In attendance: Camille Wanat, Suzanne McMahon, Carlos Delgado, Lee
Leighton (for Rebecca Green), Barclay Ogden, Mike Rancer, Jim Spohrer
(chair). Absent: Michaelyn Burnette, Beth Weil, Beth Sibley, Scott
Miller.
1.Announcements:
The chair reminded members of the calendar for interviewing the
AUL/Collections candidates in August and September and asked them to
plan to attend all of them if possible.
2. Selector Early Bird:
Overall plans for the Selector Early Bird were discussed and finalized.
3. Endowments:
Mike Rancer reported on about 24 collections endowments whose balances
represent more than five years of accumulated income. The campus
monitors such unexpended endowment income and requires that the
Library show regular progress in using it. The fund managers for these
endowments will be invited to discuss these accumulations and plans
will be developed to insure that they are expended in a timely
manner. In some cases where endowments are particularly large and have
few restrictions, fund managers will be instructed to use these
accumulated endowments first in making FY 2000 purchases of library
materials. The AUL/Collections also plans one or more calls this fall
to selectors for expensive items and sets which can be purchased in
part using large general endowments under the AUL's control.
4. Accounting procedures for new serial and continuation orders:
As a means of reducing the paper flow and accounting involved in
placing new serial and continuation orders, effective July 1, 1999,
monographic funds will NOT be charged for the first year's cost of new
journal subscriptions and continuation standing orders. All costs for
such new subscriptions and continuations will be charged to the
relevant selector's "s" funds.
In addition, and as a counterweight to the change outlined above,
selectors will no longer receive credits to their "m" funds when
cancelling journals or when serial titles cease.
It is the AUL/Collections' expectation that the net fiscal effect of
these two changes will approach zero in the coming fiscal year,
although it is possible that the added cost of new subscriptions and
standing orders will produce a modest deficit in the overall "s"
funds. To insure that the effect is minimal, the AUL/Collections will
monitor new serials and continuation orders from each fund on a
monthly basis and will intervene in individual cases if costs for new
subscriptions and standing orders threaten the overall integrity of
the FY 2000 serials budget.
5. "Y" funds:
Mike Rancer reported that the Library's collections budget for FY 2000
will be very amply funded in comparison to previous years, thanks in
part to the Chancellor's Initiative and the one-time state increases,
and also due to unspent carryovers from FY 1999. It will take at least
some weeks for the Collection Council to make fund level allocations
to selectors of the FY 2000 appropriation, but the significant
increase in our funding make it imperative that we begin now to make
headway in our expenditures. In order to place significant amounts of
funding in selectors' hands immediately--without waiting for the
definitive process of allocating all FY 2000 19900 funds--the Business
Office and the Order Division have collaborated to produce a new set
of funds for each selector, the Y funds, which represent allocations
from installment 2 of the Chancellor's Initiative funding from the
previous fiscal year. These funds have been created along the general
lines of the X funds, with one per selector, and are available
immediately for placing orders. (It is also important to note that the
Y funds, at the instigation of CAG, have been allocated to selectors
on a one-time basis, although the money for them from the Chancellor's
Initiative is recurring funding.)
6. Approval Plans:
Over the past several years, especially during periods when
collections funds were in short supply, selectors often stopped direct
receipts under approval plans and opted instead for information slips
from vendors, allowing them more flexibility in shaping the
collections than a traditional approval plan. This was particularly
true when the Library began to receive non-returnable approval
materials.
Now that the materials budget is again well-supplied, and there is
some danger that our Technical Services operations may encounter some
difficulty in placing orders and processing individual volumes,
selectors who have stopped direct approval receipts are strongly
encouraged to reactivate their direct receipt approval plans as a
means of insuring that the collections budget is expended in a timely
and labor-efficient way.
7. AUL/Collections interview planning:
The Collections Council will meet on August 10, 1999 from 10-11:00
a.m. to discuss its participation in the interview process for
AUL/Collections candidates. Members will review "Core Competencies and
the Learning Organization" by Giesecke and McNeil and the document
entitled "Defining the Job and Candidate"" by Management Team
Consultants, Inc., in preparation for that meeting, and will devise
methods and questions for the purpose of evaluating the candidates.=20
(Minutes by JHS)