Illini Center - Chicago

August 11, 2009

Members attending: Jerry Anderson (Joliet Junior College) by phone; Chad Buckley (Illinois State University); Luann DeGreve (Benedictine University); John Dorr (Illinois Institute of Technology); Frances Drone-Silvers (Parkland College); Mary Konkel (College of DuPage); Jim Millhorn (Northern Illinois University), Lydia Morrow Ruetten (Governors State University); Heather Parisi (Dominican University); Marlene Slough (Eastern Illinois University), chair; Lynn Wiley (University of Illinois at Urbana Champaign)

Members absent: none

Staff attending: Elizabeth Clarage, Connie Walsh

Guest: Susan Singleton

Marlene Slough, Chair, called the meeting to order at 10:00 a.m. and reviewed the agenda for additions. Documents distributed at the meeting included:

1. June 12, 2009 minutes – approved on group’s wiki
2. CARLI Collections Working Group Strategic Plan DRAFT
3. CARLI Collections Working Group Brainstorm Program Ideas

DECISIONS:

• John Dorr was selected as the Vice-Chair; he will be appointed to the working group for another year to allow him to serve as chair.
• Fall forum originally scheduled for October 2nd at IIT is cancelled. Possibilities for webinars instead of the fall meeting include: YBP Gobi, Hackfest, Acqfest or Collectfest. Maybe a group of collection documents on the CARLI wiki under the Collections Working Group. There was interest in streaming video forum (potential for joint program with E-Resources Working Group).
• Discussed ideas for Spring Forum, scheduled for February 26th or March 5th at IIT.

ANNOUNCEMENTS:

• Indications at this time are that the FY 2010 state budget may be reduced from last year with further reductions possible for FY 2011. CARLI is closely evaluating programs and cost sharing as ways to deal with potential reductions.
• CARLI has approved a pilot project of a purchase-on-demand program. It will be funded by CARLI and UIUC (at $5,000 each). The items in the pilot project will be owned by the University of Illinois. If the project goes further than a pilot project, then the issue of ownership will need to be discussed.
• A home is still needed for VHS tapes for last copy of the state. * CARLI is willing to pay half on an institution’s membership (up to $2,000) in the Center for Research Libraries. CRL is now a stop on the delivery system.
• Awards Program FY 2010 – Award letters were sent out on July 1. Half of the commitment forms have been returned and checks sent out. List of funded projects are on the CARLI website.
• Awards Program FY 2009 – Two requests were received requesting no cost extensions. One institution has been extended until mid-September, the other until December.
• Awards Program FY 2008 – Final reports were due June 30, 2009. Two reports have not been received. An extension was granted to one project as an individual left. The final report is expected by the end of the month. Elizabeth is following up on the second project.
• Book Digitization Initiative FY 2009 & FY 2010 – All letters went out in June for those FY 2010 proposals that were funded.
• Group discussed the report from the Statewide Serials Collection Task Force. Serial holdings information is not consistent within I-Share. Rapid is a company that can assist you with loading holdings.
• June 10th program, “Our Monograph Collection: A Call for Collaboration” baseline data will be posted on the CARLI site.

TASKS ASSIGNED:

• All committee members should review the CARLI website to see what other committees are doing.
• To review minutes on the CARLI wiki, go to bookmarked site, login, return to bookmarked site, select edit, make changes, add initials, and save page.
• John will cancel the reservation for space at IIT on October 2nd. He will explore the available dates to hold a spring forum at IIT.
• Elizabeth will post Awards Program details in CARLI newsletter for increased visibility/circulation of the program.
• Book Digitization Initiative. This project will go forward this year with focus on “Illinois Culture & Heritage”. Subgroup of John, Elizabeth, and Frances will work on documentation for program including the new submission schedule and will look at why others didn’t submit. Subgroup will also consider FAQ section for the Book Digitization website.
• Luann and Elizabeth will work on a Camtasia tutorial for using the digitized items on www.archive.org .
• All libraries are encouraged to put Archive.org on their e-resource page.
• Committee members should review the DRAFT CARLI Collections Working Group Strategic plan for review at the next meeting. Also look at the CARLI Priorities through 2010. The draft document will be put on Wiki for group to edit.
• More PR will be done for the work of this committee. Discussion included beefing up the website including best practices, guidelines, or basic toolkits. A web presence on the wiki will start as a clearinghouse and work into best practices. Maybe an expert resource directory or a listing of creative ideas in collection development will be included.
• The group selected to work on a clearing house depository through the CARLI Wiki. Members of the committee will seed the website/wiki with items from their own institution. Everyone is to add 1 item by the next meeting – overachievers are encouraged.
• Possible future programs include: an assessment program for usage statistics used for data driven collection (cost per use), applications for mobile devices (maybe jointly with public services group), streaming media (with e-resources group), serials access/preservation for the user (statewide serials collection), I-Share analysis update (Lynn). Possible title for the program: And the answer is cooperative collection development … what are the questions?”

MEETING SCHEDULE:

October 2, 2009 – CARLI Office (Champaign) – Roll out digitization program
December 4, 2009 – Illini Center (Chicago)
February 5, 2010 – Illini Center (Chicago)
February 26 or March 5 – IIT (Chicago) for Spring Forum
April 9, 2010 – CARLI Office (Champaign)
May 21, 2010 – CARLI Office (Champaign)

Conference Calls may be scheduled on the first Friday of alternate
months from 10-11:30 a.m. (not January 1)
Meeting Adjourned at: 2:50 p.m.

Respectfully submitted,
Lydia Morrow Ruetten

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