CDMC-Minutes-070817Orbis Cascade Alliance CDMC Steering Team Friday, August 17, 2007 Minutes
Attending: Lynn Chmelir (LC), Linda DiBiase (LDB), Greg Doyle (GD), Susan Hinken (SH), Jack Levine (JLe), Julia Longbrake (JLo), Roger Stelk (RS), Mark Watson (MW--Chair)
Absent: Diane Carroll (DC)
Select a recorder: LC volunteered. In future, the recording duties will rotate alphabetically. LDB will record at the next ST meeting.
Welcome, introductions, and announcements: DC was not able to attend by telephone, as originally planned. MW welcomed new members JLe, JLo, RS and DC, in absentia. LC, past chair, will be attending meetings as an informal member until the end of the year. All members introduced themselves.
Steering Team Liaisons: The following liaison assignments for Steering Team members were made: COCC—DC CWU—DC Chemeketa--JLo Clark—LDB EOU—DC EWU—DC Evergreen—JLo GFU—JLo Lane—JLo Lewis & Clark—JLe Linfield—LDB Marylhurst—JLe Mt. Hood—(on ST) OHSU—JLe OIT--JLe OSU—MW Pacific—MW PCC—MW PSU—RS Reed--(on ST) Saint Martin’s—SH Seattle Pacific—SH Seattle U—SH SOU—SH UO—(on ST) UP—(on ST) UPS—LDB UW—(on ST) Walla Walla—LDB WSU—(on ST) WOU—RS WWU—RS Whitman—(on ST) Willamette—MW
(Note from later: the ST forgot to assign a liaison to Chemeketa CC, a new member of the Alliance. The recorder has assigned JLo since she is one of the members with fewer assignments.)
GD will update the list on the CDMC Website to reflect these new assignments.
ST members are all subscribed to the ST list and so is our staff liaison, GD. The ST was reminded that Alliance lists do not accept attachments. The listserv is the official communication mechanism for the ST. When it is necessary to send an attachment to individual members, please post an announcement on the ST list that another message has been sent with an attachment.
Approval of minutes from ST meeting, 5/24/07: DPR holding assignments: LDB mentioned that she had volunteered UW to serve as the completing library for the entire DPR, whenever possible. MW did not ask her to do that. GD will correct the minutes on the CDMC Web page. They will remain behind the password. Minutes, as amended, were approved.
Reports:
LC reported she attended the EC meeting on May 31 where the CDMC semi-annual report of that date was endorsed. (The written report is posted on the CDMC Web page.) EC subsequently placed several CDMC motions on the Council agenda for the July 12-13 meeting which LC also attended. Council approved motions relating to the consortial vendor project and the MOU for the Distributed Print Repository. Minutes from the Council meeting are posted on the Alliance Website. LC especially noted that EC has been charged to craft a policy statement on the concept of “one consortial collection” held among various Alliance member institutions. The ST wishes to follow and perhaps contribute to this work of the EC.
YBP Monograph Vendor Project: MW reported that all vendors have been notified of the Alliance vendor decision. MW shared a draft press release from YBP about the consortial monograph vendor project that has been reviewed by John Helmer. The ST offered a few suggestions to tweak the language. GD will pass on the suggestions to YBP and they will issue the release. GD will also post the final version on the ST Webpage and notify the CDMC members.
A fall CDMC meeting will be held, preferably at UP on Wednesday, October 17, in conjunction with the NWIUG meeting there on October 18 and 19. CDMC members will each be invited to bring another key staff member, if they like. (Note from later: SH has confirmed the date and venue: October 17 at the Buckley Center on the UP Campus, with accommodation for 75 attendees.)
The purpose of the committee meeting will be to generate enthusiasm for the consortial monograph project, to share information about how to work effectively with YBP, and to update members on other CDMC projects. We expect that YBP representatives will be there and agreed to invite someone from OhioLINK to come to share details of its success working with YBP. MW and ST members will plan the program. This is a preliminary outline of the day, with lunch and breaks added, as necessary: 1. Vision of a consortial collection—what we can achieve by working cooperatively. 2. Presentation from YBP—how we can use GOBI, GoBeyond, YBP profiling services, and their other services to best advantage in our libraries. 3. Panel on consortial collecting—presentations from OhioLINK and from local YBP user(s). 4. Update on the Distributed Print Repository (30-40 minutes): receive final title assignments, discuss plans to discard runs not being held as part of the DPR, and next steps (Mansell, etc.?) 5. Discussion of “last Alliance copy”
MW will contact John Helmer to check on the availability of funding for a guest and, if funding is available, contact Julie Gammon about a speaker from OhioLINK.
SH will contact YBP about the date in order to insure that company representatives will be available on October 17. (Note from later: YBP has been confirmed for this date.)
MW will send a note to the CDMC members, with a copy to the Alliance Council with the following information: Date of fall CDMC meeting: October 17, 2007 at the UP campus Invitation to bring along another key staff person if desired Brief introduction of what topics will be covered at the meeting Invitation to send in questions about transitioning to YBP to GD (He will serve as a clearinghouse for questions that will be answered at the meeting and to keep track of which libraries are participating in the project) Invitation for each library to begin working with YBP at its earliest convenience Reminder that the YBP proposal and addendum are posted on the CDMC Website (behind the password) Reminder that the 3% YBP credit for new business is from July 2007 to June 2008, an incentive to begin using YBP as soon as possible, if desired
Order records in Summit: Most libraries do display order records in Summit. Evergreen has a technical problem with display of order records. JLo will contact Evergreen to see if she can discover the problem and get help. Five libraries did not respond to the survey. ST liaisons will contact the following libraries to find out if they display order records and encourage them if they don’t. COCC—DC Lewis and Clark—JLe Marylhurst—JLe PCC—MW EOU—DC Please report results back to GD who is keeping the tally.
Distributed Print Repository Project: MOU: LC had distributed another draft, as amended by Council. There was further discussion of whether or not DPR holdings could ever circulate outside the holding library and whether the eradication of old markings for transferred materials was too prescriptive. The following sections were amended, as follows:
“3.6.1. Transferred Material. As soon as possible after the member Institution first obtains possession of the Materials, it shall eradicate, remove, or cover over markings of previous institutional owners (e.g. bookplates, ownership stamps, call numbers, and barcodes) in a way that reduces confusion about ownership and that does not damage the Materials.”
"4.1. Access to Originals. The materials may be made available for on-site use or on-site photocopying according to Member Institution's applicable policies. The materials will not circulate outside the library with the following possible exception: an Interlibrary Loan request from another Alliance library for a repository item may be negotiated for in-house use at the requesting institution's library."
LC will send a clean copy of the MOU to MW and GD. GD will forward the finished version to John Helmer for submission to legal counsel in Oregon and Washington.
The DPR will have a place on the agenda for the October 17 committee meeting, as noted in the program outline, above.
The CDMC had recommended that each volume in the DPR bear an Alliance bookplate. Council amended that recommendation and agreed for the Executive Committee to explore whether a stamp could be used in place of a bookplate. GD and alliance staff will investigate the relative cost and efficiency of both methods and will give EC pricing information for a decision.
It is still not clear how catalog records in Summit can be made to display assigned DPR holdings. LC noted that Council members think this is a very important aspect of the project and that these decisions should not only be reflected in Summit, but also in WorldCat, if possible. Apparently Marcia Bianci at Reed College has done something like this at the local level. Lihong Zhu from WSU submitted some ideas on how to do this. SH will look into this, follow up with Nancy Nathanson at the Alliance, and report back to the ST.
We agreed last time to add Mansell to the DPR. GD will check with WSU to be sure they are holding one run and that it appears on their list of DPR holdings. UW will keep the other run and LDB will be sure that it is added to their list of DPR holdings.
Libraries have completed the second round of more detailed volume-checking. MW shared a list of titles that are not held by any library (12) and a list held by only one library (18). Those titles will be so noted on the official Alliance DPR Web page. He shared a list of volumes needed to complete runs. It was noted that the JSTOR I and II runs end with 2000 print volumes. ACS ends with 2004 print volumes. After those dates, the electronic versions are the archive of record. (Holding libraries may, at their discretion, continue to add paper holdings for more recent dates to the DPR, but it is not a requirement.) When more recent dates are eliminated from the list of incomplete runs, there are many fewer. MW will check UW’s holdings to see if they can retain all of the missing volumes. If so, they will be assigned to keep the completing holdings. If not, another library will hopefully be found. MW will share the finished holding lists at the CDMC meeting.
MW shared a list of some complex details. It should be clear that in some cases a library is assigned to hold only one title in a title family, not all the titles. It is acknowledged that there may be a few odd gaps or duplications in the holding assignments, but they are unavoidable and so be it.
Last Copies: SH distributed a second draft of an Alliance Last Copy Policy. The ST made some recommendations for changes, including a definition of what is meant by “last copy,” and suggested that materials for adoption be posted to the Alliance Materials Exchange List. GD will circulate a list of members. SH will distribute a revised draft to the ST that will then go to the CDMC. Members will be given until October 16 to make comments. This will be a discussion item at the fall CDMC meeting. All member libraries will be asked to assign someone to monitor the list and request wanted materials promptly. After the CDMC meeting, MW will send the policy to the EC for its input/adoption.
Resources for College Libraries: SH distributed a report of the pilot project to check Summit holdings against RCL. Reference student workers at UP, led by Heidi Senior, checked all entries on every 25th page in all 6 volumes of RCL. Here, in summary, are the findings:
Humanities: 95.87% of titles held in Summit Language and Literature 97.86% “ History 98.62% “ Social Sciences 95.37% “ Science and Technology 97.16% “ Interdisciplinary 98.72% “
Students spent 35 hours on the project. ST members were pleased at the high percentage of volumes held in the consortium. They believe that further checking is not needed and that there is no need to try to fill in the missing titles. SH will write an introductory paragraph for the data spreadsheet and send it to MW and GD. GD will post the findings on the CDMC Web page and send a note to the CDMC and Council lists to call attention to the study. ST members sent a hearty thanks to Heidi Senior and her student workers!
Using circulation data for collection decisions: Council had mentioned that CDMC might use circ data to discover titles for which the consortium needs more copies. Perhaps a “war chest” of central funding could be used for this. JLe suggested that we find a less belligerent term for central funding. GD noted that Kyle Banerjee of the Alliance staff is working with III and other consortia to try to get better management data from InnREACH. The ST will revisit the notion of using III management data to assist in cooperative collection development at a later date. Meanwhile, GD will consult with Alliance staff to be sure that the Alliance is participating in influencing the InnREACH enhancement process. The CDMC ST would be happy to participate actively to solicit ideas.
Other projects to consider: LDB will work with GD to do a Zoomerang survey of the membership about binding policies. With implementation of the monograph vendor project and the Distributed Print Repository on everyone’s plates, it was decided not to commit to additional CDMC projects at present.
Next meeting: The next ST meeting will be scheduled after the CDMC meeting October 17. GD will send out a Zoomerang survey to reserve a date in late October or early November.
Adjournment: MW adjourned the meeting at 3 PM.
Respectfully submitted, Lynn Chmelir
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