CARLI Board Meeting

Friday, June 5, 2009
Morris Library, Southern Illinois University at Carbondale

Members attending: Connie Bakker (College of Lake County), Mary Case (University of Illinois at Chicago), Jan Chindlund (Columbia College), Anne Craig (Illinois State Library), Scott Drone-Silvers (Lake Land College), Claire Eike (School of the Art Institute of Chicago), Cheryl Elzy (Illinois State University), Kathryn Harris (Abraham Lincoln Presidential Library) (by phone), Allen Lanham (Eastern Illinois University), Karen Schmidt (Illinois Wesleyan University), Susan Singleton (CARLI), Donna Smith (Kankakee Community College) (by phone), Carla Tracy (Augustana College), Anna Maria Watkin (Parkland College)

Members absent: Paula Kaufman (University of Illinois at Urbana-Champaign), Representative (Illinois Board of Higher Education), Ellen Sutton (College of DuPage)

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

Guest: David Carlson (Southern Illinois University Carbondale)

Decisions:

Minutes of the March 6, 2009 meeting were approved prior to the meeting.
The Board elected Connie Bakker as the 2009-2010 Vice-chair/Chair-elect via email ballot following the meeting.
The Board accepted the recommendation of the Executive Committee to convene a task force to implement structural changes to strengthen CARLI. The task force will report their recommendations to the Board at the September meeting.
The Board accepted the recommendation of the Executive Committee for financial changes to strengthen CARLI and directed staff to proceed with the next steps as outlined.
The Board approved the recommendation from the Collections Working Group to maintain funding for the OCA Book Digitization Initiative at $100,000 for FY2011 and to revise the documentation to allow member institutions to submit proposals at intervals throughout the year.
The Board approved the recommendation to form a task force to perform a full review and analysis of the Collections Enhancement Awards. The Board approved $70,000 in funding for the FY2010 Collections Enhancement Awards, with a moratorium on funding for the Collections Enhancement Awards in FY2011. Funding for FY2012 will be determined following the final report from the Collections Enhancement Awards task force.
The Board approved the recommendation to consider applications to participate in I-Share beginning in FY2010. The capacity and performance of the ILS will be the primary considerations in expanding participation. In all new I-Share implementations, CARLI will pay 50% of the bibliographic data migration fee Libraries will pay their own license fee, to be spread out over 2 years.
The Board accepted the annual reports from the Collections Working Group, Digital Collections Users’ Group, E-resources Working Group, I-Share Users’ Group, Preservation Working Group, and the Public Services Working Group. The groups were thanked for their work.
The meeting was adjourned at 2:10 p.m.

Announcements:

Results of the 2009 Board election were announced. The newly elected members, who will serve three year terms (July 1, 2009–June 30, 2012) are: Mary Case, University of Illinois at Chicago, representing the Public University sector; Cindy Fuller, Millikin University, representing the Private Institution sector; Donna Smith, Kankakee Community College, representing the Community College sector; and Lisa Stock, College of DuPage, At-large.
The Board thanked outgoing board members Carla Tracy, Claire Eike, and Ellen Sutton.
At-large representative Cheryl Elzy, Illinois State University, will resign from the CARLI Board effective in December 2009. A special election will be held in conjunction with the regular 2010 Board election to serve the remainder of her term.
The Last Copy pilot launched in late April. So far 4 CARLI institutions have offered 125 items for donation.
CARLI is planning to upgrade Voyager, the software that supports I-Share's local and universal catalogs on Sunday, June 14. CARLI staff are asking I-Share libraries to plan for limited access to I-Share from June 14 to June 17.
CARLI will load Syndetics Indexed Content Enrichment (ICE) Tables of Contents for the I-Share VuFind Universal Catalog. CARLI will cover the cost of ICE for one year.
Total spending in the 2009 Spring Database Selection Period increased more than 8% over the Spring 2008 period.
CARLI will discontinue subsidized access to Mary Ann Liebert Journals in December 2009. A Health Sciences task force is reviewing products that may be offered as a replacement.
The RFP for an electronic resources management system (ERMS) concluded with Serials Solutions 360 selected as the vendor. The ERMS will not be implemented in the CARLI office. However, Governing and Associate members will be able to subscribe to the product at a discount.
WebFeat will be discontinued as a product at the end of 2010. CARLI will discontinue subsidized access to WebFeat in March 2010, at the conclusion of the current contract. CARLI will work with affected libraries to investigate other product options, but the consortium does not plan to issue an RFP for a new federated search product.
Sarah Miller, Visiting User Services Coordinator at CARLI, has departed for a job in Washington D.C. The CARLI office will continue to look for opportunities to nurture new librarians.
CARLI is likely to be affected by the state fiscal challenges and is awaiting final decisions about the state budget and the University of Illinois administration’s measures to address the situation.
The Resource-Sharing Code Revision Task Force will reconvene later this summer following the Voyager upgrade to continue their work in light of the new software functionality. The Task Force will prepare their final report for the September Board meeting.

Tasks assigned:

The Board directed the Assessment Committee to present the final results of the member survey to the Board at their September meeting.
The Board directed staff to publicize the annual reports of the CARLI committees on the CARLI web site, the CARLI newsletter and other venues as appropriate.

Meeting Dates and Deadlines

Annual Membership Meeting, October 30, I Hotel, Champaign
2009-2010 Meeting schedule: September 25, December 18, March 19, and June 18. Locations to be determined.
2009-2010 Executive Committee meetings schedule (via conference call): September 16, December 9, March 10, and June 9.