CARLI Board Meeting: June 16, 2017

CARLI Office, Champaign

Members attending: Anne Craig (CARLI), Jim Cubit (Lake Forest College), Cindy Fuller (Millikin University), Cate Kaufman (Illinois Central College), Dennis Krieb (Lewis & Clark Community College), Tammy Kuhn-Schnell (Lincoln Land Community College), Lydia Morrow Ruetten (Governors State University), David Stern (Saint Xavier University), Frances Whaley (Illinois Valley Community College), John Wilkin (University of Illinois at Urbana-Champaign)

Absent: Richard Darga (Chicago State University), Felice Maciejewski (Dominican University), Greg McCormick (Illinois State Library), Dane Ward (Illinois State University)

Guests: Derek Blaida, (Illinois Library Association) (by phone), Jeff Douglas (Knox College), Taran Ley (Southern Illinois University Medical School), Cathy Mayer (Trinity Christian College), Sarah Zehr (University of Illinois)

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

Decisions:

• The Board approved minutes of the March 10, 2017 meeting prior to this meeting.
• Cindy Fuller (Millikin University) was elected as the 2017–2018 Vice-chair/Chair-elect.
• The Board thanked outgoing members Jim Cubit (Lake Forest College), Felice Maciejewski (Dominican University), and Dane Ward (Illinois State University) for their service to the Board. The June 16 meeting was their final Board meeting.
• The Board approved the Open Educational Resources Task Force as amended. 
• Budget Contingency Task Force has completed their charge as configured. Following their final meeting, the task force will be disbanded with the Board’s appreciation for their work.  
• The Board accepts the recommendation from the New Directors Institute Planning Task Force that planning for any future New Directors Institute be included as a responsibility of the Program Planning Committee. This work would include assessing the need to conduct the institute every two years, pending CARLI’s financial status at the time, and forming a task group to plan, conduct, evaluate, and follow up on the event. 
• The Board accepted the annual reports from the Collections Management Committee, Commercial Products Committee, Created Content Committee, Instruction Committee, Preservation Committee, Public Services Committee, Resource Sharing Committee, SFX Systems Committee, and the Technical Services Committee. The Board was impressed by the depth and breadth of the work of the committees. The Board thanked the committees and their staff liaisons for their excellent work.
• The annual reports and projects are:
  • Collections Management Committee: 2017 Annual Report, and Collaborative Collection Development: A Case Study with Emerging Best Practices    
  • Commercial Products Committee: 2017 Annual Report, and A Review of Journal Cancellation Approaches and Practices
  • Created Content Committee: 2017 Annual Report, and Shareable Metadata        
  • Instruction Committee 2017: Annual Report, and Evolving Library Instruction: Negotiating Change in Uncertain Times; A CARLI Webinar Series
  • Preservation Committee 2017: Annual Report, and Disaster Planning
  • Public Services Committee 2017: Annual Report, and Makerspaces Spring 2017: Resources and Presentations
  • Resource Sharing Committee: 2017 Annual Report, and ILLINET Interlibrary Loan Traffic Survey Analysis: FY2012-FY2016
  • SFX Committee: 2017 Annual Report, and Addressing the Expansion of Existing SFX Documentation for New SFX Administrators               
  • Technical Services Committee: 2017 Annual Report, and Getting Started With Database Maintenance: Using Access Reports and Other Tools to Analyze and Maintain Your Library Database            
• The meeting was adjourned at 1:45 p.m.  

Announcements

• The CARLI Board held a retreat on May 23, 2017, to continue the strategic planning process. The work will continue with small group sessions over the summer. The Board expects to have a draft of the priorities and success metrics available for member feedback in fall 2017.
• Results of the 2017 Board election were announced. The newly elected members who will serve three-year terms (July 1, 2017–June 30, 2020) are: Jeff Douglas (Knox College), Tammy Kuhn-Schnell (Lincoln Land Community College) (re-elected), and Michael Lorenzen (Western Illinois University). Directors appointed to one-year terms are: Taran Ley (Southern Illinois University School of Medicine), Cathy Mayer (Trinity Christian College), and Frances Whaley (Illinois Valley Community College).
• The Board meeting dates for 2017–2018 will be September 15, 2017; December 1, 2017; March 9, 2018; and June 15, 2018. 
• The second ingest is now complete in the Illinois Digital Heritage Hub in the Digital Public Library of America (DPLA.) The records included those from the Chicago Public Library and the Chicago History Museum. DPLA will begin to charge a fee for membership. At this time, the amount of the fee has not been discussed with the State Library (the administrator for the hub). 
• The Program Planning Committee presented the first event in a series of continuing education efforts for directors. Megan Oakleaf, Syracuse University, presented a webinar Academic Library Value and Impact: Instruction and Assessment. Steven Bell, Temple University, also presented a webinar Is That OER? Making Sense of the Current Textbook Affordability Landscape. The webinars are available from the CARLI web site.
• CARLI has completed the committee appointment process for terms beginning July 1, 2017. 
• CARLI is finalizing a contract for a consortial membership to the Open Textbook Network. Funds were contributed toward to the membership fees by 17 institutions, plus LIBRAS and CODSULI. CARLI is working with contributing institutions to finalize plans for the 5 attendees to the Summer Institute be held in August at the University of Minnesota in Minneapolis. 
• The selection period FY2018 ended with 1973 database subscriptions from 122 participating libraries, a 5% decrease from FY2017. 
• The VuFind 3 discovery interface is available as a production system for I-Share. CARLI is continuing to conduct testing, and address critical issues.
• We have received no additional budget information for FY2017 or FY2018. CARLI is working diligently to minimize costs wherever possible while focusing on minimizing the impact on products and services for member libraries. 
• CARLI is continuing to work with University of Illinois legal counsel on the revised Memorandum of Understanding with the University of Illinois.
• Four new libraries are expected to go live in I-Share in mid-2018. The new libraries are Abraham Lincoln Presidential Library and Museum, McHenry County College, Moody Bible Institute, and Spertus Institute of Jewish Studies.
• The I-Share Next Task Force will meet again in early July 2017 to continue working on the revisions requested by the State Procurement Officer.
• CARLI held the 2017 New Directors’ Institute on May 3-4 in Champaign, with 15 directors in attendance. The attendees will generate an action plan for an individual project that they will implement at their own institutions and report back progress to the CARLI New Directors email list. CARLI is working with a network of mentors to provide ongoing support to directors who requested it. 
• CARLI will publicize the committee annual projects in the upcoming e-newsletter, directors' update, web site, and various email lists. 

Meeting Dates and Deadlines

• 2017–2018 Board meetings
  • Friday, September 15, 2017, CARLI Office, Champaign
  • Friday, December 1, 2017, CARLI Office, Champaign 
  • Friday, March 9, 2018, CARLI Office, Champaign 
  • Friday, June 15, 2018, CARLI Office, Champaign 
• 2017–2018 Executive Committee meetings (via conference call): 
  • Wednesday, September 6, 2017
  • Monday, November 27, 2017
  • Wednesday, February 28, 2018
  • Wednesday, June 6, 2018
• CARLI Annual Meeting, Friday, November 17, I-Hotel, Champaign