CAG Early Bird 10-14-97

Collections Advisory Group
Early Bird for Selectors
10-14-97

1. CAG Chair, Allan Urbanic, made brief introductory remarks, referring
selectors to his written remarks sent out e-mail with the agenda.  The
documents discussed at this Early Bird will be available on the Web at:
[http://www.lib.berkeley.edu/AboutLibrary/Staff/CDP/]. 

2. Barclay Ogden spoke on collection "maintenance" issues.  Generally, in
the face of management and budget issues, maintenance decisions have been
diminished or postponed.  But Conservation staff recently visited service
points and took a "snapshot" view of the books being returned from
circulation, and verified that the problems have not gone away, with an
estimated 11% of those materials marked as damaged and needing repair.  As
Conservation has added new temporary staff and reduced its former backlog
to about 1000 volumes, it is inviting selectors and units to take action
regarding 1) damaged, 2) brittle, and 3) missing materials.  The recently
provided replacement x-funds may also be useful for non-servicable
materials.  Beginning in January, staff may expect most restrictions on
repairs to be lifted.  In brief, 1) send materials for repairs; 2) order
missing/brittle volumes; and, 3) selectors involved with Tier 9 newspaper
problem, should replace print with microfilm. 

3. Jim Spohrer reminded selectors of the $150,000 replacement/x-funds that
the AUL's have distributed pro-rata to all funds.  The deadline for
encumbering or expending these funds is 1 March 1998.  These x-funds came
from non-disbursed funds in the bill r eplacement fund, but selectors were
assured that the bilrb fund will continue as well.  Concern was expressed
regarding certain categories of orders which presently neither lien or
encumber.  CAG will discuss this question. 

4. Gail Ford spoke regarding a draft handout, "UCB Library, Collection
Budget Management",
[http://www.lib.berkeley.edu/AboutLibrary/Staff/CDP/overview.html], and
requested all to read and send comments to her. 

5. A. Urbanic and Elise Woods reviewed Reports that track Innopac
allocation adjustments:  a) the beginning of fiscal year budget allocation
spreadsheet familiar to all; b) the new quarterly budget allocation update
spreadsheet, handout example dated 9/30/97; and, c) the customary fund
activity reports and Monthly fund financial reports. This is the first
time selectors have had cash with the "*" [star] funds, funds encumbered
from previous years.  If the * fund is overspent, it will be just as if
the M fund is overspent.  Selectors may cancel orders to release funds on
* funds.  Attention was called to the document, "*Funds: cancelling
monograph orders and transferring allocations". 

6. G. Ford spoke on the "Fund Code Activity Request Form", dubbed in
development the "mission-impossible" form, which selectors are being asked
to xerox and use when they want to do "anything" that alters their
collections fund codes, beyond discrete book orders.  The form will be on
the Web in PDF format [http://www.lib.berkeley.edu/AboutLibrary/Staff/
CDP/oneform.pdf].  The idea is to give actions a paper trail. Selectors
may batch things, such as serial cancellations.  There are 11 options on
the busy form, but a selector would only use one option at a time for the
goal at the moment.  This will be a trial and error form, to be
reconsidered at a future date.  Regrets were expressed that it goes
against the trend of electronic communication.  Concern was expressed that
it was not always clear who initiates the form, as in Section 2, Cancel or
"cease" a serial subscription".  Selectors should begin using this form
immediately for the action it covers. 

7. Marilyn Shiells spoke regarding whom one may contact in LBO for budget
related information.  LBO receives and files all invoices.  LBO generates
all fund reports.  Starting 1 November, LBO now has a Website.  Selectors
can print their own reports. 

8. Rebecca Green spoke regarding the activities of the Order Division. 
The Order Division is composed of the Ordering Unit and the Serials
Payment Unit.  Jim Gordon is the Innopac coordinator.  Serials invoice
problems are resolved by the Serials Payment Unit.  The Processing
Division handles monograph invoice problems.  Photoprint orders are no
longer done by the Order Division; they are done in Conservation. 
   
						--Recorder:  D. Fortner

---

Copyright (C) 1997 by the Library, University of California,Berkeley. All rights reserved.
Document maintained on server: http://www.lib.berkeley.edu/ by dfortner@library.berkeley.edu
Last update Tue Nov 11 15:01:13 1997 .
Server manager: webman@library.berkeley.edu