June 20, 2008
University Library, University of Illinois at Urbana-Champaign

Members attending: Jerry Anderson (Joliet Junior College), Kathleen Bloomberg (Illinois State Library), John  Dorr (Illinois Institute of Technology), Mary Konkel (College of DuPage), Linda McEwan (Elgin Community College), Katie Maier-O’Shea (North Park University), Lynn Wiley (University of Illinois at Urbana-Champaign)

Members absent: Chad Buckley (Illinois State University), Luann DeGreve (Benedictine University), Linda Morrissett (DePaul University), Marlene Slough (Eastern Illinois University)

Staff attending: Elizabeth Clarage, Connie Walsh

Jerry Anderson, Chair, called the meeting to order at 10 a.m. and reviewed the agenda.

The minutes of the April 25 meeting were approved on the committee wiki and were posted to the committee website.

ANNOUNCEMENTS:

The CARLI Board of Directors determined at its May meeting that the Collections Working Group could proceed with the award program without going to the Board in the future. The Board will be notified about award programs and funding decisions but will not take action. Also at its May meeting, the board approved $100,000 for the OCA / CARLI Book Digitization Initiative for FY10.

Elizabeth will be working from her home office in the future. Her phone number is (815) 713-8479.

COMMITTEE STRUCTURE:

Jerry Anderson thanked Linda McEwan for her participation in her final meeting. Linda Morrissett’s term on the working group is also expiring. New members of the working group are:
• Marlene Slough (reappointment)
• Frances Drone-Silvers, Parkland College
• Heather Parisi, Dominican University

TRAINING/PROGRAMS 2008 – 2009:

The Collections Working Group is working jointly with the Electronic Resources Working Group to develop a proposal for a one-day program in central Illinois in early 2009 on e-books. A vendor showcase, keynote address on the state of the industry and possibly the university press perspective will be included. Afternoon sessions will include implementation of e-books in various types of libraries, technical services issues related to e-books and possibly different vendor models for distributing and pricing e-books.

A fall CWG forum, tentatively set for Oct. 13 at Heartland Community College (although it’s the Columbus Day Holiday) will be held. The morning program will focus on issues associated with weeding collections including flipping collections to electronic format; clearing out reference print collections and utilizing data from Voyager to assist with weeding initiatives. This will be presented as a panel presentation on trends will be included such as moving to information commons and the changing paradigm of weeding. Other activities for the day include information about the CARLI Collections Awards Program and will include breakout sessions for bibliographers. Elizabeth will check on the availability for space on dates around mid-October.

UNIVERSITY OF ILLINOIS REQUEST-FOR-PROPOSALS (RFP):

Lynn Wiley reported that three excellent bids have been received in response to the library’s RFP for book vendors. The final decision will be made in September. Presentations from the bidders will be arranged in July and August; publicity will be coordinated with the CARLI office.

A possible forum or Webinar after the contract award was discussed to cover why other libraries might exercise the option to purchase materials based on the awarded contract. Looking at what the ORBIS and Colorado libraries are doing with consortial-wide purchasing contracts could be part of a larger program to promote the option for libraries in Illinois to piggyback on this contract.

AWARDS PROGRAM FY2009:

The CARLI Board of Directors accepted all of the CWG’s recommendations on the CARLI Collections Awards proposals. When the new CARLI letterhead is received, the award letters will be sent.

AWARDS PROGRAM FY2010:

Forty-seven responses have been received already in response to the survey of the CARLI Collections Awards Program from those that registered for the November 2, 2007, "New Directions for CARLI Collections Awards: A Forum on Expanding Access to Content and Collections, New Partners, and New Opportunities” program.

Group members followed-up with people who submitted “Intent to Apply” letters but did not submit proposals for the Access & Analysis program showed that the issues did not relate to the program guidelines. Instead the issues were institution-related.

Ideas for a theme for the collections enhancement program were discussed. A decision should be announced by mid-September.

There is general agreement that separate deadlines for the Collections programs (the CARLI Collections Enhancement Awards Program and the Book Digitization Initiative) would be useful. Generally the documentation for FY2009 will work for FY2010 although more direction on collaboration is needed.

Prior to the next meeting, John and Elizabeth will work on a blog posting indicating that CWG is beginning to think about a theme for the upcoming year and ask for input from the CARLI community.

The final impact of Microsoft’s cessation of funding for the Open Content Alliance has not been determined yet. Funding will be available through the end of the year, at a minimum, for the book digitization effort. Whether or not materials will need to be shipped to the Allen County Library in Fort Wayne, Indiana was raised as an issue. However, the CARLI money was earmarked last summer and our project is not funded by Microsoft.

BOOK DIGITIZATION INITIATIVE:

Digitization “intent to apply” libraries gave a variety of reasons for not submitting proposals, if that was the case. Reasons included that the gift collection was not received yet as well as format issues (sheet music, newspapers,etc.).

Because a small number of materials can still be digitized this year, a second call for proposals will be issued using the same “Illinois History and Culture” theme. The FY2010 theme will be discussed at the next
CWG meeting.

LIBGUIDES:

Springshare has offered a consortial discount for LibGuides; however, without specific institutional commitment the company is not able to offer a larger discount. Elizabeth will work with the representative to
see if the product can be offered to the CARLI community at a discount without it being centrally managed. Additionally, she will follow-up on the possibility to extend the introductory offer as well as possible contract extensions for institutions that have recently subscribed to the service prior to the announcement of the offer centrally.

ANNUAL REPORT:

Jerry reviewed topics to cover in the annual report to the CARLI board. Topics include:

• The Collections Working Group meeting dates and topics
  
• The wiki
  
• The awards program overall vision
  
• Meetings and workshops
  
• Serials subgroup efforts
  
• Surveys and assessment
  
• Themes for the awards programs
  
• Communications methods for the committee’s work.

CENTER FOR RESEARCH LIBRARIES (CRL)

Susan Singleton is talking with CRL about CARLI memberships. Bernie Reilly, CRL Director, will be participating in the CARLI annual meeting.

Susan will also be convening a meeting of the directors of large CARLI libraries to discuss archiving plans.

The meeting adjourned at 12:55 p.m.

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