ILLINOIS COOPERATIVE COLLECTION MANAGEMENT PROGRAM
Minutes
DePaul Center, DePaul University
October 31, 2003
Attending: Jay Starratt (SIUE), Sonia Bodi (North Park), Elizabeth Clarage (ICCMP), James Huesmann (WIU), Linda Morrissett (DePaul), Mary Munroe (NIU), Marlene Slough (EIU)
The Coordinating Committee of the Illinois Cooperative Collection Management Program (ICCMCC) met at the DePaul Center of DePaul University on October 31, 2003.
Jay Starratt called the meeting to order at 10:30 a.m.
1. Approval of minutes
The minutes of the August 22, 2003 meeting were approved by acclamation.
2. Report from Director (Elizabeth Clarage)
Status of Grants
FY04 Grants – All recipients sent commitment letters by the September 15, 2003 deadline. A fax with the original in the mail was acceptable.
All checks have been cut. All but three have been mailed. Those three will be sent out next week. All funds except for the statewide assessment project have now been disbursed.
FY03 Grants – Some grant reports have not yet been received. I will be in contact with these people next week about the status of their reports. A letter was sent to one institution where a change in the use of funds had taken place. The institution was asked that in the future such changes should be confirmed with ICCMP prior to changing the use of the funds.
FY05 Grants – Eastern Illinois University's staff is willing to crunch the numbers for us this year.
Databases Update
Stat-USA. 13 subscribers. (1 new, 1 cancellation)
USA Trade Online. 2 subscribers.
ABC-CLIO. All schools renewed. One school joined the ICCMP offer. 22 subscribers for 39 subscriptions to the two databases.
Dissertation Abstracts. No schools subscribed through this offer. Two were very interested and may pursue it next year through IDAL.
Project Muse. All schools renewed. 25 subscribers.
EDRS E*Subscriber. 32 subscribers. (1 new, 2 cancellations)
AMS MathSciNet. 23 subscribers (4 new, one transfer from another consortium)
eHRAF Ethnography. 12 subscribers. (1 new, 2 cancellations). Price will change from last year, but it will still be less than an individual institutional subscription.
eHRAF Archaeology. Will not be offered by the consortium. Due to a cancellation the price through the consortium would be higher than an individual institutional subscription. All institutions that indicated that they wished to subscribe will be invoiced by HRAF the individual institutional price.
kcdlonline. 17 subscribers (2 new, 3 cancellations)
ACS. Renewal forms due last Wednesday. Have sent messages to the six schools that did not reply if they wished to renew. Will be sending information to vendor next week.
Blackwell e-journals. Will be faxed to subscribers next week. Schools that currently do not subscribe will receive the offer in the mail. Pricing jumped this year.
Web Work – updating and correcting information on the existing site.
Various pages have been updated including the ICCMCC members, the list of directors, the list of ICCMP contacts, and meeting minutes. New pages added to the website include the 2004 Directors Meeting and the Assessment Workshops.
ILCCM Listserv
There were 142 members as of August 21, 2003. Some duplicate addresses were deleted and some older addresses were corrected.
Conferences
Attended one day of ILA.
Attended CAL meeting in September.
Attended the ICOLC meeting in September in San Diego. Vendor presentations included Classical.com, eBooks.com, Project MUSE, American Geophysical Union, ALPSP. There were updates on Vanderbilt TV News archive, Project Euclid, and Project Counter. ICOLC recommends that consortia join Project Counter so that consortia will have representation on how the standards are developed.
Mary Munroe made a motion that ICCMP join Project Counter for the $500 membership fee. Linda Morrissett seconded the motion. The motion passed by voice vote.
Directors Meeting
There are currently 28 registrants. I'll send an e-mail reminder to directors next week that registrations are due by November 11.
3. Budget
Budget dated October 22, 2003 was distributed to the committee. There is a possible budget reduction. We were asked to identify an approximately 1% budget cut for a possible mid-year reduction. If these funds are cut, they will come from contractual services. We had several schools join the statewide assessment project after July 1st. These additions will offset the budget cut.
4. Directors Meeting.
a. The committee set an agenda for the meeting. Jay Starratt will give the welcome and introductions. Elizabeth Clarage will give a report on the consortium. Art Young will give a report on the consortium's budget and then introduce the keynote speaker. Sue Martin will give her presentation. Jay Starratt will give an overview of CAL. Sally Duchow, Linda Morrissett, and Marlene Slough will give a preview of the bibliographers meeting. Mary Munroe will give a brief demonstration of the Statewide Assessment Project and then give the closing remarks as the incoming chair.
Elizabeth Clarage will contact Jean Wilkins to ask if she would like to be on the agenda to give an update from the State Library.
Elizabeth Clarage will set up a conference call for the group working on this meeting to finalize details for the meeting.
5. Report on September 15, 2003 CAL meeting.
Jay Starratt is the new chair of CAL. Elizabeth Clarage is the new secretary of CAL. Jay reported on the committee's decision to develop an action plan for the group. He along with the four consortium directors and Dave Stewart will form a small taskforce. Jay Starratt, Elizabeth Clarage, Jean Wilkins, and Paula Kaufman will work together to answer ICCMP's resolution on last copy.
6. Taskforce Reports
A. Continuing Education: "Preservation in the Small to Medium Sized Library"
Elizabeth Clarage reported for Karen Schmidt. The four presenters are willing to present their information once again. They will work on turning the small presentations into three sessions rather than four. They suggested finding a date in April or May 2004.
The committee discussed possible locations for the workshop and suggested that it be held in Urbana.
B. Continuing Education: Subject Bibliographers
Mary Munroe volunteered to present information about the statewide assessment project and how it might be incorporated in grant proposals. The committee agreed that the workshop should be held in the Bloomington / Normal area as the IDAL members meeting was taking place there the previous day. Elizabeth will identify space in the area. Elizabeth will set up a conference call for the taskforce members to work on the details of the meeting.
C. Assessment.
Mary Munroe reported that the workshops on the assessment project went well. She gave a brief demonstration of the product. The Dewey portion of the product is completed; the LC portion should be done by the middle of November. IDs and passwords for participating institutions will be sent to the contacts at each participating institution by electronic mail early next week.
The committee discussed the request from an institution to join the assessment project. The committee decided that the institution could join the project by paying the full additional cost from the vendor over a two year period.
7. Old Business
Review of Grant Proposal Process for Fiscal Year 2005
The committee reviewed the proposed documents. A few sentences will be deleted from the memorandum on the ICCMP Grant Process that pertain to permanent funding. This a now a fact and does not need to be stated. Due to a question from an institution, a new line was added that indicated that ICCMP does not allow indirect cost to be charged or added to its grants.
The committee agreed to delete a portion of the, "Principles for Collection Partnerships," that asks for a commitment letters to be included with each submitted grant proposal. Common practice has the consortium sending these letters to the members of each funded grant prior to disbursement of funds. The committee also agreed that the fourth paragraph of this document should be updated to reflect the present situation of the statewide assessment project.
