CAG Minutes October 1, 1997

COLLECTIONS ADVISORY GROUP

Meeting: Wednesday, October 1, 1997    1:30-3 p.m., 250 Moffitt

Present: P. Bischof, M. Burnette (recorder), D. Fortner, B. Glendenning,
B. Sibley, A. Urbanic (chair)

Ex-officio: J. Spohrer

Guests: G. Ford, R. Green, M. McCormick, B. Ogden, M. Shiells, E. Woods

1. Minutes of September 17, 1997, were approved with amendment.

2. Announcements

      Spohrer emailed selectors to announce the return of x-funds. 
Funding came from billed replacement monies.  X-funds may be used to
replace missing or damaged items. 

      Shiells noted the new LBO web page containing Innopac data 
(http://www.lib.berkeley.edu/LBO/).

3. Selector Early Bird

      Most of the meeting consisted of planning for the October selector
early bird.  Urbanic distributed potential topics.  This early bird will
focus on budgetary and accounting procedures and policies affecting those
processes. 

      CAG discussed the possibility of including Moffitt's collection in
the early bird but decided to wait until later in the academic year,
perhaps in the spring. 

      CAG members reviewed various documents and forms for distribution at
the early bird.  Ford created the UCB Library, Collection Budget
Management document which details who is responsible for the various
functions in managing the collection, provides the timetable for all
functions, and gives vital information for the successful management of
funds.  Ford will discuss the first part of the document at the early
bird; after revisions, the complete document will be put on the web. 

      The most important new form is the Fund Code Activity Request Form
devised by Gail Ford as a way for selectors to initiate fund changes, AULs
to authorize them, and for LBO to report them back to the selectors.  The
form will be mandatory for many transactions such as starting new serial
subscriptions, transferring monograph funds, canceling subscriptions,
adding permanent and one-time increases to funds, so selectors must be
familiar with the form and its uses.  CAG complimented Ford for her work
on both the form and the UCB Library, Collection Budget Management
document.  CAG members made several suggestions for revising the form. 
Ford will revise the form and also agreed to go over the form with
selectors at the early bird.  Selectors will have access to printed and
web versions of this form. 

      Ogden will have time at the early bird to discuss conservation
issues with selectors.  Since selectors now have access to x-funds, they
should consider using part of this money to replace damaged/deteriorating
materials.  Conservation also has acce ss to UC Preservation funding for
replacement of materials not available commercially. 

     Shiells and Green will also speak at the early bird to insure that
selectors know the appropriate procedures and whom to call if they have
questions. 
  

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