CAG Minutes 2/26/1997

COLLECTIONS ADVISORY GROUP

Meeting: Wednesday, February 26,  1997, 1-3 PM, Bioscience and Natural Resources
Library Conf. Rm
Recorder: Beth Weil

Present: A. Urbanic (chair), B. Glendenning  B. Weil, P. Bischoff, J. Spohrer,
 V. Roumani

Guests: Lee Leighton,  B. Kornstein, K. Frohmberg

Ex-officio: D. Farrell, 

1.  Discussion Concerning How to calculate target cancellation figures and
allocations for next year. 

AUL's would like to continue to keep reserve money.  They recommend that
the amount of money allocated this year be reduced by 4% next year in
addition to the reductions needed for inflation.  (Last year, about
$300,000.00 was added to the collections bu dget from non-19900 funds. 
This is approximately 4% of the total collections budget.  These non-19900
funds are not guaranteed, thus they are being eliminated from planning
calculations at this time)

Alan proposed getting the target numbers to selectors as of April 1.

It was agreed that spilt submission of serial cancellations to technical
services would work.  This would be a great benefit to selectors, since it
won't be possible to know the exact amount of their target cut before the
end of the fiscal year.  Half of a selector's cancellation targets will be
due June 1.  The other half August 1. 

David and Michael will create a revised chart of projected inflation for
each fund and share it with selectors for comments. 

Selector's cutting serials this fiscal year will get credit for their cuts.

Lee will be the contact person for Yankee and Academic.  Selectors to have
contacted Yankee or Academic directly, should notify Lee of any changes to
their plans. 

Katie will ask Charlotte Rubens about when the Ebscodoc money will be
allocated to branches for spending. 

CARS processing money goes into the library's general operations fund. 
CAG questioned whether this money should be allocated to the units doing
the work.  Barbara Glendenning determined that units do get daily
statistics indicating how many items are bil led. 

Budget target figures will be calculated as follows---

Projected need will be determined by last year's allocated amount, $7.4
million, adjusted upward by the expected inflationary increases (This will
be calculated on Gail's spreadsheets fund by fund using current inflation
figures prepared by David and Mic hael.  It may be less than Mike's
projected overall 10% figure, because the lower rate of continuations
inflation hadn't been considered in the rough estimate.)

Projected budget to allocate will be $7.4 million minus 4% adjustment for
money needed for encumbrances and non 19900 money included last year. 

The shortfall will be applied as a cut to monographic funds.  Method C
seems to be favored among Selectors. 

The final target figures will be based on this year's actual serials and
continuations expenditures + inflation and monographic allocations +
inflation.

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