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Meeting #40

Seattle University
Student Union 160

March 12
Meeting begins with lunch
5:00 pm - meeting adjourned
6:00 pm - Dinner
Osteria La Spiga,
12th Avenue, Seattle
March 13
8:30 am - coffee, light snacks
9:00 am - meeting begins
Noon - meeting adjourned, lunch on your own

Note: 7:30-8:30 am in Casey 517
Breakfast for new Council members
Jane Carlin, Chris Shaffer, Faye Chadwell;
John F. Helmer, Cassie Schmitt;
Mari Bettineski (WPC) & Susan Barnes Whyte; 
Jeffrey Gayton (SOU) & Marita Kunkel;
Adriene Lim (UO) & Patricia Cutright;
Greg Mullins (TESC) & Scot Harrison.
Dress is business casual.


Tina Hovekamp (COCC)
Patricia Cutright (CWU)
Natalie Beach (Chemeketa)
Michelle Bagley (Clark)*
Brent Mai (Concordia)
Karen Clay (EOU)
Suzanne Milton (EWU)
Merrill Johnson (GFU)*
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)*
Marita Kunkel (Pacific)
Donna Reed (PCC)
Dena Hutto (Reed)
Scot Harrison (SMU)
Michael Paulus (SPU)
Jeffrey Gayton (SOU)
John Popko (SU)*
Andrea Heisel (TESC)
Greg Mullins (TESC) Friday only
Lynn Baird (UI)*
Adriene Lim (UO)
Drew Harrington (UP)
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)*

Ian Coronado (LCC), no proxy
Marilyn Moody (PSU), Lynn Baird has proxy vote


Erin Foster, National Library of Medicine, guest of Chris Shaffer
John F. Helmer, Executive Director*
Anya Arnold, Program Manager
Al Cornish, Program Manager
Elizabeth Duell, Events Coordinator
Kathi Fountain, Program Manager
Cassie Schmitt, Program Manager

* = FY15 Board of Directors

Summary of key documents

Thursday March 12

Student Union 160
Noon - 5:00 pm; lunch is served at noon; meeting begins about 12:30 pm

Welcome, Introductions, and review of agenda (Jane) 

> 12:30 - 12:45

Patricia Cutright introduces Adriene Lim (UO)
John F. Helmer introduces Cassie Schmitt
Chris Shaffer introduces Erin Foster, National Library of Medicine

1. Report from the Board

>12:45 - 1:30
Expected outcome: presentation & discussion
  • Membership applications (Jane)
  • HR Task Force (Faye)
  • Meeting with NorthWest Academic Computing Consortium (Jane)
  • Professional Development Awards (Jane)
  • EBSCO & Ex Libris (Faye & Dalia)
  • Washington State taxes (John Popko)
  • Council meetings: frequency, location, length (Jane)

2. FY16 Budget (Michelle & John H.)

>1:30 - 2:30
Expected outcome: presentation & discussion, Finance Team and Board will prepare a budget for later electronic Council vote.
Document: Financial Framework | DPLA Pilot | E-Book Report

  • General overview: Financial Framework & Reserves Target (John)
The Operating Reserve target is calculated annually as part of the adoption of a budget. The Operating Reserve target formula is 20% of the sum of a) annual salaries and benefits, b) annual office space and equipment leases, and c) annual fees specified in the Shared ILS contract. This Operating Reserve policy is reviewed whenever the Board determines that review is prudent, but not less than every five years. -- Approved by Council in July 2014.
  • FY16 Budget (Michelle)
  • Questions & Discussion (Michelle)
    • How quickly should the gap in Operating Reserves be filled?
    • How does Council want to approach funding DPLA and other strategic initiatives?
    • Will Council continue to fund consortium-wide membership in WEST?
  • Next steps (Michelle)
    • Finance Team revises per Council input
    • Board reviews, revises, recommends to Council
    • Council webinar
    • Council online vote


3. Program and Team transitions (Jane)

> 3:00 - 4:00
Expected outcome: presentation & discussion; preparation for Friday vote on Policy & Coordination Team 
Documents: Team Charges and Goals | Council update on Team transition, collaborative workforce, and Shared ILS implementation (both documents were sent to Council in early March with the call for team nominations)
  • Update (Jane)
  • Documentation and training (Cassie)
  • Coordination meeting on February 5 (Chris)
  • Board recommendation: Policy & Coordination Team (Chris)

4. Shared ILS: the end of implementation! (Jane)

> 4:00 - 5:00
Expected outcome: presentation & discussion
  • Overview (John)
  • Center of Excellence & timing for broad Shared ILS assessment (John)
    Document: COE initiatives (password protected)
  • Board meeting with Ex Libris (Jane)
  • Implementation (Al)
  • Summit (Anya)
  • Data sharing MOU (John)

Dinner celebration of Shared ILS implementation

6 pm  at Osteria La Spiga, 12th Avenue, Seattle

Friday March 13

Breakfast for new Council members
7:30 - 8:30 am, Casey 517
Jane Carlin, Chris Shaffer, Faye Chadwell, John F. Helmer, Cassie Schmitt;
Mari Bettineski (WPC) & Susan Barnes Whyte; 
Jeffrey Gayton (SOU) & Marita Kunkel;
Adriene Lim (UO) & Patricia Cutright;
Greg Mullins (TESC) & Scot Harrison

Business Meeting

Student Union 160
8:30 am - coffee, light snacks
9:00 am Business meeting begins


Scot Harrison introduces Greg Mullins (TESC)

5. Continuing the discussion (Jane)

>9:00 - 9:30
Expected outcome: Council members are encouraged to share new perspectives and summary thoughts about Thursday's business meeting and dinner conversations.

6. Vote: Policy & Coordination Team (Jane)

Expected outcome: final discussion, revision, and Council vote

7. Collaborative Workforce Model (Michelle, John, Chris)

>9:30 - 10:30
Expected outcome: presentation & discussion of Finance Team's work, determination of next steps
Documents: Description of Process for practical application
  • Overview (John)
  • Major questions raised in November (Michelle)
  • Practical application (Chris)
  • Discussion


8. E-book report (Kathi Fountain)

>11:00 - 11:30
Expected outcome: presentation & discussion
Document: E-Book Report

9. Announcements (Jane)

> 11:30 - 12:00
Expected outcome: very brief announcements about activities at member institutions that are of broad interest to the group (e.g., conferences, workshops, major reorganizations, building projects etc.)

Meeting is adjourned by noon

Next Council Meeting is during the Summer Meeting at Warner Pacific College, Portland on July 9-10, 2015