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Attending: Sonia Bodi (North Park), Elizabeth Clarage (ICCMP), Sally Duchow (DACC), James Huesmann (WIU), Cecile Jagodzinski (ISU), Charlotte Johnson (SIUE), Mary Munroe (NIU), Karen Schmidt (UIUC), Jay Starratt (SIUE), Susan Swords Steffen (Elmhurst College), Carla Tracy (Augustana), Kathy Walsh (NLU), Art Young (NIU)

Absent: Barbara Alexander (Illinois State Library), Louise McAulay (Suburban Library System), Jim Cubit (Lake Forest), Linda McEwan (Elgin CC), Terry Nunn (IBHE)

The Coordinating Committee of the Illinois Cooperative Collection Management Program (CCMCC) met at the Bone Student Center at Illinois State University on December 6, 2001.

The meeting was called to order by Cecile Jagodzinski, chair of the CCMCC, at 10:30 a.m.

1. Approval of minutes

   James Huesmann made a motion to approve the minutes. Mary Munroe seconded the motion. The minutes were approved by voice vote.

2. Report from Director

   New Member Institution: Trinity Christian College

   All members received an introduction letter from myself as well as information about the listserv, the grant process, and the small group bibliographers meetings. I am working on an address list for a mailing to invite all members of the higher education community in Illinois to become members. Cecile drafted the letter that will be sent.

   Reports

   Last HECA grant report was turned in by September 30. The consortium was granted an extension for the individual grant reports. Two of the individual grant reports are still outstanding. As only two institutions submitted their final reports by the deadline in August, perhaps a few gentle reminders throughout the year should be sent to the grant recipients.

   Databases Update

   • Blackwell - Received the renewal pricing information from Blackwell. 14 participants resubscribed, 1 went through another consortium, and 1 chose not to renew.
   • eHRAF – 13 institutions subscribed to eHRAF - Ethnography
     9 institutions subscribed to eHRAF – Archaeology; Waiting to receive final license for this from the vendor. Vendor will be billing each institution directly.
   • ERIC E*Subscribe – EDRS changed how institutions are counted. We needed 3 more institutions to subscribe to return to the 15% discount level (26 institutions). All current participants renewed. 3 institutions switched from going direct to going through ICCMP & 2 new institutions subscribed. Total of 28 participating institutions. Am waiting to hear from vendor final prices for institutions. Vendor will be billing each institution directly.
   • Groves Dictionary of Music and Musicians, 2^nd ed. – As the Missouri Library Network Corporation can provide a better discount to members, I have contacted all current ICCMP participants to renew their subscription through MLNC. 6 have already, 3 are doing so this week. This offer is available until December 10, 2001.
   • kcdlonline (Kraus Curriculum Development Library online) – Currently six libraries have subscribed. This is the 5% discount level. At ten members the discount increases to 10%. This offer is available until December 14, 2001.
   • L-N Current Issues Universe – new offering from L-N and Solinet. 2 institutions have subscribed. Offer is available until December 14/15, 2001.
   • L-N History Universe – for some reason, some institutions were on a Jan – Dec. cycle. Solinet is shifting all renewing subscribers to July – June cycles. Of the 9 libraries that fall into this category. 6 libraries have renewed, 2 libraries do not wish to renew. This offer is available until December 7, 2001.
   • ABC-CLIO, American History & Life, Historical Abstracts – learned in November that an invoice was sent in March. Misdirected. Have invoiced subscribing institutions.
   • Renewals – ACS, MathSciNet these two will be sending invoices directly to institutions
   • Possible new offers: Bowkers Books in Print, Polling the Nations, Books 24x7, ISI Web of Science, ACM Digital Library, IEEE's collection, PBS Video

   New Invoicing Procedures

   All invoices sent to participating institutions now have the original invoice number for those institutions to refer to when paying (previously when payment was received – guesswork was used to determine which invoice was being paid). Also the ICCMP now has a date stamp to stamp checks when they arrive, for better tracking purposes. Dealing with two vendors about partial payments. One has stated that all service will be cut off unless payment is received by a certain date.

   Web Work – updating and correcting information on existing sites. The following pages have been updated:

   • Member Libraries
     
   • Committee Lists: CCMCC, FY02 ; List of Directors ; List of ICCMP Contacts (16 of 95 had accurate information) ; List of ICCMP Subject Bibliographers (work in progress)
     
   • Information about the ILCCM listserv (I received access late October)
     Side note:
     As of December 5: 119 members (4 are on twice) ; there were 107 members as of 10/24 (4 were on twice). During that time I have removed four people with a net gain of 16 subscribers.
     As of December 5: 50 different member institutions, 3 library systems, IDAL, and one non-member institution are represented on the list. As of 10/24: 43 institutions, 3 library systems, IDAL, and one non-member institution were represented on the list.
   • FY Calendar
     
   • FY 03 Cover Letter
     
   • FY 03 Grant Proposal Process
     
   • Meeting Minutes (added, Feb., May, and Sept., 2001 minutes)
     
   • Created additional pages for the Small Group Bibliographers Meetings

   Conferences

   Attended the ICOLC meeting in Atlanta. On today's meeting agenda are three documents that came from the ICOLC.

   Attended a FIPSE (Fund for the Improvement of Postsecondary Education) workshop presented by the U.S. Department of Education at the O'Hare Hyatt. Mary Munroe also attended. My impression is that the grants for the gathering/collection of data are not funded through this program.

3. Budget Report

   Art Young distributed the budget as of November 30, 2001.

4. Taskforce Reports
   • Assessment (Cecile Jagodzinski, Charlotte Johnson, Mary Munroe, Carla Tracy, and Kathy Walsh)

     OCLC/WLN has agreed to provide an assessment of Dewey & LC call numbers to the category level for $258,000. With the planning grant, ICCMP has provided $156,000.

     The Assessment Project was denied LSTA funding. Mary Munroe sent letters to all directors (after input from the Coordinating Committee). The letter stated two options, wait until next year and apply for another grant or ask each institution to contribute a portion of the cost.

     Mary has heard from all but sixteen institutions. Seven institutions have said that they could not contribute funds to the project.

     The decision for the CCMCC on behalf of the ICCMP to fund / not fund the remaining amount was postponed until agenda item #5 'Review of FY02 "pending funding" projects.'

   • ICCMP Relationship with the Illinois Academic Library Council (Cecile Jagodzinski and Charlotte Johnson)

     The two taskforce members along with Jay Starratt gave a background of this new group. One of the impetus of forming this group is to determine which consortium does what / when.

     The IALC taskforce of which Cecile Jagodzinski and Charlotte Johnson are members helped to create three document for this new group to refer. Those documents include an Illinois Academic Library Council Proposal, Illinois Academic Library Consortial Services Matrix, and Illinois Academic Library Consortial Membership.

     There is a meeting next Tuesday, December 11, 2001 of this taskforce the Illinois Academic Library.

     The membership of this new group would include the four consortia in Illinois that have state funding, a representative from the State Library, a representative from ILSDO, and a representative from the UI Office of Budget and Planning.

     One member of the CC made a subtle distinction that the group could have invited libraries and not consortia, but that the libraries would have also had a broad representation of the groups within the state.

   • Review of the ICCMP Website (James Huesmann and Linda McEwan)

     The two members will be comparing notes that they have made individually. One comment was that the information / links were up-to-date. James Huesmann will look into the availability of a website with one of the new extensions. iccmp.org and iccmp.net are currently not available although they are for sale.

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

     The taskforce is working on identifying people willing to lead the workshop. Some names were suggested, Beth Schulburg, Pat Miller. Place chosen by the CCMCC, National Louis University – Wheaton. Date chosen by the CCMCC, May 10, 2002. The committee made a decision to charge $15.00 per attendee and suggest that each attendee bring an item for repair.

   • Continuing Education – Subject Bibliographers from Previous Partnerships / Report on the first set of bibliographers' meetings (Sally Duchow, Cecile Jagodzinski, Kathy Walsh)

     The two one-day meetings went well. The morning session was a mix of people from all disciplines while the afternoon was devoted to the specific subject disciplines. Evaluation information was shared with the committee. The group hopes to sponsor one more meeting in January for those subject areas that were not invited to the fall meetings.

5. Review of FY02 "pending funding" projects; Mathematics, Psychology, and Women's Studies, Year 2

   The committee looked at the wording of the original letters that were sent to these groups to determine if the letter promised funding if the ICCMP received funding. The letter stated that the priority of the committee was to the Statewide Assessment Project. After looking at the wording of the original letters, the committee decided to fund the Statewide Assessment Project. The committee agreed that it was reasonable to ask the libraries involved to contribute some funds to the project based on the size of the institution. The committee also decided that the libraries that were asked and that did not contribute funds would not receive any data from the project.

   The new correspondence sent to the Mathematics, Psychology, and Women's Studies groups would include statements about the amount of time that has passed since their original proposal, that the groups may want to refine their membership and re-assess their focus, and then submit a new proposal.

6. ICCMP / ICOLC (International Coalition of Library Consortia) Endorsements
   • Guidelines for Statistical Measures of Usage of Web-Based Information Resources
   • ICOLC Endorsement of the Bath Profile
   • Statement of Current Perspectives and Preferred Practices for the Selection and Purchase of Electronic Information

   Jay Starratt made a motion to endorse all three documents. James Huesmann seconded the motion. The motion passed by voice vote.

7. Directors' Meetings

   The last Directors' Meeting was in December 1999. As there was not much to put before all the directors at this time, the consensus was to host a "Newberry II" next fall. Elizabeth Clarage will call the Newberry Library for dates that are available. This meeting could possibly be jointly sponsored by IDAL.

8. Review of Bylaws

   Karen Schmidt and Cecile Jagodzinski drafted these in 1997. Questions that arose, do the bylaws need to be voted on by the entire membership, there's a need for something about governance / who is eligible for membership. The bylaws might be an agenda item for the Directors Meeting next fall. Mary Munroe suggested how other groups adopt bylaws: a taskforce is established, the entire committee suggests wording to the taskforce, the preliminary draft goes to the executive committee who then reviews the document, the executive committee sends the draft to the entire membership.

   A taskforce was established to develop a preliminary draft. Members include James Huesmann, Cecile Jagodzinski, Charlotte Johnson, Mary Munroe, and Karen Schmidt. Mary Munroe will arrange for a conference call.

   All committee members should send their comments to Cecile Jagodzinski.

9. Review and Update of Calendar

   Two CCMCC meeting dates were added to the calendar, March 21, 2001 and June 27, 2001. The meetings are scheduled to be held at Illinois State University.

10. New Business

The meeting adjourned at 2:00 p.m.