data sharing agreement (John H.) – Work is progressing slowly.

7. Northwest Academic Computing Consortium (NWACC). Jane discussed the half-day seminar on April 13, 2016 before the Building Bridges conference in Spokane (Jane) which will address topics of mutual benefit.

8. Professional Development Awards (Jane) – the second round of these awards. Applications are coming in.

9. John reviewed Lynn Chmelir's recently completed history of the Alliance https://www.orbiscascade.org/history-of-alliance/

9. Announcements (Faye)

Faye Chadwell: Suggested that the Council consider how the Alliance could take advantage of the $800k in funding the Oregon legislature is expected to allocate for OER development and advocacy.

Deb Dancik: Her last day is Aug 31 at Willamette University. Joni Robertson will be interim and the position announcement has gone out.

Linda Crook: Lane Community College director posting ends July 13th – They will be opening in September in the new building

Michelle Bagley: Clark College 25th Anniversary will be celebrated soon. There will be an evening at the library with invitations out soon.

Susan Barnes Whyte: Working part-time for the Council of Independent Colleges as a senior advisor and project manager for the CIC Consortium on Digital Resources for Teaching and Learning. Supported by a grant from the Mellon Foundation, this four-year project will benefit 42 liberal arts college and universities in the USA. They are partnered with Artstor to use its Shared Shelf digital repository product. The University of Puget Sound and Linfield College are participants.

Donna Reed: Council members were invited to visit Portland Community College”s newest campus library; right up the street from Warner Pacific College.

Tina Hovekamp: Central Oregon Community College has hired a tech services staff person: Alma Aguilara.

Adjourned

Next Council Meeting is November 12-13, location tba