COLLECTIONS ADVISORY GROUP MEETING
Minutes: Wednesday, April 7, 1999
Present: B. Weil (Chair), M. Ternberg (recorder),S. Calpestri, D.
Fortner, K. Frohmberg, B. Kornstein, L.Leighton, J. Spohrer, C. Wanat, K.
Wayne
Guest: B. Ogden
1) Announcements. The new book purchase suggestion form has been printed
and is ready for distribution.
2) Minutes. After several clarifications and a deletion, the minutes of
March 17 were approved.
3) Binding Budget. Barclay Ogden reviewed the current binding situation
and discussed the need for additional funds to finish out this fiscal
year. He requested that CAG recommend members for a task force to work
with him on binding policy and practice. Calpestri and Wanat volunteered
and it was suggested that PSAG-TS appoint one member. The TF will look at
a range of issues, such as not binding all monographs on receipt and what
the permanent binding budget should be. A report from the TF will be
expected by May 19.
4) X-Fund Allocations. A discussion occurred about how much BILREP funds
were actually available. The annual supplement to the fund from CARS
bills seems to be decreasing. Because of the uncertainty of funds
available, and the availability of endowments funds, it was decided to
fund at 50% the special replacement requests submitted by Art History,
Humanities, and Music. The requests from Bancroft were considered
fundable from their own funds.
5) Allocation of One-Time Funds from the Chancellor and the California
Assembly. A subcommittee of CAG had previously met to develop a framework
for allocating the one-time funds. There was some concern that the
framework did not address all of the proposals submitted by the AULs,
specifically the need for a superfund for major interdisciplinary
electronic products.
6) Discussion began on allocating the one-time funds. A special meeting
was called for April 14 to continue the agenda.
April 14 Special Meeting
Present: B. Weil (Chair), M. Ternberg (Recorder), Phylis Bishoff for
Carlos Delgado, Barbara Glendenning for Suzanne Calpestri, D. Fortner, K.
Frohmberg, B. Kornstein, L. Leighton, J. Roberts, J. Spohrer, C. Wanat, K.
Wayne.
Discussion continued on the "off the top funds" and on the framework for
allocating by major category (access projects, major purchases, and
augmentation to discipline specific funds). The "off the top" categories
continued to be binding, ILB document delivery, digital library superfund,
and technical services staff. Considerable discussion occurred about
using the one-time money to hire staff. Many selectors had strong
feelings about only using the money for collections and that it was
inappropriate to use any for staff to order and process materials.
Agreements were reached on the following "off-the-top" categories:
- $ 60,000 to ILS to cover fees charged for photocopies and books borrowed
from libraries outside consortial agreements. CAG recommends that $60,000
from the ILS operations budget, that currently funds these fees, be
permanently transferred to Technical Services to hire staff.
- $100,000 to cover binding costs for the remainder of FY98/99. This is a
one-time temporary allocation.
- $150,000 permanent allocation to the Digital Super Fund (DSF) for new digital products. Current continuing commitments for single subject products will be moved to selector funds from the fund formerly known at VCDL.
The group then talked about specific items to be included in the
guidelines for major category funding. This funding would be given to the
three resource groups to spend as they see fit, but within the following
categories:
Access Projects: these would include document delivery programs,
replacing missing/withdrawn books and journals, duplicating high
use books, unit digitization projects, etc.
Major Purchases: one-time digital, print, and microform materials
Augmentation to Discipline Specific Funds
April 21 CAG Meeting
Present: B.Weil (Chair), M. Ternberg (Recorder), C. Delgado, D. Fortner,
K. Frohmberg, B. Kornstein, L. Leighton, J. Roberts, J. Spohrer, C. Wanat
The discussion on using some of the one-time money for technical services
staff continued. The issue of the amount of money was finally brought to
a vote and the committee recommends that $60,000 of the money be set aside
in the University Librarian's Reserve Fund for possibly hiring additional
technical services staff. The recommendation is for one-year only.
Staffing needs should ultimately be handled from the operations budget.
CAG then focused on how to allocate the remaining $830,000. After much
discussion on various ways to divide the money among the resource groups,
it was decided to split it into three equal portions. This should not be
considered a precedent for future distribu-tions, but as a solution to the
present lack of good data on this year's allocation to date. A plan for
expending the funds should be developed by the selectors in each resource
group in consultation with their AUL. This should be accomplished by June
15, 1999.
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