ERC ST 040329

Orbis Cascade Alliance Electronic Resources Steering Team Conference Call

March 29, 2004, 2:00 PM – 3:00 PM

Members participating: Debi Baker (OCA), Diane Carroll (OHSU), John Creech (CWU), Greg Doyle (OCA), Susan Hinken (UP), Tim Jewell (UW), Emily Miller-Francisco (SOU), Barbara Valentine (Linfield), Heather Whipple (Reed)

List of members of Electronic Resources Committee (Alliance-ER) and Steering Team:

http://libweb.uoregon.edu/orbis/staffhome/ERC-members.html

1. Organizational/Housekeeping:

A. With no corrections to the Minutes of the 27 February, 2004, meeting of the Steering Team, Minutes were approved, with a hearty round of thanks to Diane Carroll!

B. Future distribution of agendas

Tim – Are there any concerns about posting agendas to the general list?

Heather – If people on the list of the whole propose items for the ERST will that negatively impact the mission of the ERST?

Emily – Perhaps we could entertain items from the group of the whole and the ERST Chair could determine if potential items are appropriate for upcoming or future meetings.

Chair will submit draft agenda items to the full ER list and allow a week for any committee member to suggest additional topics. Chair will consider all suggestions and issue a final agenda.

C. Housekeeping – This meeting ends @ 3:00, ready or not.

2. Main Topic of the Day – discussion of the May 14^th meeting of ERST and ER reps from all Summit campuses

1. Logistics

Travis is working on reserving a site in the Portland/Vancouver area, as Debi warned us that there is likely no host site that can accommodate a hollow square and we’ll probably have a theater style room.

 

During the week of April 12^th a Zoomerang survey will likely go out announcing meeting location and time. ER members will respond as to their attendance preferences.

2. Topics

Tim began by referring to the spreadsheet Debi distributed with comments on possible topics suggested by ER committee members. He grouped them into possible themes:

• Survey e-journal purchasing landscape using the work Diane did on e-journal packages with the Orbis Collection Development Committee and how this might frame a program on e-journals.

• Community building and Process/procedure: roles of Steering Team members; ER Committee members; Alliance staff. Process for renewals and new products. Cost allocations.

• E-journal management software, including III’s product.

• Cost allocations – concern that small libraries don’t subsidize large libraries and vice versa.

Roles and communication concerns:

• With Greg’s role
• Representational/nonrepresentational role of the ERST
• Ejournal management software, consortial purchases

Noted from previous minutes under concerns:

• Pricing models used by e-journal vendors
• Cost benefits of consortial e-journal purchases
• Pro/con of The Big Deal
• Examples of communication models used by other large consortia

Tim then noted that e-journals are a good topic with obviously lots of dimensions worth discussing.

Diane * Point - she came away from our initial ERST meeting was a new

understanding of the CLP's focus. She wondered if we needed a brief review of

products currently available via Alliance or Washington Library Cooperative?

Emily – Why not have a brief history of each organization as we did in our 27 February meeting?

Greg – had spoken of a survey re: products coming up for renewal that all members or member reps might like to see. He sees a lot of interest in discussion of cost sharing models.

Tim – Suggested that organizational and housekeeping communications need to be addressed early in the day and then perhaps revisited after some work has been done on specific issues, later in the day.

Debi posed the question to Tim of setting time limits on each discussion item.

Tim – Tentatively sounds like the AM might be a business meeting with educational issues and Q&A reserved for the afternoon.

Discussed the idea of exploring who’s attending the Acquisitions Institute at Timberline Lodge from Saturday, May 15, through Tuesday, May 18, 2003 to see if there is someone with expertise with e-journals that might be willing to participate in the afternoon program. Debi pointed out that we are at the end of the budget year and funds might not be available to do much here.

Tim – So far we have:

Morning is for business meeting with focus on communication, roles, housekeeping.

Greg – There would be an opportunity at this point to say something like:

What about a particular aspect of how we’re handling a certain issue – is this acceptable? Does it work for you? Greg could lead a session in the morning on this.

Debi – We could make Greg’s place and role clear for each item of discussion in the AM session.

Tim – for morning session – cost allocations – we need to talk about in some detail during the business meeting but can we talk about concrete examples of Orbis/CLP cost sharing?

Cost Allocation:

Barbara initiated a discussion about possible ways of setting up a discussion on cost allocations. Suggested that we take a couple of examples whereby subscriptions and contracts have evolved over time and analyze them. Debi noted that an example might be Gale’s Literature Resource Center where no large schools participated due to fact that it was so expensive to them. Diane asked if it would be good for different members of the ERST to make presentations to the group of the whole in order to make it more egalitarian. Barbara would be willing to facilitate a session with support from Debi, John Helmer, Tim, etc. Greg commented that it would be good to have participation beyond Alliance staff.

Barbara – Most interesting thing about cost allocation process is that it’s so fluid and dependent upon multiple variables. Barbara could do X minutes of history and examples, then follow with a discussion.

Tim – We might come back to this at end of day after discussions of e-journal packages, The Big Deal, etc. and revisit cost allocation models re: e-journals.

Greg – What about having a vendor rep attend to offer her/his perspective?

Debi – Do we want to go for a day-long meeting?

We could have one or two ERST members sit at each lunch table and facilitate discussions on various topics. Emily noted that we could distribute ourselves around the lunch tables and just listen. It was decided to open the meeting at 9:00 and have open and informal discussions, coffee, and snacks from 9:00-10:00. We could place name tags of ERST members at each table to facilitate communication.

Tim – Wrap-up:

Let’s leave time at the end of the day for open-ended discussion. We can revisit earlier topics and entertain any new issues. All ERST members agreed on this point.

And last, a reminder that our next conference call is April 26, 2004, at 10:00 AM.

Approved: April 26, 2004