COLLECTIONS ADVISORY GROUP MINUTES 7/2/97

Meeting: Wednesday, July 2, 1997 1:00 - 3:00 pm, 303 Doe

Present: A Urbanic (chair), P. Bischof (recorder), M. Burnette, B. Weil
Guests: L. Leighton, K.Frohmberg, B. Whitson, E. Woods

1. Announcements
L.Leighton reported that a group from Berkeley met with Yankee Book
Peddler at ALA to discuss plans for their new GobiLink service. The
service will mean that we can order on Gobi and have same-day loading
[after 2:00 PM Pacific Time] of Yankee inventory records into INNOPAC
to serve as on order records. These records will later upload into GLADIS
as purchased from Innovative Interfaces to make this transfer possible.
Technical Services will pursue a similar service with Academic Book
Center once the Yankee procedures have been worked out..

2. Minutes of meeting on 3/19/95 will be considered on July 16th.

3. REDUCTION TARGET SPREADSHEETS.
Spreadsheets will be distributed at the Early Bird on July 9th.

4. BRIEFING FOR JULY 9 BUDGET ALLOCATION EARLY BIRD-
        K. Frohmberg
The Chancellor has provided the Library a $310,000 [approximately 4%]
supplement for collections. It is unclear, however, until we receive formal
documentation, whether this is a one-time or a recurring augmentation. This
unknown raises questions regarding future serials cancellation projects.

In discussion of a document entitled Estimated Budget Anatomy [EBA] for
1997/98 Planning: Unrestricted State Funding for Collections, CAG noted a
preference to include one more figure, namely encumbrances for 1996-97 as a
line item. Although the sheet already indicates encumbrances carried
forward for pre-1996-97; indication of the 96/97 figure for which funds are
available would add further clarity to our new policy of fully backing
encumbrances carried forward. Not shown on this EBA is the Library's
approximately $1,000,000 in gift and endowment funds. The EBA indicates a
collections shortfall of $432,275.

Forthcoming will be a calculation of selectors' June cancellations to see
how much was cancelled, fund-by-fund.

CAG asked whether a plan exists to transfer electronic resources costs
bought on the $250,000 digital bridge funding into regular funding sources.
There is a hope that some of these sources will be moved over into the
Office of the President's Digital Library budget. A web page description
of the expenditures made with this money will be mounted shortly. About
$80,000 of this special digital funding remains unspent and is being
carried forward into FY97/98.

The AUL contingency fund of $300,000 is intended to cover such expenditures
as collection development travel, adjustments to base funding to provide
equity for certain funds, special purchases, and to bring some funds back
up to 85% in terms of previous year's policies vis a vis encumbrances, etc.


Early Bird agenda will include:
--A discussion of star funds by M. Rancer.

--Discussion of the calculation of figures for continuations, which will be
based on an average of the year's allocation and actual expenditures.

--Procedure for doing a cancellation of open monographic orders.

--Procedure for a review of previous year's encumbrances [prior
to 1996-97]. The cancellation of any of these encumbrances will
release money into selectors' monographic funds. Selectors will be
provided printouts of these orders so that they may be reviewed
(fund by fund).

--Materials distributed at this Early Bird will also be sent via e-mail so
that selectors unable to attend the meeting will be informed of issues
discussed.

5. COLLECTION DEVELOPMENT MANUAL AND TRAINING ISSUES
Such issues as the reorganization of tech services, approval plan--vendor
relationships, cooperative agreements, materials in the BPM, etc. are of
continuing concern to selectors. Since the Library's Collection Development
Guide is long out-of-date, CAG will consider the necessity and feasibility
of the creation of a new compilation of relevant policy and procedures.
A.Urbanic will write to selectors requesting their help in assessing which
information is most appropriate to include in such a guide. September 1
will be the deadline for comment

6. CD-ROM (NETWORK AND LOCAL) REVIEW BY RESOURCE GROUPS - PROGRESS REPORT
this item is set for CAG discussion on September 17th. B. Whitson stated
that at ALA he learned that vendors are moving to supply a single WEB
interface for on-line products through the internet and are moving away
from supplying data on CD's. B. Weil reported that the sciences
are evaluating materials available in our towers. Bioscience Library uses
statistical data for retention and cancellation decisions re CD-ROMs. A
Silver Platter agreement about to be signed is expected to change use
patterns greatly, and some of the Compendex issues have been resolved. Thus
we will be able to take stock in the next couple of months. A. Urbanic
reported that he and M.Burnette have been assessing CD-ROMs in the
humanities and area studies, and the social sciences are similarly working
on this project.

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