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ILLINOIS COOPERATIVE COLLECTION MANAGEMENT PROGRAM Minutes of CCMCC Meeting November 8, 1999 |
DePaul University Loop Campus
Attending: Maria Otero-Boisvert, Allen Lanham, Doris Brown, Charlotte Johnson (recording), Karen Schmidt via telephone, Linda McEwan, Kathy Walsh, Cecile Jagodzinski, Dorman Smith, Carla Tracy, Art Young, Tom Peters, Barbara Alexander via telephone.
Allen Lanham called the meeting to order at 10:40. He began by congratulating Tom Peters on his new appointment as director of the CIC library division and thanking him for his past contributions to the CCMCC.
Art handed out a near-final end of year report. The state of Illinois allows grant recipients until November 30 to close out the grant accounts. At this point it looks as if there will be approximately $3,222.00 left unexpended which will need to be returned to the state.
ACTION: Art will provide a final closing budget at the next meeting of the CCMCC.
Maria discussed the difficulties encountered in disbursing the $15,000 additional award to the Business Bibliographers’ group. University legal counsel became involved at NIU, which delayed the procedures considerably. A decision was made to disburse the funds directly from NIU to the partner institutions instead of sending the entire amount to National Louis for further disbursement.
Two new members have joined the consortium: Principia College and the Keller School of Management. There was some discussion of the eligibility of Keller as a for-profit, multi-state institution. They do meet the IBHE/CCMP criteria of Illinet membership and IBHE recognition. The consortium has other members with out-of-state campuses. The discussion revolved around the reported FTE counts (e.g., Illinois students only or all students). Ultimately it was decided that the composition of the FTE count would be of concern primarily to the IBHE and to the vendors of electronic databases. Any concerns about specific members ought to be resolved by those two parties.
There was some discussion of drafting a "policy" statement that would notify both the membership and all vendors of this situation. Such a statement would be included in any welcome packet sent to new members and ought to be posted on our web site.
ACTION: Art Young and Maria will draft a statement for the consideration of the CCMCC
Database Updates:
Britannica Online -- Maria reported that she had received correspondence from Encyclopedia Britannica concerning their free web version. It was primarily a product enhancement statement that described the differences between the subscription–based educational and the free public versions. She also reported that she has been following the discussions on the Consort listserv concerning BOL’s recent actions. Most consort members seem to be in a "wait and see" mode. Maria recommended that the CCMP take no immediate action but continue to monitor the situation. When our subscription comes for renewal next year, we can re-evaluate and possibly renegotiate
Doris Brown brought up the issue of statistical reporting. She had noticed a startling drop in second year usage of all CCMP subscribers.
ACTION: Doris will contact Mike Phillips at EB. Maria will post a query on the listserv.
SOLINET – (AU, CU, SU) Maria reported that there were about 5 subscribers for History Universe/Access to African American Studies. License agreements were sent out to individual subscribers for AU/CU/SU. Signed agreements will be collected and forwarded to SOLINET.
GaleNet – Seven libraries chose to subscribe to GaleNet products based on the second round of pricing.
ABC-CLIO -- Historical Abstracts, America: History & Life and Art Bibliographies Modern are on offer currently. Deadline for responses will be November 30. No price increases from last year.
BHIL (formerly ProQuest) – offer out on 3 newspaper products, the full, the National 27 and the Illinois subsets. Responses are due back on the 15th of November.
STAT-USA -- renewal offer has been completed. Response received from 15subscribers
Chadwyck-Healey /LION – we are waiting for pricing and product information from Diane Kyrus, the sales rep replacing Andrew Clemmons.
NewsBank – wants to put together a Chicago Tribune package
ACTION: Maria to talk to John Berry of NILRC
Project Muse -- Nineteen libraries have renewed or subscribed for FY 00.
MathSciNet -- renewals due soon.
ACTION: Maria get in touch with Lori Sprague at AMS
Academic Press / IDEAL – Renewal invoices have been sent out to last year’s subscribers. Any libraries interested in new subscriptions have to be referred to Taissa Kusma for customized quotations – no mass mailings will be issued. The vendor plans to base next year’s contract on the same set of terms stipulated in the 3-year contract signed previously which expires in December of 1999. Maria pointed out that there are two items in the present contract which may be seen as problems: the nine-month notification for stopping an institutional subscription and the 30-day term for payment followed by a 2% late fee. Cecile Jagodzinski reminded the CC that the ILL prohibition in the contract has also been a sticking point in the past.
ACTION: Art Young and Maria will have a conference call with Stephanie Smith Burton at AP to discuss these areas of concern.
CIS/Congressional Universe – Maria reported that the FY 99 invoice has still not been paid although all funds have been received from member subscribers. Maria has sent repeated e-mails and made several phone calls to Alistair Morrison and Pamela Rebarcak at CIS requesting an invoice. It has still not been sent.
ACTION: Maria will continue to request invoice.
FY99 Partnerships – discussed above in budget report.
FY00 Partnerships– Maria is collecting allocation recommendations from group leaders. 3 out of 5 allocations have been received to date. Will start disbursement process as soon as all have been received.
FY 01 Call for Proposals – has been updated and prepared for mailing. A deadline of January 31 has been selected for submissions. The call for proposals has been mailed out to directors and contacts, posted on the web site and will be handed out at the bibliographers’ meeting.
Web page – Maria handed out copies of the newly printed invitation to the Summit Meeting of Directors. She was able to hire a contractor, Don Gingold of Gnu Media Design to create the invitation. The entire process from concept to delivery took less than a week. Don Gingold charged us $60/hour a discount from his normal rate. Maria mentioned that this company also does web site design. She proposed hiring them to help us update our web site. The current year budget has $3500 set aside for web site maintenance. This was originally intended for hiring a graduate student to perform basic upkeep.
Doris directed the attention of the committee to several out-of-date sections of the existing web site and suggested that we don’t need a redesign as much as simply keeping things up to date. Maria explained that although she had sent those corrections along to the appropriate staff member at NIU, the changes had not yet been made. She further explained that she is two levels removed from authoring rights on the NIU server. Art Young promised to look into the internal procedures and attempt to expedite future corrections.
ACTION: Art and Maria will iron out internal procedures for updating the CCMP web site. Maria will inquire of Gnu Media what the cost of a redesign might be.
Kathy reported that planning for the bibliographers meetign was just about completed. 62 participants are expected. We could go up to 65 without additional cost. Keynote speaker,
Tony Ferguson is coming in on Wednesday the 17th.
skirting and signs arranged -- updating handouts, etc.
The Summit meeting will be held at the Newberry Library in Chicago on December 9th from 10:30 to 3:00 p.m. Maria is working on local arrangements with staff at the Newberry and local caterers. Adrian Alexander, Executive Director of the Big 12 Plus consortium will be the keynote speaker.
The tentative agenda for the day looks like this:
Cecile Jagodzinski and Tom Dorst will offer a quick history of the consortium. Art Young will give a state of the state report. Adrian will offer his keynote address (topic yet to be finalized). A buffet lunch will be served. Sue Stroyan of Illinois Wesleyan University will offer her reaction to the morning presentations. Adrian will facilitate a discussion among the directors in attendance of future directions for the consortium.
This meeting is part two of our strategic planning process. The bibliographers meeting will give us input from that segment of our membership. The summit meeting will gather feedback from the library leaders in the state. The January meeting of the CCMCC will be dedicated to a strategic planning process, which will incorporate the input of both of these sessions.
Maria reported on three science related database deals which are currently pending. Karen Schmidt of UIUC was conferenced in for this segment of the meeting.
American Chemical Society – Offer received. Pricing is 15% over the cost of print subscriptions for print holders. Print holders must keep their subscriptions for 1999. No consortial discount per se, but all consortial members would have access to the web version of the largest number of print subscriptions held by subscribing members. There are three libraries in the state that already subscribe to the full ACS package, UIC, UIUC and U of C. If one of these notifies ACS that they will form part of the CCMP consortial deal (at no additional cost) all members would have full access. The vendor would not charge any additional fees to non-subscribers for access to the web version. The cost range for current subscription holders would be: $52 - $2,966.
The Executive Committee has discussed the possibility of charging non-subscribers a nominal service fee that could feed into the administrative fund and used to support consortium operating costs. UIUC has been approached with regards to their participation as a full-package holder. Karen Schmidt has concerns about the internal pricing model as well as her own institution’s funding for science journals. She questioned the appropriateness of charging the nominal fee and funneling it into the administrative fund.
After much discussion, it was agreed that the first year should be free to non-subscribers.
Blackwell Science/Munksgaard – offer received. Maria reported that the pricing model for this product is very different from the ACS model. They charge a base "Annual Admission fee" which can also be thought of as the administrative fee. It is $7,945. They also charge an annual per site fee of $2,925. Price is not based on current print holdings although print holdings must be maintained. This gives subscribers access to the full collection of 219 titles. There is a minimum participation level of 5 libraries to be met. If we manage to gather over 20 participants, the administrative fee would be waived.
The consortial incentive is that if we get 10 full participants, we can offer free access to non-subscribing members on a 1:1 ration. If we get 20 full participants we can offer free access to non-subscribing members on a 2:1 ratio. If we get 26 full participants, we can offer unlimited access to non-subscribers. "Free" to the vendor translates into another opportunity for the CCMP to consider charging a service fee of some sort to those subscribers. We will have to work with an internal pricing model in any case to cover the cost of the administrative fee.
The CCMCC agreed that this offer ought to be bundled with the ACS offer. Trials for both ought to be requested. No discussion of how to handle the free access to non-subscribers ensued other than to specify that all should share in the cost of the administrative fee.
ISI/Web of Science – Maria reported that the ISI sales rep has been in touch with her. ISI had been in negotiations with Bernie Sloan at ILCSO for a statewide multiconsortial deal. CCMP and NILRC were to be included. The deal fell through recently on the issue of one signing body for the license agreement. Bernie Sloan indicated that the U of I would mandate a bid process for any contract on which they were the principal signatory. They would also not be able to sign on behalf of non-ILLINET libraries. ISI had offered to do the billing directly. No action was specified.
Maria brought up for discussion the issue of internal pricing models. Her participation at recent ICOLC conferences informs her that other consortia often reallocate price for databases. Many also charge service fees which can take many different forms. Maria described hearing about one group that uses an "eBay" model for cost allocations, which allows libraries to bid on access fees to products. Although this seems a little extreme, the issue of internal pricing is forced on us by a growing number of vendors such as ACS and Blackwell. In all cases, the vendor does not get involved in a consortium’s internal pricing. Most expect it in cases where the consortium is performing a centralized billing service.
Maria suggested that, in the face of increasing membership, increasing database activity and stagnant HECA awards, the CCMP might consider the possibility of charging a service or participation fee for deals coordinated by the consortium. Any funds generated could be put to use in covering operating costs. This would free up HECA funds for Collection Partnerships or other project support benefiting the membership.
Art Young summarized the issue as having two questions: to fee or not to fee and what to do with fees.
There was much discussion around the table. Allen was concerned that the consortium may be going too far in the direction of database negotiations and that this may not be our principal purpose. He suggested that we review all database deals individually instead of creating one standard policy or procedure.
Doris pointed out that there are already other groups in the state to which our membership pays fees and that she would not support the creation of an administrative structure within the CCMP that would need ever-growing financial support. She foresees the possibility that the CCMP may be collapsed into one of the other statewide organizations such as IDAL or NILRC. If fees must be assessed, Doris would prefer to see that revenue applied directly to membership services such as continuing education or professional development. The issue will be further discussed at future meetings.
There was further discussion on the issue of database negotiations by the consortium. Tom would like to study what makes a consortial offer attractive to members. Is it the
Consortium’s "good housekeeping seal of approval" for these products that adds value?
Doris questioned the advantage of consortial deals versus individual subscriptions at the institutional level. She observed that the complexity injected into a group purchase is often worth avoiding.
Art questioned whether most consortial deals result in a mere10% discount or more like 30-40%. This is something that ought to be investigated.
Allen and Art agreed that the justification for this consortium is not the database licensing but its other activities.
Bibliographers’ meeting next week
The taskforce members reported that more than half of the CODSULI libraries are actively engaged in off-site storage (7 of the 13). They observed that there is not much cooperation among them. Why are we all doing on our own? Oine reason is that it takes so long to get a statewide facility. Individual initiatives don’t deal with the "last copy" issue. They suggest that more libraries (privates and community colleges) want to discuss the possibility of a last copy center.
Minnesota just started one – we should contact them for information
Illinois Information Advantage -- ILA is still behind this – meeting with Governor soon
ICN – Jean is now on it
IDAL – meeting Nov. 9. CCMP letter of support solicited along with letters from other groups in the state. A good response was received. $2.1 million in permanent funding has been requested.
Barbara joined the meeting by telephone in order to giver her report on State Library activities. She reported that the INAC fiscal partnership group has met once to discuss financing of resources (i.e., FirstSearch). Meeting again shortly. Report due in to Jean Wilkins by December 7th.
ISLAC is meeting on Dec. 8. Needs recommendation to take to SOS and other groups. Wants to tell members something before April or May. Looking at different ways of funding. Some "off the wall" ideas were introduced. Art Young observed that there are "different communities of interest" that the ISL should be considering.
ILL Resources Sharing Code – met once to create a draft statistical reporting form. Loan Code recommendations will be done by January 1. Will go to the Systems and be posted on ISL Website. Will looking at adding something about electronic requests and adding definitions (LLSAP, Ariel, etc.). Many systems will be dropping ILL processing (with VIC) – will still do training for member libraries.
INAC information will go onto the Web site as well as other subcommittee information.
Another HotLink will be out soon with information about "Find-It!"
To subscribe after November 6th: send to: majordomo@findit.sos.state.il.us
In body of message: subscribe: ISL-announce [your name]
and Tom Peters’ Elected Seat
Systems Seat (vacated by Marlene Duele)-- Need to ask ILSDO to nominate someone to replace Marlene.
Community College Seat (vacated by Jill Wold) -- Membership in the consortium has grown sufficiently to support their own representation: Linda McEwan, Bernie Fradkin and Gary Newhouse are elected members representing community colleges. This ex officio seat may be discontinued.
ACTION: Allen will look at who sent Jill Wold (ICCB) and remind them that they may want to replace her. It will be up to them to do so
Director’s Seat (vacated by Tom Peters)– The committee agreed to offer the seat to the next highest vote getter among the director candidates and contact them to see if they are interested.
The next meeting of the CCMCC will be held on Wednesday, January 12th at Aurora University (thank you Dorman!). The agenda will be kept open for strategic planning. Since the collection partnership proposals are due in late January, the CCMCC will need to meet in Feb. or March in order to review them.
The meeting adjourned at 3:00 p.m.
