CAG Minutes, 9/16/98

Collections Advisory Group
Minutes -- September 16, 1998

Present: P. Bischof (Recorder)  S. Calpestri  D. Fortner  B. Glendenning 
J. Roberts  C. Wanat  B. Weil (Chair)
Ex Officio: K. Frohmberg  B. Kornstein  J. Spohrer
Guests: R. Green  B. Hurley  C. Rubens  E. Woods

1. Announcements
a. R. Green announced that A. Barone will monitor the 85% level of
expenditures in book funds, and will notify selectors when it is reached,
with the intent to cut off spending when 90% is reached. CAG would like to
revisit this issue, and to discuss with M. Rancer re whether expenditure
patterns of the past year warrant a continuance of this policy of closing
down funds as they reach the 90% mark. Since some funds were underspent
this past year, is this closure in fact needed?
b. J. Spohrer sent to all selectors a draft of a cooperative Agreement with
the Graduate Theological Union Library, requesting response and comment.

2. Minutes of September 2, 1998 approved as amended.

3. Charlotte Rubens --ILL Statistics and Collection Development
Interlibrary Services has data which may be useful for collection
development purposes. OCLC offered data on monthly ILL borrows to which
Berkeley subscribes. In addition, an ILL Management System
called CLIO may prove useful. C. Rubens asks that CAG appoint a liaison to
work with her in identifying which data sets will be most appropriate for
selectors to use in CD work and in setting up specifications for them. UC
Davis mounts quarterly reports for its ILL borrows-- a listing of
everything requested in that period. When Patron Initiated Requests are
implemented for monographs in January, and later in spring for serials,
they may also produce information we can use both at a title level for
selectors and macro level.

CAG members mentioned several types of information they would like to use:
1. List of most frequently requested serials library-wide.
2. List of monographs requested broken down by call number ranges for
particular departments.
3. List of serial requests in call number ranges.
4. Macro level statistics indicating the number of requests in a given call
number range,(based on call number ranges for departments) whenever
possible.

Some often-borrowed materials, such as microfilms, are often not
classified, which means that their use cannot be monitored by analysis of
call numbers requested.

4. Bernie Hurley -- Collections Alloction Analysis--SIN Model:
	In terms of his analytic work, he discussed three levels of data
priorities:
	a. What we would need ideally (top level).
	b. To show that we have done a reasonable job of allocation of
	resources (mid level).
	c. Information that would help inform allocation decisions.

In his graphing data, points above the line tended to be sciences,
and below the line --everything else.

Three questions concern him:
	a. Is the amount of money we transferred off the top to the
disciplines which had extraordinary price increases the right amount of
money for relative price differences? [This was done for selectors who made
cases of compelling need]. We can now give a ball park figure of how much
we have given over time.
	b. Has the distribution been equitable
	c. Looking at the funds remaining, have these allocations been
reasonable?
He has redone the SIN model in order to be able to examine these questions.
Are there outliers on graph that need our attention? He asked to discuss
his findings with the CAG Allocation Subcommittee, whose members agreed to
meet with him.

5. Steps in the Allocation of the Chancellor's Initiative Funding:
J. Spohrer stated that P. Abell believes that CAG has made good progress re
allocation issues, and she would now like CAG to give big-picture advice
for the actual process of Phase 2 Allocations (including Chancellor's
Initiative monies]. In ensuing discussion others mentioned the UCOP
one-time money from the state initiative, and non-Bancroft endowment income
as additional monies for which discussion and establishing priorities are
also needed. Spohrer suggested a one/half day, or two one/half day retreats
to set criteria. P. Abell would like to attend these sessions if possible.
Spohrer will attempt to set up a four-hour meeting meeting for CAG on the
time most people are free, a Wednesday afternoon.

Some possibilities for allocation include setting up a substantial [perhaps
as much as $2 million] temporary endowment fund, prepayment of serials, and
addressing funds with unusually high monographic inflation. When selectors
submit requests for additional funding, they will need to set priorities
among their requests for each fund. AULs would prefer a compact statement per
fund, with a maximum of one page of proposal per fund.

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