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Present: Barbara Conant, Marlene Deuel, Cheryl Elzy Bernie Fradkin, Cecile Jagodzinski, Adrian Jones, Clifton Jones (Program Director), Allen Lanham, Bob Malinowsky (Vice-Chair), Alan Nourie, Tom Peters (Chair), Jane Rishel, Mary Schellhorn, Karen Schmidt
Absent: Alan Barney, Doris Brown, Jim Fox, 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 Friday, July 18, 1997 at the Illinois State University in Normal.
Introductions
New Dean of University Libraries at Illinois State University (and new Project Director for the CCMP) Clifton Jones was introduced to the Committee by Cheryl Elzy, who had been serving as interim Dean and interim Project Director. Mr. Jones comes to Illinois State from Idaho State University, where he served as Dean of Libraries.
Budget Report
There remains $63,082.10 in the HECA account, there having been no expenditures since the last meeting. The consortium subscription to IDEAL, the bibliographers' meeting on July 28 and 29, the symposia for bibliographers at UIC, EIU, COD, SIUC, and the grant for evaluation projects (DePaul University) remain to be paid out before the end of the fiscal year August 31.
HECA Grant Proposal
Cheryl Elzy reported on the progress of our FY98 HECA grant proposal. We have received two additional requests for information from the Illinois Board of Higher Education in support of our proposal. Cecile Jagodzinski distributed copies of these addenda. These requests, which asked for more detailed information about the CCMP's proposed expenditures for FY98, are most likely in response to a desire for greater accountability at all levels within the state government. The Committee discussed briefly the impact of zero funding on the consortium, and the need to explore other sources of funding.
In a related discussion, the group again expressed its desire to coordinate collecting activities within Illinois, especially with regard to electronic resources. Other states, notably Georgia, Ohio, and Virginia, have received central funding to support core databases in libraries in their states. In order to address the need for greater communication between consortia in Illinois (since no umbrella organization exists), the CCMCC will sponsor a meeting of the leaders of Illinois library consortia. The State Library, directors of Illinois library systems, and directors of academic library consortia will be invited to the meeting, which will be held in Normal on September 5, 1997. The gathering will serve as a prelude to the Illinois meeting of the Consortium of Consortia, a newly-formed national organization.
Plans for FY98
Cecile distributed the section of our HECA grant proposal which outlines our goals for FY98. These include:
The cooperative purchase of, and access to, print and nonprint (including electronic) materials which enrich the library collections of Illinois.
The continuing education of library professionals, library users, and the citizens of Illinois about the rich resources held by Illinois libraries.
The continued evaluation of library collections (both in individual libraries and in the state as a whole) and of individual projects funded by the Cooperative Collection Management Program.
In addition to these goals, the Committee suggested that we pursue the following activities: a continuing education program on "negotiating for dummies" (on electronic resources); developing a public relations program (Cecile will put out a call for proposals); a CCMP decal to display at member libraries; and the development of a succinct statement of the CCMP's mission.
Model Discipline Draft Guidelines
The draft guidelines for the Model Disciplines, which were developed at the April 24/25 planning meeting of Model Discipline bibliographers, was presented to the Committee. Cecile noted some highlights from the document: the proposed change in name from "Model Disciplines" to "Collections Partnerships;" the option for including smaller libraries in such partnerships; a proposal for handling of last copies in the state; a proposed survey of collection strengths in Illinois academic libraries. The document will be presented to bibliographers for comment at the July 28/29 meeting; the Committee will vote on the document itself at its next meeting.
Lincoln Project
Tom Peters gave an update on the purchase of equipment for the Lincoln Project. The Secretary of State's Educate and Automate grant awarded the CCMP $45,000 to purchase equipment for use in the Lincoln Project. Funds have been expended, and the equipment is currently residing at Northern.
The CCMP received two proposals from member institutions to host the Lincoln Project: one from Northern Illinois University, and a joint proposal from Illinois State University and the University of Illinois at Urbana-Champaign. The subcommittee which did the initial evaluation of the proposals (Alan Barney, Barbara Conant, Marlene Deuel, Adrian Jones, and Allen Lanham) recommended that ISU and UIUC host the project; their recommendation was approved unanimously. UIUC will direct the technical aspects of the project; ISU will host the Project Administrator and handle liaison work. Northern Illinois University was commended for its fine proposal, and the Committee expressed the desire to initiate another digitization project in order to take advantage of Northern's expertise as well.
Cecile presented the bylaws she and Martha Friedman (UIUC) had drafted for the Lincoln Project Editorial Board. There was some debate on the method of selection of the chair of the Board; there was a motion to revise this portion of the bylaws, which motion passed. On a voice vote, the bylaws themselves were approved by those present.
A discussion on hiring procedures followed. The Committee expressed some concern about hiring two full-time staff members without the assurance of continued funding. Cecile agreed to contact Kathy Bloomberg at the State Library to solicit her advice on this matter. The search committee for these two positions will include representatives from the CCMCC, ISU, UIUC, the State Library, and the Lincoln Planning Group. The host institutions will handle the details of advertising, etc.
Electronic Projects Update
The Committee approved the Primary Source Media project; Cecile will send the relevant information on these CD-ROM titles to member libraries.
Tom met with Elsevier representatives about their electronic journal services at ALA in San Francisco. Costs for Elsevier titles online are based on 1995 print subscriptions, with a 7.5 percent surcharge for the electronic version. A 9.5 percent inflation rate is locked in for three years. These costs are in addition to the usual prices for print, and assume local loading of the data. There was no desire on the part of the Committee to pursue this project now.
Cecile will once more poll members by e-mail to gauge interest.
Twelve libraries currently have access to IDEAL; Cecile will poll libraries for interest in subscribing for 1998. Bills for 1998 will arrive in November.
The Committee reviewed the Americana Online literature. Cecile was charged with obtaining a password for a month's free trial, and obtaining information on pricing.
Project Muse will be up for renewal in the fall for 1998. Cecile will solicit interest from additional libraries, and inquire about renegotiating pricing.
Barb Kosinsky has sent the Committee literature on OCLC's ECO (Electronic Collections Online). OCLC is offering a free trial of this service, beginning September 1 and ending December 31. This project will be discussed further at the next meeting. [Subsequent to the meeting, Cecile put out a call for interest in the free trial; the deadline for expressing interest is August 11.]
The CCMP's subscription to IDEAL offers us an opportunity to engage in a shared retention/cancellation project. Cecile will set the machinery going for participation in cooperative serials work once she has a list of libraries interested in subscribing for 1998.
Affiliate Memberships
The Illinois State Historical Society Library has expressed interest in joining the CCMP. The Plan expressly defines membership eligibility: academic institutions which are also members of ILLINET. While it is imperative that we restrict the use of HECA funding to academic libraries, other sources of funding could be sought. Affiliate members would not be eligible for grants from HECA funds, but they would undoubtedly bring a new perspective to CCMP operations. Members of the Committee also considered what the optimum size for the consortium should be. A final decision was deferred pending incorporation (see below) and until bylaws for the consortium have been extracted from the existing Plan.
CCMP Incorporation
Karen Schmidt reported on her consultation with an attorney on the issue of the CCMP's incorporation as a 501c3 organization. The issue first arose within the context of the Lincoln Digitization Project; intellectual property and copyright will be a concern once that project is under way. Licensing agreements have also been signed on behalf of the consortium, with Illinois State acting as fiscal agent; corporate responsibility might be more appropriate in these cases. Bernie Fradkin expressed concern that incorporation would have us incur additional responsibilities and costs. It was pointed out that the CIC, IOUG, and Libris are all incorporated, and so Karen and Cecile will proceed with these discussions.
WLN Analysis
Cecile distributed material on WLN's Collection Assessment Program. Due to the lateness of the hour and the large amount of detailed information in the packet, discussion was deferred till the next meeting.
The next meeting of the Committee (including newly elected members) will be held on Friday, September 19 at Northern Illinois University.
The meeting adjourned at 2:50 p.m.