Board Meeting October 2-3, 2018

Today’s Board Actions Address the Problems We Need to Solve (next slide). Are these the right problems, and in the right time scale? Select option(s) and tell ED to implement and do your part; or edit Review the proposed Interim Work plan Agree to endorse and re-inforce it when I send out a note announcing it. Thus, our discussion should be about these as the right priorities. I welcome advice on implementation steps, but the Board’s role is determination of priorities, not who does what work. Determine if these are your roles; if not, clearly articulate what your role is that is different than the above.

Problems We Need To Solve Now: Manage communications with members to reassure them that the Alliance will continue to exist and will be strong again Communicate Interim Period scope of work Reassure existing staff that they have a more stable work environment coming soon Soon: Hire and onboard new staff; Reassure members and potential candidates that they should apply and interview for our jobs, and that job will be largely the same when they start it Communicate the resolution of the Litigation Hold Long-Term: Continue to examine decision-making and governance to allow everyone greater clarity

Interim Period: Overall Approach to Work No Interim Program Managers; while Cassie and I have been working as “interim PMs”, we no longer have the staff to do it. What’s critical to keep going until we have more staff? Completing strategic planning So Jesse, Lesley & I will have every other week calls with Team Chairs, provide any facilitation Continuing some communication with Ex Libris regarding issues Maintaining our shared content licenses Supporting member communities, who can help themselves in a less organized way

How We’ll Manage Work DUX: RSF: SCTS: Systems: ULC: No regular service; they’ll receive some service through Lesley UNLESS a DUX person wants to come forward and be paid part time like in RSF RSF: Kate Jones will provide limited service SCTS: Stays largely as is Reduced Network Zone service Systems: Lesley will take on some coordination with Ex Libris ULC: Announce no service, except maintenance of the Archives West server Provide partial refunds to A&M members (I have to explore DPLA; as we have a new contract there)

Specifically, this means for Teams: Teams and Groups meet by themselves Where they need special meetings / dates set up, they work with me and Elizabeth Elizabeth routinely hosts meetings for groups I’ll meet with the Team Chairs, Jesse & Lesley every other week. Team Chairs usually meet with their PM for 30-60 minutes each week, so this replaces that.

Timelines Team Recruitment in November Board Approval in January Original New Team Recruitment in November Board Approval in January Team Launch in February Groups beginning forming in March Most major new work under the new plan begins in July Team Recruitment after most PMs are hired Board Approval in Spring Team Launch prior to July Groups form FY20, after Summer Meeting

Options for Addressing Problems (note these are not mutually exclusive) Have independent party interview remaining staff (Elizabeth, Jesse, Lesley, Amy, Dana) to perform “stay” interviews – what will make them be inclined to stay? Rebuild AS IS; do so quickly and continue our “Hiring Blitz” plan At Council, continue to prioritize the work we want through strategic planning; use the rest of the time to pause and discuss the nature of support members want for this plan Address the relationship with the ED, including staying as is, part ways, or document a new scope of work

Option 1: Stay Interviews Description: Stay Interviews are used to build trust. See https://www.thebalancecareers.com/what-is-a-stay-interview-1917998 for more information These could take as little as a week or so, but then the Board would need to meet again to review the results and discuss options Recommendation: If the Board does this, while the sites I saw recommend the manager performs them, I recommend we use our third party HR company to do so, and the Board receives aggregated feedback. If I remain as ED, I would receive it upon the Board’s decision regarding the ED role. Disadvantage: This would likely delay the selectin of other Options, as the Board would use this information to support other decisions.

Option 2: Continue Planned Hiring Blitz Description: The Board decides to continue our Hiring Blitz plan. I have DUX, RSF and Systems Search Committees formed; I would be able to release DUX & RSF positions in the next weeks, for hiring in January (at the latest). For ULC, I would start soon and again aim to hire in January. Disadvantage: I wouldn’t apply, or encourage my colleagues / staff to apply, to an organization that lost 50% of its staff in the last year, and has an active Litigation Hold. I’d be wondering what is happening there, and what will happen next. I think the Board would need to make a statement (as I requested at the Sept 13 Board meeting addressing stability of the Alliance; going beyond the proposed encouragement to apply).

Option 3: Council Discussion Option 3: Council Discussion. Wait until after Council for any decisions Description: We would adjust the Council agenda to allow a lengthy discussion of priorities and how we want to have staff to support these priorities. Council will be keenly interested in the status and health of the Alliance, and this gives them a direct say. Disadvantage: It could be challenging to have a focused discussion and resolution, even if we dedicated the meeting to the topic. This is a tough problem for 38 people to solve together. We would again likely delay the implementation of other Options.

Option 4: Consider the ED Role Description A: The Board decides that you want to make a complete change at the Executive Director level. Options: Convince a retired Dean / Director to be Interim A Board member does this part time A local non-profit expert / firm comes in as Interim Description B: The Board decides that despite the problems, the person in the ED position remains as is. Steps: Leave everything as is. Adjust goals over the next month. Work with the ED to clearly articulate any changes to the ED goals / Scope of Work / Board oversight

Board Action Depending on Options Selected Option 1: Stay Interviews. Advise Dana to contact our new HR contractor to do these interviews as soon as possible; Michelle advises staff (collectively) that we are doing this; Dana works with Elizabeth to plan a Board meeting for Board to review results Option 2: Hiring Blitz. Board must consider ED request of Sept 13 for a statement noting how stability is achieved in the Alliance, and either support it; edit it; or note that they don’t believe it is a problem Option 3: Council discussion. Board constructs appropriate agendas and communication to prepare Council

Option 4: ED Role. Decide which option to implement (or edit) and communicate that.