USMAI Council of Library Directors
Executive Committee
 October 15, 2009
Minutes

Attending: Celia Rabinowitz (SMSC), Alice Bahr (SU), Stephen Miller (UMUC), Deborah Nolan (TU), MJ Tooey (HS/HSL), Carlen Ruschoff (ITD);  Guest: Larry Wilt (UMBC)

Rabinowitz called the meeting to order. No adjustments to the agenda were made. The August 20, 2009 meeting minutes were accepted.

Topic: ITD Update  

Ruschoff highlighted the following topics: The major efforts over the past few months have been aimed toward audit preparations.  The second phase of the password security policy was put into place the first week of October.    ITD is working on configuration of the test database for ALEPH version 20.  A draft testing milestone plan will be discussed with the campus contacts at the fall meeting next week.  The evaluation of the licenses is moving along. College Park Acquisitions has asked that the licensing consultant contract be extended by 5 months to complete 34 outstanding contracts, reconciling orders with active titles in SFX/MetaLib, and enter license into the licensing database.  The cost is $22,400.
Action: The request to extend the licensing consultant’s contract was approved.

TOPIC:       Task Group Chairs Meeting Report             
Rabinowitz summarized the Sept. 28 meeting with the TG chairs. 

• V20 testing will be coordinated by the TGs. Rabinowitz and Ruschoff will work on a communication mechanism between ITD and the TGs
• TG membership will have a large turnover in Dec.  Rabinowitz is working with the chairs to identify new co-chairs for the groups.  A call for new members will go out next week.  In recent calls for volunteers, the response has been low.  Rabinowitz will ask the Directors to encourage staff to volunteer. The Exec Committee members agreed that volunteers must be actively engaged in the activities of the TG.  Directors will be asked to engage in discussions with the individuals who participate on the TG
• TG chairs were encouraged to present forums for libraries and to coordinate with other groups to present educational workshops and seminars.
• Meeting schedules.  Most groups take advantage of wikisand other tools that allow them to work remotely.  Groups are meeting less frequently than monthly.

Rabinowitz and Ruschoff met separately with the UITG Chairs meeting to discuss the strategic initiatives.  The group is planning a forum to discuss WCL in December and perhaps again in February. The chairs will be weighing the needs for the ALEPH OPAC and the new WEB 2.0 tools.

TOPIC:          Retreat Date & Location                                         
The general consensus of the group was that a one day retreat is needed in place of a day and a half.
Action:  The venue will be UMUC.  Overnight accommodations will be arranged for Directors who have a significant drive. Rabinowitz and Ruschoff will review the possible dates.  The date will need to be scheduled before March 11.
          
TOPIC:          Database Payment Changes                                    
Rabinowitz reported that the ECTG has approved a move to a single renewal cycle per year.  Currently, USMAI renews e-journal collections in January and databases and other electronic resources in July each fiscal year. In order to introduce more efficiencies in the renewal process, ECTG will renew January 2011 e-journal collections with July 2010 electronic resources by April 2010, which will be the entire FY 11 renewals and orders. The renewals themselves will not change and therefore there will not be any financial impact on member libraries. For more information see:  http://usmai.umd.edu/pass/ectg_091409_min.html
Action: Rabinowitz will inform the CLD of the shift from a two-renewal cycle to a single annual renewal cycle for database subscriptions.

TOPIC:          Budget and Strategic Planning Updates    
Leaders:          Rabinowitz, Ruschoff, Wilt
The Strategic Planning Working Group met on Oct. 13 to review the feedback from the campuses. Changes have been made based on the feedback and the revised plan will be presented to the full CLD in November.  The plan focuses on high level issues and represents future directions for the consortium.

The Budget Working Group met on Oct. 15 to prepare a budget proposal to present to the Presidents in the spring.  The proposal will be presented to the full CLD in November. Once the strategic plan is accepted, the budget may be modified.  The budget must be in its final form no later than February.  Information regarding resource sharing amongst USMAI campuses will be valuable to have for the presentation to the Presidents in the spring.
Action:  Wilt will collect statistics on interlibrary loans between the USMAI campuses and estimate the cost savings.

TOPIC:          IDS Proposal from RSTG                                                   
The Executive Committee members reacted positively to the idea of gathering information that will help institutions improve their interlibrary loan procedures.  However, the Directors felt that they needed more information regarding the following issues:  1) the current ILL performance and the estimated costs; 2)  technical information on how both the standalone and hosted ILLiad will work with TPAM; 2) the level of effort on the part of the contact people.
Action: Rabinowitz will write to the RSTG chairs requesting this information.

TOPIC:       New Business

• Rabinowitz will contact Don Spicer to ask about arranging for time on the Provosts' Meeting agenda in April.
• Rabinowitz stated that it is time to begin thinking about the slate of candidates for the vice chair/chair elect and the vacant positions on the Executive Committee.  The minutes of the June 2007 meeting indicate that Rabinowitz, Tooey, Bahr, and Nolan were elected to the Executive Committee for three year terms.  Gillespie was elected to a two year term in June of 2007.  Miller began a three year term on the Executive Committee in July of 2009. 

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