ILLINOIS COOPERATIVE COLLECTION MANAGEMENT PROGRAM
Minutes
March 21, 2002
Bone Student Center
Illinois State University
Attending: Sonia Bodi (North Park), Elizabeth Clarage (ICCMP), Sally Duchow (DACC), James Huesmann (WIU), Cecile Jagodzinski (ISU), Charlotte Johnson (SIUE), Linda McEwan (Elgin CC), Mary Munroe (NIU), Karen Schmidt (UIUC), Jay Starratt (SIUE), Carla Tracy (Augustana), Kathy Walsh (NLU), Art Young (NIU)
Absent: Barbara Alexander (Illinois State Library), Louise McAulay (Suburban Library System), Jim Cubit (Lake Forest), Terry Nunn (IBHE), Susan Swords Steffen (Elmhurst College)
Guests: Dane Moore (ISU)
The Coordinating Committee of the Illinois Cooperative Collection Management Program (CCMCC) met at the Bone Student Center at Illinois State University on March 21, 2002.
The meeting was called to order by C. Jagodzinski, chair of the CCMCC, at 10:30 a.m.
1. Approval of minutes
Mary Munroe made a motion to approve the minutes of the December 6, 2001 meeting. James Huesmann seconded the motion. The minutes were approved by voice vote.
2. Report from Director
New Member Institutions
*No new members this quarter.
*One institution contacted me recently. Information was sent to them about the consortium and membership. Also, 68 invitations to join ICCMP recently were sent to those institutions of higher education within the state that are members of a library system and are not currently members of ICCMP.
Reports
FY01 - All institutional reports have been received. The last one received was on February 25, 2002. This was after several e-mails and a formal letter was sent to the individual involved. Should the ICCMP have a formal policy about the final reports?
FY02 grants:
*After last Coordinating Committee meeting, letters were sent to all "pending funding" projects that the Committee decided not to fund.
*For the projects that were funded, have received commitment letters from all but one institution. Funds for the institutions that have sent their letters have been disbursed. Any ideas on what to do when no commitment letter is forthcoming (have sent three e-mail reminders to the individual)?
*Learned in late January that the state was holding up payments by three weeks for those items paid from Springfield (this includes ICCMP grants).
FY03 grants: Grant proposals were due at the ICCMP office March 1, 2002. Sent individual letters acknowledging receipt of all grants on March 4th. For future, may need to state that an electronic copy must be submitted as well. Also, formally state on the proposal process that e-mail delivery is acceptable (and preferable).
Databases Update
FYI – have now started collecting W-9 forms for all institutions that send funds to or receive funds from ICCMP. These forms need to be kept on file & updated once per year.
a. Solinet – Working with LexisNexis & Solinet about arrangements for the upcoming fiscal year regarding databases and payments. ICCMP will bill each member PRIOR to receiving an invoice from Solinet. ICCMP will then go direct to LN for their other products.
b. ACS – Working with the representative on pricing. For the 2003 subscription period, the pricing may change to reflect a minimum amount from an institution - based on library material budget or FTE whichever is lower. Have contacted the three institutions that this change would effect. Have heard back from one.
c. ABC-CLIO – Working with a new representative on offering their products (America: History and Life and Historical Abstracts) to the consortium. Also talking with them about billing each institution directly.
d. IDEAL – Working with Elsevier about this product. Have set up a meeting at the IACRL conference for current subscribers to talk about the possibilities for the future. Meeting will take place at lunch on Thursday, April 4th.
e. Still maintaining a list of possible new electronic products. Suggestions from member institutions as well as from contacts from vendors.
Web Work – updating and correcting information on existing sites.
Have updated the following pages:
* Member Libraries
* Committee Lists: List of Directors ; List of ICCMP Contacts ; List of ICCMP Subject Bibliographers
* FY Calendar
* Meeting Minutes (added Dec. 2001 minutes)
*Created additional pages for the Small Group Bibliographers Meeting in February
* Received ILL Phase II Final Reports: Have added a section for the ILL Studies. (At some point in time the CC needs to review the reports and decide if the Consortium needs to take action.)
ILCCM Listserv
As of 3/5: 127 members – 3 are on twice, there were 119 members as of 12/5/01 (4 on twice)
currently 50 different member institutions represented, + 3 library systems, IDAL, & one non-member institution (as of 10/24 – same numbers)
Conferences
*Attended the ALA Midwinter conference meeting in New Orleans. Met with several vendors at the exhibits.
*Attended the first meeting of the Council of Academic Libraries (the new name for the Council of Illinois Academic Libraries). A report on this meeting is later on the agenda.
*Have worked out an arrangement that I will be near the registration tables at the IACRL conference on the morning of April 4th to promote ICCMP. I will have handouts about the consortium and the listserv and will be available to answer questions. Also, wrote a brief article that appeared in the IACRL Newsletter, Spring 2002 about ICCMP activities for this fiscal year.
*Jay Starratt has agreed to attend the April 2002 ICOLC conference in Portland, Oregon.
Updates from last meeting
*Newberry Library, cost is $400 per hour. Thursday, December 5th and Wednesday, December 11th are available. Can not go beyond 3 p.m. Room will fit 200. Can have the set up as rounds and have lunch catered. Or have set up as a meeting with rounds along the outside.
*The Center for Research Libraries will be reviewing their policy on consortium membership. The two consortium who are currently members were part of a pilot project. CRL believes they may have a policy constructed and implemented in a year.
3. Budget Report
Art Young distributed the budget as of February 28, 2002.
4. Review grant proposals
The committee had a lengthy discussion and review of the FY03 grant proposals. The Consortium Director will notify all individuals of the status of their proposals.
5. Taskforce Reports
a. Continuing Education Subject bibliographers from previous partnerships (Sally Duchow, Cecile Jagodzinski, and Kathy Walsh, Elizabeth Clarage)
The day went well. Librarians met in five subject areas. Summary statistics of the evaluations were passed out to the committee. For a future meeting, the Coordinating Committee may wish to discuss the items developed during sessions titled: "Strengths" and "Areas That Need Work" (for ICCMP / the Proposal Process).
b. 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 presenters that were contacted felt that they could not give a presentation in May 2002. The Coordinating Committee decided to postpone this workshop until Spring 2003. Elizabeth will notify IACRL about the change as an announcement was made in their newsletter about the upcoming event.
c. Review of ICCMP Website (James Huesmann and Linda McEwan)
The subcommittee reviewed other consortia websites. The ICCMP site seems to be on par with other consortia. The information continues to be updated. For archival purposes may wish to archive to a CD or some other medium. Need to look at the items found under the heading "Projects Funded" as some links no longer work.
d. Assessment (Cecile Jagodzinski, Charlotte Johnson, Mary Munroe, Carla Tracy, and Kathy Walsh)
The project is going forward. All "Section 7s" were sent to OCLC by March 1, 2002. The compact discs with the subject level data should arrive in June 2002. All but three libraries agreed to contribute funds to the project. Invoices have been sent to those institutions based upon their FTE (68 out of 80 institutions). The very smallest schools were not asked to contribute. All institutions that were asked to contribute and did so will receive a compact disc. Those that did not wish to contribute will have the option to contribute at a later date and then receive a disc with the data.
Two community college libraries contacted M. Munroe since December 2001 and asked if they could join the project. Quotes were received by OCLC and each institution agreed to pay the full amount for their institution to be added to the project.
Mary is taking names of individuals interested in working on the Metacollection Map – a report on the project.
e. By Laws (James Huesmann, Cecile Jagodzinski, Charlotte Johnson, Mary Munroe, and Karen Schmidt)
The committee decided to make this item an information only item for this meeting and to discuss fully at the next scheduled meeting.
6. CAL (Council of Academic Libraries) Report
Cecile made an announcement that she has accepted a position at Indiana University and regretfully must resign as Chair of the Coordinating Committee.
Sonia as Vice-Chair/Chair-Elect agreed to take over in place of Cecile as a representative of the ICCMP to CAL. The next meeting for CAL is April 30th at 10 o'clock. The committee may possibly meet by V-Tel.
7. Nominating Committee
Mary Munroe, Kathy Walsh, and Linda McEwan will be the nominating committee for elections to the ICCMP Coordinating Committee for terms ending FY2006.
8. New Business
a. Art Young brought before the committee a proposal for the maternity leave for the Consortium Director. The committee agreed to 12 weeks full time off and then a part time arrangement until December 2002. In December, the arrangement will be reviewed.
Those with questions about the consortium during the director's absence should call Art's office.
b. Elizabeth Clarage asked about the Coordinating Committee member from the IBHE Office of Grants Administration. The committee decided as the consortium was no longer a grant that the person filling this position would no longer be a member of the Coordinating Committee.
c. The committee decided to keep the June 27th Coordinating Committee at ISU. The meeting will take place is 311 Milner Library. Sharon Wetzel should be contacted about lunches for the day.
d. Art Young proposed the committee recognize Cecile for the work and contributions she has made to the Illinois Cooperative Collection Management Program. The Coordinating Committee unanimously agreed and formally recognized and thanked Cecile.
