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Executive Committee Meeting Minutes

March 24, 2008

2:00pm-2:45pm

Conference Call

Members Present: Carrie Cooper, Elsie Pritchard, Jared Porter, John Stemmer, Sheree Williams, Warren Gray

Not Present: Ilona Burdette

Meeting Recorder: Jared Porter

Previous Meeting Minutes:

02-25-08 Meeting Minutes

Agenda:

I. Summit Planning - Carrie, Jared

II. Bylaws (Draft) - Elsie, Ilona, Warren

Warren - Ilona has been working on Bylaws

Elsie - based on Robert's Rules of Order

Warren - edits will be made after Ilona gets the content imported

Warren - need to make sure that the members are the Executive Directors/Deans

Carrie - do we need to re-visit who needs to be on the members?

Elsie - not at this point

Warren - not now, but we do need to make sure it is clear/more direct (see 4.1 Composition)

 

 III. MOA - John, Sheree

John - MOA work includes walk-in access in obligation #6 and ILL in #7; these are specific obligations

Carrie - these were included to be up-front about expectations?

John/Sheree - yes we felt these were safe to include as values

John - another change is that the Executive Committee members must be selected by participating members

Elsie - there is overlap in the Bylaws, can we refer from one document to another?

Sheree - Some groups may not have both like we do

Warren - the Bylaws should be more permanent and should not necessitate revisions if the number of eligible institutions change

Sheree - some things are duplicated in the MOAs and Bylaws of other consortia

Sheree - Will MOA be signed every year?

John - we would have to maintain hard copy files

Elsie - the advantage of signing every year would be a good reminder if there is turnover at the dean/director level; good for continuity

Warren - there could be a schedule to review the MOA, whether yearly or longer than that

Sheree - the executive committee members could be responsible to make sure there is a current list of members from the constituencies

John - if dues are involved, then there would be a yearly reminder to 're-up'

Elsie - we could try it for two years and then see if it needs changed

Sheree - there does need to be a signature to show that it has been accepted, hence the inclusion of the Executive Committee Chair signature at the bottom

Elsie - and then return the original?

Carrie - return the original to the institution and then keep an electronic copy with the executive committee

Sheree - will explore the MOA again with John to remove Bylaws duplicates

Elsie - possibly merge the Mission statement with the Bylaws too

Carrie - likes the Values statements in the MOA; these could be "founding values" possibly

John - Values will be more enduring than priorities

Carrie - likes obligations #6 and #7; great to include these borrowing privileges!

Elsie - agrees

John - the reciprocal borrowing may be a hang up for some institutions

Carrie - some of these may need sub-committees to practically implement

Elsie - this may expand the lending pool for some institutions

Sheree - this will cut down on multiple agreements with various constituencies 

 

 

VI. Other Comments

John - thanks Carrie for setting up this conference call

John - Next phone call is Monday April 28th 2:00pm

Carrie - Starting at 1:00pm on July 15th then having an Executive Committee Meeting at the end on the 16th

V. Future Meetings

Dates:

April 28th 2:00pm-3:00pm Phone

June 2nd 2:00pm-3:00pm Phone

June 23rd 2:00pm-3:00pm Phone