Board Meeting: September 12, 2014

CARLI Office, Champaign

Members attending: Brian Beecher (College of Lake County), Anne Craig (Illinois State Library) (by phone), Patrick Dawson (Northern Illinois University), Cindy Fuller (Millikin University), Dennis Krieb (Lewis & Clark Community College), Tammy Kuhn-Schnell (Lincoln Land Community College), Felice Maciejewski (Dominican University), Karen Schmidt (Illinois Wesleyan University)(by phone), Susan Singleton (CARLI), Jane Treadwell (University of Illinois at Springfield), Scott Walter (DePaul University), Frances Whaley (Illinois Valley Community College)

Absent: Mary Case (University of Illinois at Chicago), Richard Darga (Chicago State University), 

Guests: Dedra Mooday Williams (University of Illinois, Office of the Vice President for Academic Affairs)

Staff attending: Margaret Chambers, Elizabeth Clarage, Cindy Clennon, Brandon Gant, Kristine Hammerstrand, Connie Walsh

Decisions

• Minutes of the June 6, 2014 meeting were approved prior to the meeting.
• The Board thanked past Chair Dennis Krieb for his excellent leadership during a challenging year.
• The Board approved the recommendation of the CARLI Finance Committee that membership fees increase each year for Governing and Affiliate members by 2% over the previous year for the following fiscal years: FY 2016 (July 1, 2015–June 30, 2016), FY 2017 (July 1, 2016–June 30, 2017), and FY 2018 (July 1, 2017–June 30, 2018).
• The Board approved the recommendation of the CARLI Finance Committee that additional funds be made available for the eBook Pilot Project. The additional funds should allow the project to continue through December 31, 2014. If the project exceeds the approved total funding limit before December 31, 2014, the project will be suspended pending further evaluation. If the total funds available are not exhausted by December 31, 2014, the remaining funds will be used to purchase consortial eBooks from the EBL program.     
• The Board approved the revised CARLI Digital Collections Development Policy as prepared by the CARLI Created Content Committee. 
• The meeting was adjourned at 2:05 p.m.  

Announcements

• The CARLI Annual Meeting and the Governing Directors' meetings will be held at the I-Hotel and Conference Center in Champaign on Thursday, October 30. The sessions at the Annual Meeting will feature research findings from CARLI libraries, as well as a report of annual projects from select CARLI committees. Registration is expected to open the week of September 15.
• St. Francis Medical Center College of Nursing has completed the remedies requested by the Board and is a member in good standing. The CARLI staff will communicate this to the institution.
• The calendar year 2015 e-resources selection cycle will open in mid-October.
• CARLI is negotiating with AAAS for an agreement for the journal Science. We hope to have an agreement in place to begin on January 1, 2015. 
• In anticipation of the ending of the state procurement bidding requirement exemption for library materials in December 2014, CARLI received permission from University of Illinois Purchasing to proceed with renegotiating our current contractual agreements, which will expire in June 2015. In late August 2014, Public Act 98-1076 was signed which extends the sunset date for the higher education provisions of the library materials exemption from December 31, 2014 to December 31, 2016. We will continue to work with the vendors to get new agreements in place for a July 1, 2015 start.
• CARLI will soon begin work with Pixo on Phase 3 of CARLI's e-resource subscription selection system redesign project. This phase will see the actual construction of the web application. It is anticipated it will take 10-12 months to complete this phase, with training and deployment to follow.
• As of mid-September, patrons from 80 I-Share libraries had requested a total of 2131 items through the CARLI Print Patron Driven Acquisition Project that began in February 2013.
• CARLI is planning to upgrade the Voyager software from version 7.2.5 to version 9, beginning the weekend of June 13, 2015.
• CARLI staff is working with the Chicago School of Professional Psychology to remove their records from I-Share in anticipation of the conclusion of their membership in December 2014. 
• CARLI is working with the Illinois State Library and the Digital Public Library of America (DPLA) to establish a DPLA service hub for Illinois digital content. The State Library will hold a stakeholder's meeting on November 13 at the Newberry Library in Chicago.
• The I-Share Next Task Force has begun having monthly meetings. The task force met with members of the University of Illinois' Office of Business and Financial Affairs’ Purchasing Division to learn about public procurement policies and procedures; and has begun the work of establishing the needs and priorities of a new system. 
• CARLI is now the official host of the XC software. We will continue to work with the XC community to write code and build public awareness within the community.
• CARLI is working on a publicity/communications plan for FY2015 to include an annual report and logo/identity redesign.
• The Board task force charged with writing a new CARLI Memorandum of Understanding (MOU) with the University of Illinois has completed their initial draft. The new MOU has been forwarded to the Office of the Vice President of Academic Affairs, and University Counsel for their review. A revised draft will be available to the Board for review at their December meeting.
• Through mid-September, patrons from 101 Governing member libraries have initiated 7,645 short-term loans, and purchased 132 eBooks through the pilot project.
• Northern Illinois University will be hosting their Second Annual Open Access Symposium October 23-24, in conjunction with International Open Access Week 2014. 

Tasks Assigned

• CARLI staff will work with interested Board members to schedule site visits for designated Governing member institutions.
• CARI staff will continue to monitor I-Share fill rates and e-resource usage for member libraries and notify the Board if any issues occur. 
• CARLI staff will follow up with Shimer College regarding the new organizational plan for their library.
• CARLI staff will convene a task force to assist in rebranding and publicity efforts.
• The Board directed CARLI staff to remove Google Analytics from VuFind for all local catalogs after notifying the affected institutions.
• The Board directed CARLI staff to convene a task force to review the needs for student data and to establish a process to enable this data collection. Dennis Krieb, Brandon Gant, and Scott Walter have volunteered to serve on the task force. 

Meeting Dates and Deadlines

• CARLI Annual Meeting and Governing Directors' Meeting, Thursday, October 30, I Hotel Conference Center, Champaign
• 2014-2015 Board meetings
  • Friday, December 5, 2014, DePaul University
  • Friday, March 13, 2015, CARLI Office
  • Friday, June 5, 2015, CARLI Office
• 2014-2015 Executive Committee meetings (via conference call): 
  • Monday, November 24, 2014
  • Wednesday, March 4, 2015
  • Wednesday, May 27, 2015