Minutes of the Meeting
March 25, 1998
University of Illinois at Urbana-Champaign
Present: Barbara Alexander, Doris Brown (Chair-Elect), Ann Copeland (Interim Coordinator), Jim Fox, Clifton Jones (Program Director), Bob Malinowsky (Chair), Alan Nourie, Tom Peters, Mary Schellhorn, Karen Schmidt
Absent: Marlene Deuel, Bernie Fradkin, Adrian Jones, Alan Lanham, 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, March 25, 1998 at the University of Illinois at Urbana-Champaign.
APPROVAL OF MINUTES
The minutes of the January 30th meeting were approved as distributed.
ANNOUNCEMENTS FROM THE COORDINATOR
Ann announced that due to problems transferring funds to UIUC for salary and administrative support (mailing costs, phone, etc.), the funds were sent back to ISU where the HECA budget resides. Because of the transition, Ann was unable to report on the status of funds specifically. A budget report is forthcoming. The HECA budget will reflect the funding of two more proposals: Electronic Index to Kraus Curriculum Development Library (University of Illinois at Urbana-Champaign) ($1,779) and Purchase of Philosophy Monographs (Loyola and 4 other Universities) ($30,000).
Ann also announced that National-Louis and Monmouth College have joined the CCMP since January and that Knox College has also inquired about membership. Assuming Knox joins, there will be 65 member libraries in the CCMP.
LINCOLN PROJECT
It was announced that Dr. Drew VandeCreek was en route to Illinois to assume the position of Project Director of the Lincoln Digitization Project (LDP). Barbara Alexander, State Library representative, provided some background information concerning the CCMCC grant application. Internal and external reviewers looked at the original CCMCC grant proposal for Educate and Automate funds and had concerns arising from the fact that two institutions were hosting the grant. The State Library responded favorably to the grant but decided that one institution, rather than two should manage the grant. As a result, Northern Illinois University was asked to resubmit the grant under their name. This was done and the grant that CCMCC had developed was awarded to NIU. This action was protested by some members of the CCMCC board. There was some concern that invited candidates were interviewed in good faith thinking that the position would be managed by UIUC/ISU. There was, also, some concern that this shift in location of host institution would set the project back 3-6 months. On the other hand, it was pointed out that Dr. Vandecreek will need to be at NIU working on various start up issues,including applying for FY99 funding, hiring a technical person, establishing copyright issues, etc., whenever he is not at a collection site, with a donor, or meeting with the Advisory Board.
The CCMCC Board feels that there was a total lack of communication between the State Library and UIUC, ISU, NIU, and the Chair of CCMCC. It was agreed that Doris Brown and H. Robert Malinowsky would speak to Bridget Lamont concerning this lack of communication and other matters concerning the future of CCMCC as the State Library sees it. CCMCC's role in the LDP grant is still there but somewhat diminished. CCMCC has the responsibility of forming the Advisory Board. Barbara Alexander has been appointed as the State Library's representative to the Advisory Board. The Advisory Board is comprised of 3 ex officio members--Project Administrator, CCMP Coordinator, and CCMP Chair; and 9 voting members--2 representatives from among Illinois academic librarians (e.g., a history librarian); 1 representative from the Illinois State Library (Barbara Alexander); 2 representatives from the K-12 education community; 2 representatives from the museum, archives, and historical society community; and 2 respresentatives from the higher education community (e.g., Lincoln scholars, historians). Nominations for the Advisory Board are being sought. Please submit them to Ann Copeland. Ideally the Board would meet for the first time in April or May.
ANNUAL MEETING
The Annual Meeting of the CCMP will take place as a videoconference on May 1, 10:00-12:00 at the Systems Libraries throughout the State. With the exception of DuPage which is undergoing construction, all Systems will participate. Alliance will have two sites open - Bloomington and Pekin. Two sites charge, and the Committee agreed that we should pay to provide maximum viewing opportunities for members. Bob will be live at Chicago, Bridget or Barbara at the State Library, and Bernie and Cindy will be at Lincoln Trails.
Schedule:
10:00-10:10 Bob will present remarks on the CCMP's activities
10:15-10:30 State Library (Bridget or Barbara) on Collection Development
10:30-11:30 Cindy Clennon (CIC) on vendor negotiations followed by Bernie Sloan on licensing
11:30-12:00 Questions
We will ask the participating Systems to handle the pre-registration, [subsequent to the meeting the Systems said they would rather we handle registration] to take roll, and to distribute evaluation forms. Barbara will forward the evaluation form used by the State Library for their events.
CCMP INCORPORATION & BYLAWS
Ann distributed a revised draft of the Bylaws based on the discussion at the last meeting. However, the group decided to table the Bylaws until we know more about the State Library's intentions.
As part of this discussion, Clifton raised the idea that we need a consortia to drive down prices, but that we may have reached the point where we should be self-funded. Would we be better off supporting our program with member funding, or to ally ourselves with ILCSO or NILRC who already have a structure in place? We could be a grass roots organization that funds our operations costs, continuing to do consortial subscriptions while applying for grants that advance the vision.
The Committee decided, at Bob's suggestion, to set aside the next meeting to discuss the future of the CCMP.
REPORT ON COC3
Ann and Doris thanked the Committee heartily for sponsoring their attendence at the Third Consortium on Consortia in Peachtree, Georgia last February. Ann distributed notes from the conference as a follow-up to emails sent immediately following on the vendor presentations. There was quite an uproar over CIS's pricing increase announced two weeks prior to the meeting which is just now being renegotiated with representatives from consortia and CIS. Other vendors included CRL, ACS, CAS, Infonautics (Electric Library) and ABC-CLIO. In addition to the vendor presentations, there were break out sessions to discuss ILL and document delivery, Statistical measures, Funding and Governance, 5 year Vision, etc. Much of the information presented will be posted on the web as final drafts are written. While everyone agreed we need to press vendors to adhere to expectations and standards, many questioned whether industry will ever really respond positively to these demands.
ELECTRONIC RESOURCES PROJECTS
Ann distributed a working document that outlines current ER offers and subscriptions that she has been dealing with. Currently, we are trying to solidify a GaleNet offer before they change their pricing. We hope to get a favorable response from AMS about our MathSciNet offer to members [subsequently AMS wrote that they were not accepting new subscriptions for FY98 because they were changing their pricing structure as well. On HOLD] We have received a quote from ABC-CLIO but it is not very workable for our consortium, and Ann will need to get back to them for a new one - the product is not available for another 3 months. Muse is offering an archived CD Rom free of charge to subscribers; Ann will coordinate. Tom will contact Barb Allen of the CIC concerning CCMP members joining into an arrangement with them on UMI Proquest Newstand. OCLC Eco has 13 subscribers (for $34,000) among the CCMP; pricing is based on the number of titles each library owns and FTE, with licenses written by OCLC and each institution. STAT-USA has received considerable interest and Ann will pursue. Ann was advised to send out a laundry list of electronic resources to the membership asking them to rank their top 3 choices for purchase.
FALL BIBLIOGRAPHERS MEETING
Karen reported that at the last meeting we decided to combine the four subject seminars with an all day presentation by Trisha Davis and Ken Crews on Licensing. The Committee asked Karen to pursue November 11-13th with Trisha and Ken, with the schedule as follows:
Weds: 2 bibliographer meetings, afternoon and evening
Thurs: Presentation by Trisha and Ken
Fri: 2 more bibliographer meetings, morning and afternoon
This schedule would enable people to do either one or two overnights. Ann will contact Jumer's after Karen confirms these dates. Bob will appoint a subcommittee. Ann will also send a letter to the libraries that have received money for the bibliographer meetings telling them to notify their institutions to carry the money over until November. The subject seminars and their leaders are:
College of DuPage -- Seminar in the Humanities (Maria Otero-Boisvert)
Eastern Illinois University -- Seminar in the Sciences (Ginny Baldwin)
Southern Illinois University at Carbondale -- Seminar in the Sociawin)
Sciences (Darrell Jenkins) University of Illinois at Chicago -- Seminar in Business (Joan Fiscella)
Barbara announced that the State Library will be doing an ILA videoconference on vendors; there was a general agreement that someone (NILRC? State Library?) sponsor another Illinois COC.
MISCELLANEOUS
Bob will send rejection letters to the applicants to the Lincoln Project who are waiting to hear about the status of the search (after Drew officially accepts).
Beth Sandore has an opportunity to get Lincoln material digitized for a K-12 audience. Tom Peters will contact.
Barbara announced that the State Library will fund the IAC Health Reference Database from July to Dec. 31st, and will no longer fund the four databases that the $100,000 supported, following August 1998.
NEXT MEETING:
May 12th at DePaul, Lincoln Park Campus.
The meeting adjourned at 2:50pm.
