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ILLINOIS COOPERATIVE COLLECTION MANAGEMENT PROGRAM
Minutes
April 5, 2000
University of Illinois at Urbana
Grainger Engineering Library

Attending: Maria Otero-Boisvert, Allen Lanham, Doris Brown, Charlotte Johnson, Karen Schmidt, Linda McEwan, Kathy Walsh, Bernie Fradkin, Cecile Jagodzinski, Dorman Smith, Carla Tracy, Sonia Bodi

Absent: Arthur Young, Gary Newhouse, Bob McKay, Barbara Alexander

  1. Director's Report

Database Update

    1. Encyclopedia Britannica - 8 libraries requested a refund and 22 waived the refund in favor of the extension.
    2. American Chemical Society - 30 libraries participated. Fees ranged from $3,490 to $43 (based on print holdings)
    3. Blackwell Science / Munksgaard - 17 libraries chose to participate. We met the minimum threshold for waiving the administrative fee and did receive a volume discount based on ten libraries being charged at full price. Fees ranged from a high of $1925 to a low of $1000. Allocations were made on the basis of individual participants' responses to the second round offer and the financial level at which they were able to join.
    4. Congressional Universe (CIS) - Invoices have just gone out to current subscribers for FY 00. I checked into the possibility of moving our subscription to CU over to SOLINET, but since they just raised their service fee to $.05 per FTE it was cheaper by one cent to stay with CIS.
    5. New Groves Dictionary of Music - received an offer from the vendor at the request of two members. The initial offer did not offer much of a consortial discount compared to the individual subscription fees. Second offer in the works. Music librarians appear to be working on their own deal. Need to coordinate with them.

Core Values Taskforce - Cecile Jagodzinski, Mary Munroe, Kathy Walsh, Joan Fiscella and Maria Otero-Boisvert. Met on March 22 at NIU to work on the core values as directed by the CCMCC. Will continue to work on draft on April 27th. Each member of the taskforce has taken responsibility for one or two core values and has developed vision statements, goals and objectives for each. Some text and concepts also taken from this year's goals as written in the HECA grant proposal. We hope to have a final draft to share with the CCMCC by the June meeting.

 

Storage Survey - Allen Lanham drafted a letter to serve as a cover letter for the survey created by the Central Storage Taskforce. His office did a mass mailing to all academic libraries in Illinois in February. Approximately 70 responses have been received as of Tuesday the 4th. They are still coming in. LaWanda Allen, the CCMP student assistant has been compiling these responses into a table format. A lot of text involved.

 

Spring Workshop - Planning for the Spring Workshop is proceeding well. Announcements have gone out, flyers have been mailed out. Both the flyer and the registration form have been mounted on the CCMP web site. Registrations have already begun to arrive (about 20 so far). Non-CCMP members have been invited to attend.

Geri Hudson, administrative assistant to Ed Warro at Loyola University has been coordinating the local arrangements at Loyola University's Water Tower Campus. The workshop will be held at 25 E. Pearson on May 15, 2000 in the Rubloff Auditorium. Lunch in the Kasbeer Lounge on the top floor. Arrangements for some housing at a Loyola-owned retreat house have been made and some people have already reserved rooms for the workshop.

 

CIS Training - Pam Rebarcak, Regional Library Representative for CIS, has offered to do a one day workshop featuring advanced training on several CIS products. Her offer was posted on the ilccm-l listserv to gauge member interest. I received a strong response in favor of the workshop. Barbara Alexander of the Illinois State Library suggested a video teleconference venue. Pam agreed to this. Planning is still in process.

Members of the committee recommended choosing no more than five sites around the state for this workshop in order to keep attendance at each substantial

 

FY 2000 Collection Partnerships - Estimated date of check dispersal is now April 7, 2000. There have been a few members that have been very anxious to receive their checks. They have complained about how long it takes to receive the funds.

At Art Young's request the director tracked the timeline for this year's partnership awards.
    1. Mid-March 1999 - Deadline for submitting grant proposals for FY 00 grants.
    2. April 8, 1999 -- The first award letter went out to recipients. This letter told them that their proposal had been chosen for inclusion in the consortium's overall proposal to the IBHE and that any award was contingent on our own funding.
    3. December 3, 1999 -- The second award letter went out. This letter informed them that the consortium had been funded by the IBHE for another year and named the amount of funding their partnership would be given. The very long time lag between the two dates is due mostly to the fact that the consortium does not hear back from the IBHE until late August to September. Once we know what our own level of funding is, we then have to revise the amounts being awarded to the partnerships. Usually this involves a new budget recommendation presented by me to the executive committee. The committee meets, discusses and finally approves a final budget. Before we send out the individualized letters to each partner, we need to get reallocation recommendations from the group leaders (as the final amount awarded is often less than originally requested). Since this always requires renegotiations among the members and lots of back and forth communication, this also takes some time.
    4. January 4, 2000 - all necessary paperwork sent by the CCMP office to the office of the NIU Library Business Manager, Doug Moore
    5. Mid-April, 2000 - projected date for check dispersal

It is a very long process. From the time that the partners submit their proposals to the time they actually receive a check, more than a year elapses. I understand how they can grow impatient. To further exacerbate matters, many of these libraries start running up against their own internal expenditure cut-off dates imposed by their acquisitions departments. This also causes all sorts of grief for them.

Art has suggested that some mention of the projected check cutting date should be made in the final award letters.

Meetings Attended or Upcoming:
    1. E-resources meeting at the State Library, Springfield, IL. February 8, 2000.
    2. ICOLC, Orlando, FL. April 13 - 15, 2000.
    3. ALA Annual Conference, Chicago, IL July 8 - 12, 2000.

 

  1. Review of FY 2001 Collection Partnership / Proposals

    2. The committee reviewed 12 proposals submitted for FY2001 funding. Allen Lanham provided the committee with an in-depth statistical analysis of the score sheets submitted by the members of the committee as well as the six library directors serving as volunteer reviewers. (The consortium director wishes to recognize Nackil Sung of EIU for his very valuable work on this project).

    The proposals were given letter grades(A,B, C) and then reviewed on a case by case basis. Six proposals were chosen for funding.

    Statewide Assessment

    Women's Studies

    Enhanced Access to UIUIC Serials

    Administration of Justice (Year 2)

    Environmental Studies (Year 2)

    Biotechnology

    The consortium director will now draft and mail award letters to all partnerships/projects. Selected proposals will receive an award letter indicating that they had been selected for inclusion in the consortium's HECA grant proposal to the IBHE. The letter will carefully note that any award notification at this time is contingent on the consortium's receipt of the overall award. The letter will also outline briefly the timeline for awards.

    The CCMCC asked the director to offer a grant writing workshop to those partnerships not selected for funding. Their letters will outline the reasons that their proposals were not selected for funding and will mention a future workshop.

  2. Discussion of CCMP budget for FY 2001 and other proposal issues

    3. The consortium director informed the committee that the HECA proposal was due on April 28th and invited suggestions for inclusion in next year's proposed budget. Several suggestions were made:

    $50.000 for a new electronic project (such as the Project Muse subsidy of two years ago)

    $5 - 10,000 for a consultant's fee to continue to long-term storage pilot project

    $1,000 for a new series of monthly partnership meetings

    An unspecified amount for web development

    $3,000 for a public relations effort ("write our story")

    Several members of the committee also thought it would be a good idea to solicit a few selected letters of support from high-ranking individuals on their campuses. Members offered to contact various university presidents, board of trustee members, provosts, etc. on behalf of the consortium.

  3. Next Meeting - Thursday, June 1, 2000 at DePaul University's Loop Campus
    1. Nominating Committee for CCMC Class of '04 (Outgoing: Doris Brown, Allen Lanham?, Karen Schmidt)
    2. Core Values Statement
    3. Planning for Summer Retreat at Aurora's William's Bay Campus?