Illinois Cooperative Collection Management Program
Cooperative Collection Management Coordinating Committee
Minutes of the Meeting
December 2, 1998 DePaul University
Present: Doris Brown (Chair), Nancy Hessler, Cecile Jagodzinski, Charlotte Johnson, Tom Peters, Mary Schellhorn, Karen Schmidt, Carla Tracy, Art Young (Project Director)
Phoning in: Allen Lanham (Chair-Elect)
Absent: Barbara Alexander, Marlene Deuel, Bernie Fradkin, Bob Malinowsky, Gary Newhouse, Jill Wold
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 Wednesday, December 2, 1998 at the downtown Chicago campus of DePaul University.
Project Director's Report
Art Young reported that the CCMP had received eight or nine applications for the position of coordinator. Three of the applicants have been selected for interviews, which will be held the week of December 5. Art, Doris Brown, and Gary Newhouse are serving as the search committee.
The CCMP's annual report on the expenditure of HECA funds has been sent to the IBHE. Copies of the main text of the report (minus voluminous attachments) were distributed to the Committee.
Art also reported that the CCMP web site is undergoing revision.
Bibliographers' Meeting
Cecile reported that 72 people from 25 libraries attended the annual bibliographers' meeting in Champaign. Although she has not received all bills for the meeting, she estimates that the meeting expenses have fallen within the proposed budget. The notes from the small group meetings have been posted on the listserv, including the first draft of the Business collection partnership proposal. Cecile distributed copies of the evaluation sheet comments to the Committee. High on the list of priorities for continuing education is a workshop on assessment, followed closely by workshops for new bibliographers and for instruction in collection development techniques in specific subject areas. The Committee will keep these requests in mind when planning the next bibliographers' meeting. The preference of attendees at the meeting was to continue to have general meetings, though a significant number voted for subject-specific meetings. Cecile suggested that the Committee might, in addition to the annual meeting, sponsor some one-day meetings for bibliographers involved in the past Model Disciplines.
OCLC ECO
Tom Peters reported on a meeting he, Doris, Art, and Bernie Sloan had with Barb Kosinsky on OCLC ECO. There is no firm information on pricing for April 1, 1999, when this year's subscription expires. There are thirteen libraries currently participating, all in the print subscriber program. Barb Kosinsky said that by summer 1999, all FirstSearch databases will be linked to ECO, so that users can move from indexing to the full text of ECO journals. Tom reviewed some facts about ECO: about 1000 titles are now available from ECO (56 percent of which are science and technology); OCLC archives holdings for libraries as long as they have active accounts with OCLC; statistics are being received in paper form at Illinois State, and are available online at http://www.stats.oclc.org/. Tom noted that the only benefits to consortial subscription to ECO were lower per-institution costs, and centralized license negotiation--libraries do not receive any additional content, as they do, for example, when subscribing to IDEAL. Tom agreed to work with the new coordinator on negotiating for OCLC ECO for next year.
MathSciNet
Karen Schmidt reported that the AMS sales representative was verifying the Data Access Fees (DAF's) for libraries interested in consortial pricing for MathSciNet. When that information is received, Karen will be able to poll libraries for a final decision on subscribing.
Project Muse
Doris reported that there are seven new subscribers for Project Muse for 1999, bringing the total to 22 for the CCMP. Because we have reached the next threshold for discounts, libraries which elected to take the discount for the online product will receive an additional discount. Northern will receive a new, revised bill; individual libraries will then be billed by Northern.
The Committee had budgeted $10,000 to support new subscriptions to Project Muse, with new libraries receiving one-third off the list price. Since this discount will cost the consortium only $4400 for the seven new libraries, Doris asked whether the consortium should pay a larger portion, or reserve the excess money for other purposes. By a vote of nine to one, the Committee agreed to pay only the one-third formerly agreed upon; the excess money will be diverted to another CCM project.
Business Collection Partnership Proposal
Cecile presented the draft of the Business Collection Partnership to the Committee. The proposal was written during the recent bibliographers' meeting. The Committee recommended that the group flesh out subject areas and specific dollar amounts for acquisitions expenditures, and encouraged the group to find ways for the community colleges to participate. The Business bibliographers were commended on the fine work thus far. Cecile reported that the group wishes to meet on January 15 at Loyola's downtown campus. Although she cannot attend, she agreed to be the contact for the group.
The Committee set March 1 as the deadline for the final proposal. Libraries are to encumber funds by August 31, 1999, and a final report is due to the Committee by October 31, 1999 for inclusion in the annual report to the IBHE.
New Journal Study
Dan Burgard (UIUC), who received funds from the CCMP during FY98, has funds remaining from his project. He has proposed that he use the remaining dollars to study new journal purchases in Illinois academic libraries. The Committee approved the use of the funds for this purpose.
FY2000 Proposals
In order to include specific projects and expenditures in our FY2000 HECA grant proposal, the Committee will put out a call for proposals during December. The call for proposals packet will include the following: the document on the CCMP's purpose created by the Subcommittee on the Future of the CCMP; a cover memo (to be drafted by Art); the guidelines for proposals (Cecile); and a list of proposals funded over the last five years (Cecile). The call for proposals will be sent by mail and e-mail to CCMP directors and contacts.
Proposals must be received at Northern Illinois University by March 19; scoring will be completed by April 1. Members of the Committee and volunteers from the membership will judge proposals; Allen Lanham agreed to ask the staff at Eastern to complete the analysis of the scored proposals.
The deadlines for proposals for FY99 for Business, Philosophy, and Gerontology Collection Partnerships will remain at March 1, 1999.
Electronic Resources Assessment Project
Art will convene a group to begin to study the effects of the availability of electronic resources on interlibrary loan activity in Illinois academic libraries. Art, Tina Chrzastowski (UIUC), Lynn Wiley (UIUC), Charlotte Johnson, Karen Schmidt, and Tom Peters will form the initial discussion group on this project.
Full-Text Newspaper Project
Tom suggested that, rather than accept a pre-packaged deal from a vendor, we articulate what array of full-text Illinois newspapers we would like to purchase. The Committee recommended that Tom work with the ILCSO Electronic Resources Committee on this project, and speak with NILRC, the State Library, and Marlene Deuel (for the Systems) on their interest in participating.
Union Lists of Full-Text E-Journals
It has been proposed that the consortium pool its efforts in keeping an up-to-date list of journals currently available in electronic form from various vendors. Several libraries have already created such lists. Charlotte reported on a conversation she had with Kenny Crews on this matter; he counseled us to include web publication of such lists in our negotiation for databases. A discussion ensued about the legality of making this information widely accessible; the Committee agreed to pursue the project. Charlotte is to draw up a proposal for the creation and maintenance of this list at SIU/ Edwardsville for the Committee to consider at its March meeting.
Other
The Committee agreed to send Allen Lanham and either Art Young or the new coordinator to the next Consortium of Consortia meeting.
The annual membership meeting of the CCMP will be held on Friday, May 21 at Illinois State University. Allen and Karen will investigate possibilities for a keynote speaker; Cecile will locate space at ISU.
The next general bibliographers' meeting will be held July 22-23, 1999 at Northern Illinois University. The meeting will include an assessment workshop, as well as opportunities for subject bibliographers to meet separately. Art will investigate possibilities for speakers for this meeting.
Cecile and the new coordinator will plan a series of meetings for the original Model Discipline bibliographers. Among topics for discussion can be specific agenda items for the July meeting.
Three members of the Subcommittee on the Future of the CCMP (Cecile Jagodzinski, Allen Lanham, and Art Young) met via conference call. The subcommittee discussed how the CCM would function should all the electronic initiatives currently being discussed be successful. The Committee was reluctant to initiate any formal alliances with other groups at this time, though Tom suggested that some CCM electronic projects might logically be diverted to the IDAL project. The Subcommittee recommended that a financial plan be put in place should we lose HECA funding. The Subcommittee proposes a tiered membership fee, based on overall library budget. The fees generated would be enough to pay the salary and benefits of a part-time coordinator. We might also apply for a HECA grant to support the CCMP's administrative costs; (we usually apply only for the interinstitutional cooperation grant.) The Subcommittee also discussed forming a committee on electronic resources, consisting of committee members and interested parties among the general membership. Lastly, Cecile will do a preliminary review of the Plan with the new coordinator for discussion at the March meeting.
Cecile will revise the Collection Partnership agreement to remove language referring to level 4 (research-level) collections.
The next meetings of the Committee will be held on March 12 at Moraine Valley Community College and on April 16 at Illinois State University.
