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Present: Virginia Baldwin (for Allen Lanham), Doris Brown, Barbara Conant, Cheryl Elzy (Program Director), Jim Fox, Cecile Jagodzinski, Adrian Jones, Bob Malinowsky (Vice-Chair), Suzan McGinnis, Tom Peters (Chair), Jane Rishel, Mary Schellhorn, Karen Schmidt
Absent: Alan Barney, Marlene Deuel, Bernie Fradkin, Alan Nourie, 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 Friday, January 31, 1997 at the Bone Student Center at Illinois State University, Normal.
Report from the (Interim) Coordinator
Coordinator Cecile Jagodzinski reported on the budget and other matters. There have been only two major expenditures in the last month: payments to Southern Illinois University at Carbondale for construction of the CCMP's web site, and reimbursement to Loyola University, which served as the host for our annual meeting. Payments to recipients of grants for this year have not yet been sent out; Cecile is awaiting signatures from some directors of the libraries participating in the new model discipline in Materials Technology. Reports on the December 5 annual meeting and copies of the newly revised Plan have been sent to library directors in the consortium; press releases on the three proposals funded for FY97 have been sent to the IACRL and ILA newsletters. The CCMP has acquired four new members since our last meeting: Belleville Community College, Concordia University, the School of the Art Institute of Chicago, and Waubonsee Community College. This brings our membership to 46 libraries. Cecile distributed a reply from William Baker (NIU) in response to her letter expressing the Committee's concern about the grant proposal, "Collection of Print and Non-Print Materials in Post-Colonial Literature, Cultures and Art." Dr. Baker presented a revised proposal after consultation with partner libraries and bibliographers, and the Committee, with some reservations, approved the new proposal. The grant will fund eight libraries ($40,000 total) to assist with collection-building in this newly emerging field.Review of Goals/Activities for FY97
In preparation for the Program's mid-year report to the Illinois Board of Higher Education, the Committee reviewed the goals and objectives contained in our FY97 HECA grant proposal. The Committee and the Program have made significant progress toward many of the activities planned for this year. Members of the Committee made several suggestions which could be incorporated into next year's grant proposal, and targeted these areas for action for the remainder of the fiscal year:-- regular mailings and reports on CCMP activities to the twelve library systems directors;
-- charging (and assisting) the Model Discipline bibliographers with the refinement of the Model Discipline program;
-- sponsor, with the IACRL, the March 27 continuing education program on collection assessment;
-- devote an entire committee meeting to discussion of methods for long-term assessment of past CCMP projects; (topics might include: identification of titles added to the state's collections; analysis of web page usage and contents; creation of baseline data for the model disciplines using AMIGOS; an EB benefit report, etc.)
-- apportion grant funds for FY98 in order to encourage grant applications in these areas: consortial buying; web page development (especially cooperation in like subject areas); model disciplines; digitization of local materials;
-- consider digitization and the grant-writing process as themes for this summer's bibliographers' meeting.
Part of the discussion revolved around the best means to capitalize on the work of the consortium in the pursuit of consortial pricing for electronic resources. The numerous consortia and buying opportunities, and the duplication of effort on the part of library professionals, is a matter of some concern to the Committee. The statewide Electronic Resources Committee, convened by the State Library, seems a logical home for negotiation of consortial pricing for the entire state. The Committee therefore passed the following resolution: The Cooperative Collection Management Coordinating Committee, on behalf of the Illinois Cooperative Collection Management Program, strongly urges the State Electronic Resources Committee be vested with the authority to represent all the libraries in the state of Illinois in negotiations for electronic resources of general interest to all types of libraries; further, the Electronic Resources Committee should be designated as the official clearinghouse for information on electronic products and on current and prospective agreements between libraries and vendors of these products.
The centralization of these efforts will:
-- create a central site for communication and dissemination of information;
-- eliminate the current trend of vendors providing competing bids for the same electronic product for different consortia in the state;
-- advance library services for the citizens of Illinois, regardless of size or type of library;
-- make more efficient use of the skills and time of library professionals by preventing duplication of effort;
-- provide a common platform for the use of electronic resources in Illinois.
The CCMCC feels that license negotiation is a natural extension of the charge of the Electronic Resources Committee, and urge the members of the Committee and the State Library to consider and carry out this action.
IACRL Continuing Education Committee Meeting
Tom Peters reported on his planning work with the IACRL Continuing Education Committee for their spring conference. The meeting will be held from 10:30 to 3:00 on March 27 at the DePaul University Loop campus; the fee for the conference will be $15.00. A keynote speaker for the day has not yet been selected, but arrangements have been made for a panel discussion with representatives from various sizes and types of academic libraries, and for breakout sessions providing practical tips on collection analysis.
Consortial Purchases Update
Tom and Cecile reported on the progress of consortial agreements for access to IDEAL (Academic Press), Encyclopedia Britannica, MathSciNet, LION and PCI (Chadwyck-Healey), and Project Muse. Cecile has sent out a mailing with information on IDEAL and LION to CCMCC contacts; their deadline for a decision is February 21. She is awaiting a quote from the American Mathematical Society on MathSciNet. Tom explained in more detail the pricing structure for LION. Tom also reported that the School of the Art Institute had joined the consortium in order to take advantage of the lower consortial price for the Britannica. Since we have an option to add new subscribers beginning in July, Tom will draft a letter inviting non-participants to subscribe for FY98.There was further discussion on whether to pursue any new electronic projects at this time. There was no consensus on this, or on the best way to have projects develop (i.e., from the Committee down, or from the field to the Committee). Suggestions were made to investigate Chadwyck-Healey's music and film indexes, and the Electronic Library. It was agreed that attendees of ALA Midwinter would look for possible resources at the exhibits, and that we would follow through on ongoing projects. Cecile is also to do a quick survey of CCMP libraries for electronic needs via e-mail.
Model Disciplines/Last Copy/Consultant Work
Tom and Cecile suggested that we reconsider the decision made by the Committee at its last meeting to hire a consultant for the development and refinement of the Model Discipline program. Jim Fox noted that the original intent of the program was to have subject bibliographers interact and govern themselves. In fact, Nancy O'Brien (UIUC) and Ann Glenn (NIU) have agreed to serve as coordinators for their disciplines, and Ginny Baldwin may be interested in doing so for the new Materials Technology Model Discipline. Cecile is willing to coordinate this work, and to plan a spring meeting of the bibliographers. It was agreed to dispense with the request for proposals from a short-term consultant, and to plan a two-day meeting in April in the Bloomington/Normal area. All libraries will be invited to send representatives; the first day will consist of general discussions on the program, the second will focus on the past and future work of the bibliographers in the three funded disciplines. The meeting will provide bibliographers with the time and means to resolve questions about last copy, serials holdings and overlap, electronic resources (including the web), and long-term assessment.
Project Director and Coordinator Positions
With the hiring of a new library dean at Illinois State imminent, the Committee considered whether the position of Project Director (and the submission of the HECA grant proposal) should remain at ISU. The Committee unanimously agreed to retain the position at ISU.In further discussions, the Committee reiterated the need for a full-time coordinator. The group mulled over possibilities for funding, the type of library served (only academic, or all Illinois libraries?), and the duties associated with the job. Tom Peters was charged with discussing the matter with Bridget Lamont.
Policy on Renewals
The Committee discussed the need for formal commitments to joint purchasing agreements. Many consortial agreements require that the director of the consortium sign for the entire group; others permit separate licensing agreements. The Committee agreed that, in cases in which only one license is signed, individual library directors will be required to sign an agreement detailing the library's commitment to the project, including costs and the time frame for the master contract. Cecile will draft such a commitment form for the Committee to review.
Recruitment of ILCSO and CC Libraries
Members of the Illinois academic library community have been invited several times during the last year to join the CCMP. The Committee discussed the need to add more members, especially remaining ILCSO members, community colleges, and small liberal arts colleges. The group agreed that the chair should make another overture to academic libraries currently not members, provided that they fulfill the conditions of membership in ILLINET (i.e., resource sharing).
LRC Analysis of OCLC and ISI Data
Karen Schmidt reported on the data received from the University of Illinois Library Research Center on the ISI Journal Utilization Reports and the OCLC interlibrary loan statistics. The Committee discussed the best way to synthesize and disseminate the reports on the ISI titles, which have been completed. Librarians will be invited to use this data for research purposes; this invitation will be disseminated widely, through ILCCM-L, in a letter from the chair, in newsletters, and at the IACRL meeting in March. Researchers should consider questions such as: frequency of use, overlap with model discipline initiatives, publisher frequency, cost per use, cost of service to individual academic departments or disciplines, etc. Studies based on this data should acknowledge the CCMP and our granting agency, the IBHE.The study of OCLC interlibrary loan data has not been completed due to a misunderstanding of our needs by OCLC. However, OCLC has begun reconstructing both in and out-of-state ILL data for Illinois; the statistics will cover the period of July 1, 1996 through June 30, 1997.
Lincoln Project
Karen, Tom, and Cecile reported on their work with the group planning the Lincoln Digitization Project. That group has met twice and drafted a grant proposal for submission to the State Library for Educate and Automate funds. The group reviewed the proposed budget for the project, and made numerous helpful suggestions.The next meeting of the Committee will be held in Chicago at Columbia College on March 26, the day prior to the IACRL conference.
The meeting adjourned at 3:00 p.m.
Respectfully submitted,
Cecile M. Jagodzinski