Friday, June 7 at 11:00 pm EST

Attendees

SG/LG members

Paul Albert,   Mike Conlon, Anna Guillaumet,  Violeta Ilik, Dong Joon (DJ) Lee  Mark Newton, Julia Trimmer , Alex Viggio

hannah sommers , Steve McCauley for Jean Rainwater, Ann Beynon Tom Cramer Terrie R. Wheeler Douglas C. Hahn, Tom Cramer

Duraspace / LYRASIS

Erin Tripp, Andrew Woods , Laurie Arp (LYRASIS)

Regrets

= note taker

Connection Information

Join from PC, Mac, Linux, iOS or Android: 

https://duraspace.zoom.us/my/vivo1

Or iPhone one-tap :

    US: +16468769923,,9358074182#  or +16699006833,,9358074182# 

Or Telephone:

    Dial(for higher quality, dial a number based on your current location): 

        US: +1 646 876 9923  or +1 669 900 6833  or +1 408 638 0968  or +1 408 638 0986  or +1 646 558 8665 

    Meeting ID: 935 807 4182

    International numbers available: https://zoom.us/u/cex8G1kjQ

Agenda

This is a special meeting to continue the discussion about VIVO's objectives with LYRASIS:

https://docs.google.com/document/d/1t80J5WsWniXZk7u_YWS_EsngpkoZP0AyEoFdXazwDuc/edit

This is the regularly-scheduled Steering Group meeting and we’re inviting all Leadership Group members to join us if possible.

Notes

Julia and Erin discussed.  Erin presented her response to the document.

1. Attorney General of the State of New York as approved the legal documents required for the merger.
   1. Operational tasks can now proceed – cell phones, bank accounts, payroll, transfer of employees, tools such as QuickBooks
   2. Lauri and Erin meeting weekly on issues related to merger and future operations
2. No planned changes to autonomy of LG, SG
3. MOU will remain in place, assigned to LYRASIS.  Would like to change the term to July 1 to June 30.
4. LYRASIS uses indirect cost allocation rather than "common good".
5. Discuss who and when might join these meetings.
6. Mission statement at LYRASIS could take months.
   1. Two months (ish) the divisions should be represented on the LYRASIS web site.
   2. LYRASIS web site will be completely redone.  Longer timeline.
7. International Engagement
   1. Meg is involved.  Two events per year outside the United States.
8. Mutual benefits
   1. Transactional benefits in the MOU
   2. Reason for merger
9. Mike raised concerns about item 3 under governance.   How to identify strategic alignment and mutual strategic benefit?  Staff will be presenting projects to each other.
10. Membership
    1. Conducted under Duraspace.  Started to introduce LYRASIS concepts.  Five batches of renewal memberships.
    2. Another 40 invoices to go out this summer.
    3. Internal working group has been created Val, Meg, Erin, Lisa Larson (member outreach), Riley Gronson  Some differences next year.
    4. Plan to combine CRM.  Deferring for further discussion.
    5. Who is a member?  We need to have clarity.  Came up in the context of elections, but is a larger issue.  Clear about terms.  Intention to renew.  Renewal payment process.
11. Finances – Laurie
    
    1. New reporting.  Very thorough.  Detailed.  Monthly.  Variance to budget.
    2. VIVO has two clear processes – development of annual process, controlling expenditures to budget.  VIVO does not have a budget change process, we rely on LG discussions.  These have been rare.  Variances might persist with budget narratives.
12. Growth objectives – Erin
    1. Understanding total market.  Third party review of technology.  LYRASIS audience is a potential new audience for products and services.
    2. Growth outside the library
    3. Growth outside the United States – La Referencia (DPLA of Latin America).  Suggested personal conversations with Anna at SIGMA, Federicio at Cineca, and Christian at TIB.
    4. Laurie has been at the forefront of the "It Takes a Village" work and training.  John Herbert is highly involved in hosted services and technology strategy.  Jon will be overseeing assessments of all Duraspace technologies.  Robert is also very involved.
    5. How to get bigger.  How to get from 150 sites to 1500 sites.  How to get from 25 members to 250 members.  Need to be open and open to change.

Following the meeting, Erin Tripp provided notes regarding responses to the objectives document.  Her notes are available here:  http://bit.ly/2I8c13U

Action items

• Decide who/when Laurie, Erin attend meetings
• MOU to move to the new fiscal year.  How?
• Formalize process for input to mission statement
• Clarity around membership
• Prepare a draft of financial reports for VIVO for discussion here.