CAG Minutes Wednesday January 15, 1997

COLLECTIONS ADVISORY GROUP

Meeting: Wednesday, January 15, 1997, 1-3 PM, Doe rm. 303

Recorder: Beth Weil

Present: A. Urbanic (chair), B. Glendenning B. Sibley, M. Burnette, B.
Weil, P. Bischoff, K. Frohmberg

Guests: Michael Rancer, Rebecca Green (for Lee Leighton), J. Spohrer, B.
Kornstein

Ex-officio: D. Farrell, 

1. Minutes of the 18 December meeting were approved. 

2.  Announcements:

  J. Sphorer: Ivan Arguelles will be .5 FTE Classics Selector through June 30th.

  A. Urbanic: The former Newspaper Advisory Group will be reconstituted to
provide advice on the newspaper collection funds and policy.  Beth Sibley
will be the convener.  Ann Swartzell and Carlos Delgado will be on the
committee.  It will report to CAG. 

3.   Discussion of latest draft of "Principles for Collection Budget
Management" - David Farrell 

Additional columns will be added to the overall collections spreadsheet to
document one time additions and one time readjustments to individual funds
base budget. 

Order Division will cease placing orders when an -m fund's free balance
total is exhausted.  Selectors will consult their AUL when their -m fund
balance reaches 15% of the appropriation, to ensure their total -m and -a
funds (together) are not inadvertent ly overspent. 

4.   Collection Budget Report, FY 1996/97 - Michael Rancer

Mike distributed a number of graphs to the group which indicate that the
encumbrances the library carries over each year has been growing steadily. 
Through the mid-80's there were cash balances to cover the encumbered
money.  In the 90's the library has not had cash balances to cover the
carry over money encumbered and has relied on the next year's funds to
cover it.  The amount encumbered has grown to an alarming high of $729,865
in 1996 and it isn't clear that we have the cash to cover it this year. 

Overall the library has spent 75% of its collections budget as of
December.  If we continue spending at this rate the collections budget
will be spent out by February.  Mike will be monitoring the budget and
hopes to see expenditures leveling off quickly .  CAG members believed
that this would be the case, because the majority of the serial payments
have occurred. 

A request for $750,000 was made in the Library's budget proposal.  If
granted (which seems unlikely at this point) it would reduce the size of
the serials cut needed this year. 

5) Planning for Collections Budget Shortfall, FY 1997/98--Katie Frohmberg

LPG is planning for 3 years of serials cuts:  13-15% in 1997-98;  13-15 %
in 1998-99; and 25% 1999-2000, when the Chancellors temporary funding runs
out. 

Lists will be coming out soon for selector review.  Lists of serials
cancellations will be due in Acquisitions by June 1, 1997.  CAG will plan
an early bird for the 2nd week in February for selectors. 

Flexibility in how selectors will take cuts between m & s funds will
remain, however due to the magnitude of the cuts it is likely that most
selectors will need to cancel serials. 

CAG will be discussing how to assign the cancellation targets in its next
meeting.  Factors to consider are: 
	-across the board cuts 
	-assessing funds with higher inflation higher cuts 
	-using this as an opportunity to align the budget with academic
	 priorities. 

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