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Council Meeting Minutes

November 2015

Meeting #42
White Stag Building
Portland, Oregon


Attendance:

Tina Hovekamp (COCC)
Michele Reilly for
Patricia Cutright (CWU)
Natalie Beach (Chemeketa)
Michelle Bagley (Clark)*
Brent Mai (Concordia) -- Friday only
Judy Anderson - proxy on Thursday
Karen Clay (EOU)
Suzanne Milton (EWU)
Merrill Johnson (GFU)
Linda Crook and Lori Wamsley for
Ian Coronado (LCC)
Mark Dahl (L&C)*
Susan Barnes Whyte (Linfield)
Nancy Hoover (Marylhurst)
Megan Dugan (MHCC)

Chris Shaffer (OHSU) -- Friday only,
David Forero -- proxy on Thursday
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)* -- Friday only
John Popko (SU)
Jeffrey Gayton (SOU)
Andrea Heisel for
Greg Mullins (TESC)

Adriene Lim (UO)
Drew Harrington (UP)
Marilyn Moody (PSU)
Jane Carlin (Puget Sound)*,
Friday proxy is Faye Chadwell
Betsy Wilson (UW)
Carolyn Gaskell (WWU)
Mari Krause (WPC)
Jay Starratt (WSU)
Allen McKiel (WOU)
Mark I. Greenberg (WWU)*
Joni Roberts (WU)
Dalia Corkrum (Whitman)*

* = FY16 Board of Directors

Absent
Lynn Baird (UI)* -- proxy is Marilyn Moody

Guests
Trevor Bond (WSU), Chair, Content Creation and Dissemination Team via GTM

Staff
John F. Helmer, Executive Director*
Elizabeth Duell, Events Coordinator
Kathi Fountain, Program Manager

Thursday November 12

1. Welcome, Introductions, and review of agenda (Faye)

Faye welcomed the participants and everyone introduced themselves.

2. Presentation and discussion in preparation for voting

2.1. Digital Public Library of America (DPLA) recommendation (Mark D. & Trevor via GTM) Noon-1:00 pm

Documents: CCD Team Report to Council, DPLA's Overview

Board recommendation to Council:
Approve the Content Creation and Dissemination Team's recommendation concerning continued investigation of DPLA membership.

Trevor Bond, Chair of CCD, gave a presentation about DPLA via GoToMeeting. Trevor and Jodi Allison-Bunnell answered questions after the presentation.

2.2. Human Resources recommendation (Faye)

Documents: Board recommendation

Board recommendation to Council:
The Orbis Cascade Alliance should pursue a change in payroll and benefits administrative structure. The Executive Director should serve as project lead, working with a task force to develop a timeline by January 2017 with a possible go-live date by July 2017. In forming the task force, the Board should consider the inclusion of HR Task Force members and a member of the Alliance staff.

Faye lead the conversation about the Human Resources Task Force and the Board recommendation to Council.

2.3. Membership Applications

Introduction to the membership process (John H)
Documents

· Membership criteria

· Review process

Clackamas Community College recommendation (Faye, Donna)
Documents:

· Board recommendation

· Application:

o Library Director letter | followup letter

o Chief Academic Officer letter

o Application form

Whitworth University recommendation (Faye, Jane)
Documents:

· Board recommendation

· Application:

o Library Director letter | followup letter

o Chief Academic Officer letter

o Application form

John Helmer, Faye Chadwell and Donna Reed lead a conversation about the two perspective members.

3. Open-ended discussion

This is a time for Council members to raise any Alliance or other professional issues of interest to the group.

The Council had a discussion about the possible changes to the New England accreditation standards.

The Council heard about the Open Textbook Network.

The Council had a discussion about the merger of Proquest and ExLibris.

ProQuest and Ex Libris

Additional background

The Council discussed considering the HathiTrust membership.

Friday November 13

4. Voting on recommendations (Faye)

4.1. Digital Public Library of America (DPLA) recommendation

Board recommendation to Council
Approve the Content Creation and Dissemination Team's recommendation concerning continued investigation of DPLA membership.

The Council had further questions and discussion about the DPLA recommendation.

VOTE: The recommendation passed unanimously with no abstentions.

4.2. Human Resources recommendation

Board recommendation to Council:
The Orbis Cascade Alliance should pursue a change in payroll and benefits administrative structure. The Executive Director should serve as project lead, working with a task force to develop a timeline by January 2017 with a possible go-live date by July 2017. In forming the task force, the Board should consider the inclusion of HR Task Force members and a member of the Alliance staff.

The Council had further questions and discussion about the Board HR recommendation.

VOTE: The recommendation passed unanimously with no abstentions.

4.3. Membership Applications

  • Clackamas Community College recommendation

The Council had further questions and discussion with the Membership Application for Clackamas Community College.

VOTE: 35 in favor of offering membership, 1 opposed and 1 abstention

  • Whitworth University recommendation

The Council had further questions and discussion with the Membership Application for Whitworth University.

VOTE: 36 in favor of offering membership, none opposed and 1 abstention.

5. Finance Team (Michelle)

  • Refiling 990's
  • Membership fees for FY17
  • Executive Director search costs
  • Goals

Michelle Bagley lead the conversation and answered questions about the changes and information from and about the Finance Team.

6. Updates

  • Primo consistency (Faye)

Faye Chadwell lead a conversation about the Shared Primo installation and the consistency within the Alliance.

  • Digital resources COE (Faye)

Faye Chadwell lead a discussion about the progress of the Digital Resources COE.

Karen Clay gave an update about the Assessment Team progress and changes and answered questions.

John Helmer gave an update on the information about the Policy workflow document.

  • Program Manager search finalists (John H.)
    Kathryn L. H. Cabe, Scholarly Resources Analyst at Western Washington University
    Ray Henry, Web Services Librarian at Washington State University

John Helmer gave an update on the Program Manager Search and answered questions.

Mari Krause and Suzanne Milton updated and gave information about the Summer Meeting planning process.

  • Professional Development Awards

Donna Reed announced the recipients of the Professional Development Awards.

  • Supporting Vision-Impaired Students Using Library Databases: Sharing User Testing Strategies

Sue Phelps, Nicole Campbell, WSU Vancouver, Ray Henry, WSU Pullman

Request: $925.00

Award: $1000

This proposal has the potential to increase our capacity Alliance-wide to assess the usability of electronic resources in our libraries. The proposed workshop advances our strategic goal to invest in staff training, to improve usability and to reduce barriers to access. The workshop as proposed caps participants at 30. We recommend increasing capacity to 40 to allow broader alliance participation and we have increased their award to support that.

  • Open Education Resources Education and Faculty Reviews Grant

Rick Stoddart, lead, University of Idaho, 10 others from 9 member libraries

Request: $2000

Award: $2000

OERs are a high priority for Alliance members. We recommend funding with some changes to the proposal: allocate more funds to the faculty stipend component (stipends of $200 rather than $100); allocate less funds to the webinar series; focus on the Minnesota model.

  • Support Electronic Records Training

Elizabeth Nielsen, OSULP

Request: $2000

Award: $1000

Project will subsidize staff of Alliance member libraries to attend Society of American Archivists workshops hosted by OSULP. Funding will support 10 attendees (support for 20 was requested).

  • Teaching with Primary Sources Symposium

Trevor Bond, WSU, Rachel Woody, Linfield

Request: $2000

Award: $2000

The proposed symposium will “focus on the value of integrating unique content into the educational experience by sharing best practices, research, and shared experiences.” A team of Alliance members will organize the symposium for spring 2016.

7. Executive Director search (Betsy)

Betsy Wilson gave an update about the Executive Director Search, went over the position announcement and answered questions.

8. Announcements

The Council discussed the Triangle Research Libraries Network (TRLN) Leadership training. Discussion about having this kind of Training opportunity in the Pacific Northwest.

Craig Milberg is the new library director and will be starting in January for Willamette.

Meeting was adjourned.

Next Council Meeting is March 10-11, 2016, Lewis & Clark College, Portland