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OCALD Minutes

Minutes of the September 23, 2010, meeting

Attending: Michael Foote, Sheila Johnson, Sharon Saulmon, Christine Detlaff, Don Gilstrap, Evlyn Schmidt, Tamie Willis, Arlita Harris, Victoria Swinney, Marilyn Hudson, Nancy Draper, Jon Sparks, Barbara King, Marty Thompson, Sherry Young, Tony Hardmon, Bonnie McNeely, Maria Martinez, Bettye Black, Mike Rusk, Adrianna Lancaster, Beth Freeman, Alan Lawless, Stewart Brower, Francine Frisk, Jenny Duncan.

Guests: Dr. Debra Stuart, Susan McVey, Sadie Maddox, Anne Prestamo.

Continuing Business
Everyone introduced themselves and their institution.

Approval of Minutes
Marty Thompson moved to approve the minutes, seconded by Victoria Swinney.  The motion carried and minutes were accepted.

Regents Discussion
Vice Chancellor for Educational Partnerships – Dr. Debra Stuart will be taking Dr. Davis’s place at the meeting. She works with other state agencies on educational issues and statewide issues like enrollment management and community engagement. Dr. Stuart also serves on SREB board for the technology cooperative to support online teaching. She serves as the staff person on the faculty advisory council. They have on their work plan the cost of textbooks and online teaching. The group is talking about Merlot and has been working on keeping links current, keeping the content peer reviewed and have created Merlot Voices for discussion.

The fiscal projections are very conservative. There is a freeze on changing any functions and the Regents are not starting anything new. They are also taking a hard look at all existing things. Oklahoma is not in the worst shape as some states but not the best situation either. Tony Hardman asked if there was a time frame of when things would get better. Dr. Stuart said several things have to improve: the economy, then employment, then tax revenues - then funds will come to higher education. The coming elections could also greatly impact what/when happens. Don thanked her for the Regents support for the databases.

ODL Report – Susan McVey
ODL budget has been cut more than higher education but less than other agencies. ODL started the fiscal year at 13% less than last July. But after the fiscal year started, they had a 7.5% reduction. This year ODL had a 6% reduction. They have reduced pass-through funding for literacy councils and public libraries a minimum of 10%. They have been awarding 90% of funds and keeping 10% to cover any shortfalls. Six positions have shifted to non-state appropriated funds or have not been filled. 30% of positions not filled. ODL has never recovered any cuts from 2002-2004.

Last year ODL moved to a new interlibrary loan system, providing grants to major borrowers. Lenders should be having an easier time with it. The state has hired its first chief information officer Alex Petit. ODL applied for a BTOP grant, and it was funded. Susan handed out a map showing participating areas. The grant seeks to improve access to education (both formal and informal), improve access to healthcare, and help with access to employment opportunities. These public libraries have a three year grant. ODL wanted to put fiber everywhere but had to choose what places they could fund it for the long-term. The grant is also buying over 300 computers for video conferencing, primarily in non metropolitan areas. The grant began July 1. Oklahoma City University also received a BTOP grant. The state applied for one to put in 900 miles of fiber in rural areas along state highway right-of-ways. The majority of public libraries use Onenet as their Internet provider. Arlita asked if they were planning to allow for people to use these systems for online classes or webinars, etc. Susan said yes, groups could use it. ODL is also talking about purchasing a DVR to record training so that people could log in to view previous materials. They plan to first get it out there, then see how it can be used, including perhaps native language instruction, diabetes instruction, cochlea implants therapy. Programming will depend on the community’s interest and needs are.

At the end of the legislative session, 1% tax on health care providers. It was overturned (insurance commissioner protested – said it was a new tax). $283 million that will have to come out of state funds. Some stimulus funds will be used for it. It is predicted that we will have $545 million less next year than this year. The state government will see major change this year: new Speaker, new Attorney General, new Governor, and a new State Superintendent. State Question 744 and 754 (which contradicts 744). If 744 passes, $ 1.7 billion new money will go into common education (with no identified revenue source) phased in over three years. Some years ago, Oklahoma passed a law of no new taxes without a vote. Not sure how it will be funded. If 744 passes, the state is predicting a 25% cut for all other state agencies, and some will disappear. If ODL has any more cuts, it will start to affect their federal maintenance of effort which will start cutting federal money by equal percentages of not meeting effort. ODL uses federal funds to pay for databases. Susan tried to be transparent so that we all understand what is on the table. Budget requests on October 1. ODL was asked to submit a budget with a 5% cut. Susan wanted to address the group to give us as much heads up as possible. Arlita asked who is backing/opposing SQ 744. Susan said the majority of the support is coming from the National Education Association and Oklahoma Education Association.  NEA has funded it with millions of dollars. There is a long list of opposition including Oklahoma Public Employees Association, Restore Trust, American Federation of Teachers, Brad Henry, Oklahoma Library Association, and a number of other groups. Oklahoma policy institute has opposed and developed a white paper. Anne Prestamo commented as the OLA legislative committee chair. Kay Boise has been getting lots of calls but they are from Houston. Legislative committee recommended to OLA board to oppose the question. The OLA board approved. 

Sadie Mattox, new electronic resources librarian at ODL, introduced herself. She is available for questions about the databases. She is willing to do one on one training and is working to make online training available. She would like feedback via a survey (

Committee Reports
Executive Committee
The Executive Committee held a planning meeting in July. They talked about scenario planning if OSRHE didn’t fund databases, expanded instructional support committee, and bylaws changes. The Executive Committee also met prior to the OCALD meeting where they talked about the schedule and activities for the coming year, possible presentations on electronic resources management, archives and document management, digital dissertations, and remote meeting technologies. Don sent a list of accomplishments out to the OCALD listserv.   

Expanded Instructional Support
Discussed under new business.

Assessment Committee
Committee planned a great conference and then found out that ACRL was planning the same workshop. Please support the ACRL workshop on November 5th. Tamie provided handouts and will post to the listserv. She encouraged attendance and asked members to submit a lightning talk proposal. The committee plans to seek feedback from this workshop to help plan OCALD’s next assessment workshop. At the workshop there will be morning speakers, dine around lunch, interest groups, and lightning talks on specific topics.

Beth stated that she had a great response. All but five libraries sent in reports.  Numbers were good. Thirty libraries issued ~1000 OK-Share cards. Nineteen libraries loaned ~1400 books. This year we experienced a small loss rate ($220 worth of books). You can get OK-Share cards from the State Regents office (Misty Estrada ext 9170).

New Business
OCALD Bylaws Proposed Changes Discussion
The Executive Committee drafted a revision and gave it to the By-laws Committee, composed of Marty Thompson, Mike Rusk, and Sheila Johnson.  The By-laws Committee reviewed it this summer. The proposed revisions have been sent out. Marty answered procedural questions. We will vote at the October meeting. Currently, 50% of membership will have to vote to get the proposed bylaws changes to pass. If we don’t have 50% of the membership at the meeting, we won’t be able to vote. Bylaws state that members can send a proxy. Members can vote from a remote site.

Expanded Instructional Support Discussion
Susan has struggled with the appropriate charge for this committee. Her question to the group is should this committee continue? It is a standing committee so we would need a bylaws change to disband the committee. Arlita wanted to know if we could add this so that we could vote on it at the next meeting. Marty will make an amendment to remove standing committees and rely on the executive board to designate committees to do what work is needed. Keep bylaws and nominating committees since they do the business of the group. Jon commented that he could understand the recommendation of the current committee, but he feels that we should have some kind of expanded instructional support committee. The committee could take up other issues/purpose as an ad-hoc rather than standing committee. He would not like to see it disappear, even if it may have to go into an inactive state. Sheila echoed Jon’s thoughts. Tony also supported Jon’s position to support instruction, since we are all seeing that our students lack of information literacy skills. He thinks it is an important committee. Don asked for volunteers to rewrite the charge for this committee: Jon sparks, Sheila Johnson and Tony Hardman all volunteered.

Serials Solutions Summon Presentation
Larry Trainer discussed the Serials Solutions Summons product. Anne Prestamo gave a demonstration of the product in use at OSU-Stillwater.

Meeting adjourned at 3:40PM.