Questions? Just contact us!

Login

Username

Password

Remember Login

Forgot your password?

CDMC-Minutes-051122

Minutes of the Steering Team meeting

Collection Development and Management Committee

Orbis Cascade Alliance

 

Portland Community College, Cascade Campus

Student Services Building, Room 209D

10 AM, November 22, 2005

 

Members attending:  Sarah Beasley, Lynn Chmelir (chair), Carol McCulley, Pat McLaughlin, Joni Roberts, Jane Starnes, and Mark Watson

 

Staff attending:  John Helmer

 

AGENDA:

Select a recorder – Jane K. Starnes volunteered.

 

Adopt the agenda—the agenda was adopted as distributed.

 

Minutes of the September 30 full committee meeting—approved.

 

Reports on current projects:

  • Census of cooperative projects – Sarah
    • Need to send out a reminder, only three responses received thus far. Due date is Dec 16. Compilation report will be made a part of the website.
    • Joni & Carol will help with the compilation to be available via the Web.
    • Might become a database, if resources are available.
    • Survey asks if documentation exists & where it is; it’s not our intent to collect all the documentation.
  • Shared Collections Task Force – Mark
    • Mark distributed a printed report (appended at the end of the minutes)
    • Discussion began with the draft RLSC Operations Policies.
      • Ownership is the big question – there are difficulties with giving away materials that were purchased by an institution.
      • Agreement to revise Section 4.1 and delete section 8.1.
      • Send draft to the Council for information – not asking for adoption or approval at this point.
      • Meeting on Dec 15 of CFOs, library directors, legal counsel for the two schools being considered as the site, & various other players. Discussion will be about ownership issues, fiscal responsibility, funding model, project leadership, etc.
      • Survey – reviewing draft Alliance Distributed Archive Project – Phase I. Decided that we should ask for summary holdings instead of % Estimate of print run. Mark will redistribute a revised version of the survey and members of the committee will check their holdings for a portion of the titles to test the instrument.
      • Discussion of what kind of holdings statements should be required and when to do the survey. We’ll ask for volumes & dates & summary holdings of print runs.  Pilot survey will be due by the end of December.
      • There’s some question about the issns in the spreadsheet & Mark will ask Cindy Cunningham to verify them.
      • A memorandum of understanding is the next step. We need to draft it in plain English & then let the lawyers in.

 

  • Ideas for future activities

The Steering Team reviewed the list of ideas compiled by the brainstorming groups at the annual committee meeting, September 30.  These projects were selected by the ST to work on during 2006:

    • Complete the census of cooperative projects and preserve the data via a Web page.
    • Continue work on a pilot project for a distributed print repository, starting with JSTOR Liberal Arts I and II and the American Chemical Society titles.
    • Explore a more “planful” relationship with monographic vendors.
      • Explore a cooperative selection environment and a group contract with a vendor to maximize discount for all Alliance members.
        • Survey which book vendors Alliance members are currently using.
          • Approval plan & type of plan
          • Budget for monographs
            • Amount spent with each vendor
          • Lynn will draft a survey that would go out using Alliance software.
        • Might arrange a “vendor day” with all the players.
        • We know that Blackwell’s and YBP both have consortial products.
        • Jane will ask Ingram if they have a consortial product.
        • Joni will ask Midwest if they have a consortial product
    • Explore ideas to use SUMMIT better as a selection tool.
      • Pursue a policy to “turn on” order records for all Alliance libraries in SUMMIT.
      • Endorse broader circulation of all material types (work being done by other Alliance groups).
      • Get list of SUMMIT turnaways (book requests that cannot be filled within the consortium) and explore cooperative collection development possibilities.
      • Study “Lib Use Only” designations and explore recommendations.
    • Using ILL/Summit borrowing information for collection development.
      • Gather information on ILL returnables.
      • Analyze information on repeat requests.
      • Explore some policies re: textbooks, dissertations, etc.
    • Formulate a “last copy” policy for books.
    • Explore “central funding” resources.
      • Grants (LSTA)
      • Building a “war chest” for consortial projects.
      • Avoiding conflict with other library efforts.
    • Encourage greater use of Alliance subject interest groups.

 

  • Ideas to let go
    • OCLC collection analysis product – we’re not interested at this time and this cost.  John will let OCLC know that we’re not going to pursue.  We can use Summit to achieve some of the same results.

 

CDMC-ST report to council

            Lynn will draft and distribute to the ST before the Dec. 16 meeting of the Executive committee.  The report will go to Council at its January meeting.

 

Meetings for 2006

  • Joint meeting with ER committee, perhaps in May
    • Lynn will work with ER committee chair to draft a request for volunteers to organize a program. If no volunteers, the idea dies.
      • Electronic journals
        • Reviewing package deals
        • Archiving
        • Other topics
  • Executive committee wants an annual meeting with Steering Teams
    • This might happen in March. We’d have a meeting, break for 45 minutes or so for a meeting with the Executive Committee.
    • We need to hold March 8-10 for this meeting. Might also have a joint meeting with the ER steering committee.
  • Steering committee: A summer meeting, after personnel changes in July.
  • Steering committee: A late fall meeting.

 

Agenda for next meeting:

  • Is there a “recommended” number of copies or a method for determining a number?

 

Lynn will draft our project plan for next year.

 

Adjourned at 1:30!

 

Shared Collections TF

Report & Action Items for CDMC Steering Committee

Tuesday, 11/22/05

Portland Community College, Cascade Campus

 

CDMC SCTF met via conference call on 8/24/05 to discuss creating a distributed print repository of the ACS and JSTOR I & II titles; action items from the meeting included:

 

  • Cindy C. will work on creating a draft survey tool (completed)
  • Lynn C. will work on drafting a vision for and description statement of the plan (completed)
  • Richard, Linda and Mark will work on a MOU (yet to be completed)
  • Mark will work on revising the RLSC document (completed)

 

CDMC SCTF reported to the Annual Meeting of CDMC, 9/30/05:

 

  • Presented revised RLSC draft
  • Talked about proposal to survey member institutions

 

Subsequent to the Annual Meeting:

 

  • Welcomed new members to the SCTF:  Donna Packer (WWU), Susan Hinken (UP) and Mary Jane Cedar Face (SOU)
  • Declared RLSC draft complete for the time-being
  • Re-sent draft templates to the TF

 

Questions for the Steering Committee:

 

  • Are we ready to proceed with the survey?
    • Should we invest more work to identify print volume information associated with the ACS and JSTOR titles?
    • Any further changes to the proposed templates?
    • What other steps need to occur before the survey is sent out?
  • Do we want to archive the entire print run of the title or just the volumes in the electronic packages?