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CDC Meeting Minutes
September 15, 2003

Present:
John Jax UW - LaCrosse
Paul Moriarty UW System
Cathy Palmini UW – Stevens Point
Ella Cross UW – Superior
Todd Mountjoy UW - Colleges
Sylvia Beardsley UW - Parkside
Judy Wurtzler UW - Platteville
Curt LeMay UW – River Falls
Joan Robb UW – Green Bay
Cynthia Huebschen UW - Oshkosh
Jenifer Holman UW - LaCrosse
JoAnn Carr UW - Madison
Susan Barribeau UW - Madison
Richard Reeb UW - Madison
Bill Johnston UW - Stout
Mary Rieder UW - Colleges
Janice Bogstad UW – Eau Claire
Roni Carey UW – Eau Claire
Sharon Knight UW - Whitewater
Karen Jander UW - Milwaukee
Jim Tobin UW - Milwaukee
Lorie Docken UW System
Barb Baruth UW - Parkside

1. The meeting was called to order at 10:08 am
2. Jax thanked Palmini for hosting the meeting and arranging for lunch. He reminded attendees that the cost of lunch was $6.00.
3. Attendees introduced themselves.
4. The agenda was reviewed and approved.
5. The minutes of the March 27, 2003 conference call were approved.
6. Docken distributed the revised 2003/2004 budget spreadsheet. Most renewal quotes are in – those that are not are estimated at an 8% increase. There will be an approximate $75,000 balance at the end of 2003/2004. The 2004/2005 budget will have a shortfall of approximately $59,000 – $85,000 (depending on the rate of inflation). Docken suggested the committee plan for possible cuts.
7. Tobin suggested that since there would be a balance at the end of 2004, HRAF be reinstated. Docken replied that this would make the situation worse the following year. The CDC also confirmed its recommendation to cancel Human Relations Area Files Ethnography and Archaeology effective January 2004.
8. Docken stated that Grove Music wants to change the subscription to begin/end on a fiscal year cycle. Therefore, the price quoted is for 18 months. She adjusted the budget spreadsheet accordingly.
9. Jax asked for suggestions on how to proceed. The committee considered several procedures and decided to concentrate on the January renewals. Jax will present recommendations to CUWL on September 29, 2003.
10. Discussion of specific products:
a) America History and Life - not considered at this time. Renewal – February, 2004
b) BioOne - not considered at this time. Renewal – March, 2004
c) ABI Inform with Images - consensus that this is valuable. Some discussion as to whether the price would decrease without the images. Most felt product would not be as useful without the images.
d) ACS/ACS Archive – Discussion points included: Campuses may drop their print subscriptions but still must pay 85% of their cost. The Archives is a subscription, not a one-time purchase. Current file is 5 years. Price would be similar if we kept several print subscriptions across the System. There are accreditation issues involved. Docken asked if we did not have electronic access if campuses would drop print and most replied they would not. Docken stated that Tom Murray, Wendt Library, had suggested a broader discussion of this issue and CUWL has expressed concern that over $300,000 is spent across System on ACS content. As a related issue, Docken asked if there was any interest in Chemical and Engineering News. We had a trial last year and Colleges picked it up. It is not an addition to the package, however. UW System price would be about $3200.00. There was no interest in pursuing.
e) MathSciNet - Green Bay and Eau Claire spoke in favor of retaining.
f) Criminal Justice Full Text - the committee discussed the Board of Regents study. There is no funding, however, for new initiatives. LeMay suggested perhaps inviting the Technical Colleges to join in the group subscription. Stevens Point would consider dropping.
g) CINAHL - Most expressed that this should be kept, although Madison prefers the OVID interface.
h) Biological Abstracts - The consensus was that this product should definitely be kept.
i) Ethnic News Watch and Gender Watch - The committee agreed that these are necessary for diversity issues. Black Periodicals Index, which Madison has, contains much content duplicated in Ethnic News Watch. Gender Watch will be moving to the ProQuest platform.
j) Grove Dictionary of Music Online - This has recently been acquired by Oxford. It is difficult to get statistics; Docken will try.
k) HRAF - Although it has been decided to cut this as of January 1, 2004 many campuses are interested in pursuing a group contract. Those expressing interest are: Eau Claire, LaCrosse, Milwaukee, Madison, Green Bay and Parkside. Lawrence also participates in the present contract. Docken warned that forming a consortium may not, in fact, save money.
l) IOP - There are plans to offer the Archive for purchase. The list price is $50,000 - $60,000 but IOP may be willing to discount to $40.000 - $50,000. We presently receive the Archive as part of our subscription package but this could change.
m) ISI Web of Science - Most agreed that this was a good use of system funding, as it is out of reach for most campuses. There was a brief discussion of ISI linking – most are not doing.
n) Mental Measurements Yearbook – Consensus was that it is used and valuable.
o) Nature – Most agreed this is a bargain as seven journals are included. Barribeau will send out information again and announced that in October Nature Microbiology will be available and added to the collection.
p) Project Muse – Project Muse will be adding 36 new titles – additional cost will be about $17,000. The consensus was that this is useful and reliable. Jax called for a vote on adding the additional content – the vote was unanimous to do so.
q) Science Online –The discussion indicated that this may a cancellation candidate as most feel it is too expensive. Docken discussed the pricing model which considers FTE numbers plus a usage factor. She also shared list pricing for those campuses wishing to continue a subscription on their own. Jax called for a vote – results: 11 voted to drop, 3 to keep and there was 1 abstention.

Recommendations:
1) Drop Science Online
2) Add additional Project Muse titles
3) Hold Grove Music decision pending receipt of usage data.
4) Renew remaining titles.

Reeb suggested concentrating only on 2003/2004 as user behavior may change.

A general discussion of the shared electronic collection followed. Most directors approve but members were reminded that products must be agreed upon by the majority campuses (not the Gerritsen scenario).

11. ILLliad/Odyssey Update – All campuses are up except Colleges. ILLiad and document delivery are operational and Odyssey is being tested between Illiad libraries. Odyssey testing is being done at Green Bay, Milwaukee, LaCrosse and Stevens Point. Madison is using a workaround for Library Express. Problems reported include: difficulty scanning cover pages, Gateway shutting down and exceeding the number of simultaneous users per library when one line is being used by Odyssey. Atlas is working on these problems. A Placeware session is being planned for users. A brief discussion ensued about the use of articles in electronic databases for Interlibrary Loan. Barribeau stated that Madison is including language to permit such use in all license agreements – she will send more information to the discussion list.
12. Update – CUWL Strategic Plan and Vision for the Shared Electronic Collection Final document will be approved late September. Major points: the collection should be an integrated resource, the CDC and Reference Coordinators group should monitor and evaluate the collection jointly, the collection should reflect broader collection development across the system and include reference materials, directories, etc., SPARC, JSTOR and other scholarly publishing in initiatives as well as digital repositories and tools should be supported Assessment tools to measure use should be developed and/or utilized. Jax asked if this would be the appropriate time to discuss the suggestion made previously to contribute campus funds to cooperative purchases. (Docken last year had suggested $100,000 as a total). Robb questioned when we would do this as campus budgets are often done in January. Jander pointed out that the strategic plan directs that new funding sources be investigated. Docken will resend the model developed last year. Other suggestions included student tech-type fees or something similar to what was done at Superior.
13. List of Awarded Periodicals Subscription Service Providers - Five vendors have been approved. They are: Casalini Libri, East View Publications, EBSCO, Harrassowitz and Swets Blackwell. Campuses should sign no additional documents if using a vendor from this list. Escrow accounts are set up with individual campuses. UW System has filed a claim against Faxon Divine. The Book bid contract expires soon. The group was reminded that these are not mandatory. A small group was formed to look at the book bid specifications. Members are: Curt LeMay (River Falls), Jim Tobin (Milwaukee) and Karl Debus-Lopez (Madison). The group will work with Lori Voss to come up with a draft to share with the group. This should be in place by January.
14. Electronic Resource Management Task Force – There are RFPs for federated searching and context sensitive linking software. The responses were due in July. There are two finalists – Endeavor and ExLibris. The vendors will do demonstrations the week of September 15, the committee will make a recommendation by the end of October and contracts negotiated for a January 1 start date. UW System will pay for the initial installation with campuses responsible for maintenance. Maintenance costs will depend on the configuration chosen.
15. ERIC changes – ERIC is being redesigned. Carr did a Power Point presentation explaining that the 16 clearinghouses will be replaced with subject specialties. She will send a copy of the presentation to members of the committee.
16. Vendors – the committee discussed several instances where vendors have been going outside WILS. Conclusions: 1) campuses do not have to go through WILS; 2) one campus cannot sign an agreement for any other campus; 3) vendors should not ask individual campuses to actively form groups and 4) according to the guidelines, if more than 6 campuses are involved, Docken will negotiate the system contract. Committee members were urged to list good deals they may have gotten on the list. A short discussion was held regarding the fact that Wilson databases will no longer be available on a per search basis on First Search. Some campuses questioned whether the deal new WilsonWeb users were offered was better than what we were getting. Docken said it was not.
17. Other – Members were asked to share what their campuses were doing regarding periodical cuts. Milwaukee has cut 300 titles, Eau Claire has cut 170, River Falls has cancelled microfiche. Reeb stated that Madison is in the process and is targeting Elsevier and Wiley titles. Madison has a group working on journal duplication and overlap among databases. Knight asked about licensing electronic journals. Reeb responded that all should include a clause including ILL use. He will send a powerpoint presentation and url for sample contracts.
18. Bogstad moved to adjourn, Robb seconded.