CARLI Board Meeting Minutes: June 15, 2018

CARLI Office, Champaign 

Members attending: Anne Craig (CARLI), Jeff Douglas (Knox College), Cindy Fuller (Millikin University), Cate Kaufman (Illinois Central College), Dennis Krieb (Lewis & Clark Community College), Tammy Kuhn-Schnell (Lincoln Land Community College), Taran Ley (Southern Illinois University School of Medicine), Cathy Mayer (Trinity Christian College), Greg McCormick (Illinois State Library)(by phone), David Stern (Saint Xavier University)(by phone), Frances Whaley (Illinois Valley Community College), John Wilkin (University of Illinois at Urbana-Champaign)

Absent: Richard Darga (Chicago State University), Michael Lorenzen (Western Illinois University), Lydia Morrow Ruetten (Governors State University)

Guests: Fred Barnhart (Northern Illinois University), Rebecca Donald (Trinity International University), John Dorr (Northwestern University)(by phone), Micheal Kott (Morton College), Greg McCormick (Illinois State Library)(by phone), Shannon Pohrte Wenzel (University of Saint Francis), Sarah Zehr (University of Illinois)

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

Decisions

• Minutes of the March 9, 2018 meeting were approved prior to the meeting.
• Tammy Kuhn-Schnell (Lincoln Land Community College) was selected as the 2018–2019 Vice-chair/Chair-elect.
• The Board thanked outgoing members Dennis Krieb (Lewis & Clark Community College), Taran Ley (Southern Illinois School of Medicine), Cathy Mayer (Trinity Christian College), David Stern (Saint Xavier University), and John Wilkin (University of Illinois at Urbana-Champaign) for their service to the Board. The June 15 meeting was their final Board meeting.
• The Board accepted the annual reports from the Collection 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:
  • Collection Management Committee: 2018 Annual Report, and Collaborative Collection Development Continued and Expanded
  • Commercial Products Committee: 2018 Annual Report, and Getting Started with Streaming Media: A Survey Of Major Streaming Video Vendors
  • Created Content Committee: 2018 Annual Report and Projects
  • Instruction Committee 2018: Annual Report, and We Can’t Do It Alone: Joining Forces for Sustainable Partnerships; A CARLI Webinar Series
  • Preservation Committee 2018: Annual Report, and Communicating the Value of Preservation
  • Public Services Committee 2018: Annual Report, and Library Public Services Models Resource List and Presentations
  • Resource Sharing Committee: 2018 Annual Report, and Ways in which ILL Usage Influences Collection Development Policies and Practices in CARLI Libraries 
  • SFX Committee: 2018 Annual Report, and SFX and the New VuFind Public Catalog              
  • Technical Services Committee: 2018 Annual Report, and Recommendations for the New VuFind Online Catalog
• The Board extended the sunset date for the Open Educational Resources Task Force to June 2019 in order to allow time for the task force to develop programming for FY 2019.
• The Board accepted the report from the Institutional Repositories Investigative Task Force and accepted their recommendation not to proceed with procurement of any IR at this time. The Board will retain the task force to monitor the evolving technical landscape, and to facilitate relationships among CARLI members with those member institutions, such as the University of Illinois at Urbana-Champaign, that have expressed interest in assuming a leadership role in developing consortial solutions.
• The meeting was adjourned at 1:55 p.m.

Announcements

• Results of the 2018 Board election were announced. The newly elected members who will serve three-year terms (July 1, 2018–June 30, 2021) are: Rebecca Donald (Trinity International University), Frances Whaley (Illinois Valley Community College), and John Pollitz (Southern Illinois University Carbondale). Directors appointed to one-year terms are: Fred Barnhart (Northern Illinois University), Shannon Pohrte Wenzel (University of St. Francis), and Micheal Kott (Morton College). 
• The Board meeting dates for 2018–2019 will be September 14, 2018; December 7, 2018; March 8, 2019; and June 14, 2019. 
• CARLI has completed the committee appointment process for terms beginning July 1, 2018. 
• CARLI is seeking sponsors for the 2018 CARLI Annual Meeting and Directors Meeting to be held on November 2.
• CARLI is working with the University of Illinois Foundation to develop a philanthropy program to support special initiatives.
• CARLI has partnered with the University of Illinois at Urbana-Champaign and Lewis & Clark Community College, to submit a grant proposal to the federal Institute of Museum and Library Services. The proposal seeks to fund the development of a continuing education library leadership immersion program. This program prepares librarians to make effective use of research findings on the impact of academic libraries on student success for the twin purposes of service development and library advocacy.
• CARLI has completed a Digital Collections Image License Terms and Conditions Agreement to address the promotion of digital images and collections in social media. The agreement will be sent in early July to all libraries participating in CARLI Digital Collections.
• CARLI will be migrating to a vendor hosted version of CONTENTdm in FY19. CARLI staff are working with OCLC to develop a migration plan. Training, webinars and documentation will be made available to participating libraries as soon as it is available.
• CARLI will work with Board volunteers to conduct a review of the Consortial Bylaws in FY19. Any revisions will be submitted to the Membership for approval via ballot.
• Bradley Woodruff will join the CARI staff on July 9 as a Library Applications Support Consultant.
• The new VuFind discovery interface is available as a production system for I-Share. As of June 15, we are aware of 15 I-Share libraries that are using it as their public interface. CARLI is continuing to address critical issues.
• Rock Valley College will be moving from their standalone Voyager instance to CARLI’s shared Voyager implementation in summer 2018. The move is funded by a grant from the Illinois Secretary of State.
• The selection period FY 2019 ended with 1,933 database subscriptions from 121 participating libraries, a 3.2% decrease in total subscriptions from FY 2018. 
• The Open Textbook Network workshops were held April 23, 24 and 26 at Governors State University, Loyola University Chicago, and Heartland Community College.
• CARLI has completed the CARLI 2020 Strategic Plan. The plan will be made available to the membership in early FY 2019.
• We have received no final budget information for FY 2019.
• CARLI held the 2018 New Directors’ Institute on May 16-17 in Champaign, with 12 directors in attendance. CARLI is working with a network of mentors to provide ongoing support to directors who requested it. CARLI plans to host an institute in 2019.
• CARLI will publicize the committee annual projects in the upcoming e-newsletter, directors' update, web site, and various email lists. 
• The I-Share Next Task Force is continuing to work through the Request for Proposal process for a new library management system for I-Share.

Tasks Assigned

• CARLI Staff will work with the Executive Committee to finalize the philanthropy plan for Board discussion at their September 2018 meeting.
• CARLI will begin using the CARLI 2020 Strategic Plan as the reporting framework for the Directors Update and at Board meetings.
• CARLI will direct committees to use the CARLI 2020 Strategic Plan as a reporting framework for their FY 2019 annual reports and projects.
• CARLI will publicize the committee annual projects in the upcoming e-newsletter, directors' update, web site, and various email lists. 

Meeting Dates and Deadlines

• 2018–2019 Board meetings (at the CARLI Office, Champaign)
  
  • Friday, September 14, 2018
  • Friday, December 7, 2018
  • Friday, March 8, 2019
  • Friday, June 14, 2019
     
• 2018–2019 Executive Committee meetings (via conference call):
  
  • Wednesday, September 5, 2018
  • Monday, November 26, 2018
  • Wednesday, February 27, 2019
  • Wednesday, June 5, 2019
     
• CARLI Annual Meeting and Governing Directors Meeting
  • Friday, November 2, I-Hotel, Champaign