CCMP October 1998 Minutes

Illinois Cooperative Collection Management Program
Cooperative Collection Management Coordinating Committee
Minutes of the Meeting
October 22, 1998
Waubonsee Community College

Present: Doris Brown (Chair), Nancy Hessler, Cecile Jagodzinski, Charlotte Johnson, Allen Lanham (Chair-Elect), Gary Newhouse, Tom Peters, Jill Wold, Art Young (Project Director)
Absent: Barbara Alexander, Marlene Deuel, Bernie Fradkin, Bob Malinowsky, Mary Schellhorn, Karen Schmidt

A meeting of the Cooperative Collection Management Coordinating Committee (CCMCC), the governing body of the Illinois Cooperative Collection Management Program (CCMP), was held at 10:30 a.m. on Thursday, October 22, 1998 at Waubonsee Community College.

Minutes Approved

The minutes of the September 18 meeting were approved.

Electronic Resources Updates

Tom Peters reported that he is going to meet with Barb Kosinsky of OCLC to discuss OCLC ECO. There is the prospect of a joint CCMP/ILCSO subscription to ECO. The renewal date for this product is April 1. There has been discussion of expanding beyond the current print subscriber program (in which libraries obtain online access to their current print subscriptions only) in order to provide access to other online journals. Tom reminded the Committee about the advantages of subscribing to ECO: archiving of journals, hot links from indexes to full text, and content of IDEAL journals on the OCLC server.

Karen Schmidt, who could not attend, supplied several possible alternatives allocating the consortial costs for MathSciNet. The Committee agreed to share the costs for the Data Access Fee equally, rather than proportionally by FTE.

Cecile reported that 14 libraries have subscribed to America History and Life and Historical Abstracts. Bills have been sent to these libraries. As soon as ABC-Clio receives the CCMP's payment, libraries with CD-ROM subscriptions will received credits. She has also re-advertised the database to the rest of the consortium, with a deadline of October 30.

Doris Brown reported that subscribers to Academic Universe have received a cash credit, due to the removal of UMI titles from the database.

Doris also reported that 19 libraries have subscribed to Project Muse for 1999; four of these are new subscribers. She also noted that Johns Hopkins is now charging for additional sites.

There was a brief discussion of Britannica Online. The Illinois State Board of Education has been given a quote of $.12 per FTE for the product.

Doris asked committee members to fill in missing information on her list of the consortium's electronic resources projects; this may suitable for inclusion in the annual report.

Project Director's Report

Art Young reported that the advertisement for the CCMP coordinator had been sent to all 70 consortium libraries, as well as to area library schools. Tom inquired about the composition of the search committee. Doris, Art, Bob Malinowsky (if he is available), Gary Newhouse, and Jill Wold (northern Illinois residents all) will serve in this capacity.

A question arose on the whereabouts of the older CCMP files. It was agreed that those still at the State Library should be given to the library history archives at the University of Illinois; the newer files (those from the last five years or so), should be moved to Northern Illinois University.

The CCMP's annual report on the expenditure of HECA funds is due to the IBHE at the end of November. Art will write that report, and ask last year's grant recipients for reports on the expenditure of their funds. Cecile urged the group to obtain these reports, since they often become the only record of CCMP projects.

Allen Lanham brought up an issue which has concerned him--that is, unexpended CCMP funds which may still reside at consortium libraries. The group agreed that, once the paper files have been sent to NIU, there should be a retrospective review of the last five years' grant expenditures.

Bibliographers' Meeting

Cecile reported that 72 people have registered for the bibliographers' meeting. The Planning Committee consists of Ginny Baldwin, Joan Fiscella, Darrell Jenkins, and Maria Otero-Boisvert. Cecile will send speakers notes on the areas they are to cover in their presentations. The Committee also offered suggestions for discussion topics at the meeting.

FY99 Budget Revisions

Because this year's HECA grant falls a bit short of the $280,750 requested, the Committee revised the FY99 budget. The following items were dropped from the initial budget: support for ABC-Clio databases ($10,000); support for MathSciNet ($10,000); digital images ($10,000); meeting expenses ($500); and $250 less for next year's bibliographers' meeting. The revised budget stands as follows:

*Category*	*Description*	*Amount*
Personnel Services	Part-time Coordinator	$25,000
Personnel Services	Benefits	8,000
Contractual	Assessment study of ILL interface with electronic resources	20,000
	First year start up for Business Collection Partnership	75,000
	Second-year support for Philosophy	25,000
	Second-year support for Gerontology	20,000
	Project Muse	10,000
	Full text newspapers (Illinois)	50,000
Internet	Web page development	2,500
Travel	For Program Director and Coordinator	3,500
Printing	Brochures, notices, etc.	250
Audit	Audit compliance	1,500
Meetings	Membership meeting	2,000
Meetings	Bibliographers' meeting, 1999	7,250
	TOTAL	$250,000

Since the usual calendar for grant proposals has been changed for this fiscal year, the Committee will invite grant proposals from the Business, Philosophy, and Gerontology Collection Partnership groups. Doris will ask Sr. Rita Stalzer (Loyola) to coordinate the Philosophy grant and Deb Blecic (UIC) to coordinate the Gerontology grant. Art will see that a message is sent to all consortium contacts inviting their participation in these projects. Cecile will notify contacts about discussion of a business collection partnership at the bibliographers' meeting.

The $10,000 allocated for Project Muse will be used to support new subscriptions. New subscribers will receive one-third off the subscription cost for 1999. Doris will notify the membership of this opportunity. (The secretary was asked to note, for the record, that a similar enticement to subscription was available during the first year that the CCMP negotiated a license with Johns Hopkins.)

In order to get the assessment project started, Art will convene a study group, including Tina Chrzastowski and Lynn Wiley of UIUC, as well as other interested parties. Interlibrary loan staff will be especially encouraged to participate.

In a related matter, Doris will ask Karen Schmidt for an update on any remaining Library Research Center projects contracted for by the CCMP.

Future of the CCMP

Three members of the subcommittee (Cecile Jagodzinski, Allen Lanham, and Art Young) met via conference call to discuss issues concerning the future of the consortium. The subcommittee made the following recommendations to the Committee:

That the following strengths and focus of the Cooperative Collection Management Program be recognized and nurtured:

CCMP provides a forum unlike any other for developing communication among, and training opportunities for, subject specialists in academic libraries in Illinois.
CCMP dedicates itself to identifying issues germane to collections in academic libraries, and seeks appropriate ways in which to stimulate research on such issues.
CCMP maintains interest in assessment and analysis activities for collections in Illinois academic libraries.
CCMP recognizes the need for specialized materials in our libraries and fosters innovative ways of acquiring them, whether in print, digital, or other format.

Issues which need further attention include:

continuing fiscal viability for the CCMP (perhaps permanent funding, rather than year-to-year grants);
why the CCMP is and will continue to be attractive to members;
relationship between CCMP and ILCSO and statewide electronic resources initiatives;
goals for the organization; perhaps revision of the Plan.

Someone suggested that the Committee also examine the CCMP's mission in light of the IBHE's citizen's agenda. Cecile expressed concern about the energy the Committee has exerted in negotiating for electronic resources, especially when other state organizations are providing similar services. The Committee, however, did not feel that these sorts of projects should be abandoned entirely. Art will monitor the situation at the state level regarding the possibility of permanent funding. Allen will call the subcommittee together once more for further discussion.

Report from State Library

Barbara Alexander, who could not attend, reported to Doris via e-mail. She reported that OCLC is offering a two-month trial of six databases; that there are two new State Library listservs (ISL-announce and ISL-OCLC-NEWS); that the handouts from "First Steps in Digitization" and information on the second annual Library Practitioners' Summit are available on the State Library web site; and that letters awarding the first round of LSTA grants have gone out to recipients.

New Projects

Tom Peters agreed to serve as the point man (person?) for negotiating for a package of full-text Illinois newspapers. The Committee agreed that full text, not simply indexing of newspapers, was the target product. We will not actively pursue this project until we see what ILCSO, NILRC, and the State Library may be considering in this area.

There has been some interest in Elsevier's Web of Science. This may also turn into a joint project with ILCSO; it is on the short list of possible databases of ILCSO's Electronic Resources Committee.

Doris inquired whether the CCMP is interested in becoming a consortial member of the Center for Research Libraries. Response from those present was lukewarm, but Doris will obtain more information from the Center.

COC Meeting

Doris reported on the recent Consortium of Consortia meeting and its value to the CCMP. (Allen Lanham, chair-elect, will attend the next COC meeting.) One of the products of the meeting was a set of "Guidelines for Statistical Measures of Usage of Web-based Indexed, Abstracted, and Full Text Resources." Art moved, and Cecile seconded, a motion that the CCMP be a signatory to this document.

Other Matters

Tom reported that ILCSO's proposal on the Illinois Digital Academic Library was to be submitted to the IBHE on October 23. The document has been approved by the ILCSO Policy Council. Academic institutions recognized by the IBHE who are also ILLINET members will be eligible for membership.

Doris proposed that a union list of electronic journals (as well as their publishers and distributors) be created. It was reported that DePaul, Western, Illinois State, and SIU/Edwardsville were or had developed such lists, with SIU's being the most developed. Cecile will include samples of these in packets for the bibliographers' meeting.

The next meeting of the Committee will be held on Wednesday, December 2 at DePaul University's downtown Chicago campus.

The meeting adjourned at 2:55 p.m.

Respectfully submitted,

Cecile M. Jagodzinski