ILLINOIS COOPERATIVE COLLECTION MANAGEMENT PROGRAM
Minutes
ICCMCC Meeting
Illinois State Library
August 27, 2004
Attending: Barbara Alexander (Illinois State Library), Elizabeth Clarage (ICCMP), Kim Hale (Columbia), James Huesmann (WIU), Linda Morrissett (DePaul), Mary Munroe (NIU), Nancy O’Brien (UIUC), Marlene Slough (EIU), Ellen Sutton (COD), Carla Tracy (Augustana)
Absent: Jay Starratt (SIUE), Art Young (NIU)
The Coordinating Committee of the Illinois Cooperative Collection Management Program (ICCMCC) met at Thomas Tredway Library at Augustana College on August 27, 2004.
Mary Munroe called the meeting to order at 10:35 a.m.
1. Welcome and Introduction
2. Approval of minutes
Linda Morrissett made a motion to approve the minutes of the June 11, 2004 ICCMCC meeting. Marlene Slough seconded the motion. The minutes were approved by voice vote.
3. Brief Orientation for New Members/Committee Practices and Policies
Elizabeth Clarage gave a brief overview of committee practices and spoke about the Bylaws and ICCMP Statement of Principles.
4. Report from Director (Elizabeth Clarage)
Databases Update
Stat-USA. 12 renewing subscribers to Stat-USA. One cancellation (instituted a minimum charge this year, $54 to $300). 2 renewing subscriber to USA Trade Online.
ABC-CLIO. 25 subscribing institutions. 44 subscriptions. 2 new subscriptions since last meeting.
ACS e-journals. Preparing offer letters to send to members.
Project Muse. Offer letters sent to all consortium members. New pricing scheme. A straight 10% consortium discount. No longer based upon number of subscribing members of a consortium. Only one school met the % increase to be phased in over 3 years (25%, really 18.75%)
Columbia University Press – Will be sending out offer letters to members.
Bowker Books in Print – met with representative. Spoke with IDAL. We can offer, they could offer. Single source product (as db through 3rd party vendors is not the same). Do not need to RFP. Will be in touch with the vendor.
Blackwell – beginning discussions for this year’s renewal.
Web Work – updating and correcting information on existing sites.
Continue to update the ICCMP website. Moved some items around from Planning Documents and Reports to Archives.
ILCCM Listserv
As of 8/26: 147 members (149 as of June); 62 institutions (63 as of June), 2 vendors, 1 library system, & 2 other
Conferences
*Attended ALA Annual Conference in Orlando in June; Attended several different groups’ meetings. Had contact with the folks at the (ASCLA) Association of Specialized and Cooperative Library Agencies – InterLibrary Cooperation and Networking Section (ICAN). Wrote a brief article for the Fall 2004 ASCLA newsletter (Interface) on ICCMP, title: ICCMP: Who We Are & What We Do
An article was also submitted for the IACRL newsletter. The article may be updated with information from today’s meeting and the grants that were funded. The IACRL publications group previously sent an e-mail to ICCMP requesting that all grant proposals be included in this article. After dialogue with the ICCMCC Executive Committee, it was decided that as in the past, only those grants that ICCMP funds will be identified.
Grants
FY 2004: Have received some of the grant reports. reminder notes will be sent out to the primary contact of each grant early next week. Deadline is August 31. Extended some grants due to checks not being received (two institutions called in June about checks, both were sent last August, NIU reissued checks after formal request from the institutions involved.) This year we are enclosing a memo with checks requesting an acknowledgement e-mail.
Had one grant recipient ask if the cost of binding a “soft cover” monograph can be charged to the grant. I send a query the ICCMCC Executive Committee. Committee decided that since it was not in the original grant, this should be thought of as part of the “institutional contribution – such as cataloging an item.
FY 2005: All (except two) grant letters were sent out this past week.
5. Budget
A final budget for fiscal year 2004 was distributed to committee members. A small portion of the budget remained at the end of the fiscal year. Budget dated August 23, 2004 for the fiscal year 2005 was distributed to the committee. The budget remains static from last year. Nancy O’Brien mad a motion to accept the FY2005 budget as submitted. Kim Hale seconded the motion. The budget passed by voice vote.
6. Election of Vice-Chair / Chair Elect
Linda Morrissett was elected Vice-Chair / Chair Elect by acclamation.
7. Taskforce Report - Assessment
The final report is moving along. One problem that developed when creating the graphs and charts for the report was the discovery that the totals are not de-duplicated. The committee figured out how to create unduplicated data. (For example instead of 24 million titles, there are 7 million titles). They hope to have the report done by November 2004. Included in the report will be a methodology section, a history of the project, and various analyses using the data – including more than 20 graphs. All institutions that shared their collections data for the project will receive a copy of the report. The group also hopes to create an abbreviated version to share with the IBHE.
8. New Business
A. Vision and Leadership Team
Mary Munroe, Sally Duchow, and Carolyn Sheehy represent ICCMP on the Vision and Leadership Team. The group is meeting every two weeks. Their goal is to have a document out for discussion by January 2005. The group has completed a survey of the organization and bylaws of other consortia. They have created a list of programs and activities the individual Illinois consortia currently accomplish and have created lists of programs and activities that a new organization may also undertake. They are also working on vision statements, names, and organizational structure along with organizational charts. So far the group has not looked at a confederation model, but it may also need to do so. All the concerns of the individual consortium are being discussed and addressed. The focus for the new organization is only academic libraries. The group will need to discuss what happens to the institutions that are currently consortium members but are not academic institutions. There are strong feelings that in the current budget climate a consultant is not warranted. There are also strong feelings that a facilitator may definitely be need.
The group is trying to distribute their minutes as widely as possible. There is a new VLT website. They are planning an update at the Illinois Library Association conference. They also wish to speak at the various consortia’s meetings this year – directors meetings, annual meetings, etc.
The meetings are open.
B. Priorities for the Fiscal Year 2005
After a lengthy discussion, the group decided on a Bibliographers’ Meeting in December (to satisfy our bylaws that state an annual meeting held in December) held somewhere in the middle of the state, a Library Directors’ Meeting in March 3, 2005 in Urbana Champaign, a workshop on using the statewide assessment data for accreditation, and another workshop with the topic to be decided later.
Kim Hale, Marlene Slough, and Ellen Sutton will work on the bibliographers’ meeting taskforce.
James Huesmann, Linda Morrissett, and Carla Tracy will work on the directors’ meeting taskforce.
Mary Munroe and Marlene Slough will work on the workshop for “Using the Statewide Assessment Data for Accreditation.”
The group talked about a preservation workshop, but as ICCMP has sponsored the workshop for the past two years, the group wished to try something new this year. The group is open to the idea of holding the preservation workshop again in the future. Possible ideas for a new workshop included collection development of visual materials or collection development of digital materials. Liz Bishoff was discussed as a possible speaker for the workshop. After a lengthy discussion, committee decided to continue working on ideas for a workshop at a later ICCMCC meeting.
C. Review of Calendar
ICCMP Coordinating Committee meetings will be held October 28, 2004 at Northern Illinois University, April 29, 2005 at Columbia College Chicago, and June 10, 2005 at the Illinois State Library in Springfield, and an iVocalize conference call will be held (if needed) on February 10, 2005. More information on the conference call held via the Internet will be distributed prior to the meeting.
The Bibliographers’ Meeting will be held in December. The Directors’ Meeting will be held March 3, 2005.
The deadline for fiscal year 2006 grant proposals will be March 15, 2005.
D. Review of Grant Proposal Process for Fiscal Year 2006
"Digitalization” will be changed to “Digitization.” The suggested minimum per institution within a grant will remain at $2000.
E. Update of ICOLC Principle – “Statement of Current Perspective and Preferred Practices for Selection and Purchase of Electronic Information”
James Huesmann made a motion for the ICCMP to endorse the ICOLC “Statement of Current Perspective and Preferred Practices for Selection and Purchase of Electronic Information.” Ellen Sutton seconded the motion. The motion passed by voice vote.
F. Project COUNTER: http://www.projectcounter.org/
1. Release 2 of the COUNTER Code of Practice.
The Coordinating Committee decided to send comments on the “Release 2 of the COUNTER Code of Practice,” to the consortium director by September 17, 2004. The consortium director will send out the compiled comments to the Coordinating Committee by September 19, 2004. The ICCMCC will respond to the compiled comments by 11 am on September 27, 2004, so that the consortium’s comments can be submitted by the September 30, 2004 deadline for comments.
2. Renewal
James Huesmann made a motion to renew the ICCMP membership in Project COUNTER. Kim Hale seconded the motion. The motion passed by voice vote.
G. Review of Consortium Director
Mary Munroe called for participants for a review committee of the consortium director. The review committee will consist of Mary Munroe, Linda Morrissett, and Art Young.
