Reports

1. We developed a decision-making model for the BLC central buying fund that was approved by the BLC Board in early spring 2003. Next step: The BLC Board will establish the Central Buying Fund Task Force.

2. Using information provided by member libraries, Melissa Petze in the BLC Office created a database of the electronic databases licensed across the consortia. This database contains title, publisher, vendor, and name of subscribing institution. The task force then reviewed this database to identify those titles that are subscribed to by more than 5 institutions without the use of a consortium. We identified 11 titles that Barbara Preece will pursue for possible purchase through the BLC. Titles will be purchased through the BLC only if it results in cost savings to individual members.

   Using this database, we also identified 3 titles that might qualify for the central buying fund model. Barbara will share these titles with the Central Buying Fund Task Force as soon as it is established.

   We recommend that the database of all titles be updated by the e-resources contacts on an annual basis by sending all additions and deletions to the BLC Office.

3. We also recommend that the e-resources contacts be reminded of the recommendation from the first E-Resources Task Force that was approved by the BLC Board in 2002. That is: "We recommend that all BLC members become NERL affiliates and that NERL, and other organizations such as NELINET, be used whenever possible to purchase electronic resources, with the BLC as a back up when these are not an option."

1. Decision Makers: The decision making process for the BLC Central Buying Fund will be lead by a task force of 5 members representing the diversity of the BLC membership. This will include at least one representative from a state university, a large private university, a small private institution, a special library, and the BLC treasurer. Each member shall serve a two-year term and shall be replaced on a staggered basis (e.g., three members being replaced one year, two members being replaced the next). The BLC Executive Director is an ex officio member.

2. Selection Criteria: The Central Buying Fund will be used for the licensing of titles that have broad-based appeal. Every attempt shall be made to license products that are interdisciplinary in nature or have wide application. Licenses will include a clause for the provision of use statistics and the ability to supply ILL requests when appropriate.

3. Selection Process: The selection process for adding databases must be timely, due to a variety of factors including the introduction of new products and the desire for institutions to license useful products on an individual basis if there is no BLC offering. To allow the task force flexibility during the fiscal year there will be two selection cycles. The first cycle begins in October, culminates with a January implementation, and the second cycle begins in March with a July implementation. Lack of availability of titles may obviate that the need to meet during a particular cycle.

   Specifics:
   
   a. 2 calendar cycles, July-Oct. 1 and Jan.-Mar. 1

   Task Force calls for nominations from the members of the E-Contacts List and the Collection Management Community of Interest (COI). The Executive Director or the appropriate designee contacts the vendor and establishes a trial. Trials are set up as nominations are received.

   Oct. 15/Mar.15: Task Force meets to evaluate current titles, (see 4b. below), and select new title(s) and to review titles that are due for renewal on January 1st. This review will include an examination of use statistics and feedback from the members of the E-Contacts List and the Collection Management COI.

   Nov. 1/Apr.1: BLC Executive Director begins negotiations with the publisher and informs the Task Force of progress. Once the negotiation process is resolved, the Executive Director informs the Task Force, members of the E-Contacts List, and the Collection Management COI.

   Jan. 1/July 1: Implementation.

4. Evaluation:
   
   

   1. The central buying fund process will be evaluated at the end of the first year in June. The evaluation will consist of a survey distributed to the members of the E-Contacts List, the Collection Management COI, and the Board of Directors. The Task Force will also assess the process. Suggestions for improvements (if needed) will be made to the Board of Directors by July 1, 2003.

   2. The Task Force shall review database titles annually. Each library shall rate each title on a three-point scale, scored from zero to two. The total score for all libraries must reach a threshold score of 13 out of 39 possible points for continued purchase by the Central Buying Fund.
      
      Scoring scale:
      Zero = little value, the member library would cancel this database.
      One = a valuable database, the member library would keep it if the BLC will pay for it.
      Two = an essential database, the member would purchase it even if the BLC will not pay for it

   3. The Task Force will create a standardized evaluation template to be used by each member institution in evaluating the database titles. The template could contain the following criteria:

      • content quality
      • relation to curriculum
      • usage
      • interface
      • technical reliability
      • technical support
      • overlap with institutional resources interdisciplinary nature
        
        

5. Issues to be considered by the Board of Directors when establishing the Central Buying Fund:

   1. By the beginning of the BLC fiscal year, the Task Force should be apprised of the amount of funds available in the Central Buying Fund.
      
      
   2. There should be a provision for the Task Force to be able to make a case to the Board of Directors for additional funds should a highly desirable product come along.
      
      
   3. The Central Buying Fund will be used for one-time purchases and continuing subscription costs. Note: One-time purchases often require continuing annual web access fee costs.
      
      
   4. It may be possible to split a very high, one-time payment over more than one year.
      
      

At the BLC Annual Meeting, the current Task Force will meet with members of the E-Contacts, the Collection Management COI, and the new Central Buying Fund Task Force to outline the new models and to encourage active participation in both.

1. Meetings held
   
   The initial meeting was September 26, 2002 at Northeastern University.
   
   The second meeting was October 24, 2002 at the BPL.
   
   
   Bioactivities/Accomplishments to date (list or summarize)
   
   
   1. Task forces reviewed chare and set second meeting, (9/26/02).
   2. Members were assigned to contact libraries to compile a list of databases for the buying club.
   3. A task force leader and secretary were chosen, (10/24/2002).
   4. The decision making model for the central buying fund task force was created.
   5. A selection criterion for choosing databases by the central buying fund task force was devised.
   6. Members reported progress on the collection of the database list.
   7. The decision making model and the selection criteria were submitted to the BLC Board.
   8. The Board requested changes to the selection criteria.
   
   
   
2. List of COIs with which you communicate: none
   
   
3. Requests
   1. Funding
   2. Resources
   3. Board/ MC queries
      
      
4. Next Steps
   1. Meeting on Feb. 3rd, 2 to 4 at the BPL
   2. Address the BLC Board's request for changes to the selection criteria.
   3. Complete revisions to the database list.
   4. File a final report.

1. Meetings held:
   October 24, 2002, a meeting was held in conference room 4 of the Boston Public Library
   
   
2. Activities/Accomplishments to date (list or summarize)
   1. The task force leader and secretary were chosen
   2. Developed a selection criteria model for consideration by the Board. Appended below
   3. The task force is requesting an inventory of databases from member libraries to be delivered by December 15th
   
   
   
3. List of COI's with which you communicate: none
   
   
4. Requests none
   1. Funding
   2. Resources
   3. Board/ MC queries
   
   
   
5. Next Steps
   1. Submit database inventory to BLC administration by December 15th for compilation
   2. Meet January 9th to consider recommendations of the Board with regard to the selection criteria model
   3. Submit interim report by January 31st, 2003
   4. Submit final report by February 28th, 2003
   
   
   

1. Decision Makers: The decision making process for the BLC central buying fund will be lead by a task force of 5 members representing the diversity of the BLC membership, including at least a representative from a state university, a large private university, a small private institution, and a special library. Each member shall serve a two-year term and shall be replaced on a staggered basis (e.g., three members being replaced one year, two members being replaced the next). The BLC Executive Director is an ex officio member
   
   
2. Selection criteria: The central buying fund will be used for the licensing of titles that have broad-based appeal. Every attempt shall be made to license products that are interdisciplinary in nature or have wide application. Licenses will include a clause for the provision of use statistics and the ability to supply ILL requests when appropriate
   
   
3. Selection Process: The selection process for adding databases must respond in a timely way to a variety of factors including the introduction of new products and the desire for institutions to license useful products on an individual basis if there is no BLC offering. To allow the task force flexibility during the fiscal year there will be two selection cycles. The first cycle begins in October, culminates with a January implementation, and the second cycle begins in March with a July implementation. Lack of availability of titles may obviate that the need to meet during a particular cycle. Details follow:
   1. Cycle 1:
      July-Oct. 1: Task Force calls for nominations from the E-Contacts List and the Collection Management COI. The Executive Director or designee contacts the vendor and establishes a trial. Trials are set up as nominations are received.
      Oct. 15: Task Force meets to evaluate and select new title(s) and to review titles that are due for renewal on January 1st. This review will include an examination of use statistics and feedback from the E-Contacts List and the Collection Management COI.
      Nov. 1: BLC Executive Director begins negotiations with the publisher and informs the Task Force of progress. Once the negotiation process is resolved, the Executive Director informs the Task Force, the E-Contacts List and the Collection Management COI.
      Jan. 1: Implementation.
   2. Cycle 2:
      Jan.-March 1: Task Force calls for nominations from the E-Contacts List and the Collection Management COI. The Executive Director or designee contacts the vendor and establishes a trial. Trials are set up as nominations are received.
      March 15: Task Force meets to evaluate and select new title(s) and to review titles that are due for renewal on July 1st. This review will include an examination of use statistics and feedback from the E-Contacts List and the Collection Management COI.
      April 1: BLC Executive Director begins negotiations with the publisher and informs the Task Force of progress. Once the negotiation process is resolved, the Executive Director informs the Task Force, the E-Contacts List and the Collection Management COI. July 1: Implementation.
   3. Contract renewals
   
   
   
4. Evaluation:
   1. The central buying fund process will be evaluated at the end of the first year in June. The evaluation will consist of a survey distributed to the E-Contacts List, the Collection Management COI, and the BLC Management Council. The Task Force will also assess the process from its vantage point. Suggestions for improvements (if needed) will be made to the Management Council by July 1, 2003.
   2. A review of the titles will be carried out annually by the Task Force. This review will include an examination of use statistics and feedback from the E-Contacts List and the Collection Management COI.
   
   
   
5. Issues to be considered by the Management Council when establishing the central buying fund:
   1. The Task Force should know by the beginning of the BLC fiscal year how much is in the central buying fund
   2. There should be a provision for the Task Force to be able to make a case to the Management Council for additional funds should a highly desirable product come along
   3. The central buying fund will be used for one-time purchases and continuing subscription costs. Note: One-time purchases usually require continuing annual web access fee costs
   4. It may be possible to split a very high, one-time payment over more than one year