Coordinating Committees

Untitled Document

CUWL, Collection Development Committee
January 17, 2003


Meeting Minutes


Present:
Barb Baruth, UW-Parkside Sylvia Beardsley, UW-Parkside
Janice Bogstad, UW-Eau Claire Ronadin Carey, UW-Eau Claire
Jo Ann Carr, CIMC Madison Lorie Docken, UW-System
Brian Finnegan, UW-La Crosse Randy Hoelzen, UW-La Crosse
Cynthia Huebschen, UW-Oshkosh John Jax, UW-La Crosse
Sharon Knight, UW-Whitewater Curt Le May, UW-River Falls
Lelah Lugo, UW-Stout Cathy Palmini, UW-Stevens Point Evelyn Payson, UW-Rock (Colleges) Mary Rieder, UW-Colleges
Robin Rider, UW-Madison Joan Robb, UW-Green Bay
Axel Schmetzke, UW-Stevens Point James Tobin, UW-Milwaukee
Judy Wurtzler, UW-Platteville

Excused: Ella Cross, UW-Superior

Review of Minutes. M/S/P to approve the minutes of October 14, 2002 with following changes: page 4, Journal De-selection paragraph, change word “began” to “continued” in the 4th sentence; and in the next paragraph, strike the sentence “The Physics department began an initiative to cancel titles in the sciences across campus.”

Announcements: Lelah Lugo announced that Bill Johnson will be the new UW-Stout representative to this committee.

1. Electronic Resources Budget Update – Lorie Docken
Docken distributed a budget update. The listed price of $40,110 is correct for Science Online; “NextWave” has been cancelled. Alt-HealthWatch has been cancelled. Those wanting to purchase access to Alt-HealthWatch should contact Ebscohost. WILS is getting other vendor quotes for RILM.

2. Phase 2 & 3 Cancellations
The Earthscape cancellation is still approved by a majority of the group.
NetLibrary – The e-book consortium has not yet met to make a decision regarding the funding level for netlibrary. The CDC is recommending a 50% reduction in allocated funds to netLibrary for a total allocation of $30,000in the next fiscal year. There was much discussion regarding the consortia aspects of netLibrary. Most questions concerned what the CUWL CDC would recommend IF the ebook consortia votes that UW System must continue a funding level in order to maintain their participation. Many campuses relate low use and faculty continuing to order print titles. Renewal date for netLibrary is July 1, 2003. A straw poll was taken with one campus willing to remain in the consortium at current pricing level and the rest desiring to continue at a 50% funding level. Recommendation remains to spend $30,000 on the netLibrary consortium.
McGraw-Hill Encyclopedia of Science & Technology: At the last meeting, this product got a narrow margin of support. Milwaukee will purchase it themselves if dropped. It is of use to Colleges no one of which could afford the paper version. Renewal date is July 1, 2003. A few campuses spoke in favor of canceling with the majority speaking in favor of this product.
Motion: We will not make a decision at this time, each person is to gather opinions regarding the Encyclopedia of Science & Technology from their campuses and make a decision by March 30, 2003. M/S/P unanimously.

HRAF – Even though the renewal date is January 2004, a summer decision is needed. Five campuses currently have the microfiche files. A straw poll was taken: how many campuses want to retain/cancel?
HRAF Archaeology 3 to retain 8 to cancel
HRAF Ethnography 6 to retain 5 to cancel

4. CUWL Reference Group report – Randy Hoelzen
It was agreed to move this agenda item forward until Ken Frazier arrives for Item #3.
The CUWL Reference Group met in late October and does not have a regular meeting schedule. This group would entertain any work the CDC would like them to accomplish and vice versa. Discussion items for the Reference Group include: one-search software, sharing of web based instructional materials, and database overlap studies. It was suggested to Randy that the reporting member of the CUWL Reference Group could be the reference service representative from the campus where the CDC meeting is taking place.

3. Potential One-Time Electronic Purchases
Lorie Docken announced that the system might have $115,000 to spend on one-time purchases from the Library Automation Fund, which is specifically designed for one-time purchases. CUWL would have to approve any suggestion from CDC. Lorie would like to have a plan for the spring.
Ken Frazier joined the meeting.
General comments: Does the CDC have to worry about picking up the future cost of any purchases from Madison (i.e.: Alexander Street Press titles)? Current purchases focus on the sciences, this may provide opportunity to balance between humanities and sciences. It will need to be clear if any products will cost individual campuses (i.e.: JSTOR). Can we purchase for 3 or 5 years of access? Do we need to worry about funding a product that may disappear in a year or two due to lack of funding?
Product specific comments:
Alexander Street Press – Received favorable comments from a few campuses. Five collections, in addition to the ones already purchase by UW-Madison, are available: American Film Scripts, Black Thought and Culture, Asian American Drama, American Civil War: Letters and Diaries, and North American Immigrant Letters and Diaries. Specific pricing for the annual access fee will be distributed at a later time. Straw poll on interest: North American Immigrant Letters and Diaries 11 votes, American Civil War: Letters and Diaries 10 votes, American Film Scripts 6 votes, Black Thought and Culture 6 votes, Asian American Drama 3 votes.
Early English Books Online MARC records – The thought behind this one-time purchase is to increase the usage of the EEBO collection by making the records available via our library catalogs. There was much discussion to the value of this product. Pricing given was for the Madison campus only. It was agreed to keep this product in consideration while pricing for all campuses was determined.
Evans Digital Project – The CIC has signed the license for this product. Access fee for individual campuses is $2000. No one moved forward in favor of this product.
Gale Digital Archive – This is an ongoing cost. The data is from 2002 and backwards. While no pricing information was provided, the sense was that this is expensive. The Literature Resource Center was spoken highly of. Also of interest were: BGMI, Contemporary Authors, & Dictionary of American Biography.
Harpers Weekly – Initial response was that this was expensive. Not much interest from the group on this product.
Institute of Physics Archive – Our current payment for IOP is a leasing model wherein if we cancel we lose the archival content. This $51,000 is to purchase the archive (1874-1991), there will be a nominal annual access fee. We do not yet have great usage statistics. Not enough usage outside of Madison & Milwaukee. Not much interest in this particular product.
JSTOR- There was much discussion regarding the various JSTOR collections which system does not subscribe to: Arts & Sciences II, Ecology & Botany, Business, General Science, and Language & Literature. JSTOR title lists were distributed for these individual collections. After further discussion, it was agreed that each campus would look at the title lists and other information regarding these specific collections. Please send comments to Jan Bogstad by February 15th regarding individual campuses interest for these various JSTOR collections.
Nation – no one spoke in favor of this product.
Periodicals Contents Index - no one spoke in favor of this product.
ProQuest Historical Newspapers – Wall Street Journal is the only title that is an actual purchase, the rest are a subscription.

5. Serials Jobber Contracts and Faxon Situation
Lorie Voss from the UW system administration office and Barb Sisolak from the UW Department of Surgery library joined the group for this discussion. Legal counsel Tom Stafford has been assigned to this case. The state attorney’s office has been contacted. SUNY took the approach of a state lawsuit and was successful in getting some funds back from Divine. “Breach of performance” is the legal term system is using.
• State may be able to sue, similar to SUNY, if contracts were in place.
• Escrow accounts will need to be addressed.
• If there is no written contract and funds were sent for periodicals, a letter will be sent to Divine from system legal counsel.
Voss advised to wait upon any further action until any legal sale of Faxon takes place. Swets-Blackwell is reportedly interested but they are under no obligation to fill demands or provide similar discounts.
Lori Voss advised us that we will have to be more careful with large pre-payments in the future. When spending over $25,000, the state requires an RFP or a waiver from the governor’s office. When spending over $300,000, one must got through a bidding process or get a special waiver. A signed contract is required at that point.
If funds are escrowed, does the campus need to wait for Faxon to declare bankruptcy? The campus may need to get a release from Faxon to get the funds released.
Voss will provide specific recommendations for individual campuses as to the next step once legal counsel reviews all the documentation. The system legal counsel is very willing to work with campuses.
Voss and Docken are recommending moving in the direction of a competitive system-wide bid, similar to the book vendor bid process. By doing so, campuses would still retain their individual decision making ability in whether or not to accept the chosen vendor. This potential system contract would also have UW system protection.
Motion: CDC Recommends to CUWL the appointment of a sub-committee to investigate the feasibility of a system contract for subscription agencies. Potential members: Ronadin Carey, Joan Robb, and Robin Rider. Approve: 12, Oppose: 0, Abstain: 0.
After this vote, our guests from System Voss and from the UW-Madison Survey Library, Sisolak, departed the meeting.

6. Requests from CUWL
a) Journal overlap study of products purchased with system funds. Carr reports that there is a Collection Management Reports group formed on the Madison campus that are working on this same issue. Carr and Rider will communicate our need to this group in hopes that we can work together. Cynthia Huebschen at UW-Oshkosh has some data that may prove useful for this exercise. It was brought up that the definition of full-text varies between vendors and this is problematic.
b) Can we track the financial benefit of UB, such as reduced monographic purchases? CUWL is looking for the method to study this. A Resource Sharing Reports group has been formed but has not met yet. Carr reports that this group will be discussing UB related issues. Docken distributed a collection management reported written by William Doering at La Crosse which displays titles requested by patrons from individual campuses. CIC is having the same discussion and Ohio has created a “not bought” list for campuses to know what their system does not have. Discussion took place on possible ways to conduct such a study.
Schmetzke recommends a sample taken before and after UB was introduced on the number of duplicated books. Also, we could look at the process by which we purchase. Does each campus look at what other campuses own before purchasing?
Tobin recommends dividing up the publishing presses and each campus only purchase from the presses they have been assigned.
Carr recommends to: look at titles above a certain price, look at collection area purchases, and ask vendors if they can assist in this de-duplication process.
A sub-committee can look at this issue. UB is still new enough that data is still being collected. Madison has only recently joined UB. A sub-committee was formed of: Jo Ann Carr, John Jax, Mary Reider, and Jim Tobin.


7. UW System update
Illiad implementation is moving forward, with release this month.
Madison will be going live on UB within the next week or so. Other campuses will be informed when this happens.
Federated (one search) software. This initiative came from the strategic plan. CUWL will be discussing a review of this software functionality to investigate if system wants to move forward with an RFP. This is not at the evaluation level yet; this is only an educational opportunity for Ex-Libris and Endeavor’s products.

Action Item: Send to Jan Bogstad comments regarding the one-time purchase funds
• Ranking of items within a vendor (JSTOR and Alexander Street Press)
• Ranking among vendors

Meeting adjourned at 2:55 p.m.

Respectfully submitted,
Brian Finnegan