CCMCC Meeting September 14, 2001

Absent: Barbara Alexander (Illinois State Library), Sonia Bodi (North Park), Louise McAulay (Suburban Library System), Terry Nunn (IBHE), Jay Starratt (SIUE), Susan Swords Steffen (Elmhurst College), Art Young (NIU)

The Coordinating Committee of the Illinois Cooperative Collection Management Program (CCMCC) met at Milner Library at Illinois State University on September 14, 2001.

Welcome and Introduction of New Members

Chair Charlotte Johnson welcomed the three new Committee members (James Huesmann, Mary Munroe, and Jay Starratt) and the two members who were re-elected (Sonia Bodi and Carla Tracy). Introductions were made by all members.

Thank You to Former Committee Members and Interim Director

Charlotte Johnson thanked the former committee members. The committee agreed that the supervisors of the former members will receive a letter of acknowledgement for the service of these members. The former members are Bernie Fradkin (College of DuPage), Allen Lanham (EIU), and Dorman Smith (Aurora).

Charlotte Johnson thanked the Interim Consortium Director, Mary Munroe, for doing a wonderful job. Mary Munroe received a small token of appreciation for her service (book light).

Introduction of New Executive Director, Elizabeth Clarage

Charlotte Johnson introduced and welcomed the new executive director, Elizabeth Clarage who began September 1, 2001. Elizabeth Clarage received a small token as well (book light).

Elizabeth Clarage introduced herself and gave a brief history of her professional background. She has worked at Columbia University, taught a course at the Pratt Institute, and was recently at the University of Illinois at Urbana Champaign.

Review of FY01 Activities and Approval of Minutes

Charlotte Johnson reviewed the activities of the Illinois Cooperative Collection Management Program and the Coordinating Committee for the past year.

Highlights included:
* Bibliographers Meeting in November 2000
* Acceptance of the Statement of Principles
* Changed the Coordinating Committee Meeting Schedule to Four Meetings Per Year Rather Than Six Meetings
* Set Task Forces
* Reviewed Grant Proposals
* Former Director, Maria Otero-Boisvert resigned as of March 1, 2001
* Co-sponsored with IACRL a Program on Assessment in May 2001
* Continuing Education Task Force Organized a Program of Best Practices in Digitalization in June 2001
* Executive Committee Interviewed Candidates for the Directors Position in July 2001

Carla Tracy made a motion to accept the minutes of the May 10, 2001 meeting of the CCMCC as presented. James Huesmann seconded the motion. The minutes were approved by voice vote.

Welcome to New Chair, Cecile Jagodzinski

Charlotte Johnson welcomed the new chair of the Coordinating Committee, Cecile Jagodzinski and gave a small token to the new chair (book light).

Election of Vice-Chair/Chair-Elect

New chair Cecile Jagodzinski called for nominations for Vice-Chair / Chair-Elect. There was a nomination of Sonia Bodi for the position of Vice-Chair / Chair-Elect. Charlotte Johnson said that Sonia had expressed interest in the position but was unable to attend the meeting. Sonia Bodi was elected by voice vote.

FY01 Budget Report

Mary Munroe reported for Art Young who was unable to attend the meeting. Included in the packet of information for the meeting was a copy of the FY2001 Statement of Revenues and Expenditures. Actual and budgeted figures were included. $5,154.83 was returned to the Illinois Board of Higher Education as it was unspent at the end of the fiscal year. Mary explained some of the categories, Personal Services includes the salaries of the director and a graduate assistant, Contractual Services includes the grants to member libraries and electronic services, Travel includes the director's travel around the state and to conferences.

FY02 Budget Discussion

Mary Munroe reported on the budget for this fiscal year. She noted as the funds were on a permanent budget rather than from a HECA grant that Northern Illinois University will pay the benefits of the consortium director (rather than having the funds come from the grant moneys). The categories of Contractual Services includes the assessment project and Library Materials includes the grants to member libraries for the purchase of library materials.

She noted that the amounts in each category were estimates and that money could be transferred from one account to another if necessary.

She suggested that meetings in the spring be held earlier as some costs of the meeting this past spring were not able to be paid with last year's funds.

The budget was approved by voice vote.

Review of August 30th Meeting on a Proposed Illinet Academic Library

Cecile Jagodzinski reviewed the Illinet Academic Library discussion that took place on August 30, 2001. Each consortium within the state is to send comments to a task force about the I.A.L. by September 15, 2001.

After a lengthy discussion, the committee decided the ICCMP response should include a statement about the consortium's overall concern with collection issues including assessment, education, preservation of the written record, partnerships, resources sharing, and electronic resources.

The committee also agreed that the new confederation needs a vision statement and that if this new organization were to start brokering electronic resources than it should include some of the principles that the ICCMP has followed including offering resources at any time, resources of interest to small partnerships as well as large, and being responsive to purchase suggestions from member libraries.

The committee decided that if the ICCMP were to change or stop some functions that the whole membership of the consortium should have input on the decision.

Cecile Jagodzinski will send a draft response of the CCMCC by e-mail to the committee members before forwarding a final version to the task force.

Review of Principles and Goal-Setting for FY02

The following broad areas of activities were selected as FY02 goals, and task force members were appointed:

Assessment: Cecile Jagodzinski, Charlotte Johnson, Mary Munroe, Carla Tracy, and Kathy Walsh

CCMP Relationship with the Illinois Academic Library: Cecile Jagodzinski and Charlotte Johnson

Review of ICCMP Website: James Huesmann and Linda McEwan

Continuing Education - What Preservation Means in Medium and Small Libraries (Spring Program / Workshop): Jim Cubit, Linda McEwan, Mary Munroe, Karen Schmidt, and Kathy Walsh

Continuing Education - Subject bibliographers from previous partnerships: Sally Duchow, Cecile Jagodzinski, and Kathy Walsh

Elizabeth Clarage, CCMP Director, will serve as ex-officio member for the task forces.

FY02 Calendar - Committee Meetings and Activities

The committee decided because of the change in the fiscal year to July - June, that the new chair of the CCMCC should take office in July.

The committee decided to have grant proposals due March 1, 2002.

The committee decided that it should continue to meet in September, December, March, and May/June.

The next meeting will be held at Milner Library at Illinois State University. As there were committee members unable to attend the current meeting, the committee decided to poll the members by electronic mail to determine if December 6th or December 7th would work best.

By-Laws (An Addition to the Agenda)

A copy of proposed changes to the Draft By-Laws (dated November 1997) were given to committee members. This new draft (dated September 2001) will be reviewed at the December 2001 meeting of the CCMCC.