ILLINOIS COOPERATIVE COLLECTION MANAGEMENT PROGRAM
Minutes
April 24, 2003
Eastern Illinois University
Attending: Sonia Bodi (North Park), Barbara Alexander (Illinois State Library), Elizabeth Clarage (ICCMP), Jim Cubit (Lake Forest), Sally Duchow (DACC), Mary Munroe (NIU), Jay Starratt (SIUE), Carla Tracy (Augustana), Art Young (NIU)
Absent: James Huesmann (WIU), Charlotte Johnson (SIUE), Linda McEwan (Elgin CC), Karen Schmidt (UIUC), Susan Swords Steffen (Elmhurst), Kathy Walsh (National Louis)
Guest: Allen Lanham (EIU)
The Coordinating Committee of the Illinois Cooperative Collection Management Program (ICCMCC) met in Booth Library at Eastern Illinois University on April 24, 2003.
The meeting was called to order by Sonia Bodi at 10:30 a.m.
1. Approval of minutes
Mary Munroe made a motion to approve the minutes of the November 19, 2002 ICCMCC meeting. Sally Duchow seconded the motion. The minutes were approved by voice vote.
2. Announcement
Sonia Bodi shared a thank you from fellow committee member Kathy Walsh.
3. Report from Director (Elizabeth Clarage)
Calendar
Confirmed that the Coordinating Committee will be meeting at Western Illinois University on June 12, 2003. The Preservation Workshop is now May 16, 2003.
Preservation Workshop
Website has been updated with information. Informational messages sent to the ICCMP listserv. Invitations and response forms sent to all ICCMP members. As of 5 p.m. on April 23, thirteen people had signed up to attend.
Databases Update
Working with CAL on offering ScienceDirect from ElsevierScience (NILRC taking the lead).
Renewal / Subscription information for Blackwell Science and kcdlonline sent to all members.
Web Work – updating and correcting information on the existing site.
Partnerships
Waiting for 1 "letter of commitment" from Illinois Authors Partnership. The ICCMP office has not received several final reports from FY02 from the Illinois Authors grant.
Meetings
Attended the CAL meetings, December 10, 2002 and March 7, 2003. Attended a meeting in January with John Berry, Tom Dorst, and Dave Stewart to discuss coordination of electronic services. There was also a conference call in April.
4. Budget
Budget dated April 14, 2003 was distributed to committee members. Jim Cubit made a motion at the grant participant whose “letter of commitment” is outstanding be given notice that the ICCMP office must receive the this form by May 1, 2003, or the funds will default to the ICCMP budget for use. Sally Duchow seconded the motion. The motion passed by voice vote. Jay Starratt made a motion that all ICCMP funds that remain at the end of FY2003 be used to pay a portion of the OCLC statewide assessment invoice. Carla Tracy seconded the motion. The motion passed by voice vote.
5. Review Grant Proposals
The committee reviewed the ten grant proposals.
6. Taskforce Reports
a. Continuing Education – Subject Bibliographers (Sally Duchow, Kathy Walsh, Elizabeth Clarage)
The subject bibliographers meeting was February 7, 2003. A summary of the evaluations were shared with the committee. Members of the committee asked if the summary could be sent to them via electronic mail. Elizabeth Clarage said that she would do so.
b. Continuing Education – Preservation in the Small to Medium Sized Library – Spring Program / Workshop (Jim Cubit, Linda McEwan, Mary Munroe, Karen Schmidt, and Kathy Walsh)
The workshop date is May 16, 2003. It will be held at the Bone Student Center on the Illinois State University campus. Presenters will be Barbara Feldman (Preservation Librarian, ISU), Jennifer Hain (Head of Conservation, UIUC), Beth Schobernd (Associate Dean, ISU), and Tom Teper (Head of Preservation, UIUC). The registration fee is $25.00.
c. Assessment (Mary Munroe, Charlotte Johnson, Carla Tracy, and Kathy Walsh)
At the December 6, 2002 Directors’ Meeting, there was a well received suggestion from a director that ICCMP once again ask for a contribution from participating libraries to help pay for the statewide assessment. Each participating library was asked to contribute for the subject level statewide assessment based upon their Fall 2002 enrollment. All but a handful have agreed to do so. There are some new participants to the assessment project. These include the Illinois State Library, Chicago Public Library, Harper College, and Trinity Christian College. Data will now be available for 85 institutions within the state. The data will be available on a website.
7. CAL (Council of Academic Libraries) Report
Elizabeth Clarage reported on the CAL meetings of December 10, 2002 and March 7, 2003. Sonia Bodi and Art Young also commented. Full minutes of the meetings can be found on the CAL website: http://www.ilcso.uiuc.edu/cal/minutes/
8. Nominating Committee
Sonia Bodi called for volunteers for the nominating committee to fill the upcoming vacancies on the Coordinating Committee. Mary Munroe, Sally Duchow, and Carla Tracy will be the committee. Mary Munroe will chair the committee.
9. New Business
a. Subcommittee to Evaluate the Executive Director
Sonia Bodi, Jay Starratt, and Art Young formed a subcommittee to evaluate the ICCMP director.
b. ILCCM Listserv: Membership & Gift Materials
Committee members agreed that a statement would be added to the website that libraries could paste onto a listserv message about gift materials. Statement would include that Illinois libraries would have first “rights” to the materials.
c. ICCMP Grants: Deadline for Commitment Letters
Sally Duchow made the motion that “letters of commitment” from grant participants must be received by September 15, 2003 or the granted funds will revert back to the ICCMP main budget. Jay Starratt seconded the motion. The motion passed by voice vote.
