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Meeting #40
Seattle University

Attendance:
Tina Hovekamp (COCC)
Patricia Cutright (CWU)
Natalie Beach (Chemeketa) Proxy for Lane CC
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) – Thursday only
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)*
Absent
Ian Coronado (LCC), Natalie Beach has proxy Vote
Marilyn Moody (PSU), Lynn Baird has proxy vote

Guests
Erin Foster, National Library of Medicine, guest of Chris Shaffer

Staff
John F. Helmer, Executive Director*
Anya Arnold, Program Manager
Al Cornish, Program Manager
Elizabeth Duell, Events Coordinator
Kathi Fountain, Program Manager, Friday only
Cassie Schmitt, Program Manager

* = FY15 Board of Directors

Thursday March 12


Welcome, Introductions, and review of agenda (Jane)

John Popko welcomed the Council to Seattle University. He invited people to tour the library. He also told the Council that they were welcome for the lovely weather and apologized for the pollen count.

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

The Council members introduced themselves.

1. Report from the Board

•    Jane Carlin spoke about Membership applications.
•    Faye Chadwell spoke about HR Task Force
•    Jane Carlin reported on  a recent meeting with the NorthWest Academic Computing Consortium the possibility of future collaborative activities.  She invited Council members to volunteer to work with her to continue the investigations for joint action.
•    Jane Carlin spoke about the Professional Development Awards
•    Faye Chadwell and Dalia Corkrum spoke about EBSCO & Ex Libris based on their recent contacts at the ALA Midwinter Meeting.
•    John Popko spoke about Washington State taxes relating to Ex Libris Implementation and Subscription fees
•    Jane Carlin initiated a continuing  conversation about Council meetings, suggesting possible change in frequency, location, and/or length.

2. FY16 Budget (Michelle & John H.)

John Helmer and Michelle Bagley spoke about the budget process and background.

John Helmer spoke about the Operating Reserve target that 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. (From the Alliance”s Financial Framework, approved by Council 2011 July 14)

Council”s comments on the FY16 budget will be brought to the next Board meeting for resolution.  This will be followed with a budget proposal, a webinar for further Council discussion, and an electronic vote.

Michelle Bagley led a discussion focusing on the following questions:
•    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 if the price increases more than the 20% we had anticipated and built in to the preliminary budget calculations?  In response to a request for a straw poll from Jane Carlin, only 13 institutions were prepared to continue if the price rose 20% and only 5 were likely to continue if the price rose more than 66%.

Michelle Bagley and Jane Carlin continued to lead the discussion on the next steps.

3. Program and Team Transitions

Jane Carlin led a discussion on the Program and Team transitions.  She spoke about the framework for the discussion and asked for comments.

Chris spoke about the Coordination Team meeting on February 5th and the proposal to combine the Coordination Team with the Policy Team. (See the specifics of this proposal at end of these minutes.)

Cassie Schmitt spoke about her progress with documentation and training.

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

Following Jane Carlin”s introductory remarks and congratulations,  John Helmer spoke about the overview of the Shared ILS implementation,  the Center of Excellence, and timing for broad Shared ILS assessment. The Council gave Al Cornish and Anya Arnold a well deserved standing ovation for their work with the SILS and Summit implementation.

Jane Carlin gave an update on the Board conference call  with Ex Libris on February 17th.

Anya Arnold gave an overview and took questions about the last six months of the Summit 3 timeline.

Al Cornish gave an overview and update and took questions about the SILS Implementation.

John Helmer spoke about and took questions on the status of the Data-Sharing MOU.

The meeting adjourned for the evening.

Friday March 13

Breakfast for new Council members was held prior to the Business meeting.

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

Jane Carlin reviewed the agenda for the day.

Scot Harrison introduced Greg Mullins from The Evergreen State College.  

Jane Carlin provided answers to  the Trivia questions that we were unable to cover at the Council Dinner and awarded prizes to the winning table.

John read a congratulations message from Lynn Chmelir on SILS implementation.

5. Jane Carlin led a discussion which was continued from yesterday”s meeting.


Questions from the floor asked if it was possible for WEST to give us a comprehensive proposal of costs for individual institutions to join, and what the timeline needed to be for a decision on continued  WEST membership.  John H will clarify and report to Council whether the information that WEST sent out contained individual institutional pricing..  There was a call for giving John H. a concrete direction from the Council to address WEST and continue the dialogue about a possible counter-offer for fees closer to  the 20% we had previously planned for.   

Betsy Wilson proposed an alternate approach to building reserves that consisted of a set charge to each institution that could be paid in installments or in one lump sum.  Such an approach might give each institution the flexibility it needs to identify the source(s) of funds and process the payments in a manner acceptable to its home institution. The charge would be based on our customary 60/40 formula.  Council members indicated their general approval of such an approach and Finance Team will take this under advisement.

Deb Dancik noted that the Finance Team”s November prediction of flat membership fees was based, in part, on the discontinued use and expense of WorldCat Navigator.  

6. Vote: Policy & Coordination Team (Jane)


Jane Carlin introduced a revised charge (below).

Vote: Approved unanimously.

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


John Helmer provided an overview of the Collaborative Workforce Model and took questions and led a discussion.  

Chris Shaffer talked about how the Finance and CCD Teams collaborated on the practical application of the proposed Workforce Model to create a DPLA proposal and lead questions and discussion.

The next step: the Finance Team will prepare a revised Collaborative Workforce Model report for Council consideration in July.

8. E-book Program


Kathi Fountain provided an update on the Alliance”s ebook program.

9. Announcements (Jane)


Patricia Cutright announced ‘An Evening at the Brooks,’ a fund-raising gala and silent auction being held on April 11th at the CWU Library showcasing a variety of cultural activities, including  a ‘Dance in the stacks’. She encouraged Council members to attend.

Southern Oregon University was acknowledged for being included on the ‘50 Most Amazing College Libraries’ list by CollegeRank.net (http://www.collegerank.net/amazing-college-libraries)

Meeting was adjourned.


Proposed Policy & Coordination Team


Charge

The Policy & Coordination Team has two areas of responsibility:

Policy: Receives high level policy issues from Alliance teams. As appropriate, acts on or forwards issues to the Board. If issues have significant budgetary implications or create sustained inequalities among the members, the team will provide recommendations and forward to the Board. As reflected in Alliance Bylaws and Articles of Incorporation, Council determines the Alliance budget and strategic initiatives.

Coordination: Coordinates the activities of teams associated with each of five program areas, promotes information sharing, identifies areas of shared responsibility, creates joint working groups, recommends priorities to the Board, and ensures that team workloads are appropriate.

Membership

The Past Chair of the Board serves as chair of the Policy & Coordination Team. Membership is comprised of the:

Chair-elect of the Board
Chair & Program Manager, Assessment Team
Chair & Program Manager, Collab Workforce Team
Chair & Program Manager, Content Creation and Dissemination Team
Chair & Program Manager, Discovery & Delivery Team
Chair & Program Manager, Shared Content Team
Chair & Program Manager, Systems Team
Executive Director