Collections Advisory Group Minutes
2/19/97

    Gail was invited to answer questions on the spreadsheet data.
  1. Minutes of 2/5 and 2/10 meetings were approved.
  2. Peter L. invited Allan to the next LPG meeting to give a CAG update; Allan may have a written statement before that meeting.
  3. Jim S. assumes that the only change to the handout he prepared: "Some Interval Library Notes for Selectors on Planned Acquisition Suspension," is the cut off date change to February 21.
  4. As of 21 February any funds that have been 70% expended will be cut off and no further ordering can be made against that fund. Selectors are able to transfer funds between M and A, and use endowment and gift funds. There was discussion as to who will keep track of funds expenditures and the 70% limit, R. Green, or selectors. D. Farrell kept track of fund expenditures in the past, and he volunteered to effect the transfer of funds for units, so he may be interested in monitoring the 70% expenditure and therefore cut off. J. Spohrer will confirm this with David. Transferring funds. AULs to inform David that a timely procedure (no later than one week) must be in place for transferring funds between M & A.

    Barbara K. pointed out that for the ledger transferring expenses is easier than transferring funds.

    Approval funds expenditures need to be keyed in. Mike will check with Lee and Marilyn S. to determine whether Tech Processing or the Business Office do the inputting.

    There was discussion on how to cut off A funds. Mike recommends that one person in Tech Services be the liaison with the vendors for all funds, contacting them as funds reach the 70% expenditureÔcontact individual selectors before turning off a fund with the vendor.

    EBSCO. Mike will check with Bernie as to how much money is available from EBSCO and the distribution procedure.

    Yankee. There will be a selectors' meeting with Yankee on the 26 February. Lee was scheduled to meet with them in ALA. We will wait for Lee's return to get further information. It was pointed out that if orders through Yankee are input directly online there is a 17%discount; the discount is lost if order forms are sent to the Order Division and the orders are placed manually. There was a suggestion that the Order Division can place orders electronically from the forms selectors send them thus continuing to realize the discount. There was some concern about changing workflow to accommodate a short-term need.

  5. Katie announced that though all AULs will try to attend CAG meetings, J.Spohrer will be taking her place on CAG.
  6. Preparations for the 2/21 selectors' Early Bird were discussed. We are still looking at a 13% inflation rate; a more exact inflation rate will be determined at a later date. The cut is projected on pure inflation figures.

    Selectors are the best source for inflationary data.

    CAG prefers option C, a hybrid of option A (reflects no inflation), and B (reflects total inflation); the Early Bird will give other selectors a chance to comment on these options.

    For the Early Bird a spreadsheet with a few sample funds will be available to selectors to demonstrate various options; the spreadsheet will reflect data that are serials dominant, monographs dominant, and 50/50.

    It was suggested that funds like USA/Com (assigned to several selectors in humanities and social science) on the spreadsheets be changed to reflect the actual individual funds.

    Rowecom bills have been paid; selectors will be receiving serials lists in early March.

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