CARLI Board Minutes June 10, 2022

Attendance

Members attending: Spencer Brayton (Waubonsee Community College), Anne Craig (CARLI), Karen Janke (Erikson Institute), Jacob Jeremiah (Oakton Community College), Taran Ley (Southern Illinois University School of Medicine, Matt Ostercamp (North Park University), Pattie Piotrowski (University of Illinois Springfield), Shannon Pohrte (Elgin Community College), Marianne Ryan (Loyola University Chicago), and Sharon Silverman (City Colleges of Chicago)

Absent: Dallas Long (Illinois State University), Greg McCormick (Illinois State Library), and John Pollitz (Southern Illinois University Carbondale)

Guests: Jo Cates (Columbia College Chicago), Lisa Hinchliffe (University of Illinois Urbana-Champaign), Anne Thomason (Knox College), and Sarah Zehr (University of Illinois System)

Staff Attending: Margaret Chambers, Elizabeth Clarage, Diane Day, Gordon Fellows, Jessica Gibson, Michele Leigh, Jennifer Masciadrelli, Nicole Ream-Sotomayor, and Nicole Swanson.

Decisions

• Minutes of the March 11, 2022, Board meeting were approved prior to the meeting.
• Matt Ostercamp (North Park University) was selected as the 2022-2023 Vice-chair/Chair-elect.
• Appointments to board committees are complete:
  • Finance: Taran Ley, Dallas Long, Jake Jeremiah, Anne Thomason
  • Personnel: Matt Ostercamp, John Pollitz, Sharon Silverman Anne Thomason
  • Program Planning: Spencer Brayton, Stephanie Davis-Kahl, Dennis Krieb, Kavita Mundle, and Pattie Piotrowski
  • Scholarship Review Committee: Jo Cates, John Pollitz, Shannon Pohrte
• The CARLI Board approved the motion to discontinue the assignment of Board Liaisons to CARLI committees.
• The Board approved the meeting schedule for 2022-2023.
• The Board approved membership applications for Chicago Botanic Gardens and St. Anthony College of Nursing. Their memberships will begin July 1, 2022.
• The Board approved the plan to crowdfund an FY24 (July 1, 2023 – June 30, 2024) Ebook Program. Board member Sharon Silverman will assist with the process.
• The Board endorsed the statement from the Open Educational Resources (OER) Committee to the College Course Materials Affordability and Equitable Access Collaborative Study Act and Task Force. The OER Committee chairs will send the statement to the CCM Task Force. The statement will be available on the CARLI website for comment and individual institutional endorsement by CARLI Member Library Governing Directors.
• The Board approved the request to hold a series of webinars in FY23 to explore shared space in academic libraries. 
• The meeting was adjourned at 2:11 p.m.

Announcements

• CARLI Counts Cohort 2 will make final presentations July 6, 2022. This is the final CARLI Counts Cohort. Eighty-one CARLI member libraries were represented in the three cohorts.
• CARLI Senior Director Anne Craig is working with CARLI Counts Co-Principal Investigator Lisa Hinchliffe to investigate future opportunities to build on the successful program. CARLI is grateful for the expert assistance provided by Grant Evaluator Karen Brown.
• Results of the 2022 Board of Directors election were announced. Directors elected to 3-year terms are: Stephanie Davis-Kahl (Illinois Wesleyan University), Dennis Krieb (Lewis and Clark Community College), and Pattie Piotrowski (University of Illinois Springfield). Jo Cates from Columbia College Chicago will fill the vacancy left by Rebecca Donald for a two-year term starting July 1, 2022. Directors appointed to one-year terms are: John Pollitz (Southern Illinois University Carbondale), Sharon Silverman (City Colleges of Chicago), and Anne Thomason (Knox College).
• The Board thanked outgoing members Spencer Brayton (Waubonsee Community College), Karen Janke (Erikson Institute), and Marianne Ryan (Loyola University Chicago).
• CARLI has not yet received their final budget for FY23. CARLI staff will update the Board on the reserve balance at the September 2022 meeting when the FY23 budget has been finalized.
• CARLI Senior Director Anne Craig made an invited presentation to the Academic and Student Affairs Committee of the University of Illinois Board of Trustees.
• CARLI staff member Kristine Hammerstrand has retired. CARLI staff member Gordon Fellows will retire June 30. CARLI is in the search process for two Library Services Coordinators to support the work of the E-Resources and User Services teams. A search will be opened soon for a Senior Library Services Coordinator to support the System Services team. CARLI Senior Coordinator for Open Illinois, Michele Leigh, has been moved from a temporary grant-funded position to a permanent position.
• CARLI will open an application period for new I-Share participants. CARLI will present two webinars in July for interested libraries.
• The FY23 E-resources Selection Cycle closed in May with a 1% increase in spending and a 1% decrease in the number of subscriptions. Selections reflected a great deal of change from FY22: 64 libraries made changes to their subscriptions. Nine libraries increased their spend by 20% or more, while 8 libraries cut their spend by at least 20%. Twenty-one libraries increased their spend by at least 10% and 15 decreased by 10% or more. 35 libraries cancelled or downgraded at least one product, while 49 libraries made at least one addition or upgrade. Twenty libraries cancelled at least one product and had an addition or upgrade. The E-resources staff worked with vendors to update FTE information used in pricing for this subscription period. CARLI staff will focus on updating FTE information when updating agreements in the future.
• The results of the Library Transformations Survey of CARLI libraries are complete. CARLI received 122 responses representing 82 CARLI libraries. 
• CARLI will begin the process of updating the strategic plan. Informed by the results of the Library Transformation Survey, the process will include a follow-up survey to the membership and in-person/Zoom membership meetings with the CARLI Senior Director. The final document will be presented to the Board in March 2023.
• Illinois SCOERs has awarded funding for the creation of nine OER. CARLI has received additional funding from the Department of Education that will allow for an additional round of subgrants. CARLI staff are currently working on the round 2 timeline.
• CARLI staff have been accepted to present on CARLI’s OER initiative at the 2022 ILA Conference in October.
• The opt-in pilot phase of the Shared Institutional Repository project with the UIUC Library and CARLI will begin July 1, 2022. A call to participate in the pilot phase will be issued after July 1, 2022, to all members. Pilot testing will begin this Summer.
• CARLI staff will move to permanent remote status in early 2023. CARLI staff is working with the Illinois Heartland Library System to secure a shared workspace for staff collaboration and access to a conference room to host in-person meetings.
• CARLI has awarded the inaugural Building Diversity Graduate Assistantships to University of Illinois iSchool students Sarah Rebecca Velazquez Gaglio and Wardah Mohammed. CARLI member libraries hosting graduate assistants through CARLI for the 2022/2023 academic year are the Chicago Theological Seminary, Loyola University Chicago, Moraine Valley Community College, and the University of Illinois Chicago.
• The Board accepted the CARLI Committee Annual Reports and thanked them for their work.
• CARLI will hold the 2022 Governing Directors Meeting and the Annual Meeting at the I Hotel in Champaign on Friday, November 4.
• The Board congratulated staff member Gordon Fellows on his upcoming retirement. This was his final Board meeting.

Tasks Assigned:

• CARLI staff will work with committee liaisons to develop a process for regular communication with the Board about committee activities.
• CARLI staff will work with the Executive Committee to develop a new model for meeting agendas and communications for FY23.
• CARLI will work with the Board via email and at the September meeting to prepare all necessary changes to the Bylaws. Recommendation will be submitted to the full membership for approval in late 2022.
• CARLI staff will add the Board-endorsed OER Committee’s statement to the website and create a mechanism for member comment and for endorsement by CARLI Governing Member institutions.

Meeting Dates and Deadlines

• 2022–2023 CARLI Board Meetings (location to be determined)
  • Friday, September 9, 2022
  • Friday, December 9, 2022
  • Friday, March 10, 2023
  • Friday, June 16, 2023
• 2022–2023 Executive Committee meetings (via Zoom):
  • Wednesday, August 31, 2022
  • Wednesday, November 30, 2022
  • Wednesday, March 1, 2023
  • Wednesday, June 7, 2023
• 2022 Governing Directors Meeting
  • Friday, November 4, I-Hotel, Champaign
• 2022 CARLI Annual Meeting
  • Friday, November 4, I-Hotel, Champaign