CAG minutes 8/6/97

COLLECTION ADVISORY GROUP MINUTES - 8/6/97

Present: M. Burnette, D. Fortner, B. Sibley(recorder), A. Urbanic
(chair), B. Weil

Guests: K. Edgecomb, G. Ford, B. Kornstein, L.Leighton, J. Spohrer,
B. Whitson, E. Woods

1. Announcements
CAG agendas and minutes will be sent to allusers reflector rather
than just selectors.

Marilyn will input 19900 base allocations into Innopac this week.

2. The minutes of 7/16/97 were approved with one change.

3. Moffitt Serials Cancellations
Bill Whitson summarized the recommendations of the Subcommittee on
Moffitt Serials Review. They included: the cancellation of 226
titles for a savings of $16,114 with the allocation of cancellation
credits to the funds indicated in report; transfer to Main of 66
titles with final approval by affected selectors; continuation of
Proquest subscription with equipment/discs transferred to
Periodicals; review of backsets by selectors who would decide on
transfer to Main/branch, NRLF, or withdrawal; noncirculating status
for dup sets transferred to Main; continuation of a few PC
magazines to be transferred to Main and bound and retained for
three years; elimination of the remaining "personal interest"
titles; and reinstitution of the binding for Main of four newsprint
titles: NYTBR, NYT Magazine, NYRB, and TLS.

There are 292 active serials. The Committee acted conservatively
and didnt automatically recommend cancellation for every duplicate
subscription but considered each title individually. Credit for the
cancelled titles will be given to funds which are charged for the
duplicate subscription. Most of the backset runs are 15 years.

CAG endorsed the committee recommendations. The report will now be
sent to the AULs to act on. A text version of the list of titles
will be sent via email to all selectors who will have a week to
comment or make changes. The AULs will send to the selectors most
affected a photocopy of the complete report and list. Technical
Services will be given the final list of cancellations during the
last week of August.

A. Urbanic thanked the committee for its excellent work.

4.*fund procedures
CAG reviewed the draft of *fund procedures drafted by K. Edgecomb.
It outlines the steps for canceling mono orders and transferring
allocations from *funds. K. Edgecomb created an Innopac reports web
site that contains pre-1996/97 active orders; fund activity
reports; and a section for requesting boolean searches of the
Innopac system. Only the first section has been completed.

The draft suggests that Tech Services will no longer cancel mono
orders unless requested by a selector. Selectors will be able to
review their outstanding orders at the web site, print out lists of
orders to be canceled and forward to Veronica Eaglin in Processing.
After the orders are canceled, Processing will forward the lists to
LBO who will transfer the monies allocated to the canceled orders
in the * and other funds to the -a and -m funds indicated by the
selector upon approval from the appropriate AUL. Fund transfers
will be done twice yearly, December and April.

It was mentioned that the process seemed like a lot of extra work
although it was pointed out that selectors can ignore the lists if
they choose. The question was raised about charges for orders that
were received that went over the estimated amount. J. Spohrer said
the system would absorb these costs. There was also a question
about what the encumbrance allocation ($300,000) that is currently
in Innopac for the *funds includes. [It was clarified in a
subsequent email 8/7 by A. Urbanic to CAG that the amount set aside
is to cover all encumbered orders not just 96/97 ones. The $140,000
set aside in the Budget Anatomy Off the Top Section to cover pre-
July 1996 encumbrances has already been allocated to *funds so no
further allocations will be made and selectors will have to manage
the funds they have.]

Since there were questions raised about the encumbrance allocations
action on the *fund procedures was postponed until the next meeting
and K. Edgecomb will be asked to return at that time. Members
should review their final Innopac reports and check the amount of
*fund appropriation. The list of outstanding orders should also be
reviewed. It was noted that zero dollar amounts appear for some of
the titles.

5. Base fund tracking spreadsheet
G.Ford summarized the LBO Appropriation Adjustments draft
spreadsheet. She stressed how complicated the process was to
prepare the draft and to show accurate figures. The importance of
the spreadsheet is to show permanent and one-time adjustments to
the base. J. Spohrer suggested that col. E (first year costs of new
serial orders) be moved to section on one-time adjustments to base. 
Time ran out on the discussion of the draft. It was recommended
that M. Rancer be present at the next discussion.

The next meeting will be Aug. 20th 1:30-3pm.

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