Coordinating Committees

Collections and Resource Sharing Coordinating Committee (CRSCC) Conference Call.

April 1, 2009

Present: Ewa Barczyk, Ron Hardy, Karen Jander, John Jax, Lisa Jewell, Lee Konrad, Richard Reeb, Tom Reich, and Kathy Schneider.
Excused absences: Dina Kaye, Lisa Pillow, Mary Rieder. 

Guests: Kirsten Houtman (Chair, ERM Working Group); Chris Chamness (UW Colleges)

CRSCC Chair Richard Reeb called the meeting to order at 8:35 a.m.

The committee approved the March 4, 2009 conference call minutes with modifications. 

Update from ERM Working Group

Kirsten Houtman, (Chair) ERM Assessment Working Group, updated the CRSCC on the status of the ERM W.G. The group has been working to determine to what extent needs can be met either by one of the primary vendor-based systems available in the marketplace or by a less elaborate, locally developed open source system. The advantages and disadvantages of a system-wide vs. campus-level ERM solution are being examined. Kirsten gave an overview of the recent needs assessment for electronic resource management (ERM) system. The ERM survey, “UW-Libraries Electronic Resources Management,” was sent out to the CUWL directors, who in-turn forwarded it to the appropriate contacts. Twenty-two of the thirty-five contacts polled responded to the survey. The full survey is available for review at: http://www.surveymonkey.com/sr.aspx?sm=vr2GE0xxksechTkwFNn86wMw1cXPn0C3U3z8i1whwAM_3d

Responses varied on the importance of a system-wide ERM. Kirsten reported that ERM Working Group discussions have mirrored most survey points. Some campuses are using home grown versions of ERM open source systems. Also, there has been consideration of ExLibris’s Verde. Richard Reeb reported that a few ARL libraries which have purchased ERMs have suspended implementation for a variety of reasons including the high investment in staff time required to populate the database. Ewa Barczyk noted Marquette University may have recently opted for Verde. Kirsten noted, given the current economic environment, uncertainties of system-wide and individual campus funding have influenced further assessment by the ERM W.G. The Working Group would like a clear mandate from CUWL on a timeline for securing an electronic resource management (ERM) system and likelihood of budgetary support. CRSCC asked that more cost data be obtained through a ‘quick quote’ from Verde for UW-Madison and/or UW-Milwaukee.  Richard and Kirsten will work together on an ERM W.G. report for the May 4-5, 2009 CUWL meeting.    

Reorganize files/directories on CRSCC

CRSCC reviewed the organization of its (Password protected) CRSCC Drafts and Other Documents portion of the CUWL Wiki. Richard noted there are three directories in place: 1) Public; 2) SEC-usage-statistics; 3) spreadsheets-reports.  The Public directory includes: 2008-09 SEC Projected Budget current.xls, Core titles current.xls, Ejournal comparisons.doc, and (Madison) Resources with access to all UW System libraries.xlsx. The SEC-usage-statistics directory has 12 SEC items listed awaiting usage data. Kathy Schneider noted WiLS is working to get this data directly from the various database vendors. Kirsten will make a list of those vendors from which it is difficult to get data. The timing of getting usage data is important for SEC renewals. Richard suggested a further need to reorganize the Public directory as we want it to be more manageable and easy to use. CRSCC members agreed, noting the importance of a Web presence and that this discussion will widen as part of the joint CDC/CRSCC meeting in Madison on May 1, 2009.   

Joint meeting with CDC on 5/1/09 topics for discussion

As noted, there will be a joint CRSCC/CDC meeting in Madison on May 1, 2009.  Richard (CRSCC chair) and Sharon Knight (CDC chair) will coordinate the full day’s agenda and solicit members of both committees for agenda items. The agenda tentatively includes: 1) CUWL Wiki, CRS files and directories, timing and gathering of SEC usage statistics; 2) Madison purchases’ with access by all; 3) Library Dynamics working group report; 4) Document Delivery report; 5) Periodical Contract; 6) Marquette’s interest in reviving cooperative collection development with UWS; 7) ERM update; 8) Emerald; 9) SEC renewals and budget – current and future challenges; 10) MD-Consult & Nursing-Consult (UW); 11) more.

UW System “One system, one library” Annual Library Staff conference, June 3-4. Pyle Center, Madison 

Richard reported that CRSCC member Dina Kaye has been working as a member of the planning committee for the Annual Library Staff conference, scheduled for June 3-4 at the Pyle Center, Madison. 
The conference planning committee has been actively soliciting ideas for sessions.  Richard gave CRSCC an update on preliminary conference plans as the conference agenda is continuing to take shape. Keynote is Marshall Breeding: “Future directions of libraries,” (with a breakout session.)  Possible session topics include: CUWL Wiki; CUWL web-based survey on effectiveness of new organizational structure; Distance Services; Library Dynamics; Document Delivery (roundtable); Resource Discovery Exploratory Task Force (breakout); UB (roundtable); Copyright; Budgets (roundtable); Next generation library automation (breakout). More conference information is available at the CUWL Wiki.  Dina will send out an initial conference draft to the CRSCC email list for further input on descriptions for each breakout/roundtable and soliciting names of  people who can lead each session. Now available at:  http://cuwlwiki.wetpaint.com/page/Program

Depletion of the BLDSC/CISTI funds

Kathy Schneider reported that BLDSC/CISTI funds are rapidly being depleted and may be exhausted by the end of April. This fact will need to be brought to the CUWL meeting in May. There are funds remaining for the Document Delivery program. CRSCC members discussed whether there was a need to maintain a distinction between the two different funds and projects. CRSCC members discussed costs comparisons, use of P-cards, and ease of access, staff preferences, workflow habits, and other factors. Ron Hardy, Chair of the Document Delivery W.G., reported that working group will have a conference call yet this month (April.)  CRSCC will readdress this issue during its next conference call, April 29.

Emerald license renewal update

Richard, Lisa, and John reported that the arduous negotiations with Emerald are continuing. Challenging talks are now focusing on a group of nine titles for a system-wide license selected on the basis of 2008 data as the most frequently accessed titles. Richard has shared the list of the “Emerald Nine” via the CRSCC and CDC email lists. If Emerald is willing to license these titles at $500 each, that $4,500 could be funded by the SEC. Additional titles with low recorded usage could be obtained through document delivery. If any campus wants to include access to additional titles, they would license them directly with Emerald. In theory, this rationally presents less cost overall from a system-wide perspective. If this option doesn't work out, another approach may be considered or we could walk away altogether from a system-wide license. It is hoped that we will receive quotes for the most recent requests to Emerald prior to the next CRSCC conference call, Wednesday April 29, 2009.  Further discussion will also occur at the joint meeting of CRSCC and CDC on May 1.            

Next conference call: Wednesday April 29, 2009, 8:30 a.m.

The April 1 meeting was adjourned at 9:45 a.m.

CRSCC minutes respectfully submitted, Secretary of the day, Tom Reich, UW-Stevens Point.
4/14/09