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| Present: | Doris Brown, Barbara Conant, Marlene Deuel, Sally Duchow, Cecile Jagodzinski, Allen Lanham, Bob Malinowsky, Tom Peters, Fred Peterson, Karen Schmidt (Chair), Ned Wass |
| Absent: | Brad Baker, Barbara Doyle-Wilch, Bernie Fradkin, Suzan McGinnis, Alan Nourie, Jane Rishel |
| Phoning in: | Jim Fox |
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, May 31, 1996 at the DePaul Center in downtown Chicago. The meeting began at 10:00 a.m.
Report from the Interim Coordinator Interim Coordinator Cecile Jagodzinski reported on the budget (attached): expenditures have been made for the recently approved grant proposals, including the Index of Ancient Art and Architecture, the ISI Local Journal Utilization Reports, Papers of the NAACP indexes, Project Muse, and the Model Discipline in the Biosciences. There is $13,649.47 remaining in the FY96 budget.
Press releases on the Cooperative Collection Management Program (written by Karen Schmidt), on the Chadwyck-Healey purchase (written by Chadwyck-Healey), and Project Muse (derived from Johns Hopkins PR material) have been sent to Illinois library systems directors and to various library publications, both local and national. Doris Brown suggested that such press releases also be sent to the State Library, to Dick Wagner at the IBHE, and to the presidents of colleges and universities whose libraries are CCM members.
Cecile reported that some librarie have expressed interest in reviving the Illinois Collection Analysis Matrix (ICAM). Cathy Salika of AISS has suggested, given the amount of staff time that this project requires, that we wait until DRA is up and running. DRA's report writer should allow us to redevelop the ICAM reports. Members of the Committee agreed that waiting for DRA seems reasonable, especially since there are two other evaluation projects to which the Committee must devote its attention.
The consortium has attracted eight new members since the Winter Forum and Karen's invitation to other academic libraries in Illinois. These new members are: Barat College, Chicago State University, Columbia College, Danville Area Community College, John A. Logan College, Moraine Valley Community College, North Park College and Theological Seminary, and Northern Baptist Theological Seminary. Doris suggested that a press release on the new members be distributed.
Cecile has had inquiries on whether consortia may become members of the CCMP. It was agreed that only individual libraries may become members, and that only academic libraries which are members of ILLINET may enroll as full members. Karen Schmidt and Ned Wass will discuss the membership issue with Jim Forstall at the next meeting of the IACRL/IBHE Liaison Committee.
Finally, Cecile reported that Susan Wickhorst had resigned from her position at Bradley University, and thus was also resigning from the Committee.
FY97 HECA Grant Application
The narrative section of the grant request to the Illinois Board of Higher Education for Higher Education Cooperation Act (HECA) funds for FY97 was distributed to the Committee. Project Director Fred Peterson reported that the request for $200,000 was designed to accommodate two other requests submitted to the IBHE for FY97: a CODSULI request for funding of CD-ROM networking among CODSULI libraries, and the substantial equipment request to support the DRA platform. Discussion followed on the need for cooperation with CODSULI in the implementation of the grant, since the CODSULI grant seeks hardware and telecommunication support; the CCMP could provide collections support.
In related matters, Doris reported that the formation of an umbrella group on access to electronic resources has been recommended to the Illinois State Library Advisory Committee (ISLAC). The proposed new group would help eliminate some of the duplication of effort of various consortial groups in Illinois and strengthen Illinois' position as a bargaining agent with vendors.
It was also reported that the FirstSearch package for FY97 will included the EBSCO Master File, which is a full-text database.
Report on Research Studies (UIUC Library Research Center)
Karen presented a proposal from Ed Lakner of the UIUC Library Research Center to analyze the OCLC Prism interlibrary loan data for academic libraries in Illinois from August 1995 through April 1996, and the ISI Local Journal Utilization Reports for ten Illinois universities. The cost of the project is estimated at $9,832 (a 500-hour project). The Committee agreed to fund the proposal, since it fulfills the Program's interest in analyzing library collections in Illinois. Since some of the money remaining in the budget is intended for a subject bibliographers' meeting, the money, with the agreement of Library Research Center, will be paid out over two fiscal years.
Planned Bibliographers' Meeting
The subcommittee working on planning a meeting for bibliographers at CCMP member libraries presented a draft agenda. Suggestions were made on the content, scheduling, and attendees for the meeting. The meeting, scheduled for July 30-31 in Normal, Illinois, will give bibliographers the opportunity to meet their counterparts in other libraries, acquaint bibliographers with the past and ongoing projects of the CCMP, give Model Discipline participants time to evaluate and report on their experience with that project, and devote some time to eliciting suggestions from participants on future collection-building and evaluative projects.
The subcommittee is charged with refining plans for the meeting and will meet via conference call at 1:00 p.m. on June 10. Cecile will send a memo to library directors announcing the meeting, while Karen will send out a formal invitation at a later date.
Proposed CCMCC subcommittees
Tom Peters has suggested that the work of the Committee might be facilitated by the formation of several subcommittees, i.e., Budget and Finance, Public Relations and Member Relations, Consortial Negotiations, Collective Memory, Grants Management, Events Development, and the "What Next" Subcommittee. A subcommittee structure would position the consortium to grow in an orderly fashion, streamline the meetings of the full CCMCC, enable all members to become active, and would lessen the workload of the interim Coordinator. After general discussion, it was agreed that the seven subcommittees suggested were probably too many for a committee of this size, and that some of the tasks assigned to suggested subcommittees might be more fruitfully done by just one person. However, the Committee found it acceptable to move in this direction, and decided to designate the Chair, Vice-chair, Past Chair, Program Director, and Coordinator as the Executive Committee. The Executive Committee would be charged with planning the activities of the Committee and parceling out tasks at the beginning of the fiscal year or as need arose during the year. This new committee would form after the impending election of new members to the Committee.
Revisions to the Plan
Ned presented proposed changes to the Plan suggested by a subcommittee consisting of himself, Doris, and Alan Nourie. Cecile will incorporate the Committee's suggestions into a new draft for a final review by the subcommittee and outside readers before new copies of the Plan are printed.
CCMP home page
Southern Illinois University at Carbondale has agreed to serve as the host for the CCMP home page. Jim Fox, Bob Malinowsky, and Cecile will work out the logistics and initial content for the page.
Gale; Encyclopedia Britannica
Cecile presented price quotes from Encyclopedia Britannica and Gale Research for access to their electronic products (EB, and the Encyclopedia of Associations and Contemporary Authors, respectively). A subcommittee (Doris, Cecile, Bernie Fradkin, Allen Lanham) was formed to pursue further contacts with these companies, since the Committee felt negotiation might result in a more favorable contract.
Karen also reported on a proposal from Math Reviews to make Math SciNet (the online version of Math Reviews) available to member libraries. The Committee agreed that this possibility should also be pursued.
Cecile will notify library directors that the CCM is negotiating with these three vendors, inquire about their interest in subscribing, and also survey them for suggestions for other electronic products that the CCMCC should look into.
Topics for Special Issue of Illinois Libraries
A mild brainstorming session on articles for a special issue of Illinois Libraries elicited the following suggestions from the Committee:
Tom, Bob, and Sally Duchow agreed to serve as editors or coordinators of the publication. Cecile will send them a copy of Illinois Libraries' editorial policies.
Schedule for elections
Four members are rotating off the Committee at the end of August: Brad Baker, Suzan McGinnis, Karen Schmidt, and New Wass. The new committee will be seated in September, but if elections (which process Cecile will commence in June) are completed by August 16, the date of the Committee's next meeting, both old and new members will be invited. Three directors and one collections person will be elected to round out the new committee.
Other Business
Other business of the day included a celebration in honor of Fred Peterson on his retirement. Karen read a citation thanking Fred for his years of service to the CCMCC and to the library community in Illinois.
The next meeting of the Committee will be held on August 16 at DePaul University in Chicago.
The meeting adjourned at 2:45 p.m.