Steering Committee Meeting
15 June 2001
San Francisco, CA

Present

Helene Baumann, Jeff Garrett, Deborah Jakubs, Tom Kilton, Lou Pitschmann, Michael Seadle (minute taker), Reimer Eck.

AGENDA

· Approval of minutes
· Old business
Review bylaws, esp terms of appointment
Membership definitions (esp affiliate) POSTPONED.
· Reports from Working groups
· Opfermann collection in NZ
· GBV Pricing

MINUTES

Minutes were approved as corrected by email.

BYLAWS

Working group chairs will be reviewed every two years. Should chairs be chosen by working group? The coordinator of a working group need not be a Germanist.

Bylaw language:

1. Working group coordinators should be selected by the working group and recommended to the steering committee. The appointments would be for two years, and are renewable.
2. Working group membership is for two years, renewable. Continuation of membership on the working group is at the discretion of the coordinator.
3. A call for membership on working groups should be made annually. New members are appointed by the Working Group coordinator, in consultation with the Steering Committee.
4. Co-chairs need to be responsible for: a) relations with the ARL directors b) communication flow on a regular basis with institutional members, US and German, c) arrange for times and places for meetings.

David is willing to be co-chair and John Van Oudenaren is willing to step aside. Need to have Winston come up with the money for travel. Vice-chair / chair-elect.

The committee postponed working on a definition of affiliates. Helene will research the definition and report back.

WORKING GROUP REPORTS

Collections

Jeff reported on Xipolis. Two versions of the draft license has gone back and forth between ARL and Xipolis. ARL must have the cash up front. Bibliothek der Deutschen Literatur proposal for a consortial price. Jeff will proceed with discussions. Tom reported there are 22 subject areas in tables.

1) Jeff reported on the Xipolis proposal to provide CRP member libraries the opportunity to corporately subscribe to a list of German reference databases through xipolis.net. Two versions of a draft license have gone back and forth between ARL and Xipolis. It is hoped that a deal can be negotiated as soon as possible. Jeff also reported on the proposal for GRP member libraries to purchase the Bibliothek der deutschen Literatur at a consortial price. Northwestern University Library will be able to offer subscribers electronic catalog records of the titles in this microfiche set for around $700.
2) The Opfermann Collection of German political and social sciences materials at the Victoria University of Wellington Library (NZ) is a sizeable collection which this institution would like to discuss with the GRP. In particular, it is interested in knowing if there is any interest in exploring a “research alliance” which might involve funding sponsorships, research grants to fund scholarly travel, a joint US-NZ-German arrangement, or a combination of the above. Tom, Mary, and Lou agreed to look into this before Midwinter.
3) Tom noted that Barbara Walden has conducted her survey of exchanges with German libraries with members of the CD Working Group, and that she will send out the same survey to the ca. 41 GRP member libraries with in the next few weeks.
4) Tom suggested that working group coordinators act on a proposal made at the Bibliothekartag to compose an article for Bibliotheksdienst. Others agreed to contribute.
5) He also reported that Christiana Schmiedeknecht of the University of Erfurt Library has finally sent machine readable files in RAK format of the 78,000 volumes of the defunct Pädagogische Hochschule, Erfurt, to Jeff Garrett. Barbara Walden will post these records on the GRP Collection Development Working Group web site so that libraries interested in negotiating exchanges for them may do so.
6) Twenty seven subject areas have now been included in the CD Working Group’s web Contact Partnership web site. Contact partners on both sides of the Atlantic have been encouraged to report any cooperative projects to the “GRP Partners’ Forum” at grp-partners@arl.org.

Digital Libraries

Michael reported on meetings held at the Bibliothekartag in Bielefeld. The clearing house site now has links to existing projects.

Document Delivery

There will be a meeting on Sunday 2-5 Hilton Continental ballroom Reimer RUSA. RLG will donate copies of ILL manager to participants.