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Minutes of the Meeting

July 10, 1998
Illinois State Library, Illinois Authors Room

Present: Barbara Alexander, Doris Brown (Chair-Elect), Ann Copeland (Interim Coordinator), Marlene Deuel, Bernie Fradkin, Allen Lanham, Bob Malinowsky (Chair), Gary Newhouse, Alan Nourie, Tom Peters, Karen Schmidt, Art Young, Jill Wold

Absent: Cheryl Elzy (Interim Program Director), Jim Fox, Adrian Jones, Mary Schellhorn

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 July 10, 1998 at the Illinois State Library.

HECA GRANT

As the future Program Director, Art Young from Northern Illinois University offered an update on the FY99 HECA grant proposal. From a source close to the IBHE he discovered that we did not get the full funding we requested last year because in the review process, the grant was viewed as vague and lacking focus. Given this, the Committee decided to take advantage of an offer to submit any clarifications or amendments for next year's grant proposal by July 29. Young will write an Executive Summary that will build on what was done last year, with 3-4 bullets highlighting specific ways in which we stretched resource dollars and ways in which we have grown as a consortia as a direct result of receiving seed money from the IBHE.

During the discussion, the following points were raised about the HECA grant proposal process:

• When Fred Peterson was the Program Director, he used to make a personal visit to the IBHE. The importance of personal contact should not be underestimated. Given this, the CCMCC asked Barbara Alexander, as liason between CCMP and the State Library, to ask Bridget if it would be appropriate to speak to the IBHE in favor of the CCMP's grant proposal.
• The number of libraries in the CCMP (now 70) has increased dramatically over the past two years. The program is perceived as a successful organization by academic libraries in the state, and as one which serves a growing need for statewide collection development efforts. Funding from the state has been seed money expanded with resources within the membership. Our role has been one of an "information resource incubator". Rather than deliberating over issues endlessly, we have made a habit of acting.
• While the membership has grown, there has been no substantial increase in funding for this program. Further, it was noted that we have not increased the amount we have requested in the past years. Next year we should request more funding from the State.
• While we used to be in a leadership position in Illinois among the other states, we are now falling behind statewide programs like OhioLink and Galileo. For Illinois to remain in the forefront for libraries and collections, we need to envision the next 5 years rather than looking at where we have been. And, we need to have more money to support groups like CCMP, whose membership perceives the need for greater involvement.
• We may need to move to a system of charging institutional membership dues to support the administrative work of the CCMP. Bob, Tom and Allen will form a subcommittee to consider how this would work. Many supported a reasonably low fee to join with a surcharge for those who take part in consortial subscriptions.
• NILRC, CODSULI, LIBRIS, IACRL, and PALNI have overlapping interests and membership,and could possibly lend us some support by speaking in favor of our grant to the IBHE. Bernie will contact Pam Gaitskill for ILA, Jill will contact John Berry at NILRC, Gary will contact Diane Grund at IACRL, and Art will call Brad Baker for CODSULI to ask specifically for a letter of support to be sent to Keith Sanders at IBHE. Ann will forward copies of the grant proposal to these contacts.

Coordinator Position

As Ann will be leaving in August, the issue of the Coordinator position was raised. As Northern will be the host institution for the CCMP, Art would like to search for someone in the greater Northern Illinois area. The Committee examined the job description he brought, and made a few changes. The qualifications will read: "Master's degree in library science from an ALA-accredited institution, or related experience/education. Minimum of three years' experience in an academic library preferred. Organizational ability and communication skills are essential." Doris, Bob, Gary and Art will look over resumes for this new hire.

Hiring will be contingent upon receipt of the HECA grant. Concern was expressed about the nearness of the Bibliographer's Meetings in November. A motion was passed unanimously to ask Cecile Jagodzinski if she would be a consultant to the CCMP for the period of August to December 1 to coordinate the Fall Bibliographer's Meetings, and to transition a new person into the Coordinator position. Cecile has just given an ALA presentation on the Principles for Collections Partnerships (with Virginia Baldwin), a policy document that she drafted for the CCMP and which will be discussed at these meetings. We have $5,000 available to pay Cecile. Administrative support would be provided by Northern as the new home of CCMP. Other consortial activities will be put on hold pending the receipt of the HECA grant and the appointment of a new Coordinator. Bob will ask Cecile if she is interested.

Before Ann hands the files over to the new Coordinator, Karen will ask Urbana to take the archives of the CCMP/CCMCC as the start of a new CCMP archive. The Chair will send a letter to past chairs and coordinators to obtain any outstanding materials. Allen volunteered to gather the materials at ISU with Cecile; Art will take the current Program Director files and send the historical files to the archives.

Report from the State Library

Barbara announced a new "Communication Link" (found at www.library.sos.state.il.us/hotlink.html ) that will inform Illinet members of State Library activities. The first "link" mentions the databases the state will be providing. The State library is funding a basic package of First Search Databases for libraries in the state. Included in the basic package are: WorldCat, ArticleFirst, NetFirst, ContentsFirst, PaperFirst and ProceedingsFirst. They are also paying for the following databases: Wilson Select/Full Text; ABI Inform/Full Text; Medline, Periodical Abstracts/Full Text; Eric, and GPO Monthly Catalog. Newspaper Abstracts will be funded for a year (in collaboration with CCMP) and World Almanac will be offered for the first time. Chadwyck Healy's Archives USA will be offered for 1 year. Novelist will be offered to 787 libraries in the state. In addition, the IAC Health Reference Academic will be carried for 6 months.

As the State has spent over 1.3million on First Search Databases and has supported FS for the past 6 years, several members wondered what the intention of the State Library is regarding OCLC. Nothing has been stated thus far.

Barbara is assembling a group that will represent 11 different consortial groups to be advisory to Bridget Lamont. The "Network Advisory Council" will include elected representatives from IBHE, CODSULI, CCMP, NILRC, ILSDO, etc. Letters of invitation to Chairs of these consortial groups are being drafted now.

The State Library has received letters of intent for LSTA grants. Educate and Automate will be awarded in the fall. Sept 23 will be a videoconference on digitization; Nov. 18 a vendors and librarians partnering teleconference.

Fall Bibliographers Meetings

The Committee decided that this year we should make the registration fee $25 only, and that we would offer meals and conference for this price. Hotel will be covered by participants. Ann will investigate various hotels in town that may charge less than the Radisson. Publicity will begin in September, and we will announce the meetings and dates on the listserv as well as on the IACRL listserv.

Electronic Products Update

Ann handed out a chart of current activities. Tom reported that Britannica subscriptions are at an all time high of 42-44 libraries, with the price down to .48 /FTE. This represents the highest participation for a CCMP subscription, with the majority of members involved. It was suggested that we look at membership participation in the resources we have licensed to encourage everyone to participate. We need to make sure we are offering something for everyone.

Ann is putting together STAT-USA and this will be the last new product for a time until a new coordinator is named, or unless a CCMCC member wants to organize a subscription. Doris wonders about Elsevier and it was suggested that we approach them sometime in the future.

COC4 is in Denver this year in October, and Doris will be going.

CCMP Home Page

A motion was made to move the Home Page to Northern with the next grant. Art accepted the will of the group and committed to ongoing maintenance of the site. The Committee acknowledged the work that Southern Illinois University at Carbondale did in creating and developing the page, and will convey its appreciation in a formal letter. (Ann will send).

Board Nominations

Ann distributed a preliminary slate based on nominations from the member libraries that will not already have a representative on the Committee next year. Additional nominations from CCMCC members should be sent to Ann by next week. She will send out the ballot before August.

THANKS

This being the final meeting with the FY98 Board, many people were thanked for their service: thanks to Alan Nourie, Adrian Jones and Jim Fox who have concluded their terms; to Tom Peters for serving as Past Chair and for all his work on behalf of the CCMP; to Bob for being Chair this year (will serve as Past Chair in FY99); and to Ann for filling in as Interim Coordinator.

Many thanks also to Barbara Alexander for hosting us at the State Library.

NEXT MEETING:

College of DuPage, Friday, Sept. 18, 1998.

Meeting adjourned at 2:15.