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OCALD Minutes

Minutes of the February 18, 2010, meeting
1-3 p.m.
OSRHE, Regents Conference Room

Continuing Business
Introductions – Dr. Donald Gilstrap, OCALD Chair
Don called the meeting to order and called for interest in member-at large nominations.

Regents Discussion – Dr. Houston Davis, OSRHE Vice Chancellor for Academic Affairs
Dr. Davis expressed the Regent’s appreciation for the work OCALD does as a constituency group advocating for our universities and serving as a resources to the Regents.  He also thanked everyone for the work on the shared database process.  Dr. Debra Stewart , vice chancellor for education partnerships and liaison to SREB, will become more involved with OCALD. 

Funding - current: The Legislature is trying to determine how to handle shortfalls for higher education – how much out of rainy day fund and how much out of stimulus. Oklahoma is one of the few states not to use all of stimulus money in the first year. It will be quite some time before decisions are reached on FY 2011.

Funding - future: Campuses will receive any supplemental funds, not the Regents office. Therefore, the regents will find it difficult to continue the things they currently support  and may stop paying for shared databases at the end of this contract. Someday things will be better so Dr. Davis encouraged the group to plan for that outcome. 

Legislation: Dr. Davis asked OCALD to help the regents track bills that might impact libraries. 

ODL Report – Vicki Sullivan, State Librarian
Don thanked her for the database resolution.

The contract was awarded on December 30th when the current contract was up December 31st. This contract has 7 options to renew (could have it for 7 ½ years). Vicki thanked the database selection committee. ODL is paying for the database with federal funding and believes this is safe for now. Even though ODL is taking cuts, the databases are not in danger at this time. 

Next product for renewal is the children’s product (June 30, 2011). ODL will start the renewal process in the fall. 

OLTN has a subcommittee to develop a survey to see if ODL is using their dollars wisely with the databases they are buying. ODL has no new money but wants to make sure everything current is being used or should we trade one database for another. ODL is hiring an electronic resources librarian who can provide training on databases. 

Budget situation is very fluid – no concrete information. ODL is looking at a 7.5% reduction right now. ODL started the year with only a $300 reduction (thanks to Lee Denny in the House appropriations committee) and also had some carryover funds so that they would not have to cut into state aid or RIF anyone. ODL has chosen not to fill open positions (have 88 positions, 56 are filled).

Legislation: today is the deadline for senate bills; February 25 – deadline for house bills.

OSRHE Information Technology/OneNet – Kurt Snodgrass, OSRHE Vice Chancellor for Information Technology and Telecommunications
OneNet started as pure distance learning, with some support to libraries with Internet 2 connection. Mission is to provide equalized, cost-effective raters and unfettered access to advanced telecommunications services and to serve as an aggregator of services.  Economies of scale have allowed OneNet to provide more bandwidth for fewer dollars (was $250 mg, now $4). Services: data, Internet, Interactive Video (have new HD multipoint capabilities), helpdesk, email, co-locations services, enterprise application services (Desire2Learn, WebCT, Oracle), storage area network, dedicated 10GigE lambdas, equipment and integration contracts, member of national LambdaRail infrastructure, distance learning network, ISP provider and assisting economic and community development. OneNet serves 77 hospitals, 102 public libraries, law enforcement, etc. 56,135 credit hours delivered in 08-09, supporting non-traditional learners.  Majority of education in Oklahoma connected to OneNet. Research: weather, meteorology, research parks (spinning off into technologies), etc. came to Oklahoma because of the network. Benefits: ability to link to others, provide infrastructure to incubators and others, and it’s owned by higher education. Challenges: engaging the research community, maintaining support of state policy makers and institutional leadership, delivering bandwidth from the pop to the institutions – the last mile to the Regional universities, Community colleges, hospitals, etc. (working with stimulus dollars to address this). OneNet has put in multiple conduits with large quantities of fiber. The state will control some of it and companies can lease other parts of it. Don asked what OCALD could do to help. Kurt asked us to talk to Onenet when we see a technology need on campus.

OCALD Database Survey, Dr. Anne Prestamo
Anne sent the two page report to each OCALD member. The project started at the end of the last database selection process with the purpose to help us leverage our numbers. The original list came from four or five libraries. All libraries were asked to list what they subscribed to and include their wish list.  36 libraries responded. Anne did a good faith effort to normalize names. The list is comprised of 1,007 resources (not including the free resource list). 26 resources that bubbled up to the top of the list (state wide contract through digital prairie or PsychInfo) were left out. Report includes the resources if at least 10 libraries included it as what we subscribe/like to subscribe to. Anne is considering sending the condensed list out for conversation. The list included several OCLC databases since many libraries used to have as the "base package" but now just have WorldCat. Some libraries have picked up FirstSearch on their own. Some of the OCLC ones are pay-by-search and may not need to be on the list as subscribed to. Literature Resource Center + Literacy Criticism online (Gale) had 15 current subscribers. Anne asked if there is interest among others to inquire about consortial pricing for all to go online. Anne asked if interest in investigating – show of hands say yes. Also wants to bring up Oklahoman online archive. We may make another attempt for consortial pricing from them. Bonnie spoke about the history of trying to get consortial pricing from the Daily Oklahoman. The last time, the Oklahoman would only take a bid from all 52 sites and the cost was enormous ($200,000). Marty recommended we ask the Regents office if they could help us. Dr. Davis asked how long ago we talked to them (four years) and how many subscribed/interested in subscribing. OCALD will gather more information regarding Oklahoman archive, more detail about how libraries are subscribing to FirstSearch databases and online literature databases. Tamie asked about consortial JSTOR. Bonnie says they get it through Amigos; JSTOR has tiered pricing. Jon wants to know how many are subscribing to ASC or Business source complete. Bonnie asked about the Chronicle. Anne says they may be open to a consortial proposal. (shared database committee). Anne thanked Marty Thompson, Dana Belcher, Barbara King, and David Robinson for working so hard on the committee. She also thanked her graduate student for tabulating the data. The Council thanked Anne for her work. Don said it is this kind of work that makes OCALD so beneficial. Don asked the members to look at the list Anne sent and send her our thoughts.

Committee Reports
Executive Committee
No meeting in March
April 19th – tentative OCALD luncheon during OLA/MPLA conference, time and location TBD
Elections at the May meeting – May 20th   

Assessment Committee – Tamie Willis
Tamie encouraged everyone to join a committee because the benefits are wonderful. Assessment workshop will be held in spring 2011. The presentations and speakers will be local. The committee is tentatively looking at presentations and round robin discussions: Reference track, Instruction track, and a Using data track. The first two tracks will have presentations and round robin discussions. The data track will be a workshop format using tools. The group will be looking for speakers – please let Tamie know if you are interested.

Expanded Instructional Support – Susan Jeffries
Revised charge – explore and generate ideas to enhance the library services support for academic programs in Oklahoma higher education. Particular areas of interest are information literacy and cooperative efforts in reference/research.

Chair: Susan Jeffries; Members: Jon sparks, Evlyn Schmidt, Michael Wolfe, Sheila Collins.

New Business
EBSCO – Kirk Gordon, discussion on statewide databases and EBSCO Discovery Service
Kirk thanked Vicki Sullivan for her hard work and the committee’s wise decision.  New things include three collections of 4600 e-books (focused to k-12 audience) and Consumer Health Complete, including Lexipal (prescription drug database), medical images (470 medical renderings to scale and labeled, a number of videos). Kirk talked about Newspaper Sources Plus and the open letter by Gale. When the competitor signed the exclusive agreement with the Daily Oklahoman, EBSCO lost content. Kirk opened the floor for questions. Bonnie wants to better understand stacking with Academic Search and Business Source.  The new contract has Elite (7 years); Regents contract with Premier (5 years – year two begins July 1); some schools upgraded to Complete with credits based on the new contract. Bonnie asked if we still get databases for 15 subscribers.  (Ex. Humanities abstracts). We have a significant numbers of libraries with individual subscriptions. Kirk said EBSCO would entertain consortial conversations about those databases.

Discovery Service – The Complete Discovery Solution
Several vendors are in the market at the moment. EBSCO is approaching it differently than other vendors. A discovery product is fast, simple access to all of the library’s full-text content (electronic and print) in a single search box (journals, magazines, etc). Librarys load the library catalog on EBSCO servers (not an overlay). EBSCO is working with over 450 publishers who are providing them with metadata (subject headings, author supplied keywords, author supplied abstracts, etc). Call Kirk or Dana for a demonstration. There is a lengthy list of databases that will not be working with an aggregator, but if you have them through EBSCO, they will be available via Discovery. If you have these databases from another vendor, Kirk will match their price. EBSCO won’t provide the resources they own to other discovery services. Things they don’t own will be part of integrated search via link resolver and other services. All records will have persistent links. You can use Widgets to put your research guides into EBSCO and make it look how you want... Examples – University of Melbourne; available now. EBSCO is partnering with some schools in Oklahoma and they would love to come show it to you. Jon wanted to know if you can limit the number of databases included into discovery. Yes. Bonnie wanted to know if they were doing consortial pricing. Possibly – open to discussion. Anne wanted Kirk to talk about routines to load local catalog data. Kirk said EBSCO is doing daily updates. The Initial load takes quite a bit of time after filling out a questionnaire, but  Ebsco does all of the loads.

Betty Black moved to adjourn; Victoria Swinney seconded the motion.
Meeting adjourned 3:15.