SAALCK

State-Assisted Academic Library Council of Kentucky
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§ SAALCK Directors' Council Meeting

12:00 noon, July 11, 2003
Ekstrom Library
University of Louisville
Louisville, KY

Present:
Arne Almquist (NKU), Larry Besant (Morehead), Janet Brewer (Murray), Carol Diedrichs, (UK), John Griffin (Murray), Karen McDaniel (KSU), Mary Molinaro (UK), Diane Nichols (U of L), Hannelore Rader (U of L), Lee Van Orsdel (EKU)
Guests:
James Burgett (UK), Michael McCoy (GCLC), Diane Nichols (U of L)
Absent:
Michael Binder (WKU), Larry Rees (KCTCS)
  1. Introductions and Lunch (courtesy Morehead)
  2. Good of the Order
  3. Minutes of the May 23rd Meeting: Accepted.
  4. Distribution of Updated SAALCK Roster
  5. VLAC Report (June 13 meeting)
    • Discussion at the VLAC meeting centered on Courier Service cuts, potential additions to the group of databases. Pricing has remained fairly constant for three years. One database is being dropped by EBSCO leaving $59,000 available for an additional product or two. The Collection Development Workgroup came up with four database suggestions including products covering music, the performing arts, and Ethnic Newswatch.
    • One concern that arose at the meeting was related to plans to add new members to VLAC, particularly Adult Education. Adult Education is coming under the organizational structure of CPE, meaning that it will no longer be an independent entity. Questions were raised as to the appropriateness of a CPE division having full representation on the Advisory Council.
    • SAALCK members discussed concerns that non-librarians are gradually becoming a larger and larger part of the VLAC. The group feels that this diminishes the impact of librarians as library issues are discussed. Diedrichs has volunteered, as a newcomer to the state, to meet with Rabuzzi to discuss our concerns.
  6. HarpWeek News
    • Although the board saw value in our request, our grant proposal was rejected by the Gheens Foundation. The reason given was poor performance of investments and a consequent lack of ability to fund as many grants as were requested. NKU Library Grants Coordinator Laura Sullivan is looking for other funding sources and will be contacting HarpWeek for further suggestions.
  7. Discussion With Mike McCoy, GCLC, Regarding Contract Proposal
    • GCLC has put forward two proposals to formalize SAALCK's existence: The first is a comprehensive plan that would provide a complete market basket of services, including a phone contact number, website hosting, accounting and billing services, etc. The second is a "Cafeteria Plan" under which SAALCK would pick and choose those services that were most important to us. The comprehensive proposal provided comes with the promise that surprises along the way will be covered. It will also provide a larger package of services at a lower price. The Cafeteria Plan would be cheaper if we limited our choices to a few key services but any unexpected events would not be covered.
    • Rader asked about cost. McCoy replied that the overall cost to SAALCK would be $1,000 per month ($12,000 per year) plus incidental costs (like a telephone line). The cost could be billed monthly or annually. The cost per institution would be between $1300 and $1500 per year. The group agreed that if we were to proceed, we would prefer annual billing.
    • Besant asked whether we should consider choosing a limited set of options for the first year rather than going forward with the full package. He pointed out that the initial discussion had centered on fiscal agency (accounting/billing services). Burgett asked about database license negotiation--Who would negotiate database pricing? The Collection Development Committee? GCLC? Answer: Depends on circumstances.
    • Van Orsdel suggested that as we consider other things that we want, particularly 501(c)3 status, it leads to the need for additional services, such as an identity (phone number, address, letterhead) to demonstrate our independence. Selecting these services from the Cafeteria Plan quickly raises the pricing above the comprehensive package.
    • Rader mentioned the need for training workshops. McCoy stated that if we contract with GCLC, SAALCK members will receive GCLC member pricing for GCLC workshops.
    • The question of payment arose: Should each library pay a flat fee or prorated fee? Should there be a differential based on size? Could the cost of the contract eventually be broken down and added as a fee to subscriptions? Representatives were asked if the approximately $1,500 per institution would be a hardship. The answer was a unanimous "no."
    • Burgett asked about licensing: Where does the license reside? What if there is little agreement between institutions for the purchase of new products? What if some institutions don't want to participate in a particular contract? Griffin asked who would sign for SAALCK? Signature authority will be designated at a future meeting of the Directors' Council.
    • Those assembled were asked if they were in favor of moving forward toward an agreement with GCLC. The group was unanimous that it wished to move forward.
    • Two members were absent. Binder had sent word that he supports the move toward a management contract with GCLC. Rees has not commented. Rader will call him to discuss the agreement and to answer his questions.
  8. Strategies for GCLC Proposal Adoption
    • It was moved that McCoy be appointed Provisional Executive Officer of SAALCK. This passed unanimously. Final authority will come when we have a response from Rees.
    • More work needs to be done on the proposed contract. It will come into effect when all are in agreement. The contract will begin on the first day of the month that approval is reached. Rader will have an attorney look at the contract. Billing for costs will be done with one billing up front.
  9. Update from Collection Development Committee Chair, James Burgett
    • The group has come up with a list of databases and total FTE count for all SAALCK institutions. The three databases suggested are:
      • MLA
      • BIP+
      • Dissertation Abstracts
    • Executive Summary of Public Health Program: The document includes only "positive" elements--what we can actually provide. The group had difficulty getting syllabi. Librarians were very forthcoming with a list of appropriate resources. The group's recommendations were:
      1. Build a common collection using faculty input plus standard guides to identify materials.
      2. Educate faculty concerning legal and technological issues regarding distance learning, particularly intercampus programs.
      3. Create a common web page for the Public Health Administration program providing links to resources shared by all participating institutions.
    • The group is trying to come up with a way of identifying students as connected with the program not just with individual campuses. A letter should be sent to the CPE. Two things need to be in the letter: First, librarians need to be involved to identify what is practical and what is not. Second, a concrete example of resources that are available to students from one institution and not to others needs to be given. Van Orsdel will send a copy of the report with a cover letter to CPE.
    • James will get his group together with McCoy after the contract is formalized to discuss possibilities for consortial purchases.
  10. SAALCK Web Site
    • Van Orsdel distributed copies of an e-mail from Michael Providenti (NKU) concerning the update of the web site. He has created a standards-compliant revision of the new website. He mentioned that, due to ADA concerns, the site is not compatible with Netscape 4.x and earlier browsers. Other browsers will work fine with formatting. All browsers (including Netscape 4.x) will display complete content.
  11. Analysis of Serials Collection: Besant's Proposal--Is There Sufficient Group Interest to Pursue?
    • The group briefly discussed the serials collection analysis issue. Morehead is getting ready to analyze its collection using the Ulrich's-based product by Bowker. If 4 or more libraries participate, there is a significant drop in price. Those interested should contact Besant.
  12. Meeting Schedule:
    • Next Meeting Date: September 12th, 2003
    • Host: EKU
    • (prior hosts in this cycle: U of L, WKU, UK, Morehead)
    • Future Discussion Items:
      1. RFID Technology (September, U of L and NKU)
      2. Storage (October, Mary McLaren, UK)
      3. Electronic Theses and Dissertations (October, Beth Kramer, UK)
      4. Last Copy Collecting Agreement (September)

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