CAG Minutes, June 18, 1997

COLLECTION ADVISORY GROUP MINUTES
June 18, 1997

Present: A. Urbanic (chair), M. Burnette (recorder), B. Glendenning, J.
Roberts (for P. Bischof), B. Sibley, J. Spohrer, B. Weil

Guests: B. Kornstein, L. Leighton, E. Woods

1. Approval of previous minutes.

2. Announcement: M. Rancer sent a message noting that the unofficial
figure for the 1996/97 collections budget was 99.97% spent.  All
encumbrances will carry forward with funding behind them.  Urbanic will
forward this news to selectors. Peter has instructed Rancer to off-load an
additional $100,000 of OCLC expenses from the collections budget to
operations, thus freeing this money for the collections. 

3. Encumbrances: Woods announced that selectors will not be charged for
negative balances in 1996/97 * (star) funds.  The final Innopac figures
were run yesterday.  After the fiscal close, there will not be negative
balances in * funds.  From now on, when the Order Division (?) 
automatically cancels two year old orders, and the
money will go into selector funds. Since cancellations are reflected on
selector reports, the selector may choose to place another order for the
title. 

     Woods will write a description of Technical Processing procedures so
that selectors will understand what happens when a monograph order is
canceled.  Money for orders encumbered on * funds will be credited to that
* fund; if selectors wish to use the money, they must transfer it to
regular (non-star) funds.  Selectors must keep track of balances in their
* and regular funds so that they have enough money to cover negative
balances that may develop over the fiscal year. 

      There will be a selector early bird in late summer to insure that
selectors understand fund changes and to preserve commonalities in
selection procedures. Woods will help selectors with questions.  The AULs
will discuss whether fund transfers need to go through them or may go
directly to Marilyn.  If the process is decentralized, selectors must be
certain that they have enough money to cover transfers and m ust not make
frequent transfers. 

4. Recalculation of serial reduction targets: Woods had several questions
which CAG answered.  In accordance with previous practice, CAG agreed: 

a) that the 96/97 base for serials on sheet A will be equal to the 96/97
figures without adjustment

b) that the 96/97 base for continuations on sheet A will be the average of
the 96/97 allocation and the 96/97 expenditures

c) that the 96/97 base for monographs on sheet A will be the 96/97
allocations plus serial cancellation credits and other permanent
adjustments such as the correction of funding for forestry and the
creation of the general science fund. 

Woods distributed a graph showing the impact of allowing the 96/97
expenditures to go to 85% of allocation.  Every resource group came in
under target.  The AULs have planned for $400,000 in reserves, and
returning funding to funds to take them to 85% of the 96/96 allocation
will require $131,355 of that reserve.  CAG agreed to the proposal to use
the AUL reserves to return monies to those funds that spent under 85% of
their 96 allocution. 

5. CAG approved the appointment of a Moffitt Serials Group to resolve
difficulties over the proposed cancellation of Moffitt serials.  This
group will decide which funds get credit for cancellations; Green will not
cancel Moffitt serials until hearing from the group. 

6. Budget Augmentation Requests: Spohrer announced that selectors will
soon receive a form to fill out to request augmentations to their budgets. 
Such augmentations would come from AUL reserves.  The AULs will start
deliberating budget allocations on Jul y 15.  Spohrer posed several
questions for CAG deliberation.  CAG agreed to the creation of a serials
superfund and will supply titles for the AULs to consider.  CAG agreed
that some of the discretionary money should be put aside for unanticipated
infla tion and allocated in the last quarter of the year if appropriate. 
Some will also be set aside for serial re-instatements, for realigning
imbalances in funding, for offsetting very high inflation, for negative
monograph situations, for faculty startup fu nds, and for new academic and
library programs. 

7. Urbanic urged selectors to send possible agenda items to him so that he
can map out the CAG agenda for the next couple of months. 

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