Absent: Alan Barney, Doris Brown, Barbara Conant, Marlene Deuel, Cheryl Elzy (Program Director), Jim Fox, Allen Lanham, Bob Malinowsky (Vice-Chair), Suzan McGinnis, Alan Nourie, Karen Schmidt

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 26, 1997 at Columbia College in Chicago.

Separately Administered Libraries at CCMP Member Institutions

A question has arisen about the status of separately administered libraries at member institutions. These include medical and law libraries, which are frequently not under the jurisdiction of the university librarian. Several issues are pertinent: communication, first of all; electronic access issues and binding legal agreements; the degree to which directors of campus libraries as a whole speak for special libraries within an institution. While there were no committee members present from any of the largest institutions, it was generally agreed that each institution probably operated in a slightly different manner. The Committee discussed the possibility of signing on associate members to allow for participation of these branch libraries. Cecile will contact the CCMCC contacts at the larger institutions to learn what their preferences are, and most especially, how they have been involving branch libraries in CCMP matters.

Alan Barney Seat on the CCMCC.

Cecile reported that the entire Executive Committee, and several other members of the Committee, had no objections to Alan Barney remaining on the Committee, despite his move to a new position at Loyola. A minority of committee members thought we needed to retain the balance of collection development people and directors. As a compromise, it was decided to retain Alan on the Committee, and to remedy the imbalance at the next election by electing three directors and only one collection development person.

Long-term Evaluation of Past CCMCC Projects

Planning for long-term evaluation of CCMCC projects was the main item on the agenda. Chair Tom Peters noted that we need more assessment of what had been done in the past. A handout listing past projects (back to 1991) and a "strategies" outline drawn up by Tom were used to guide the discussion. Bernie Fradkin suggested that we might use graduate students (at the University of Illinois or elsewhere) to conduct studies. In initial brainstorming, these areas were discussed as possibilities for study:

• use of materials purchased at the home institution
• use at other locations in Illinois
• AMIGOS comparisons by year
• baseline analyses of use
• union listing/location of past purchases (individual items and collections)
• promotion of collections
• creation of catalogs/indexes

1. Major microform sets: location; access (physical and bibliographic); uniqueness; in-state use; out-of-state use; advertising and promotion efforts; supplementary purchases to update collections; maintenance of collections; publication of brochures and use of the CCMP web site to advertise these collections

2. Electronic products (Britannica, Project Muse, Chadwyck-Healey CD-ROM's): cost savings for the state; usage; curricular use; maintenance of electronic subscriptions; advertising efforts; print subscriptions held/canceled as a result of providing electronic access; number of titles added electronically which were not held in print.

3. Subject areas/disciplines: identification of these materials and their locations; continued usefulness of individual collections; usage (ILL/local; faculty/other scholars/students); strength, quality, and uniqueness of these collections; comparison of collections to standard lists or bibliographies; promotion strategies; local monies in support of these collections.

4. Attitudinal/perception surveys: librarians' knowledge of the CCMP activities; public relations needs.
   
   • Sufficient funds remain in the FY97 budget to fund one or more of these research projects. The group will make final decisions on these projects at the next meeting.
     
   • The group remarked on the continued need for publicity. Both Bernie Fradkin and Jane Rishel thought that the teleconferences sponsored by the State Library might be good opportunities for promotion of CCMP activities.

Tom announced that we had received unofficial notice of receipt of the Lincoln grant proposal. The committee agreed that a subcommittee of the CCMCC should make final recommendations on the host site, and on the project director. Tom and Cecile will also call a final meeting of the planning group who first expressed interest in the project.

Consortial Purchases

In further discussion of the Committee's recommendation from the last meeting (i.e., that the state Electronic Resources Committee assume responsibility for consortial negotiations for the entire state), the group suggested that the CCMCC help sponsor a meeting of leaders of Illinois consortia to discuss issues of mutual concern. This would include ILCSO, the CCMP, NILRC, the directors of library systems, and others. Tom will contact Kathy Bloomberg at the State Library to offer the CCMP's services in planning such a meeting.

There is still high interest in various other electronic resources: BIP, Human Relations Area Files, the Electric Library, SIRS, PsycInfo, etc. Given the Committee's hopes that an organization representing all state constituencies conduct negotiations, it was decided to complete negotiations for the Britannica Online, LION, and MathSciNet, and defer any new projects.

MathSciNet Proposal

The quotes given to the CCMP by the American Mathematical Society do not break costs down by library. The Committee discussed briefly the best method to assign costs to participating libraries. It was agreed that an equal division of costs seemed appropriate for MathSciNet. Cecile will contact member libraries again with updated information, and complete the subscription work for those interested.

Position Description for the Coordinator

Tom reported on the possibility of funding the Coordinator position in full or in part during the next fiscal year. A job description needs to be written; there exists only a list of coordinator tasks, compiled several years ago when Suzan McGinnis took on the position. The Committee agreed that a job description is needed, but did not begin the task, or assign any particular person to the job.

Report from the Coordinator

Cecile reported that there was $63,082.10 left from HECA funds for FY97. Some must be reserved for the Model Discipline meeting in April, and some for the bibliographers' meeting in July, but the Committee needs to decide on the disposition of the remainder.

A flyer on Congressional Compass, from CIS, was distributed. This electronic product provides access to congressional information, including hearings, bills, the Federal Register, and the CFR.

ILCSO and community college libraries not currently part of the CCMP have been invited to join. Cecile asked whether the Illinois Math & Science Academy should be invited, since it is technically not an academic library. The Committee suggested it be invited to join as well.

Invitations to the Model Discipline planning meeting have been sent out to CCMCC contacts. The meeting is to be held on April 24 and 25 in Normal. Cecile also has reserved space at Jumer's in Normal on July 28 and 29 for the bibliographers' meeting. The Committee will need to begin planning for the latter meeting.

The next meeting of the Committee will be held in Glen Ellyn at the College of DuPage on Friday, May 2.

The meeting adjourned at 2:45 p.m.

Respectfully submitted,
Cecile M. Jagodzinski