CAG minutes 8/20/97

COLLECTIONS ADVISORY GROUP

Meeting: Wednesday, August 20,  1997, 1:30-2:45 PM, Moffitt Conf. Room
Recorder: Beth Weil

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

Ex-officio: Lee Leighton,  B. Kornstein, K. Frohmberg, E. Woods

Guests: G. Ford, J. Bissell, E. Woods, P. Daniels


1.  Minutes of August 6th approved.

2.  Announcements
        Action needs to be taken on the Moffitt Serials Report.  Allan will
send an email to selectors requesting their review of the Task Force's
decisions.  Deadline will be September 15th.

3. *Fund Cancellation Procedures
        After reviewing complex draft procedures to allow selectors to
preview orders before cancellation it was decided that present automatic
cancellation procedures should stay in place and that selectors may
continue to reinstate when necessary.  If selectors want to cancel orders
they should send their request to Veronica Eaglin.

Kevin Edgecomb will continue to put lists on the web of all orders liened,
but not received in prior fiscal years for selector review at he close of
the fiscal year.

4.  Gail Ford will create a single form which will be used for all fund
transfers, including permanent and one time adjustments.  These may be
initiated by the Selector, technical services staff (cancellations) or the
AUL.  Selector initiated changes will go through their AUL for approval.
The form will be returned to the selector once the fund transfer has
occurred.   Marilyn will do fund transfers twice a year in November and
March.

The AUL's are interested in creating an automated method of keeping track
of permanent and non permanent transfers, however it appears that this
would involve considerable amounts of staff time.  Janet Hood will keep
track of cumulative changes on a spreadsheet.

The issue regarding whether funds receive credit for ceased serial titles
was discussed.  Although technically this is the policy, in fact Serials
processes very few ceased titles where the selector would receive credit.
This leads to the general selector perception that credit is not received
for ceased titles.

5. Base fund tracking spreadsheet.
Presently new serial title purchases are deducted from monographic funds on
an one time basis and this will be corrected on the base fund tracking
spreadsheet.  Barbara Kornstein suggested that this practice should be
revised and that new serial purchases should be permanently deducted from
monographic funds, since those new serials must be paid for every
subsequent year out of an essentially static materials budget.  The
restoration of the monograph base after the first year's subscription is
taken out does not control for this continuing expense, nor for growing
costs of serials due to inflation.   Others believed that the effects of
our current policy need to be carefully evaluated before making such a
change.  This change is not a way to effectively control for inflation
costs.   Since the percent of the budget which goes to serials and the
percentage distribution between humanities, social sciences and sciences
hasn't changed over the years it appears that our present policy is working
well.   The present policy also helps compensate for serials which cease
coming for a variety of reasons each year which do not result in credit to
serials funds.

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