CARLI Board of Directors
Meeting 5
September 16, 2005
CARLI Office
Champaign, IL
Summary of actions taken:
- Minutes of meeting 4 approved.
- Collection Working Group charged with developing a policy/guidelines for consortium use of CONTENTdm.
- Small group of volunteers will look at Illinois academic libraries budgets.
- Board empowered small working group to send one logo recommendation to the Board for final approval.
- Continued negotiations on the purchase of the Saskia Archive approved.
- Board shall use Survey Monkey to cast electronic ballot on votes between Board meetings.
- Established that Board meetings in January, March, and May 2006 will be held at Parkland College.
Present: David Carlson, Anne Craig, Scott Drone-Silvers, Sylvia Jenkins (phone), Paula Kaufman, Linda Morrissett (phone), Mary Munroe, Lynn Murphy, Jay Starratt (phone), Dave Stewart, Ellen Sutton, Carla Tracy, Kathy Walsh, Anna Maria Watkin, Eric Welch (phone morning)
Absent: None
Staff: Elizabeth Clarage, Tom Dorst, Bernie Sloan, Connie Walsh
Also attending: Jeff Newell
The CARLI Board meeting was called to order by Mary Munroe at 10:00.
David Carlson moved to approve the minutes of the August 19, 2005 CARLI Board meeting with the appropriate editorial corrections. Watkin seconded the motion. The minutes were approved by voice vote.
Munroe welcomed Jeff Newell from the Illinois Community College Board.
Committee Reports:
Executive Committee:
Munroe reported that
a web form is being developed to allow volunteers to express
interest in CARLI committees. Comments
from the Board should be sent to the CARLI staff by Wednesday,
September 21. Board members suggested that the form
link to the committees and the current rosters. After
the volunteer form is completed, staff will send out an announcement
on the CARLI Announce list that form is available. Munroe
will continue to work on filling the committee rosters for
those committees that have been established.
E-Resources Working Group:
An initial meeting
is being organized. The intent
of the first meeting is to give an overview of the electronic
resources offered by CARLI and then get the group started
on the business of the committee. A committee listserv
is now up and running.
Delivery Working Group:
Jay Starratt reported
that group members have a meeting scheduled with staff from
the Illinois State Library.
Digital Library Implementation Task Force:
Kathy
Walsh reported that the CONTENTdm contract is completed. She
thanked those that reviewed the financials and the staff
that finalized the contract.
A survey for CONTENTdm implementation at I-Share libraries will be ready next week. Currently implementation will be for the existing I-Share libraries, but the current task force is working on terms and procedures to allow non-I-Share members to join in the project. Survey responses will be due by mid-October. Early 2006 was indicated as a realistic date to begin implementation of the product by member libraries.
The DOMS group needs to confer with the libraries that have been implementing the other digital products. They will then make a recommendation to the Board on how the work of the implementation group should be continued.
The implementation of both WebFeat and SFX have a system for questions that come up during implementation. Staff determined which implementation queries should be handled by CARLI staff and those that should be handled by the implementing library. Also, the companies worked directly with libraries to help implement the products. The digital object management system needs a policy on the consortium implementation of the product. Either the E-Resources Working Group or the Collections Working group should determine how to proceed. It needs to be determined how much of the implementation librarians are expected to do on their own.
The Board charged the Collections Working Group to develop consortium guidelines / policy for CONTENTdm.
Finance Committee:
David Carlson reported
the committee will have a standing meeting the hour before
the scheduled CARLI Board meetings. The
group reviewed the current CARLI finances. Staff advised
the committee on updates to the current expenditures.
The Board discussed the role of the Finance Committee, and the input the Board wanted from the Committee. Board members requested that the Finance Committee identify budgetary priorities as well as what kind of budget impact various projects will have on the overall budget. Also, the Finance Committee should make recommendations to the full Board for approval on decisions.
Dave Stewart announced that the UI Board of Trustees recently lowered the dollar amounts of purchases that need their approval. This is in addition to state purchasing requirements which are still in effect. CARLI staff will build the additional time needed to work with the UI Board of Trustees schedule into the purchases, as needed. Also, Stewart reported on the national and state economies and expressed uncertainty about the effects of Hurricane Katrina.
Munroe asked if there is a way to look annually at libraries' budgets across the state. These numbers might indicate where we are as a state and how we are doing as a community. Board members expressed interest in this project. It was noted that community college information is available from the Illinois Community College Board. Another suggestion for information to be included would be the statewide savings from purchasing resources through the consortium. Mary Munroe, Paula Kaufman, and Dave Stewart stated that they would work on this project. If others are interested in working on the project, they should contact Mary Munroe.
A question was raised about the Sanborn Maps purchase. This title, a previous IDAL project, is being purchased in installments. The Finance Committee will investigate if there is any benefit to finish the purchase of this resource early.
Future Visions Task Force:
Munroe will work
with Paula Kaufman for completions dates on the tasks given
to each of the proposed working groups. The
working group appointments will be completed after the membership
meeting. A paper version of the volunteer form should
be available at the membership meeting.
IUAG:
A written report was submitted to
the Board. A message
was sent to all groups that they should now self identify
themselves as I-Share rather than ILCSO.
Membership Committee:
Kathy Walsh reported
that this group is almost ready to begin its work. One
of the issues the Committee will discuss is how new libraries
join the consortium. The
Committee will have a report ready for the CARLI membership
meeting. The Committee is planning to use the Membership
meeting as a forum for input on membership issues.
Personnel Committee:
There was no report.
Public Relations Committee:
Bernie Sloan
reported for the committee, which met last week. The
group continues to plan for the upcoming year. A possible
give away at the membership meeting would include a magnet
with the new website address.
CARLI has been accepted for a poster session at the Illinois Library Association annual conference in October. Toni Tucker from Illinois State University will develop a backdrop for the poster session.
The Committee is working on the IACRL pre-conference workshop. Because the conference will be less expensive than previous years, due to its location in Bloomington/Normal rather than Oakbrook, IACRL will be encouraging more attendance. The conference is the last Thursday and Friday in March 2006. The CARLI pre-conference will be held on Wednesday (March 29).
Watkin noted that the address and contact information needs to be added to the current CARLI website. Sloan will contact Ed Schell about adding the information to the website.
User Group Committee:
A written report was
submitted to the Board. The first
meeting was held by conference call. The next meeting
will take place at the CARLI office on September 30th. The
User Group Committee plans to speak at the membership meeting.
Staff Reports:
Website/logo: Examples of logos from Jack Davis were shown to the Board. After much discussion of the available designs, the Board charged the small working group with recommending one logo to the Board for approval. Jack Davis is also working on a logo for I-Share. The website design is underway. The website designers need to wait until the logo is completed. The designers will meet with staff next week for more input on this project.
Advocacy: Patriot Act reauthorization is moving forward in Congress. ALA has been sending out information on the process. There are shorter sunset provisions in the preferred Senate version of the legislation. It is expected that conference to reconcile the two versions will take place the week of September 19th.
ILA Public Policy Committee: Dave Stewart reported on the current public policy initiatives for this group. These include the issues of library funding, intellectual freedom, privacy, last copy retention, and universal library service. He will report back to the Board when priorities have been set.
Collections: Elizabeth Clarage reported that the contract for the free year of service for the OCLC collection analysis product has cleared the NIU legal department. She anticipates that ID’s and passwords will be distributed by October 1.
Grant notices of award have been sent, with responses due by the end of September. If recipients fail to respond the funds would revert, but that has never happened. As the NIU Accounts Department processes checks they are sent to the NIU Library, and staff then mail them to the recipients. The new Collections Working Group will be responsible for the FY 2007 grant cycle and will assist in the transfer of the program to the University of Illinois.
Electronic Resources: Tom Dorst reported that the EBSCO upgrade is complete and that there should be no delay for this product due to the new University Board of Trustee review procedures. Dorst is drafting an announcement that will be sent out on behalf of the Board. October 1 is the day the service will begin. Board members suggested that information on subscription refunds be included in the announcement. Dorst agreed to contact Lisa at NILRC as that group brokered a discounted upgrade for community colleges. He will also contact those that have upgraded the product to let them know of their options with EBSCO. After a discussion of the possible options for the Scholar’s Resource Saskia Archive, Paula Kaufman made a motion that Tom Dorst should continue the negotiations for the purchase of the entire Saskia Archive. Scott Drone-Silvers seconded the motion. The motion passed unanimously.
Old Business:
AVP/ED search:
The search committee will
send a list of finalists to Doug Vinzant by the end of next
week. The search continues
to be on schedule.
Membership meeting:
Munroe reported that
Doug Vinzant will be attending the membership meeting and
will give an update on the AVP/ED search. He will also
talk about the relationship of CARLI with the University
of Illinois. Kate Nevins
from SOLINET is the keynote speaker for the day. Kip
Kolkmeir is not able to attend, the planning committee will
be contacting another to speak on advocacy. As of last
week, there were 50 people registered to attend the meeting. The
registration deadline is October 21. The committee
continues to plan to unveil the new CARLI logo. The
agenda for the meeting is on the CARLI website.
New business:
Electronic Board voting:
As requested by
board members, Munroe spoke with CARLI staff on how Board
votes taken between meetings could be done electronically. This
can be done using the Survey Monkey product.
Alternate meeting locations:
As requested
by Eric Welch, Munroe requested that Watkin investigate the
availability of meeting space at Parkland College. Watkin
reported that space will be available beginning in January
2006. The Board agreed that meetings
will be held at Parkland College in January, March, and May
2006. The meetings will take place in the D-Wing of
the campus. More information on the location will be
sent prior to these meetings.
K-12 and purchasing/brokering resources:
Dave
Stewart announced that the consortium had been approached
to include other state entities in purchasing offers. His
reply to the group indicated that the consortium needed to
wait for a new executive director before making decisions
on new cooperative initiatives.
The meeting adjourned at 1:10.