C A R L I

CARLI Board of Directors
Meeting 4

August 19, 2005
CARLI Office
Champaign, IL

Summary of actions taken

Minutes of meeting 3 approved
Approved renaming the integrated library system I-Share and referring to users of the ILS as I-Share libraries.
The Board formally thanked Belinda Cheek for her service as chair of IUAG.
Amended budget for the PR Committee approved
Approved contracting with the logo designer to create an I-Share logo that is compatible with the CARLI logo under development
Upgrade of EBSCO Academic Search database approved, pending final negotiations and action of the University Purchasing Department
Negotiations to acquire the Saskia Archive of art images from Scholar’s Resource approved
Approved the creation of a Collections Working Group
Established a Board meeting calendar for the remainder of FY 2006

Present: Scott Drone-Silvers, Paula Kaufman, Linda Morrissett, Mary Munroe, Lynn Murphy, Jay Starratt (phone), Dave Stewart, Ellen Sutton, Carla Tracy, Kathy Walsh, Anna Maria Watkin

Absent: David Carlson, Sylvia Jenkins, Eric Welch

Staff: Elizabeth Clarage, Tom Dorst, Kris Hammerstrand, Bernie Sloan, Connie Walsh

Also attending: Kathleen Bloomberg (for Anne Craig), Belinda Cheek

Meeting called to order at 10:00 by Mary Munroe

Minutes of July 15, 2005 meeting were approved as submitted (1).

Committee Reports:

Executive Committee:
Munroe reported that from now on the Executive Committee will meet by conference call on the Wednesday of the week prior to the scheduled Board of Directors meeting. This should facilitate setting the Board agenda and allow time for action items to be brought to the full Board in advance.

E-resources Working Group:
Munroe reported that the roster of the E-resources Working Group was complete and that it would be convened in the near future.

Delivery Working Group:
Munroe indicated that the roster was not yet complete. Additional suggestions were made and Jay Starratt indicated that he will call an organizational meeting as soon as possible.

Digital Library Implementation Task Force:
Kathy Walsh reported that SFX and WebFeat have both had their first round of libraries successfully implemented. Each has a second round of implementations in the planning stage

The CONTENTdm contract is undergoing final review. An implementation group is now being activated. Ellen Sutton asked about the contractual provisions and operational planning to allow CARLI members beyond the former ILCSO libraries to participate. Walsh indicated that further expansion of the products had been anticipated in negotiations and that information would be forthcoming after the contract was concluded. Dave Stewart indicated that the fiscal staff was completing the financial review of DeMiMa. Several members noted that CONTENTdm raises issues of copyright compliance and rights management and that CARLI must address these important new issue. It was suggested that training sessions be developed by CARLI.

Finance Committee:
Stewart reported on the state’s current fiscal situation and provided a written summary. He also distributed a letter from the University of Illinois to Northern Illinois University as the initial step in the process of transferring ICCMP funding from NIU to the U of I. The process involves the submission of legislation through the IBHE in the next session, with the completion of the process by July 1, 2006. Stewart indicated that staff will do quarterly budget reviews, but reported that current payments are routine and have all been accounted for in the last budget reviewed by the Board. Paula Kaufman asked about the progress in closing out the Endeavor payments for original system purchase. Stewart responded that the close out is near.

Future Visions Task Force:
Kaufman led the discussion of the Task Force report. The consensus of the Board is the report raises critical issues and that it provides real momentum for CARLI. These are the types of issues that CARLI should be addressing Several Board members asked how it would be best to organize the process member input and get started. Kaufman suggested that the Executive Committee be empowered to gather names and make appointments to working groups. Board members were encouraged to review the document and begin sharing implementation ideas by email in the next month. The report should be a major agenda item at the October membership meeting. After general discussion, the Board endorsed this approach.

Kaufman suggested that CARLI may want to seek partnerships beyond libraries, such as centers for teaching and learning. Carla Tracey noted that there may also be broader issues, like information literacy, which are central to CARLI’s mission but are not entirely digital issues. The Board agreed that they would work by e-mail on thtis issue. Kaufman will discuss relevant portions of the report with GSLIS. Kathy Bloomberg will contact Dominican University Library School Dean. The Board thanked the group for its efforts.

IUAG:
Belinda Cheek reviewed several documents that had been provided to the Board. She indicate that the group has traditionally drafted an annual plan for the ILCSO Board to approve. She asked if the Board wished to continue this practice. Several questions were asked and answered about specific points. The Board decided that they did not need to formally approve the IUAG annual plan. Cheek will inform the group that they may proceed with the plan as presented.

She presented a recommendation of the OPAC Committee on changing the name of the consortial integrated library management system from Illinet Online (IO) to I-Share. The users of the ILS would be referred to as I-Share libraries. Jay Starratt suggested taking some time before deciding. It was reported that the PR Committee had discussed this issue in some detail and favored making the change as soon as practical. The question was called and as the recommendation of a committee, it required no second. The Board voted 7 yes and 2 no to approve renaming the consortial ILS I-Share. The staff was charged with developing an implementation plan. (2)

Cheek reported that Stephanie Atkins would be the new chair of IUAG. The Board formally thanked Belinda Cheek for her service as chair of this important group.(3)

Membership Committee
The committee has a full compliment of members and will hold a meeting as soon as possible. Kathy Walsh will report on the progress of the committee at the October Membership Meeting.

Personnel Committee
There was no report.

PR Committee
Bernie Sloan reported for the committee. He outlined the committee’s proposed activities and budget. He noted that the Publications award is a carryover from ILCSO. It is intended to be awarded every 2-3 years, with a monetary award to be considered. It was asked if there were any issues with the state’s ethics code. The next award is scheduled for 2007. The Board felt that the award is a good idea and that the logistics should be discussed further by the PR committee. The committee recommended creating a basic set of facts about CARLI and its legacy consortia. Have put in for a ILA Poster Session. They will undertake these tasks and report further.

The Board reviewed the proposed committee budget. They eliminated proposed celebration at ALA. The need for a brochure was questioned. Scott Drone-Silvers moved and Paula Kaufman seconded that the budget, as revised, be accepted. Motion passed unanimously. (4)

User Group Committee:
Munroe reported that the committee roster was set. There will be a conference call meeting next week and an in-person meeting in October. The first order of business will be to do some brainstorming. The Board was asked with whom the committee should consult and what is the scope of the committee’s mandate.

Staff Reports

Website/logo: Two firms have been hired to do the work. The CARLI logo is being designed by Jack Davis. Drafts of his preliminary suggestions will be reviewed in early September, with the intention of unveiling the final design at the October Membership meeting. A contract with Round Table has been concluded for the website design. A preliminary meeting will be scheduled soon. It was recommended that the new I-Share name have a compatible logo created. The Board approved proceeding as recommended. (5)

Advocacy: Patriot Act reauthorization is proceeding in Congress. ILA has indicated that the Senate version is preferable and that librarians should make their opinions known to their lawmakers. President Bush wants to sign the reauthorization on 9/11.

Old business

AVP/ED search:
The deadline for applications/nominations is today (August 19). The committee will meet next Thursday to decide on next steps. The goal is to have a list of finalists to Douglas Vinzant by the end of September.

E-resources survey:
Tom Dorst reported on the web survey commissioned by the Board. E-journal were the most desired. After discussion the Board expressed a sentiment for obtaining resources in as many categories as feasible. Scott Drone-Silvers moved and Carla Tracy seconded that staff conclude negotiations to upgrade EBSCO’s Academic Search database to the Premier version and that negotiations be undertaken with the Scholar’s Resource for the acquisition of the Saskia archive. Motion passed unanimously. (6,7)

Membership meeting:
Munroe reported that the Membership meeting was set for October 28 at Prairie State College. Kate Nevins, Executive Director of SOLINET, will be the featured speaker. Agenda topics include: Kip Kolkmeir on advocacy; Paula Kaufman on future visions; Kathy Walsh on membership; and Belinda Cheek on user groups. If the new AVPED has been selected, that decision will be announced. The new logo will be unveiled. The Board suggested that this would be a good opportunity to acknowledge the people who have put time/effort into CAL, Team Illinois, and VLT. Any new e-resource purchases will be announced. It was decided that since this is a first membership meeting it was desirable that all attendees hear everything, so no small group, break-out sessions are being planned.

New business:

Grants:
Elizabeth Clarage reported that grant awards announcement are out for this year (FY 2006). She discussed how the process will work as it is transferred to the University of Illinois in FY 2007. Planning and discussions are ongoing.

New working group on collections:
Munroe indicated that the grants awarding will need member input and oversight during the transition and as a CARLI program administered by the University of Illinois. She sought approval to establish a Working Group for collection related issues, including grants. Elizabeth Clarage will staff the working group and Linda Morrissett will be the Board liaison. Connie Walsh will provide support on the business issues involved, as needed. Munroe asked for suggested members. She will also draft a charge. Board members suggested that grants being considered in the context to the future visions discussed earlier. The group should be asked to think outside the strict collections grant box. The Board approved the creation on the Collections Working Group. (8)

Meeting calendar:
The Board agreed continue to continue meet monthly for the remainder of the transition year. (9) The following dates were approved and will be posted on the website: 9/16, 10/21, 11/18, 12/16 (Chicago), 1/27, 2/17, 3/17, 4/28, 5/19, 6/16.

The Board discussed subsidizing travel and/or conference calling expenses to encourage participation on the Board. Video conferencing was also discussed but was not deemed sufficiently reliable to use extensively. Board members should talk to Dave Stewart if one needs reimbursements to attend Board meetings.

Adjourn – On a motion from Kaufman, seconded by Sutton, the meeting was adjourned at 1:40 PM