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In attendance: Allen Lanham, Eastern Illinois University; Karen Schmidt, UIUC; CarlaTracy, Augustana; Cecile Jagodzinski, ISU; Nancy Hessler, Moraine Valley; Bernie Sloan, UI/ILCSO; Gary Newhouse, Oakton; Mary Schellhorn, Columbia; Art Young, Northern; Doris Brown, DePaul; Tom Peters, Western; Charlotte Johnson, SIUE; Maria Otero-Boisvert, CCMP(reporting).

Absent: Bernie Fradkin, College of DuPage; Bob Malinowski, UIC; Barbara Alexander, State Library, Marlene Deuel, Northern Illinois Library System; Jill Wold, Waubonsee Community College.

Doris Brown called the meeting to order at 10:30.

1. Financial Report (A. Young)

Art Young, the Project Director, gave a brief report on the budget. Expenditures have been very light up until now. The consortium has until August 31^st to expend its budget. The hiring of the new coordinator will help with this problem. Part of those expenditures will come through allocations for collection partnerships to be disbursed in this fiscal year. Art was asked to provide a running account of expenditures.

There was a general discussion of the difficulties involved in getting payment from institutions. It is clear that it is not generally the libraries’ fault but bureaucratic fumbling within the parent organizations. Art posed the possibility of "pulling the plug" on non-paying institutions at some cut off point such as 60 days. Doris suggested that we can do this with sufficient advance notice to the library. Doris proposed that at 30 days past due, we could issue a 15-day notice to institutions that we will ask the vendor to cut off their access to a database. After this first period has elapsed with no payment, a final 15-day notice will be sent out. This will give libraries a total of sixty days beyond the original billing period in which to generate payments. Approval was received from the group for this model.

$3,478.80 of CCMP funds should have been transferred to NIU from ISU for administrative support. Cecile raised the question of how these funds should be utilized. This discussion was set aside for the next meeting.

**Note: This transaction is now in process. (MOB)

2. Coordinator’s Report (M. Otero-Boisvert)

1. Final Budget Report – Bibliographers’ Meeting (Cecile Jagodzinski)

Cecile distributed a budget report for the bibliographers’ meeting held in Champaign this past November. There are still some outstanding funds left over from the planning for this meeting. There was general agreement that these funds ought to be expended in this fiscal year. Art would like to see these amounts going to model disciplines. There was some concern that the expenditures should meet the requirements of the model disciplines. The coordinator will send a letter to COD and UIC saying that they need to expend all of their remaining meeting funds on materials fitting one of the existing model disciplines.

2. ICOLC Report --

Maria distributed a written report on the Scottsdale conference and shared her impressions. In general, she found the International Coalition of Library Consortia conference to be extremely worthwhile. There were no more than a hundred or so in attendance. Vendors were very well represented. A great deal of information was shared on upcoming multi-consortia deals. Maria will keep tabs on these via the ICOLC listserv. Her report on the issue of vendor advertising on databases led to a general discussion by the group. Allen Lanham also shared some of his impressions of the conference. He mentioned the benefit of meeting and networking with all your colleagues especially the large statewide organizations such as SOLINET and OhioLINK. There was a great deal of knowledge and expertise freely shared by participants.

Members of the CCMP agreed to send Allan, Art and Maria to the Chicago conference coming up in the Fall. If possible, registration for the Fall conference should come out of this year’s budget.

1. Change of title for coordinator

Maria requested a change of title from Coordinator to Director. There had already been preliminary discussion of this request by e-mail. She wished the new title to reflect the fact that this was a full commitment on her part to leading the consortium (as opposed to an overload assignment added on to a full-time position). She also pointed out the desirability of parity with her colleagues across the country in similar positions. The members voted unanimously to change the title. Art Young suggested that she be called "Consortium Director" so as not to create confusion with his title of "Project Director". Art’s title refers to his fiduciary responsibility in connection to the HECA funds. There was general agreement to this suggestion.

2. Sponsorship of ALCTS Regional Workshop on Collection Development (M. Otero-Boisvert)

Maria proposed the possibility of the consortium sponsoring this ALCTS regional institute. There was general interest and lots of questions on the part of the committee members. Maria was asked to get more information and report on it in the next meeting.

 

3. Discussion of New Member Applications (D. Brown)

The committee noted that we have added two new members to our consortium. The University of St. Francis (Joliet) and the Cooking and Hospitality Institute (Chicago). Tom Peters indicated that both qualified for CCMP membership, as they are accredited academic institutions, ILLINET members and recognized by IBHE. Maria indicated that Olivet Nazarene has requested information about membership and may be joining in the near future.

4. Illinois Digital Academic Library (T.Peters)

Tom Peters reported that $870,000 in permanent funding has been requested of the IBHE to build a virtual library available to the entire Higher Education community. The funding for FY 2000 will be requested as a HECA grant. The electronic resource committee of ILCSO has been working on this for sometime. See Tom’s handout for details. Tom went over the "Governance" and the "Presence" sections of his handout.

Karen brought up the question of competing interests/resources. Doris framed it in terms of the future of CCMP. Phase 1 of IDAL has been defined as serving the undergraduate population and offering core resources only. Cecile brought up the question of confusion among consortia in the state. Are we all engaged in the same activity? There seems to be a need to bring them all together.

Doris attempted to voice Bernie Fradkin’s concerns in absentia, in particular the representation of non-ILCSO institutions and community colleges. Art made the point that IDAL didn’t get started as a freestanding entity. At its start it was definitely affiliated with ILCSO. Bernie Sloan observed that there are four communities of interest that have to be represented in IDAL:

CODSULI/ILCSO Institutions

Not-for-profit Private Institutions

For-profit Private Institutions

Community Colleges

In addition to CCMP, NILRC and ILSCO there is also the Illinois Information Advantage (IIA) from the state library, which serves public libraries. How can all of these groups engaged in database negotiations be brought together in the most effective way? One model was discussed:

This is just one possibility for the future of database negotiations within the state of Illinois. Another scenario is to somehow incorporate or merge several of the groups for the purposes of database negotiations. Doris Brown spoke to the issue of economy of scale. If the large state organizations have the staff and internal structure to do all of the accounting and bookkeeping work associated with database contracts, it might be best left in their hands. Others agreed.

Art Young made the point that as a smaller consortium, CCMP has the ability to bring deals together quickly and that this nimbleness is not a quality shared by ILCSO.

At Bernie Fradkin’s suggestion (prior to this meeting), there will be a stakeholders’ summit planned for April 6^th. Representatives of the various consortia impacted by IDAL will meet to discuss these issues further.

The full text of the IDAL proposal may be viewed at:

http://www.lis.uiuc.edu/~sloan/idal.html

7. The HECA 2000 grant proposal and proposed membership fees (M. Otero-Boisvert)

The IBHE has sent out the Request for Proposals. The state’s deadline is April 23^rd, 1999 for FY 2000 HECA requests. This will the first grant cycle in which collection partnerships will have to be selected and identified prior to receiving state funding. Due to this, the review and selection process has been moved up considerably. There will be a CCMCC meeting on April 5^th at Illinois State University to review proposals.

This year’s HECA proposal will have to address the possibility of discontinued funding from the state. This year’s RFP clearly stipulates that top priority will be given to those proposals that show how they will be self-supporting in the future.

Doris suggested that, in writing the proposal, we point out that the collection partnership model already in effect stipulates that cooperative members make commitments to future financing of those particular subject areas. This is built-in continuity.

We will also indicate the consortium’s willingness to consider going to membership fees in the absence of continued HECA funding. The director was asked to send out the annual "renewal of commitment" form to all existing partnership institutions before April in order to incorporate these documents into the proposal.

8. Database Updates

1. MathSciNet (K. Schmidt) Karen reported that the negotiations are done and prices are set. She recommended that no further changes be made in the deal and that it be forwarded to the director for finalization and activation.
2. ECO (T. Peters) Tom alluded to the most recent memo from Barb Kosinsky of OCLC. Barb continues to work on pulling together a deal for CCMP. The consortium is lukewarm to the pricing models put forward so far by OCLC. Barb will evaluate the journal title lists returned by the membership and make another offer. We will wait and see. In the meantime, current ECO subscription renewal dates have been moved back by 3 months due to the about to be released upgraded version of FirstSearch. OCLC is offering a $3.00 per title renewal for the intervening three months.
3. Academic Universe (D. Brown) -- Doris’s report was superceded by news from the ICOLC conference in Scottsdale that SOLINET is renegotiating the Academic Universe multi-consortia deal. Negotiations are centered on content recovery and the subsequent impact on pricing. We will await word on these negotiations via the ICOLC listserv.
4. IDEAL (C. Jagodzinski) – Cecile reported that the three year contract is up at the end of this year. We will need to poll the membership about interest in renewing a new multi-year subscription to this database. Maria reported that two current subscribers had inquired as to dropping mid-contract and were told that they couldn’t without nine months notice. Maria will approach IDEAL soon about a new pricing model.

7. Discussion on Soliciting/Offering Participation in E-titles

Charlotte reported on her investigation into the feasibility of a union list of electronic journals. Due to difficulties encountered she recommended that the consortium not pursue this matter at the present time. Doris suggested that the $5,600 originally budgeted for this project be folded into the ILL assessment study.

 

8. Review of election schedule

There are three terms ending in fiscal year 99: Bob Malinowski’s, Nancy Hessler’s and Mary Schellhorn’s. The coordinating committee decided to convene a nominating committee (Gary, Doris and Charlotte) which will solicit nomination from the general membership and put together a slate. Maria will find the latest version of the electoral guidelines and share them with the nominating committee.

9. ILL Report (A. Young)

Art’s meeting with the authors of the ILL Report has been postponed twice due to inclement weather, which hampered traveling. Lynne and Tina will be asked to produce a two-page proposal that outlines the further specifications for the ongoing project. C

Art will communicate this to them.

10. Planning for Annual Meeting (K. Schmidt)

Karen announced that we have a speaker lined up for the annual meeting. Peggy Johnson from University of Minnesota and the incoming ALCTS president will be the keynote speaker. The meeting is scheduled to be held on May the 21^st. Illinois State University has already been reserved for the meeting. The venue will be the Bone Student Center. The time is planned for 10:30 to 2:30. Lunch will be provided. Johnson’s presentation will be scheduled for the early afternoon. Possible Topics: the future of collection development; "After A While, You’re Just Buying Books"; who are the collectors today and what are they doing?

Report of the Years activities will be another agenda item along with a report on IDAL tied to the future of CCMP and Illinois Information Advantage.

Maria will get the announcement into the listserv so that people can schedule around it. CCMP will fund the lunch and Peggy Johnson’s trip. Karen Schmidt, Allen and I have been volunteered as a planning team.

11. Future of ILCCM-L listserv (M. Otero-Boisvert)

Maria asked for recommendation from the coordinating committee as to the future of the listserv. It has been all but moribund lately. Should it be allowed to die a graceful death? It was pointed out that the listserv communicates with people who are not on the list of contact people for members. There was agreement that there is a need to promote the listserv and get activity up again. NIU should look into moving it over to their server from ISU. Possibly make people re-subscribe as an affirmative way to get them active again. Review after a year to see if activity warrants continuation.

12. Discussion of grant requests from Philosophy, Gerontology and Business

All three proposals were accepted for funding. Maria will send letters to the three partnership groups congratulating them on their successful proposals. She will also generate the fund disbursements.

13. Process for scoring FY 00 proposals

Whatever proposals for FY 2000 funding are received by the deadline will be fed exed to CCMCC membership and volunteer scorers. Completed score sheets should be faxed to Allen Lanham at EIU no later than March 25^th for tallying. The CCMCC will meet on April 5^th to review proposals.

The meeting adjourned at 3:00 p.m.