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Minutes of the Meeting
January 30, 1998
Eastern Illinois University, Booth Library

Present: Barbara Alexander, Doris Brown, Ann Copeland, Marlene Deuel, Bernard Fradkin, Adrian Jones, Clifton Jones (Program Director), Allen Lanham, Alan Nourie, Tom Peters, Mary Schellhorn, Karen Schmidt, Jean Wilkins, Jill Wold

Absent: Jim Fox, Gary Newhouse, Bob Malinowsky (Chair)

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 Friday, Jan. 30, 1998 at Eastern Illinois University.

AWARD PRESENTATION

Allen Lanham presented a plaque for the ILA/IACRL Illinois Academic Librarian of the Year Award to John Whisler, Head of Cataloging at EIU. The official announcement and award had been made previously, but at the time the plaque was not yet ready. Congratulations were presented by the CCMP and by many of the Booth Library staff.

ANNUAL MEETING

Several ideas relating to program for the Annual Meeting were suggested. Bernard Fradkin made a motion, which passed unanimously, to have the Annual Meeting as an Interactive Electronic Conference, lasting from 10:00-12:00, to include the following:

Marlene Deuel offered to coordinate the technical end of the conference (ie. where it will originate, which centers will be used for viewing throughout the state, how to deal with registration at those sites). Marlene thinks that we will not have to pay for the cost of the teleconference. She will be checking on two dates - May 1st (first choice) and May 8, both Fridays. Doris Brown, Karen Schmidt and Ann Copeland will also work with Marlene on setting up the program.

Doris and Karen both felt that introducing the subject of liscencing in this way gives us an opportunity to do continuing education on this topic at a later date. Karen will approach Trisha Davis (Ohio State) about doing a presentation for the membership on negotiating with vendors. She will also contact Ken Crews to talk about the legal aspects of negotiation and liscencing. There was general agreement that a day long conference on liscencing could piggyback on the four bibliographer meetings that have been committed to for this summer. A committee of Karen and Ann will work on setting up details for this two day event. We will go back to Jumers in Bloomington most likely at the end of July. We agreed that we will charge a registration fee (last year it was $50.00) for the event to defray some of the cost of honoraria and travel for the speakers.

BUDGET

Ann reported that the Lincoln Digitization Project search money has been the only major expense of late. A motion was made to pay the expenses of the search out of the Administrative Support Fund rather than out of the HECA grant, even if it takes the fund to zero. The motion passed unanimously. The Administrative Fund shows a healthy balance because of incoming subscription money which has not yet been paid out. Further, the question of salary came up as no money for Ann's salary has been encumbered. There is nothing yet in writing about conditions of her employment. Karen, Bob and Cliff will draft a document regarding her employment by CCMP.

LINCOLN DIGITIZATION PROJECT SEARCH

Karen reported that we had four terrific national level candidates come to interview in the past two weeks. She announced that the Search Committee would be meeting Feb. 2, at ISU to select a candidate. Karen asked the Committee if they wanted to have some input into making this decision, but the group felt the Search Committee, who was charged to hire, should do the selection.

Karen asked if the grant had not been spent as yet, would that full pot of money still be there when the candidate finally comes on board? The answer from Jean Wilkins and Barbara Alexander was that the entire award would need to be spent out in FY98, even though the official announcement of the Educate and Automate monies will not be announced until March 1st. The Committee agreed that money would be subcontracted to either ISU or U of I for payment of salary, etc. in due course.

Karen also asked about the composition of the Advisory Board, how members are named and what jump starts its activity. The group jointly recalled that last summer the Lincoln Digitization Project Planning Committee had made recommendations on this matter as well as on the evaluation of the Project Director's performance, and specially drafted bylaws. Ann will consult the minutes from the previous year and forward applicable comments to Karen, who will consult again with the LDP Planning Committee.

ISU submitted 3 LSTA grants on January 23. One of these included the creation of a learning module for general instruction, using the example of educating people about the LDP.

Clifton voiced some concern that the candidates felt they would not really fit in to either institution. He asked us to be sensitive and mindful of their orphan Project Director status.

The Committee would like to see a tactical or strategic plan in the early days of the project to bring us up to speed. Hopefully the person chosen for the position will be in place in time for the next meeting of the CCMCC and that they could be on the Agenda for such a report.

Several people had questions about the make up of the Advisory Board and suggested that some private collectors might be involved in this project.

BYLAWS

Bylaws drafted by Karen and Cecile had been distributed prior to the meeting for discussion. The Committee commenced discussion on Article 3.1, Classes and Eligibility, following a superb sit down lunch arranged by Allen Lanham. (THANK YOU ALLEN!)

Discussion centered around whether or not to have two classes of members: 1) Academic Library Members and 2) Associate Members. The bylaws were drafted with both to recognize non-academic libraries already members of CCMP (such as the State Library and Chicago Public Library). They were carefully written to avoid the notion that the Associate Members are second class citizens. Most members felt we should remain open to other libraries who support the goals of the CCMP whether they are academic libraries or not, and that a hybrid membership enhances the group. As we already have non-academic libraries as members of the Program, as well as members of the Committee, we can not very well decide to be exclusively academic. We have had to wait on admitting certain institutions until this issue is decided.

In terms of funding, Jim Forstall had earlier said specifically that we could not spend IBHE money on consortial arrangements with institutions that were not involved with higher education. In the future we will find funding from sources other than the IBHE, so we should not necessarily write the bylaws with the IBHE in mind. However, since IBHE is our major source of funding to date, we may need to be restrictive in the granting process when that is called for. In other words, rewrite Article 3.1 to acknowledge that we have multi-type libraries, then in practice, offer grant money to only those institutions allowable by the granting agency. Tom suggested that this is not a problem since most grants are restricted in some way. We simply write up the projects acknowledging funding source stipulations.

Concerns raised include: will the focus change if we have non-academic libraries joining the group in numbers, and if the Committee structure changes accordingly; what if we have divisions in the group as a result; there are already venues for multitype library associations; why do we need CCMP; the wording of Academic and Associate opens the door perhaps more than we want it to be opened.

Two possible reworkings were offered:

  1. Members of CCMP should be academic libraries who are part of the ILLINET network. Members may also be institutions whose interests and goals complement our own.

  2. CCMP is open to academic libraries in Illinois. Other libraries with goals complementary to our own may be affiliated with us.

  3. A motion was made, and unanimously carried, to amend Article 3.1 to show language allowing for other types of organizations as affiliates, and subsequently to delete Article 3.2.

  4. Article 6.2: Appointed Officers. Discussion focused on the responsibilities of the Program Director vis a vis the Project Director. The question was raised as to whether we shouldn't consider that in the future when several projects funded by different agencies are running concurrently, there would be several Project Director's with responsiblity for separate budgets? Should those budgets would be overseen by a central person, perhaps the Program Coordinator, or an elected treasurer who would serve as fiscal agent?

  5. The following summarizes changes to the drafted bylaws: Appointed Officers. The Program Coordinator and the Project Director(s) are appointed by, report to, and are evaluated by the Committee. The Program Coordinator serves as the secretary for the Committee. The Program Coordinator serves a one year appointment with one year renewals. A Treasurer, who is a bonded Fiscal Agent, is elected to a term of 3 years. (question of bonding insurance will be clarified by attorney). We agreed that the bylaws will go back for further work on the Articles of Incorporation.

ELECT CHAIR-ELECT

Alan Barney has resigned as he has taken a new job at DuPage. The floor was opened for nominations for Vice-Chair, Chair-Elect. Allen Lanham declined as his Library is moving into a new building this year. Doris Brown was nominated to serve, and was voted in unanimously.

$100,000 QUESTION

Tom distributed two letters for discussion. The State Library awarded us $290,000 of the $300,000 we requested (HECA grant) this year, with the provision that $100,000 of those funds be spent on First Search databases. The Committee feels that while we were not given any choice in the matter, nor were we consulted on which databases we would have chosen, we have no other option but to pay the State Library as requested. There is much concern over what will happen in next years grant process, and if the databases will be renewed or not. If they are dropped, will we have to take the cost on ourselves once patrons get used to them? Jean and Barbara will take back to the State Library a "firm but friendly" request that we would like to be consulted in the future. The Committee authorized writing the check.

FOLLOW UP ON GRANTS

Tom distributed 5 letters sent to the Committee to clarify questions we had had back in December regarding certain grant proposals. As time was short the Committee decided to respond to Ann via e-mail with opinions on whether to fund or not to fund. Ann will forward to the group the specific questions we had asked of these applicants, and tally the responses.

COC3 PREP

Doris Brown is going to attend the Third Consortium of Consortia in Atlanta. Everyone agreed that the focus on vendors, vision, governance, negotiating principles, etc. would be of value to this Committee. There was also a motion which passed to send Ann as well, and a motion passed to fund both Doris and Ann's expenses from the evaluation money that is sitting at DePaul from the previous year's grant.

WORKSHOP ON NEGOTIATING LICENSES

As we discussed earlier in relation to the Annual Meeting, Ann and Karen will schedule a presentation on negotiating licenses with Trisha Davis and Ken Crews. This will be in conjunction with the 4 bibliographer meetings we are scheduled to hold this year. We will have the meetings at the end of July.

ELECTRONIC RESOURCES UPDATE

CCMP HOME PAGE

Ann will be contacting SIU to determine what arrangements we made for paying someone to update the home page. Cecile had many good ideas and Ann will pursue improving this page. After the work is done that we paid for, maybe it would be good to move the page - perhaps to where the Lincoln page will be. Allen Lanham agreed to help work on this.

NEXT MEETING

The next meeting of the CCMCC will be March 25 at the University of Illinois at Urbana-Champaign, the Grainger Library at 10:30am. Room to be announced.

The meeting adjourned at 3:40pm.

Respectfully submitted,
Ann Copeland