CARLI Board Meeting

March 14, 2008
Parkland College, Champaign, IL

Members attending: Mary Case (University of Illinois at Chicago), Anne Craig (Illinois State Library), Scott Drone-Silvers (Lake Land College), Claire Eike (School of the Art Institute of Chicago) (by phone), Cheryl Elzy (Illinois State University), Paula Kaufman (University of Illinois at Urbana- Champaign), Karen Schmidt (Illinois Wesleyan University) (by phone), Susan Singleton (CARLI), Donna Smith (Kankakee Community College) (by phone), Ellen Sutton (College of DuPage), Carla Tracy (Augustana College), Anna Maria Watkin (Parkland College), Sherrill Weaver (Oakton Community College) (by phone)

Members absent: David Carlson (Southern Illinois University Carbondale), Kathryn Harris (Abraham Lincoln Presidential Library), Rick Pearce (Illinois Board of Higher Education)

Staff attending: Margaret Chambers, Elizabeth Clarage, Cindy Clennon, Tom Dorst, Kristine Hammerstrand, Connie Walsh

Guests: Dan Layzell, Associate Vice-President, University of Illinois Planning and Administration

Decisions:

Minutes of the January 25th meeting were approved prior to the meeting.
The Board accepted the recommendations of the Executive Committee regarding the 2008 nominations committee and the timeline for nominations and elections. Current Board members Donna Smith, Kankakee Community College, Claire Eike, School of the Art Institute of Chicago, and Mary Case, University of Illinois at Chicago will serve on the Nominating Committee with CARLI staff coordinating the process.
The Board accepted the proposal of the Executive Committee to move to quarterly Board meetings, and recommends approval of the necessary changes to the bylaws by the CARLI membership.
The Board accepted the recommendation of the E-Resources Working Group for the one-time purchase of Historical Statistics of the United States, Women and Social Movements in the US (Scholar’s Edition) Sage E-Reference Collection, and Black Thought & Culture under the Shared Contribution Acquisition Program approved by the Board of Directors in March 2007.
The Board approved a membership application form for non-academic research libraries seeking membership, as revised.
The Board decided to forego a solicitation for new I-Share participants in FY 2009, based on the recommendation of the staff. Staff will re-evaluate capacity in 2009 and provide a recommendation on expanding I-Share participation to the Board for FY 2010 and beyond.
The Board approved the recommendation of the Products & Services Vetting Committee to prepare, release, and evaluate an RFP for an ERMS to be used in the CARLI office and to be made available to member libraries.
The Board endorsed the preliminary Universal Borrowing (UB) policy recommendations of the Resource Sharing Code Revision Task Force and instructed to task force to complete its final recommendations for consideration at the May 2008 Board meeting.
The Board accepted the recommendation of the Digital Collections Users Group to adopt the new guidelines for creating descriptive metadata for items in CARLI Digital Collections.
The meeting was adjourned at 1:30 PM.

Announcements:

Voyager will be offline March 21-23 for CARLI to upgrade the Oracle software. A copy of the I-Share Universal Catalog and all 71 I-Share libraries' "local" catalogs will be available in read-only mode during this time.
CARLI staff held the first meeting of the Vu-Find early adopters. 11 schools have chosen to remain as Vu-Find early adopters. CARLI is conducting performance testing and system planning.
Scoring for the CARLI Collection Awards will begin on March 20. CARLI staff are recruiting Associate and Governing member directors to score the proposals.
CARLI is negotiating with WebFeat for a 2-year contract extension.
CARLI staff are working on enhancements to the ILDS web label and manifest system to enable statistical reporting capabilities.
CARLI staff are testing Oracle capacity to provide real-time synchronization of the I-Share reports server with the I-Share production server at no additional cost.
Preparations are continuing for the move to the new CARLI offices, tentatively scheduled for mid-May.
The Board thanked the Resource Sharing Code Revision Task Force for the work completed to date.

Tasks assigned:

Staff will submit a change to the bylaws on the 2008 Board election ballot.
The Board instructed staff to follow up on the suggestion of the Products & Services Vetting Committee to organize a summit to discuss the role of the Illinois research libraries in maintaining print journal archives, and to investigate consortial membership fees for the Center for Research Libraries (CRL).
The Board instructed the Resource Sharing Code Revision Task Force to work with CARLI staff to plan and develop materials to promote the new standardized policies for Universal Borrowing (UB).
The Board directed staff to proceed with the changes to the digital collections to reflect the new metadata requirements.

Meeting Dates and Deadlines:

Next Executive Committee Meeting: May 7, 1:30-2:30 - conference call
Next Board Meeting: Friday, May 16, 2008 – Augustana College, Rock Island