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Meeting #45
November 29-30, 2016
George Fox University - Portland

Attending:
Tina Hovekamp (COCC)
Patricia Cutright (CWU)
Natalie Beach (Chemeketa)
Bill Waters (Clackamas)
Michelle Bagley (Clark)*
Judy Anderson (Concordia)
Karen Clay (EOU)
Suzanne Milton (EWU)
Merrill Johnson (GFU)
Lori Wamsley (LCC)
Mark Dahl (L&C)*
 Susan Barnes Whyte (Linfield)
Nancy Hoover (Marylhurst)
Megan Dugan (MHCC)
Chris Shaffer (OHSU)
Kelly V. Peterson-Fairchild (OIT)
Faye A. Chadwell (OSU)*
Isaac Gilman (Pacific)
Maria Wagner (PCC)*
Marilyn Moody (PSU)
Dena Hutto (Reed)
Michael Paulus (SPU)*
Jan Hartley (SU)
Jeffrey Gayton (SOU)
Greg Mullins (TESC)

Lynn Baird (UI)*
Adriene Lim (UO)
Xan Arch (UP)
Jane Carlin (UPS)
Betsy Wilson (UW)
Carolyn Gaskell (Walla Walla U)
Reginald Nichols (WPC)
Jay Starratt (WSU)
Allen McKiel (WOU)
Mark I. Greenberg (WWU)*
Craig Milberg (Willamette)
Dalia Corkrum  (Whitman)*
Amanda Clark (Whitworth)
 
 Staff
Dana Bostrom,
   Executive Director*

Elizabeth Duell, Events Coordinator
 




November 3: Materials released to Council

November 15: New Council Member & Friends call.  Goal: Allow new Council members, or those wanting to learn more background, to ask questions about the agenda, so they are prepared for the Council meeting.

November 17: Council Pre-Call

               Topics Include: HRTF Overview, CW Reports overview.

 

Council Meeting Logistics:

Tuesday: 11:30-5:30

Place: George Fox University - Portland

                                             Thursday Dinner: Flying Pie Pizzeria, 3 Monroe Parkway Suite S, Lake Oswego

                              Wednesday: 8:30-12:00

Tuesday November 29

Time

Topic

Action Item

Materials

11:15

Lunch Buffet available

 

 

11:30

Welcome & Introductions. (Baird)

 

 

11:45

Review July Minutes. (Baird)

Finance Report.  (Hutto)

Approval of Consent Agenda (Updates on Primo New UI, John H. Helmer Professional Development Awards, SILS Evaluation Update)

 

Approve Minutes

 

Approve or request discussion on consent agenda items

 

 

July Minutes

Primo

Helmer

SILS

12:00

Council Communication Norms.  The Board reviewed the results of the 2015 / 2016 Council Communication survey, have made some changes in how we work together at Council meetings already, and want to further discuss some of the questions and issues raised by the responses.  (Table discussions) (Baird)

In table discussion:

-        Consider the survey results and recommendations, and recommend changes we’d like to make as a result.

 

-        Review the sample Ground Rules and identify appropriate Ground Rules for Council meetings.

Survey Results

Survey

July 2016 Speaking Counts

 Ground Rule Samples

ACRL

Idaho

RLG

1:30

Process for Team and Group Appointments, associated with Budget process. After the June 2016 Board meeting, the Board recommended staff clarify the process and criteria for Team and Group appointments.  Additionally, we’ve shown how, for FY18, the process could work.  (Bostrom)

Approve:

-        New group names

-        Criteria for group selection and management

-        FY18 Goal Process

Team & Group Appointment Proposal

 

FY18 Timeline

2:30

Collaborative Workforce Individual Institution Reports.  The Collaborative Workforce Team reviewed FY16 participation and compiled reports for each member.  (Table discussions) (Shaffer)

 

Please note, the 60/40 Formula proposed in the CW Model will be discussed at a future meeting.  The Board felt that it warranted re-examination, but that we needed more work on possibilities prior to a larger Council discussion.

Approve data in Column G as the “Year 1” data in the Collaborative Workforce Model. 

 

In table discussion:

-        What do you think of the “essential” versus “non-essential” work survey results?

-        Do we need to make any changes to the “counting” method for next year?

 

CW Benchmarking Spreadsheet (coming next week)

 

CW Narrative of methods used

 

“Core” v Non-Core survey results (coming next week)

3:30

Discussion on what it means to be a consortium, and if we are approaching the centralization versus decentralization issues as well as we can. (table discussions) (Baird)

In table discussions

“Don’t Touch that Dial” article

 

Discussion Guide

6:00

Dinner

Flying Pie Pizzeria, 3 Monroe Parkway Suite S, Lake Oswego

 

Wednesday November 30

8:00

Breakfast Available

 

 

8:30

Updates:  These are brief updates on status, with opportunity for input and/or questions.

Hathi Trust.  (Fountain)

DPLA (Allison-Bunnell)

Data Sharing (Shaffer)

 

 

HathiTrust: Table or request future reports

 

DPLA: Request any changes to application process

 

Data Sharing: Update on progress to new recommendations

Hathi Trust Update

 

DPLA Process Plan

9:15

Annual Meeting Planning.  (Bostrom)

The staff propose some changes to the FY18 Alliance-wide meeting, as captured in the proposal.

Vote on:

-        Inclusion of sponsorship in FY18 meeting

-        Addition of a registration fee

-        Overall budget

-        General Location parameters

Annual Meeting Proposal

9:45

Reflect on previous days’ discussions and decisions and engage in any further conversation. (Baird)

Any further discussion and/or votes on issues from Thursday’s discussions

 

10:15

HRTF Report.  The HR Task Force has been working with 501 Commons to construct a proposal for Alliance central staff health benefits and retirement. (Chadwell)

Consider proposal and financial impact, and make recommendations on next steps. 

We will NOT officially VOTE on these until the March 2017 Council meeting, but do want Council to indicate “go” or “change” approaches, as we must transition on June 30, 2017 to a new approach.

Comparison Chart

Alliance Budget - High Level

Working FY 18 Benefits Budget

11:30

Board election process (Baird).  The Board wanted the Council to consider if we want to investigate changes to the Board election process.  The Board felt that their own investigation could be seen as self-interested. 

Absent any Council desire for change, the election process would begin in March 2017.

General process &

Timing from last 2 elections

11:45

Adjourn

 

 

11:50

Updates

All