Minutes: 5/21/97 Collections Advisory Group

COLLECTION ADVISORY GROUP MINUTES 
May 21, 1997

Present: A. Urbanic (chair), B. Glendenning (recorder), P.
Bischof, M. Burnette, K. Frohmberg, B. Weil, D. Fortner, B.
Sibley

Guests: M. Rancer, E. Woods

Agenda: Proposals for the handling of encumbrances in the next
fiscal year.

1. M. Rancer suggested we consider deletion of any open
encumbrances over 3 years old. He has discovered that there are
encumbrances in Innopac that exist in the system but do not carry
forward year to year and do not show up in our reports. He is
working on the problem to discover why this occurs and to prevent
it in future years. M. Rancer indicated the problem "hidden"
encumbrances will be paid for out of remaining cash from this
year, CARS funds, and/or other discretionary monies.  

CAG recommendation: In order to deal with the problem this year,
CAG agreed that selectors will be able to examine lists of older
orders and decide if they can or should be cancelled. Once orders
have been cancelled, the encumbrance would be zeroed out and
amounts returned to funds.

2. M. Rancer had proposed that we roll forward encumbrances in
the same fund where they originated and thus eliminate use of the
* funds. Selectors felt that this could obscure their fund
balances, and create problems in tracking funds from one fiscal
year to another, calculating true base amounts, or seeking
increases to base allocations. 

CAG recommended that use of the * funds continue and M. Rancer
agreed for this year. 

CAG noted that selectors should be aware they will be responsible
for encumbered monies rolling over into the next fiscal year.
This is a change from practice in previous years when * fund
items were paid for out of the general pool of collections money
and not debited to individual selectors.  Credits to * funds for
cancelled items will free up some money for selectors, however
selectors will also have to cover costs for items which are
higher than the encumbered amount. The effect of this change may
increase or decrease the amount of money a selector has to spend
on new orders in any given fiscal year. Allocations for the next
fiscal year will be increased by the amount in the * fund. An
equivalent amount will be encumbered. 

3. Cuts of 9% to the various Library of Congress Overseas
Accessions Programs (for Africana, Middle East, South and
Southeast Asia, Latin America, Tibet, etc) will be made at the
time the Library's profiles for these programs receive their
annual review in late summer by area selectors. As in the case of
all funds undergoing cuts, cuts to these funds may be taken in
either monographic or serials, at the option of selectors.
 
4. SCAP agreements and serials cancellations: It was noted that
at times it has appeared that SCAP and mini-SCAP agreements have
been abandoned when serials cancellation projects occur. CAG
agreed that there should be better control and organization of
SCAP funds and agreed upon titles. CAG suggested that this issue
should be revisited by CDC.

CAG asked that digital libraries funds be considered for
electronic resources currently endangered by serials
cancellations. K.Frohmberg will bring information about remaining
digital libraries funds to a future meeting.

Next meeting: June 4

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