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ILLINOIS COOPERATIVE COLLECTION MANAGEMENT PROGRAM Minutes of CCMCC Meeting September 9, 1999 |
Founders Memorial Library
Northern Illinois University
Attending: Maria Otero-Boisvert, Allen Lanham, Doris Brown, Charlotte Johnson, Karen Schmidt, Linda McEwan, Kathy Walsh, Bernie Fradkin, Cecile Jagodzinski, Dorman Smith, Carla Tracy, Mary Munroe (for Art Young)
Current chair, Doris Brown turned the gavel over to Allen Lanham, incoming chair. Allen thanked Doris as well as outgoing members, Bob Malinowski, Nancy Hessler and Mary Schellhorn for their past service to the coordinating committee.
Allen then introduced the three new members: Dorman Smith of Aurora University, Linda McEwan of Elgin Community College and Kathy Walsh of National Louis University.
Election of a Vice Chair/Chair Elect: (2-year commitment) The members of the coordinating committee put forward two nominations for the position of chair-elect, Charlotte Johnson of SIU-E and Cecile Jagodzinski of ISU. A vote was taken and Charlotte Johnson was elected.
Due to the untimely death of committee member Marlene Deuel, Allen Lanham has contacted Jan Eiseman regarding the need for a replacement from the ranks of library system directors. This is an ex officio position appointed by (ILSDO?).
Jill Wold informed the consortium director by phone of her intent to resign her ex officio seat on the committee representing community colleges. Maria raised the question of the need to continue to have an appointed representative now that membership among community colleges has risen and they have the ability to elect representatives of their choice. There are currently two elected members on the committee from community colleges.
Maria gave the report in place of Art Young, Project Director
Handouts included an end of fiscal year budget printout showing the amount of $3,761.35 unencumbered. Maria gave details of certain line items. The consortium has until Nov. 30 to continue to expend FY 99 funds. Encumbrances had to stop on August 30. Any funds remaining unexpended by November 30 must be returned to the IBHE.
Another handout showed the current status of the NIU clearing account from which vendors’ invoices are paid and member library payments are held. All outstanding invoices from FY 99 are in the process of being paid (i.e. have been authorized for payment by CCMP) with the exception of Congressional Universe. Maria is working with the billing agent at CIS to complete that process.
Maria reported that she and the NIU library business manager, Douglas Moore hope to make quarterly partial payments to vendors throughout the year in order to avoid any end of the year problems. The committee again discussed the proposed policy to send out past due notices at certain intervals and notify vendors of non-payment past a certain point.
IBHE/HECA - Maria reported that the CCMP has received unofficial notification of funding for the fiscal year. The consortium had requested $291,000 and was awarded $250,000. Maria will need to review and revise the FY 2000 budget and make recommendations to the Executive Committee. There was some discussion of the other HECA grants awarded this year. Some smaller grants have gone to programs with much smaller, regional, focus. This seems to counter the expressed aim of the IBHE to support p cooperative efforts of libraries throughout the state
The consortium has welcomed several new members in the past two months: Lake Forest College, Harold Washington College, Lincoln Trail College, Parkland, and Robert Morris College. A membership commitment form is also expected from Principia College in the next week.
This spurt of new membership is a direct result of the Britannica OnLine subscription. Mike Phillips, the sales representative for EB has recruited members to the consortium in his efforts to find new subscribers.
Database Update:
Britannica Online – wrapped up with Mike Phillips of EB. He’s still pullin gin a few new subscribers. 54 participants, 201,400 total FTE.
Solinet - (AU, CU, SU, etc.) wrapped up with Amy Crawford. A few late starts in August. 30 participants, 114,260 total FTE. Just received pricing for History Universe, Access to African American Studies database.
GaleNet – still working on this with Mark Madden and his supervisor, Julie Peterson. So far, interest has been low. Deadline has been extended. Chicago Public Library has indicated an interest in participating. The vendor may offer them a parallel deal in which they would count as a multiple of ten within the CCMP pricing model. This would bring our participation level up to the minimum threshold for most titles. Some libraries with previous subscriptions may choose to stay with their old deal. They will be grandfathered.
ABC-CLIO – we are awaiting renewal pricing and new product information from Pete Sproul.
CARL News Collection – insufficient interest. Pricing based on ports or simultaneous users.
BHIL (formerly ProQuest) – new proposal for Newspaper Abstracts has been sent by Cyhtia Lett, a new sales rep. The pricing is based on University size. Maria was asked to pursue this for Illinois or Midwest titles rather than the 27 national titles proposed by BHIL.
STAT-USA -- renewals in process. Terri Long is the sales rep working with Maria. Pricing is based on either FTE or IP class (lower of the two).
Chadwyck Healey /LION – Maria has contacted Diane Kyrus, the sales rep replacing Andrew Clemmons. Diane is preparing a renewal and new pricing package for the CCMP.
JHU – Project Muse – Maria has been in contact with Melanie Vandermark. Pricing for 2000 being prepared. Project Muse is expanding content by adding lots of university press titles. Cost may be a problem for the community colleges since the CCMP will not be offering partial subsidies this year.
AP / IDEAL -- This is the last year of a three-year contract. Renewal talks should start soon. Maria discussed some of the problems we have had with the billing office of AP. Strong-arm tactics used on several occasions. May need to talk to the president of the company (problems). Two items in the present contract seen as a problem: the nine-month notification for stopping an institutional subscription and the prohibition against ILL use.
American Chemical Society – Price quotes for several products received from Amanda Phillips at ACS. Maria will meet with Amanda to review the pricing model and include a Chemistry Librarian either from NIU or UIUC in the talks for subject expertise.
Maria brought up the question of the number of contracts that the CCMP office can reasonably pursue, coordinate and then manage. We receive inquiries from both vendors and members on a regular basis. How much can the consortium reasonably process with a .75 FTE professional position and no clerical assistance beyond an undergraduate student aide? Although there was a general feeling around the table that all avenues should be pursued to the benefit of the membership, there was no further discussion of the logistics involved.
The Fall Bibliographers’ Meeting will be held on Nov. 18-19 at NIU’s Holmes Student Center. The keynote speaker will be Tony Ferguson from Columbia University. A preliminary program was handed out.
Lodgings at the student center will cost $55.50 per night for single or double rooms. Registrants will be asked to make their reservations directly through the HSC. The committee authorized a registration fee of $50.00, which will include the cost of five meals.
The Documents Taskforce (Mary Munroe, Joan Fiscella, Kathy Walsh, Cecile Jagodzinski and Maria Otero-Boisvert) presented a report (memo dated 7/26/99). The report recommends a three part planning process involving the solicitation of input from the membership on the future direction of the consortium. They recommend specific activities geared towards this aim at the Fall bibliographers’ meeting; a separate directors’ meeting and a special session of the CCMCC to evaluate all of the feedback. The coordinating committee approved the proposal.
The "Documents Taskforce" will become the Planning Committee for the Bibliographer’s Meeting at NIU on November 18-19 and will facilitate discussion concerning the future of the consortium.
The committee enthusiastically supported the idea of a Summit Meeting for CCMP Directors. A planning group comprised of Doris Brown, Allen Lanham, Charlotte Johnson, Dorman Smith and Bernie Fradkin was created.
The Summit Meeting may be scheduled for the first week of December in order to hook up with the ILCSO Policy Council meeting in Chicago. Doris will try to reserve space at the Newberry Library for the meeting. Possible speakers were discussed: Paula Kaufman (UIUC), Barbara Allen McFadden (CIC). A professional facilitator may be needed.
Allen Lanham brought up the issue of collecting official papers of the consortium to add to the archives housed at UIUC. There was general agreement that an effort should be made to preserve our 20-year history within the UIUC’s University Archives.
A copy of current, active partnerships and projects was circulated. The existing list of past projects and model disciplines needs to be updated and posted on the web site.
Two side issues emerged during this discussion: the need to educate bibliographers as to the correct way to write a grant proposal as well as the need to review the existing scoring sheet. The sheet will be reviewed at the next meeting. The Fall bibliographers’ meeting will include a discussion panel featuring writers of successful grant proposals.
There was general agreement that we ought to strive for more than 6 proposals next year.
The committee discussed suggested areas for proposals: agriculture, urban planning, psychology, physical education and recreation and ethnic/ area studies. Proposals in other areas will also be encouraged as well.
Second year proposals will be encouraged – at ½ the funding level of the 1st year.
The calendar needs to be revised with an eye towards moving the proposal, review and selection process up earlier. Last year proposals were due on March 1st. This year we will ask for them in early February. The exact date to be announced at Bibs’ Mtg.
The partnerships selected for funding in FY 00 will get award letters after the budget is approved. Exact amounts will be determined by the revised budget. Amounts may need to be adjusted given that we didn’t get all the HECA funds we requested.
Allen Lanham suggested forming the following subcommittees/task forces. They are based on goals and activities outlined in this year’s HECA grant proposal. He and/or Maria will serve ex officio on all of them.
Doris will chair. Tom Peters assigned.
Charlotte will chair. Kathy and Carla will also serve.
We will look at the ICAM history and investigate what is being done by OCLC and ILCSO.
Bernie will chair. Cecile and Art will serve.
Discussion of a nominal fee to help support administrative costs.
Karen will chair. Cecile and Dorman will serve.
Might not just look at physical facilities – but arrangements between libraries to house the last copies in a particular discipline.
Karen is willing to discuss with John Maitland, a Senior Senator from
Bloomington who is interested in libraries.
No assignments were made. Annual meeting might be held in conjunction with IACRL (Matteson on April 13-14).
Art to chair. Tom, Charlotte and Linda to serve.
Focus on lobbying efforts to the IBHE. Outreach to other consortia, systems, networks, etc. in the state.
The next meeting of the CCMCC will be held at DePaul’s Loop Campus on November 8th, 1999 from 10:30 to 3:00.
