Council Meeting #25
Concordia University
George R. White Library and Learning Center
Maps:
Concordia University : Google map | Maps & directions (CU) | Campus Map (CU)
Ya Hala: Google Map
March 11, 2010
* presumed attendance, did not respond to polling.
Absent, no proxy: Paul Adalian (SOU); Absent on 3/12: Nancy Hoover (Proxy given to Dalia Corkrum)
Staff: John F. Helmer, Elizabeth Duell
Minutes: Duell and Helmer
Concordia University
George R. White Library and Learning Center
Maps:
Concordia University : Google map | Maps & directions (CU) | Campus Map (CU)
Ya Hala: Google Map
March 11, 2010
- 11 am: Optional tour of the newly built George R. White Library and Learning Center.
Meet at the front desk of the library. - 12 noon - 5pm: Business meeting, Luther Hall, Room 211
- 6pm + Dinner at Ya Hala Lebanese Cuisine
- 9 am - 12 noon: Business meeting, George White Library, Room 314
David Bilyeu (COCC) Daniel CannCasciato (CWU) Natalie Beach (Chemeketa) Michelle Bagley (Clark) Brent Mai (Concordia) Karen Clay (EOU) Julie Miller (EWU) Merrill Johnson (GFU) Marika Pineda (LCC) Jim Kopp (L&C) Susan Barnes Whyte (Linfield) Nancy Hoover (Marylhurst) |
Nancy Szofran (MHCC)* Chris Shaffer (OHSU) Karen Kunz (OIT) Karyle Butcher (OSU) Marita Kunkel (Pacific) Donna Reed (PCC) Helen Spalding (PSU) Vickie Hanawalt (Reed) Scot Harrison (SMU) Bryce Nelson (SPU) John Popko (SU) |
Bill Bruner (TESC) Deb Carver (UO) Susan Hinken proxy for Drew Harrington (UP) Jane Carlin (UPS) Bill Jordan proxy for Betsy Wilson (UW) Carolyn Gaskell (WWU) Sue Kopp (WPC) Jay Starratt (WSU) Allen McKiel (WOU) Jeff Purdue proxy for Christopher Cox (WWU) Deborah Dancik (WU) Dalia Corkrum (Whitman) |
Absent, no proxy: Paul Adalian (SOU); Absent on 3/12: Nancy Hoover (Proxy given to Dalia Corkrum)
Staff: John F. Helmer, Elizabeth Duell
Day 1Thursday March 11, 2010 |
Tour: George R. White Library and Learning Center Meet at the front desk of the library. |
1. Welcome & introductions (Corkrum) Provost, Dr. Mark Wahlers, welcomed Council to Concordia University. Council welcomed Bill Bruner, interim library director from The Evergreen State College. |
2. Review Agenda (Corkrum) Report on Executive Committee activities: EC plans to visit to the University of Idaho on March 23 to discuss membership in the Alliance. A Council vote on UI”s application is expected in July 2010. EC has been discussioning the need for a policy on when and how the Alliance takes a stand on issues. Council was reminded that the period to comment about the Executive Director”s yearly review is due. Please refer to the poll sent you Council members via e-mail. |
3. Incorporation (Dancik) Corkrum reviewed the history of the incorporation effort. The intent of the incorporation documents were reviewed by Dancik and Helmer including the Council and Board Responsibilities. Helmer reported that one Oregon and one Washington public institution will take the lead on securing Attorney General review in each state. Private colleges should find the state reviews useful but will need to conduct their own independent review. Helmer also noted that he is working with Marsh in Portland on an insurance quote. Treasurer and Secretary Council discussion revealed a concern about the possibility of having a Treasurer and/or Secretary that are not drawn from Council. Given that these are important officers and voting members of a relatively small (9 person) board of directors, Council prefers to have these positions elected from Council. DECISION: Incorporation documents will be revised to indicate that both the Treasurer and Secretary must be elected from Council. ACTION: Dancik and Helmer will review Bylaws, MOU, and position descriptions, make this change, and review with the Alliance”s attorney. Data Rights Council discussed Section 4. ‘Data Rights and Obligations’ and judged that attempts to make the language more generic (less specific to any particular Summit technology) left language that was too ambiguous and not useful. Rather than finding better generic language, Council preferred to remove this section. DECISION: MOU Section 4. ‘Data Rights and Obligations’ will be deleted. ACTION: Dancik and Helmer the MOU. Additional Council discussions included: Q: There are two kinds of MOU”s - membership and with UO... do we need a membership MOU? A: Yes, membership MOU”s bring forward some of the key parts of the bylaws which are a counterpart of the MOU we are all use to. The new Membership MOU is based on the current MOU and reiterates which powers are reserved for Council. Q: What is the status of the MOU with UO? A: The MOU with UO is in process and the next draft will be shared with Council. The UO will continue to play a special role, providing office space, services (phone, network); and, most importantly, human resources. As is currently the case, the UO will employ staff that are then assigned to work for the Alliance. Major MOU topics include insurance coverage, timely notice for staff, and ownership of intellectual property. Q: What about responsibility for major initiatives? Right now, Council identifies issues and asks EC to conduct background work and make recommendations for how to proceed. Will that process continue? A: Yes, that process and division of responsibilities will remain the same. Q: Would it be useful to have explicit FERPA language included in the MOU so that the Alliance is identified as a trusted partner? A: Council discussion generally indicated that including FERPA wording would not help because each initiative or program will need to be individually vetted. Q: Does it still make sense to have the chair serve for only one year? A: It's a time consuming position and a three-year commitment to serve as Chair-elect, Chair, and Past-chair. Q: Shouldn”t MOU 3.2, which details Council powers, more explicitly include the power to elect members of the Board of Directors? A: Yes, that will be done as a new first bullet. Q: Is MOU 2.8 the wording too vague about removal? A: Judgment will be called for in such a situation and it is probably useful to avoid being to specific or limiting in this area. Q: The Past chair is on the board and they get to vote? A: Yes. Q: Why was March chosen for the annual meeting? A: Because the annual meeting is where we elect the board and approve the budget, March seems to be a good time. Q: MOU 3.5 refers to a “book of minutes”, does it have to a 'book' or is an electronic version sufficient? A: We believe that an electronic version will be sufficient but both could be done. Q: How many meetings will Council have? A: Initially the same as we have now (three per year). Council could decide to meet more or less often but no change is recommended now. One ‘annual meeting’ is a minimum requirement. Q: Does Oregon law have any open meeting statutes that apply? A: Elected boards are subject to an Oregon open meeting laws but the Alliance might want to go beyond that and have a policy encouraging members of Council to attend Board meetings. This is a big step and when incorporation is done we should celebrate! Name Change Prior to the meeting, Council was polled regarding the following question: ‘Would you like to consider changing the name of the Orbis Cascade Alliance as part of incorporation?" Corkrum reported that there was quite a bit of discussion even among those voting against. The final vote was 3 yes 16 no 9 not sure. DECISION: Council will not consider changing the name of the Orbis Cascade Alliance at this time. Background documents:
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4. Strategic Agenda Overview (Helmer) Corkrum reported on changes in Council liaisons to two teams. Corkrum further noted that EC has concluded that it is important for all teams to meet at least once in-person early in their work. That practice was instituted for this group of teams. Status reports were made available to Council but not explicitly discussed during the meeting. Additional discussions included: Shared ILS Team: The ‘total cost of ownership’ survey will include confidential information. As a result, EC has asked Helmer to gather the data and share summary information with the team and Council. Networked Library Services Q: How many libraries are participating in the OCLC WMS pilot? Are there any Research Institutions? A: Five institutions are serving as pilots. Pepperdine is the largest academic library. Corkrum noted that Bruce Crocco, Andrew Pace, and Paul Cappuzzello will be meeting with Executive Committee to discuss WMS. CDMC Helmer reported that CDMC has been unable to get the kind of collections data and reports they need. The INN-Reach system was not able to provide this data and so far that appears to be true of WorldCat Navigator as well. Anya Arnold is providing a Webinar walk-through of Summit statistical capabilities for CDMC. WorldCat Discovery Day is planned for July 30. It has been very difficult to find an appropriate date and July 30 clearly will not work well for all potential participants. Background SA 1. Cooperative Collection Development SA 3. Future of Integrated Library Systems
SA 5. Digital Initiatives
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5. Budget (Corkrum)5.1 Membership Fee Task Force |
5.2 Budget for FY11+ (Helmer)
Helmer presented budget scenarios for Council consideration. He reiterated that the intent is not to adopt a budget at this time but to provide Council direction on the preparation of an FY11 budget for Council vote later in the year. |
Day 2Friday March 12, 2010 |
5.2 continued. Budget for FY11, decisions (Corkrum) Following evening adjournment, Council continued the budget discussion on day two. Corkrum reviewed Council”s discussion from the previous day and then suggested language for a motion. Council discussed and refined the wording. MOTION: Popko introduced the following motion In recognition of the current need for technological expertise and effort in the implementation, maintenance, and support for Alliance operations and programs, andSECOND: Dancik VOTE Yes: 32 |
6. Summit Background Document: Report Current policy MOTION: Bilyeu moved to accept the EC Recommendation SECOND: Spalding Discussion: Q: Does this include non returnable as well? A: No, this recommended policy specifically says that charging for non-returnables will continue to follow each institution's policy. Shaffer reported that OHSU could not support the policy if it were amended to require that members not charge for non-returnables. Jordan indicated that UW would also not support such an expanded policy but expressed a willingness to "work out bulk pricing for non-returnables." Corkrum noted that Executive Committee will soon discuss formation of a Summit Policy Task Force and will include consideration of non-returnables in the charge. VOTE: The motion passed unanimously. |
7. Regional Library Services Cooperative (Corkrum) Helmer provided a brief synopsis of the extensive history of the RLSC and Alliance participation in WEST.
ACTION: Dancik volunteered to convene a meeting of interested parties.. WEST Helmer briefly reported on UC's WEST planning grant. Alliance participating institutions: OSU, UO, UW, WSU Steering Committee: Betsy Wilson, Deb Carver, John F. Helmer |
8. Updates from consortia EOU and Sage Consortium Clay reported on the Sage Consortium's LSTA grant to test Evergreen. Sage will soon vote on a recommendation to migrate 17 libraries in Eastern Oregon from III to Evergreen. Sage”s public libraries are generally quite happy with Evergreen and systems administration is much easier but EOU does not feel that the MARC editor and acquisitions modules are sufficient for EOU”s needs at this time. It will also be important for Evergreen to develop NCIP capabilities so that EOU can continue to participate in Summit. It is not yet clear how technical support will be managed. Washington Library Media and Directors Council Bagley reported that LMDC has been talking about many of the same issues that are on the Alliance strategic agenda. Major initiatives include LSTA grant focusing on the librarian as instructional leader Statewide Technology Transformation Task Force Gates and Ford foundation to develop 81 common courses using open educational systems. Bagley also announced that the Northwest Academic Directors Symposium will be held on November 10, 2010 at the UO Portland/White Stag building. Bill Fisher will speak on managing change. Oregon Community College Library Association Beach reported that the library directors at Oregon”s 17 community colleges meet two or three times a year. The meeting in November focused in on two projects. streaming media grant, in conjunction with Oregon Community College distance learning. Working to include Information Literacy in a revision of the Oregon Transfer Requirements at the AA level. |
Minutes: Duell and Helmer