Attending: Maria Otero-Boisvert (CCMP), Allen Lanham (EIU), Charlotte Johnson (SIUE), Karen Schmidt (UIUC), Linda McEwan (Elgin CC), Bernie Fradkin (COD), Cecile Jagodzinski (ISU), Art Young (NIU), Sonia Bodi (North Park), Jim Cubit (LFC), Susan Swords Steffan (Elmhurst College)

Absent: Kathy Walsh (NLU), Dorman Smith (Aurora University), Carla Tracy (Augustana), Louise McAulay (Suburban Library System), Barbara Alexander (Illinois State Library)

The Coordinating Committee of the Illinois Cooperative Collection Management Program (CCMCC) met at the Harold Washington Library Center on February 15, 2001. In addition to the usual business agenda, this meeting was dedicated to the annual review and selection of collection partnership proposals for the incoming fiscal year.

A. E-Resources Update

• Bell & Howell - Product information received from Cynthia Lett and sent out to membership. Very little interest received. Will not pursue at the present time.
• Women Writers Online (Brown University's Women Writers Project) - Offer received from vendor, information sent out to membership. Little interest received. Will not pursue at this time.
• Groves Dictionary of Music and Musicians, 2^nd ed. - Successful offer. 10 libraries participating.
• Congressional Universe - The 12 libraries holding subscriptions to CU directly through CIS (this deal predated the SOLINET deal) have been switched over to SOLINET. The price is very slightly lower. One small snag has been the three institutions that had law schools accessing CU through their CCMP subscription. Those law school subs could not be included as part of the SOLINET deal. They were referred over to INCOLSA. That subscription was also slightly less expensive than our current one. I worked closely with Dexter Evans, and Alistair Morrisson of CIS as well as Carol Dellios of Solinet on this switch.
• Congressional Index - only 3 libraries participating. Processed through SOLINET.
• Recent renewals - ACS, Blackwell, Project Muse
• Art Bibliographies Modern (has been sold by ABC-CLIO to Cambridge Scientific). We have only three or four libraries subscribing to that database.
• HRAF Inquiry received from vendor wanting to renew discussion of a possible deal. Cecile Jagodzinski offered to follow-up with the vendor.

B. Ten grant proposals have been received in response to this year's call for proposals. Total requests come to just under $425,000. Acknowledgement of receipt letters have been sent out to all partners.

C. Spring Workshop - Working with Kim Hale of Columbia College to secure a location for the Spring Workshop. The Ferguson Theater of Columbia College (600 S. Michigan) has been reserved for our use on June 1, 2001. Program planning committee will need to be assigned and begin their work. As will a publicity and registration taskforce. Cecile Jagodzinski had volunteered to lead this effort.

D. Statewide Assessment Workshop - Mary Munroe of NIU has begun to plan the assessment workshop that received funding from the CCMP in this fiscal year as part of the pilot project. She is looking into the possibility of linking up with planners from IACRL for a spring workshop.

E. Web Work - updating and correcting information on existing sites. Small formatting changes. Needs new look. Work of the PR taskforce should lead to a redesign of the web site.

F. We have received an informal invitation from Alibris to join their "Library Associates Program". The offer came via William Kane, the local sales rep for Alibris. The program basically involves posting a link to the vendor on our web site and encouraging members to use it. Three different commission options are available.

G. Resignation of Consortium Director - Maria's last day will be March 1, 2001. Maria distributed a list of upcoming tasks that will need to be assigned to committee members or an interim director during the transition period.

Dr. Young distributed a budget report showing a total of $50,144.98 remaining for this fiscal year which will end in June. Expenditures are proceeding in a timely manner. Dr. Young anticipates approximately $30,000 in remaining funds to be available at the end of the fiscal year.

There was a discussion of the appropriate format of the meeting minutes. The committee agreed that the format should be brief but descriptive.

Sally Duchow had previously submitted a written report the text of which was shared with the CCMCC and appears below:

The Public Relations Task Force (Charlotte Johnson, Linda McEwan, Maria Otero-Boisvert, Sally Duchow) participated in a conference call on January 16, 2001, to review the Cooperative Collection Management Program Statement of Principles and the CCMP web pages as they pertain to Public Relations, Communications, and related issues.

The group discussed determining appropriate venues to achieve the public relations / communication functions of CCMP, having more effective name recognition / identity for the consortium, and assessing methods of communication among consortium members.

The task force recommends that our print brochure be revised and updated. Prior to that project, the task force strongly recommends that a change of name for CCMP be seriously considered, one which would be more descriptive of the purpose and goals of the consortium and less cumbersome for recognition by those not familiar with the CCMP, as well as for use by the members.

The task force also considered what methods would be useful for members to communicate with each other regarding collection needs and opportunities for partnerships besides the Bibliographer's Workshop. Members might be queried to determine if "net meeting" or some other technology might be an option for communication. The role of our consortium with other consortia was also discussed.

The CCMCC discussed the issue of the name change and decided to keep the official name as is. Reasons of tradition and existing name recognition were cited. The committee recommended that the taskforce focus instead on ensuring consistent use of the abbreviation and on producing an attractive brochure.

Susan reported that the CE Taskforce (Sonia Bodi, Charlotte Johnson, Maria Otero-Boisvert and Susan) met by telephone to discuss a continuing education plan for the consortium. The group sketched out a plan for a basic training program in collection management aimed at new bibliographers. The program would consist of a one-day workshop on essential collection management skills, concepts and tools followed up by a series of subject-specific seminars to be taught on-site by master bibliographers. The CCMCC approved of the general idea and made several additional recommendations such as: having the site visits be for more than one day, having the consortium subsidize all or part of the cost of the program for the member librarians and possibly paying the master bibliographers a stipend or honorarium for their work. There was some discussion of the feasibility of planning the general session for this summer. Karen Schmidt mentioned the Illinois State Library's leadership conference and the possibility that some of the themes that emerged from that meeting could inform the planning for this workshop. The CE Taskforce was encouraged to proceed with their planning.

Karen reported that what has actually been known as the "Long Term Storage" Taskforce (Dorman Smith, Cecile Jagodzinski and Karen) has been in a holding pattern. The results of the survey done last year, while generally in favor of a cooperative long term storage facility in the state, did not constitute cause for action of any sort. Karen pointed out that at this point the survey responses are over a year old and that the situation may have changed considerably at many libraries with respect to their storage capacity or their funding situations. Art Young made the point that "last copy" is a different issue from "cooperative long term storage" and that we ought to be clear on what we are actually discussing. Bernie argued that even those libraries that have been able to build local storage facilities would run out of space in the near term. Karen offered to speak with Jean Wilkins, the state librarian to find out what may be happening at the state level.

Allen Lanham distributed a comprehensive report of the proposal scoring tabulations submitted by the members of the CCMCC. The report showed the ten proposals ranked by scoring criteria and by weighted mean as well as other factors. The committee agreed to review the proposals in rank order from highest to lowest.

There was complete agreement among the committee members that the Statewide Assessment proposal ought to receive the full support of the consortium. Since the proposal offered three different options for funding levels, the CCMCC discussed all three. It was ultimately decided that option one in which the CCMP would pledge $150,000 to the project was the best choice. The consortium is committed to the idea of subsidizing this important project for all academic libraries in the state at the lowest possible cost to them. To a large extent the success of this project depends on an LSTA grant in the amount of $250,000 being awarded. The total projected cost for the project is around $400,000. Since the consortium will not know of the success or failure of this proposal until late summer 2001, other collection partnerships grant proposals would also have to be pre-selected for funding.

The Illinois Authors Project received high scores and favorable comments from the committee. It has been selected for full funding.

The following proposals have been selected for funding at approximately half the amounts requested:

• Women's Studies - Year 2
• Psychology
• Mathematics

These grant applicants will be sent letters thanking them for their proposals and notifying them that they have been pre-selected for funding at an undisclosed level. Final award letters cannot be issued until after the LSTA grant competition and its results have been announced in late summer.

The remaining partnerships will be sent letters thanking them for their proposals, notifying them that have not been selected for funding in fiscal year 2002 and encouraging them to submit new proposals in the following year. In general, the committee felt that these proposals were unsuccessful due to a lack of creativity and ambition. The consortium is trying to grow beyond the "book buying club" concept which originated with the old "model discipline" program and into more of a cooperative, and dynamic interaction of bibliographers. Those proposals that speak to this goal are generally more successful.

A. Consortium Director

* Art Young announced that Mary Monroe will assist with ICCMP duties when Maria leaves on March 2nd. The Committee agreed that she should be given the title of Interim Director. It was decided that no stipend or funding would be provided for the assistance expected short duration of the appointment.

* After considerable discussion on the future of the consortium, the Committee agreed to:

1) hire a new full-time (rather than three-quarters time) replacement for Maria,

2) continue to use the title of ICCMP Director,

3) have the Executive Committee serve as the Search Committee, with the support and advice of the full Coordinating Committee when needed.

* Charlotte Johnson agreed to circulate to the Committee the job description that was used to hire Maria. Suggestions for revisions should be forwarded to her as soon as possible.

* The exact wording of the job description, the published salary level, and advertising locations will be determined by the Executive (Search) Committee.

B. Consortium Bylaws

* Charlotte suggested that the ICCMP's unapproved bylaws be reviewed and discussed further.

* Cecile Jagodzinski and Karen Schmidt, who had drafted the bylaws in 1997, agreed to review them and prepare a document for discussion at the next meeting.

C. Spring Meeting

* Cecile Jagodzinski agreed to serve as the Planning Chair for the meeting. The topic was discussed and various issues related to digitization was agreed upon. Possible speakers were recommended. A budget of up to $5,000 was approved for the meeting.

D. Next Meeting

* The next meeting will be on May 10th at Augustana College.

(report provided by Charlotte Johnson?)