CAG Minutes of Retreat, 10/7/98

Collections Advisory Group

Minutes of the Retreat  -- October 7, 1998

Present: B. Weil (chair),  S. Calpestri (recorder), C. Wanat, K. Wayne,
D. Fortner, J. Spohrer, P. Bischof, B. Glendenning, P. Abell


1. Announcements:

K. Wayne will fill in for J. Roberts' during his quasi-sabbatical as CAG
representative for Humanities. 

2. Roles of UL, AULs, CAG and selectors

P. Abell reviewed the roles for UL, AULs CAG and selectors as
context for the retreat discussions, noting that CAG, as a group of
experienced senior selectors is responsible for advising  the UL on
collection matters at the library wide level and for developing and
disseminating a broad understanding of overall principles regarding the
collections and collection budget.  AULs are responsible for
administering pooled funds and coordinating collection policy with
selectors and for allocation decisions within the resource group(s). 
The UL has final decision authority.    It is expected that the process
for decision making at these various levels will be open and
inclusive.


3. Desired Outcomes of Retreat:

Consensus: focus discussion on a macro division of the
Chancellor's initiative funding (i.e. determine appropriate categories
for allocation, assign gross amounts to each category  and assign
responsibility for process to appropriate levels within the library)

By end of retreat be prepared to issue a call to selectors for funding
proposals as one time supplements to the base budget. 

Note: Discussion topics which fall outside of the scope of the retreat
will be recorded as "parking lot" items to be considered for future CAG
agendas. "Parking Lot" list is at the end of these minutes.

4. Budget Anatomy

Review of Budget Anatomy reveals that there is  $1.6 million of
new money from the Chancellor's initiative for reallocation after
inflationary increases have been added to base budgets for 1998/99.

DECISION/ACTION:

Serials and Continuations budget amounts (incl. inflationary increase) 
can be released to selectors immediately.  J. Spohrer will follow
through to get budget numbers in Innopac.

DECISION/ACTION:

Monograph budget amounts  in Innopac (which currently do not reflect
inflationary increases will be updated AFTER new money is allocated).


5. Categories of allocations

CAG reviewed the  categories included as part of  the Draft
Proposed Criteria for Collection Allocation Increases to determine
which  categories were appropriate for off-the-top (Librarywide)
funding versus assignment to Resource Group(s).

Decisions for the categories are recorded below:


Off the Top

1.  Broad discrepancies between Resource Groups

2.  Resource Sharing

3.  Document Delivery

4.  Digital initiatives

5.  Opportunity purchases

6.  Vendor Prepayments

7.  Programmatic Changes

8.  New University Librarian Discretionary Money

 

Resource Group Distribution 

1.  Discrepancies within resource groups

2.  Collection damage

3.  Opportunity purchases

4.  Price differentials

5.  Selector initiatives

6.  Programmatic changes


6. Gross Allocations

For the purpose of assigning gross dollar amounts the criteria
above were consolidated into 4 categories as below:


OFF-THE-TOP (Librarywide) ALLOCATION

* Memberships  					$ 10,000  	(Permanent)

Move membership expenses to collections budget to relieve pressure on
Operations budget	


* Digital Library				$100,000    	(Permanent)


* UL Discretionary				$200,000

(Digital library, Resource Sharing, Document Delivery, Broad
discrepancies between resource groups.


* Vendor Prepayment				$650,000

The assignment of a good portion of money to vendor prepayment is
useful not only for discounts realized but also in spreading the
opportunities of the one-time initiative funding over a two year
period.

 

RESOURCE GROUP ALLOCATION

Resource Group				        $650,000    	(Permanent)

It is anticipated that  (1) resource allocation will be distributed on
a pro-rated basis using faculty and graduate student numbers (i.e.. 50%
SCI; 50% HUMA/SOC.SCI) and within the Resource Groups that
approximately 33% of allocations will be allocated this year for
one-time needs with the balance going to permanent augmentations to
specific funds.


Next Steps:

1. Alert selectors to the upcoming call for proposals and
deadline of Oct. 26 and inform them about the status of Innpoac
updates.  B. Weil will send e-mail this afternoon to all selectors and
she and Jim will follow-up with a letter to selectors with specifics
about the proposal process and criteria for funding.


2. P. Abell will announce that CAG has  this phase of its deliberations
on the allocation of Chancellor's Initiative Funding.  She will take the CAG
recommendations to LPG and Senate Library Committee for review asap, so
that allocation can begin without delay.


PARKING LOT - Issues for future CAG discussion

*	Endowments  - what role do/should endowments play in planning
for library collection budgets

*	Postage - off the top or out of individual funds

*	Replacement - bill rep $$

*	Trade off subscriptions against document delivery costs within fund

*	Price of materials 

*	How to constrain serials budget

*	Annualize (?) digital library expenditures

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