WiLS Board Meeting Minutes—February 19, 2009

Members present: Carol Brill, Ane Carriveau, Leslie Christensen, Phyllis Christensen, Ron Edwards, Karen Grothe, Leanne Hansen, Mark Rozmarynowski, Dave Weinhold, Patrick Wilkinson.

In the absence of the chair and vice-chair, Wilkinson agreed to chair the meeting.  He called the meeting to order at 10:05.

Minutes: Approval of the minutes from October 14, 2008 and January 30, 2009 was moved by Brill, seconded by Rozmarynowski.  Motion carried.

Update on OCLC Relationship: Schneider reported on negotiations.  She has sent a “letter agreement” to OCLC for review and expects a response soon.   Price information for OCLC products should be available early in March
 
Report from OCLC Members Council: Christenson and Wilkinson reported on the new governance structure.  There will now be 3 regional councils (to replace Members Council) and 1 Global council.  The first Americas’ regional council is expected to take place at ALA in Washington DC in June 2010.

The recent virtual Members Council was deemed successful, especially as participants became accustomed to the interaction with other members during presentations.
 
Strategic Directions & Plans FY2010: A menu of new WiLS Service Directions was developed in response to input from members. Weinhold moved to accept the New Service Directions, Carriveau seconded. Motion carried. Schneider will prepare an announcement for distribution to members, using the service level language agreed upon by the Board. 
 
Finance Report: Auditors Bruce Mayer and Yigit Uctum presented the WiLS Audit - Statements of Financial Position, Activates and Cash Flows and Notes for the members’ information.  A motion to accept the Audit report and Management Letters prepared by Wegner LLP came forward from the Finance Committee (motion by Hamon, seconded by Weinhold at meeting of February 13, 2009.)   
Other recommendations of the Finance Committee includes the following:

  • Designation of an additional $104,896 from Fund Balance to the Revenue Loss Reserve which will be re-named the Transition Reserve.
  • The WiLS staff will develop an Accounting Policies & Procedures Manual to include a Document Destruction Policy.  The manual to be reviewed by the Audit firm and then brought to the Board for review and approval.
  • WiLS will ask all Board members (beginning with FY10 Board) to sign a Conflict of Interest Statement.
  • The WiLS Treasurer will assume responsibility for a monthly review of the WiLS Bank Statements.
     

Proposed Member Fees & Preliminary Budget for FY2010: The Finance Committee also recommended approval of the proposed WiLS New Services and Member Fees (motion by Weinhold, seconded by Hamon) and approval of WiLS staff request to carryover staff travel funds not expended in FY09 (motion by Weiss, seconded by Weinhold)

All recommendations of the Finance Committee were approved by the Board on a motion by Weinhold, seconded by Grothe.

Although a preliminary version of the FY2010 budget had been included in the Board materials, no action was required at this time.

Delivering the Message to Members – New Services, New Member Fees: Board members offered suggestions, which Schneider will incorporate in the document that she hopes to circulate to the membership very soon.

Program Ideas for the 2009 Membership Breakfast: The following were suggested:  Introduce the idea of “The New WiLS” with the new Service Directions. Relate the new services to the ideas brought forth at last year’s member breakfast.  Invite speakers from the pilot sites to share their thoughts about the experience.

WiLS Directors Report
OPEN SOURCE RESOURCE SHARING Grant Opportunity-Schneider reported that vendor demonstrations are tentatively scheduled for the end of February at Ohio State Library.

Board Elections-A number of positions will be open on the Board.  Schneider thought that elections of officers should be delayed until those positions are filled.

Updates-

  • Some recently initiated projects have had to be dropped, but the pilot projects on Technical Services Workflow Analysis, Web Design and data base trials are underway.
  • The webinar series on "effective use of open source software…" was considered very successful.
  • The Cooperative Purchasing Blog was recently launched.
  • Statistics indicate that WiLS ILL is booming.

There being no further business, the meeting adjourned at 2:00 pm on a motion by Brill, seconded by Rozmarynowski.

Respectfully submitted,
Karen Grothe, Secretary

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