ILLINOIS COOPERATIVE COLLECTION MANAGEMENT PROGRAM
Minutes
Northern Illinois University
August 22, 2003
Attending: Jay Starratt (SIUE), Barbara Alexander (Illinois State Library), Sonia Bodi (North Park), Elizabeth Clarage (ICCMP), Jim Cubit (Lake Forest), Sally Duchow (DACC), James Huesmann (WIU), Linda Morrissett (DePaul), Mary Munroe (NIU), Karen Schmidt (UIUC), Marlene Slough (EIU), Carla Tracy (Augustana), Art Young (NIU)
The Coordinating Committee of the Illinois Cooperative Collection Management Program (ICCMCC) met at Founders Memorial Library at Northern Illinois University on August 22, 2003.
Jay Starratt called the meeting to order at 10:30 a.m.
1. Welcome and Introduction
2. Approval of minutes
James Huesmann made a motion to approve the minutes of the June 12, 2003 ICCMCC meeting. Mary Munroe seconded the motion. The minutes were approved by voice vote.
3. Report from Director (Elizabeth Clarage)
Status of Grants
FY03 Grants – All primary contacts were sent electronic mail reminders that final reports are due by August 31, 2003.
FY04 Grants – All grant letters were sent by July 10, 2003. For those grants that were partially funded, a message was sent by electronic mail as well. All partially funded grants replied back to the ICCMP office by the end of July. Grant letters for these grants were sent out by July 28. There were a total of 45 letters sent. All letters stated that commitment letters were due back to the ICCMP office by September 15, 2003. The ICCMP office has received 24 commitment letters as of August 22, 2003. Eight checks have been disbursed.
Databases Update
LexisNexis product invoices were sent out the first week of July.
Stat-USA and USA Trade Online subscription and renewal letters were sent out the first week of July.
ABC-CLIO databases subscription and renewal letters were sent out August 11, 2003
Dissertation Abstracts subscription letters were sent out August 14. This was offered for the first time through ICCMP. IDAL will be offering it next fiscal year.
Project Muse subscription and renewal letters will be sent out next week.
Upcoming renewals include ERIC E*Subscribe, American Chemical Society e-journals, American Mathematical Society MathSciNet, Blackwell e-journals, eHRAF, and kcdlonline.
Web Work – updating and correcting information on the existing site.
Have updated the following pages: member libraries, ICCMCC members, list of directors, list of ICCMP contacts, meeting minutes. Have added a page for the FY04 grants.
ILCCM Listserv
There were 149 members as of August 21, 2003. Last year at this time there were 130 members. Currently there are 63 different member institutions, 2 library systems, IDAL, and two vendors represented on the list.
Conferences
Attended the ALA Annual Conference meeting in Toronto. Met with representatives from ElsevierScience, LexisNexis, and ABC-CLIO.
Gave a presentation for the CODES section of RUSA. There was a panel of three speakers. My portion was on consortial statistics, titled, "Working with Imperfect Data or Working with What You Have: Incorporating Use Statistics into Consortial Product Evaluations."
Participated in CAL conference calls for electronic products. The monthly minutes of these meetings will be available on the CAL website.
4. Election of Vice-Chair / Chair Elect
Carla Tracy nominated Mary Munroe for the position of Vice-Chair / Chair Elect. Mary Munroe accepted the nomination. Mary Munroe was elected Vice-Chair / Chair Elect by voice vote.
5. Taskforce Reports
A. Assessment
The project is moving along. Data should be ready in early October 2003. Data will be accessed on the Internet rather than on a compact disc. This product will go to the 5000-subject descriptor level. Institutions will also be able to access information at the division and category level. Glenda Lins will provide training sessions on October 23 and October 24, 2003. The first session will be in the Chicago area and the second will be held at Illinois Wesleyan University.
6. New Business
A. Review of Calendar
ICCMP Coordinating Committee meetings will be held October 31, 2003 at DePaul University, downtown Chicago, April 30, 2004 at University of Illinois at Urbana Champaign, and June 11, 2004 at the Illinois State Library in Springfield. The deadline for fiscal year 2005 grant proposals will be March 15, 2004.
B. Review of Grant Proposal Process for Fiscal Year 2005
"Digitalization projects" should be added to the list of various forms that grant proposals my take. Add language that the "suggested minimum per institution should be $2000." Examples of grants funded in previous years should be included to show the range of projects and moneys granted.
C. Priorities for the Fiscal Year 2004
Mary Munroe made a motion that the following resolution be sent to CAL, "ICCMP resolves that last copy and archiving are pressing needs in collection management in Illinois, and wishes to express our willingness to participate in any proposals that would facilitate the establishments of such archives." James Huesmann seconded the motion. The motion passed by voice vote.
The committee agreed to offer the preservation workshop again this fiscal year. Karen Schmidt volunteered to work on this project once again. She will contact the presenters about dates of availability for next spring.
Directors meeting. December 12, 2003 was selected as the date for the meeting. Locate the meeting in Chicago. Linda Morrissett will check on the availability of space on DePaul's campus. If space is not available, then the consortium will look at the space at Chicago Public Library. The committee agreed that registration would be $25.00. A topic of scholarly communications was suggested for the directors meeting. Sue Martin is working with ACRL as a consultant on scholarly communication issues. Mary Munroe and Carla Tracy volunteered to be on the taskforce for this meeting.
Bibliographers meeting. January 30, 2004 was selected as the date for this meeting. Linda Morrissett, Sally Duchow, and Marlene Slough volunteered to be on the taskforce for this meeting.
D. Review of the nomination process
Mary Munroe the chair of the nomination subcommittee brought some concerns on the process for nominations. The committee decided that in the future all that are nominated will be placed on the ballot provided that a short (2-3 sentence) statement is submitted by the nominee. This statement will be included with the ballots. A nomination will be for a specific opening (director, collection development, or at-large). A simple plurality of the votes will win each election.
7. Budget
A final budget for fiscal year 2003 was distributed to committee members. A small portion of the budget (less that a tenth of a percent) remained at the end of the fiscal year. Budget dated August 18, 2003 for the fiscal year 2004 was distributed to the committee. The budget remains static from last year but committee members acknowledging the fiscal situation of the state understood the possibility of a mid-year reduction.
