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Present: Alan Barney, Jim Fox, Cecile Jagodzinski, Clifton Jones (Program Director), Allen Lanham, Bob Malinowsky (Chair), Gary Newhouse, Tom Peters, Karen Schmidt
Absent: Doris Brown, Marlene Deuel, Bernie Fradkin, Adrian Jones, Alan Nourie, Mary Schellhorn, Jean Wilkins, Jill Wold
A meeting of the Cooperative Collection Management Coordinating Committee (CCMCC), the governing body of the Illinois Cooperative Collection Management Program (CCMP), was held at 10:30 a.m. on Friday, December 5, 1997 at Illinois State University in Normal.
BUDGET REPORT
Cecile Jagodzinski reported on expenditures in the administrative support fund for FY98. Although the FY98 HECA money had not yet been received at Illinois State, it was reportedly on the way. [Subsequent to the December 5 meeting, the $290,000 in grant money arrived at ISU.] Cecile also reported that the CCMCC had not yet received the State Library's proposal on CCM support for FirstSearch. It was agreed that Cliff Jones and Bob Malinowsky would speak to Bridget Lamont about this matter and about the State Library's involvement in the CCMP.
FY98 GRANT PROPOSALS
The Committee received ten grant proposals this year, up from the five submitted in FY97. Allen Lanham explained the scoring process; once again Testing Services at Eastern Illinois University was gracious enough to analyze and rank the scores. Nineteen Committee members and directors participated in the scoring; Allen stressed the need for a better response from directors in helping judge proposals. All agreed that we should make better efforts next year to encourage wider participation, and that we should permit directors to delegate this responsibility to others in their libraries. (Heretofore, only directors and Committee members have been eligible to judge proposals.)
Grant requests totalled $181,682. Only about $180,000 of the $290,000 HECA grant is available for grants, continuing education projects, and support of electronic resource projects: $100,000 must be reserved for support of FirstSearch, and other funds have been encumbered for the coordinator's salary and for the mandatory annual audit. Other possible expenses this year include: an annual meeting, seed money for electronic projects, evaluation projects, the Lincoln Project Administrator search, attorney's fees, and a bibliographers' meeting.
The Committee reviewed each proposal, taking into account both how it had scored and how it had been ranked among the ten submissions. The Committee approved funding for the following projects (the name of the host library is in parentheses):
The Committee discussed, and had questions and/or reservations about other projects. Cecile will write to those submitting these proposals and ask them to clarify or reconsider certain aspects of their proposals; the Committee will reconsider these at its next meeting:
A subcommittee consisting of Doris Brown and Bernie Fradkin had been appointed by Bob Malinowsky to review the two proposals for filling the CCMCC coordinator position. Illinois State and the University of Illinois at Urbana-Champaign submitted proposals: ISU's offered to take on responsbility for administering the program for one year; UIUC's offered to perform these services through August. Since neither member of the subcommittee could attend the meeting, and since Bob had received no subcommittee report, Gary Newhouse moved that the subcommittee be dissolved and that those present make a decision about the home for the coordinator's position. The motion was approved. After some discussion on the hiring of a new staff person at the State Library, it was agreed to continue to use CCMP funds to pay a coordinator. The group unanimously agreed that the University of Illinois' proposal should be accepted. Cliff and Bob are to confer with Karen Schmidt about the selection of a new coordinator, who will be paid a stipend of $2,000 a month. The new coordinator will begin his or her duties as soon after January 1 as possible, since Cecile's tenure as coordinator will end December 31.
In recognition of Cecile's work over the last two and one-half years, Tom Peters read the following resolution:
The resolution passed to general acclaim and applause. Cecile thanked those present, and expressed her pleasure at having had the opportunity to work with the Committee and the Program over the last several years.
CCMP INCORPORATION & BYLAWS
Cecile reported that the process for CCMP's incorporation as a 501c3 organization was continuing. Some members have expressed concern about incorporating, but the Committee agreed that incorporation would strengthen the group and codify its existence as a consortium.
Cecile distributed a copy of bylaws for the Program which she and Karen had drafted. They must be reviewed by our attorney, and the Committee will need to approve some aspects of the bylaws which were not part of the CCMP's Plan.
LINCOLN PROJECT
Cecile reported on her attendance at the first meeting of the Lincoln Project Administrator search committee. About 20 applications have been received to date. The search committee consists of Kim Bauer (Illinois State Historical Library), John Daly (Illinois State Archives), Martha Friedman (University of Illinois at Urbana-Champaign), Beth Schobernd (Illinois State University), and Bob Malinowsky (University of Illinois at Chicago), CCMP representative and chair of the search committee. The committee worked out procedures for reviewing applications and decided that they would bring three to five people to the ISU and UIUC campuses for interviews. The CCMCC authorized up to $5000 to cover the cost of the search.
In a related matter, Cecile reported that Dan Meyer at the University of Chicago had suggested that the CCMP might wish to pursue LSTA funding for the Lincoln Project. Tom Peters offered to submit a letter of intent by the December 18 deadline.
SUBJECT SEMINARS
Cecile reported that she had made initial contacts with a representative from each of the four libraries hosting the series of seminars for subject specialists during FY98:
WORKSHOP ON NEGOTIATING LICENSES
Tom reported that Bernie Sloan was willing to make a presentation at our proposed workshop on negotiating licensing agreements. According to Marlene Deuel, who could not be present today, ILSDO was also interested in sponsoring such a workshop. The Committee agreed that planning should proceed; honoraria were authorized, and it was suggested that presentations by vendors might also be included in the day's proceedings.
ELECTRONIC PROJECTS UPDATE
ECO. Alan Barney and Tom Peters reported on their meeting the previous day with Barb Kosinsky about OCLC's ECO service. Based on the 523 titles estimated to be held by the consortium, the CCMP has been quoted a preliminary price of $35,674 for 15 simultaneous users. (This is the same price which would be paid by an individual library with the same number of titles, so a consortial purchase provides definite benefits.) The ECO service indexes the electronic journals available and archives individual libraries' holdings in perpetuity. Barb Kosinsky will send each CCM library a list of titles so that she can give us a more accurate quote for the service.
ABC-CLIO. A sales rep from ABC-CLIO has offered to give the consortium a quote on web access to America: History and Life and Historical Abstracts. Cecile is to proceed with negotiations and send the publisher a list of CCMP libraries.
ARCHIVES USA. The Committee decided not to accept Chadwyck-Healey's challenge to purchase Archives USA. The publisher has offered to provide the title free to all libraries in the U.S. and Canada if it receives $400,000 worth of orders by December 31.
CONGRESSIONAL COMPASS. Cecile reported that 15 CCMP libraries had signed on for Congressional Compass. The consortium obtained a 33 percent discount overall on the service.
GALENET. Cecile was authorized to offer the GaleNet databases to member libraries, with the proviso that Encyclopedia of Associations be added to the mix. Discounts for GaleNet titles can reach as high as 40 percent if billing is done centrally.
MATHSCINET. The Committee authorized a $500 payment toward the consortial purchase of MathSciNet. The $500 fee allows any number of non-institutional members of the American Mathematical Society to obtain online access at a very low cost. Cecile will again invite interest in this product.
LEXIS-NEXIS. Cecile is to inquire about the possibility of a free trial of the new Lexis-Nexis Universe product. The CCMP will be allowed to piggyback onto the FTE count of the CIC libraries which are also members of the CCMP, thus substantially lowering our cost per FTE.
UMI PROQUEST. The Committee decided to defer any action on ProQuest; there is some indication that the State is negotiating for this product.
Cecile will poll Committee members to determine the best date for the next meeting, which will be hosted by Eastern Illinois University.
The meeting adjourned at 3:25 p.m.
Respectfully submitted,
Cecile M. Jagodzinski