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| Present: | Doris Brown, Barbara conant, Marlene Deuel, Barbara Doyle-Wilch, Sally Duchow, Jim Fox, Cecile Jagodzinski, Bob Malinowsky, Suzan McGinnis, Alan Nourie, Tom Peters, Fred Peterson, Jane Rishel, Karen Schmidt (Chair), Ned WAss, Susan Wickhorst |
| Absent: | Bernie Fradkin, Allen Lanham |
| Phoning in: | Brad Baker |
A meeting of the Cooperative Collection Management Coordinating Committee (CCMCC), the governing body of the Illinois Cooperative Collection Management Program (CCMP), was held on Friday, March 22, 1996 at Illinois State University, Normal. The meeting began at 10:30 a.m.
Budget Report
Project Director Fred Peterson reported on the current state of the budget (attached). Money has been set aside for the required audit and for salary support for the Coordinator position. Pending receipt of federal funding at the State Lobrary, additional programmatic needs. Checks for funded proposals have been sent to participating libraries, leaving a balance of $72,461.97. There is an additional obligation of $7965 for payment of Project Muse for 1996. It was agreed that a budget report should be a regular part of the Committee's agenda.
HECA Report, FY95
The narrative section of the report to the Illinois Board of Higher Education on the expenditure of Higher Education Cooperation Act (HECA) funds for FY95 was distributed to the Committee. THis updates and completes the June 20 report submitted byu Project Director Fred Peterson and former interim Coordinator, Suzan McGinnis.
Personnel Issues
Chair Karen Schmidt asked whether the Committee found it acceptable for Fred Peterson to submit the 1997 HECA grant request through Inninois State University; there were no objections to this plan. With Fred's retirement; there is some question about where the position of Project Director should reside. Siveral on the Committee felt it should be located at a state institution, and at an institution of higher education, since funding derives from IBHE> A discussion on the need to have the Coordinator and Project Director at the same institution followed; Suzan McGinnis, former interim Coordinator, and Cecile Jagodzinski, current interim Coordinator, felt it was more convenient, but not strictly neccessary, that these tow positions reside at the same library. Ned Wass noted that the salary for the Coordinator position needed to be settled upon as a help both to the Committee and the institution which hosts the Coordinator. After further discussion on the need for continuity, it was agreed that for FY97, the accounting functions and the positions of Coordinator and Project Director would remain at Illinois State University, with Fred's successor serving as the new Project Director. Suring the coming year, the Committee will make a decision on the appropriate site for this position for FY98.
Update on Funded Grant Proposals
ISI Local Journal Utilization Reports
Karen SChmidt reported that the original quote of $33, 000 for the ISI Local Journal Utilization Reports had been amended to $38,000 with the adjustments in reports, and Karen expects delivery of the data within a month. She will send diskettes with the data for individual libraries to the CCMCC contacts at participating libraries, but wondered where the complete dataset should be stored and archived, who would analyze the cumulative data, and who had the rights to use this information for research. Alan Nourie suggested that the Library Research Center at the University of Illinois library school might serve as a research arm of the Committee; Doris Brown noted the advantages of developing continuing relationship with such an organization, and the need to pay for expenses incurred in performing there research services. Karen agreed to speak with the staff at the Center.
On the question of who "owns" this data , and who may use it for research purposes, Fred suggested that researchers submit brief proposals to the Committee, note that data had been obtained from the CCMP if the research were published, and issue and disclaimer that the researcher's opinions were not necessarily those of the CCMP. The need to advertise the availability of the data and the results of any research was pointed out; the proopsed meeting for bibliographers was suggested as a logical avenue for dissemination of such information. Sally Duchow suggested that there be no restrictions on use of the data, while Barbara Conant raised questions about archiving. Tom Peters volunteered to do a brief proposal for the next meeting on the formation of a subcommittee to deal with CCMP datasets and official papers and archives.
Papers of the NAACP indexes
Cecile Jagodzinski reported that University Publications of America, publisher of the Papers of the NAACP, had offered us additional copies of the finding guides to the set at $65 a volume, for a total cost for all 22 volumes of $1430. Karen Schmidt verified, with a call to UPA, that this was the regular price for these guides, not a discounted price. Many members of the Committee felt the need to have a circulating copy of these guides in the state; others noted for this set would take care of such research needs; other s thought that researchers would want to travel to the sites where the microforms are held. Bob Malinowsky suggested that they could be sent regularly to interesed libraries. Cecile noted that the CCMP had a web home page (linked to the Illinois CUrriculum Materials home page at UIC), and that such information might be posted there. Jane Rishel remined the group that ILLINET also had a home page, and that links might be made there as well. Everyone agreed that using the World Wide Web to advertise CCM profects would serve both a useful public relations function adn be an aid to libraries and researchers in Illinois. Libraries which are interested in creating and maintaining a CCMP home page should discuss the matter with personnel at their institutions, and have a proposal ready for the next meeting of the Committee. Bob agreed to speak with Steve Wiberley at UIC about developing a synopsis of the NAACP guides.
Project Muse
Cecile reported that 15 libraries had agreed to subscribe to Project Muse. They are: Bradley University, DePaul University, Eastern Illinois University, Illinois Institute of Technology, Illinois State University, Loyola University Chicago, Northeastern Illinois University, Northern Illinois University, Northwestern University, Southern Illinois University at Carbondale, Southern Illinois University at Edwardsville, University of Illinois at Chicago, University of Illinois at Urbana-Champaign, Western Illinois University and Wheaton College. The CCMP is acting as a consortium, there will continue to be centralized billing in 1997 and thereafter; Illinois State, which currently hosts the Project Director, will receive a master bill and invoice individual libraries for payment. Some questions arose about these costs for 1997: will the publisher about this matter. Cecile also reported that we have the option of receiving statistics centrally or at individual libraries. The Committee decided that statistics should be sent to individual libraries, and that cumulative reports be retained in the Committee's files.
Pending Grant Proposals
Index of Ancient Art and Architecture
This proposal for the purchase of a microform set of images had been returned to the submitter after the Committee expressed concerns about the copyright implications of digitizing material in the set. David Austin (UIC) is preparing an index to the set which will be abailable on UIC's Art Library homepage, and has proposed that images from the set be distributed to researchers via fax or the Internet. He has received written permission for the publisher, K.G. Daur, to develop this project. There was further Committee discussion on the legal obligations of the Committee and of UIC. Barbara Doyle-Wilch questioned why we were treating this microform set differently from any other which we routinely made available through interlibrary loan, as long as we held to the fair use provisions of the law. The Committee agreed to fund this proposal in full, for $11,040.
Model Discipline in the Biosciences
The Committee agreed to fund year two of the Model Discipline in the Biosciences, at a cost of $40,250. Six libraries, supporting fourteen subject areas, participated in phase one of the project; this year's proposal adds two more libraries and three additional subject areas. The following libraries and subject areas have been funded:
| Aquatic Biology | SIUC | $2,000 | |
| Bacteriology | NIU | $1,500 | |
| Biodiversity | UIUC | $2,000 | |
| Biotechnology | ISU | $5,000 | |
| Conservation/Biodiversity | ISU | $1,500 | |
| Conservation/Biodiversity (animal) | NIU | $2,500 | |
| Ecosystems | UofC | $2,500 | |
| Environmental Health | UofC | $1,500 | |
| Environmental Toxicology | UIUC | $750 | |
| Evolutionary Biology | UIC | $3,000 | |
| Floods and Forestry | SIUE | $2,500 | |
| Neurosciences | UIUC | $1,500 | |
| Radiation Biology | NIU | $2,500 | |
| Soils | SIUE | $2,500 | |
| Toxicology | UIUC | $2,500 | |
| Virology | UofC | $2,500 | |
| Water and Fish | EIU | $4,000 |
Readex United Nations Documents and Publications on Microfiche, 1976-1981
The Committee decided not to fund this proposal. There were concerns about supporting large retrospective purchases and about whether this project fell in with the long-range plans of the Committee. All agreed that the remaining portion of the budget be reserved for funding of evaluative projects such as the AMIGOS Collection Analysis CD, the analysis of the OCLC Ill data and the ISI data, and for planning a meeting of bibliographers within the state.
Planning for FY96 and beyond
Karen reviewed the draft "CCMCC Planning Document" she had composed; the revised document, incorporating the Committee's suggestions, is attached. Cecile presented the results of individual Committee members rankings of priorities for 1996 froma list elicited from attendees of the Winter Forum. The Committee noted that many of these suggestions were already being carried out, or were incorporated into Karen's draft plan.
The need for improved advertising of the CCMP's activities and successes was discussed. The Committee developed a list of organizations and publications to which press releases should regularly be sent; Cecile will create and maintain such a mailing list. Several people suggested that grant recipients be required to publicize the grants (and thus the CCMP) on their local campuses as a condition of the grant. Ned Wass reported the tha IACRL was in the process of planning continuing education events for the next year, and suggested that we might consider a joint conference with IACRL in spring 1997. The Committee agreed that Ned should pursue this possibility.
The question of mimbership eligibility arose once again. THe requirements of the HECA grant versus the need to involve many types of libraries present the Committee with seemingly contradictory goals. Doris suggested that Karen get a clarification on this matter from Jim Forstall, grants administrator with the IBHE. Cecile will extend invitations for participation in the CCMP to all the community colleges int he state who have not been invited thus far.
Concil on Library Resources Grant
Karen presented a copy of the call for grant proposals from the Council of Library Resources and suggested that a grant proposal might be coordinated with the planning document. The Model Discipline project might be an apt subject for study and for this particular grant program.
Model Disciplines
Cecile distributed the annual reports submitted by the bibliographers participating in the first year of the Model Discipline project in Education. Karen suggested that the OCLC Prism ILL data might be used to help evaluate this project, while Doris stressed the need to report on this project to our colleagues and the general public, both in Illinois Libraries and in more general publications. Cecile and Alam noted that some issues about the Model Discipline concept needed further clarification, including weeding , serial cancellation, and last copy definition. All agreed that this project might be part of the program for the planned meeting of bibliographers.
Encyclopedia Britannica
Cecile presented information received from a sales representative of Encyclopedia Britannica. Pricing for the Biritannica's online version is reckoned by type of institution (i.e., academic, public, or business); lower rates can be negotiated for consortia. Brad Baker said the ILCSO had compiled the needed student FTE counts from IBHE reports; Sally and Marlene Deuel reported that both the community colleges and library systems had asked Britannica for quotes. Cecile will pursue this further with the publisher.
Other Business
The next meeting of the Committee will be held on May 31 at Depaul University in Chicago.
Topics for next meeting:
The meeting adjourned at 3:00p.m.