CAG Minutes of 2/10/97

Collections Advisory Group Minutes  - 2/10/97
303 Doe

Present: A. Urbanic (chair), B. Glendenning (recorder), B. Weil,
V. Roumani-Denn, B. Sibley, J. Carter (for M. Burnett), P.
Bischoff

Ed-officio: L. Leighton, K.Frohmberg, J. Spohrer, B. Kornstein

Guest: R. Green, M. Rancer

1. A. Urbanic distributed revised drafts of Collections Budget
Anatomy and Spreadsheets A,B,C (Estimated Collection Budget 1997-
1998). These were based upon the previous year's budget
allocations which were originally given to selectors in October
1996. Gail Ford made adjustments for CAG. 

CAG agreed that the primary discussion point of the Early Bird of
2/12/97 will be the carry over of encumbrances from prior years.
M. Rancer will present copies of the charts recently provided to
CAG members. He presented a proposal for a cessation of firm and
approval orders once weekly reports reflect the total of
expenditures and outstanding current year encumbrances equals 70%
of the appropriation. Funds that are at or above the 70% point
when the proposed policy goes into effect may not place further
orders unless money is transferred into them from other sources.
Also, AUL's would be able to authorize reallocation of funds in
order to restore purchasing authority to selected funds if they
are over the 70% limit. According to this plan, delivery of
approvals would have to be turned off or moved entirely to slips.
B. Weil suggested that approval vendors should be examined
separately, noting that science selectors using Academic have
more control over what will be received on approval than
selectors using Yankee.  Selectors using Academic receive
notification slips of items to be sent on approval ahead of time
and can block the approval item if they choose. Selectors who use
Yankee would have to contact them to move all approval items to
slips for the remainder of the fiscal year. P. Bischoff noted
that area studies selectors, who do not have traditional approval
plans, cannot easily turn off receipt of the materials. B. Sibley
noted that Yankee selectors will lose 5% of their discount due to
the requirement to firm order slipped titles rather than use
electronic tagging. AUL's indicated that the need for fiscal
accountability outweighed the discount in this case. B. Weil
asked for assurance that any funds currently 100% spent (or
overspent) have the agreed-upon percentage deduced from their 97-
98 FY allotment, and that any funds remaining in a selectors 96-
97 FY allotment be carried over to the 97-98 FY balance. J.
Spohrer indicated that this is a reasonable adjustment, but that
it will require a fair amount of calculation. CAG agreed that
selectors need clarification on the question of how the carry
over of encumbrances occurred, and an explanation of how the *
funds are managed if indeed they are not the cause of the
continuing encumbrance problem.

B. Weil asked M.Rancer to talk about collections fund balances as
viewed in Innopac vs. the general ledger. M. Rancer will check on
this issue.

AULs and CAG agreed that the topic of serials cancellations,
proposed percentages of the cuts, and the logistics of the
cancellation project should be mentioned at the 2/12 Early Bird.
A second Early Bird, dealing primarily with the serials
cancellations will be scheduled as soon as feasible. J. Spohrer
distributed a page of notes on the planned acquisitions
suspension which will also be provided to selectors at the Early
Bird.

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