Present: Michaelyn Burnette, Lucia Diamond, Gail Ford, Rebecca Green,
Suzanne McMahon, Barclay Ogden, Mike Rancer, Beth Sibley, Jim Spohrer,
Camille Wanat, Elise Woods
1. Announcements:
- M. Rancer announced that the balance of this year's collection budget has
been transferred to the Library from the campus.
- M. Rancer also apprised the committee of a potentially very problematic
situation vis-a-vis collections invoices. Campus Disbursements has sent a
letter to all vendors stating that all invoices should go to their office,
which will then sort & send them on to campus departments. The Library has
historically been given the ability to handle its own invoices directly,
due to the volume (>15,000 invoices/year) and the frequent "bill to/ship
to" confusions on the part of vendors. Campus Disbursements has allowed
that this was an error but is unwilling to send out another letter
correcting the situation. M. Rancer is working with the Campus Controller
to sort out the situation.
- J. Spohrer reminded the committee that J. Lowell plans to make a decision
on the AUL-CD candidates as soon as possible and wants comments by noon on
Monday, December 13, 1999.
2. The draft minutes of the 11/2 and 11/16 meetings were corrected and then
approved.
3. The spreadsheet outlining the placement of new serial orders was
reviewed. A question was raised about entries with a zero dollar amount
but a notation of 1-2 orders placed. It was suggested that the entries be
coded as one of 3 categories: science, humanities and social sciences, and
endowment funds; this will enable a sort into these categories for further
analysis. ACTION: R. Green will see to this. Collections Council will
continue to monitor this spreadsheet monthly.
4. R. Green reviewed the work of the temp position devoted to OP searching
and orders. This position was authorized by CAG last spring, utilizing
BILREP funds, and is an 11-month position which started early last summer.
R. Green asked about the possibility of extending this position, since Tech
Services does not have any regular funding for the position. There is now
no backlog in the OP work, and the balance of this position's time is
devoted to regular order work. ACTION: M. Rancer will come back to this
Council with a review of available BILREP funds. B. Ogden noted that OP
work often flows into photo replacement work in CONS and questioned whether
this funding should also be considered usable for work in his department.
ACTION: B. Ogden will review the issue with his department for the next
meeting. ACTION: J. Spohrer will remind selectors about this position and
its work and will check with the Circulation Department in MAIN since many
MAIN selectors noted that they haven't received any "missing/withdrawn"
postcards (which often initiate the OP order process) in a long time.
5. G. Ford reviewed the state of funding for digital collections (the
VCDL/DSF99 funds). She noted that there appears to be $130,000 in unspent
one-time money and that $618,956 appears to be committed in ongoing funds
(but that we only have $500,000 allocated to ongoing ). ACTION: all CC
members should review the spreadsheet she distributed, particularly
alerting her to any missing items or items miscoded as either one-time or
ongoing. It is possible that some portion of the funds remaining for
allocation this year will need to be earmarked for support of ongoing
digital collections (the DSF fund). It was also suggested that it might
be useful to code items on the list as to whether or not they were tied to
a CDL co-investment, to enable us to grasp the degree of the co-investment
commitment.
6. E. Sibley has been investigating e-journal aggregators, since some
journals are available only through aggregators. In particular, she has
found information about the OCLC ECO service that may be of interest to
selectors. ACTION: She will send out a message to selectors, with
information about the OCLC ECO service and we will try to proceed on access
to desired titles, even if we miss the "fire sale" that is currently in
progress.
7. J. Spohrer updated the Council on the proposals for major purchases
(both print and digital) that were submitted by selectors for funding on
endowment funds and prioritized by the subject councils. It appears that
he will be able to address all the Category 1 items submitted by the Social
Sciences and the Sciences Councils, as well as the top vote-getters in the
Arts & Humanities. He will get back to selectors shortly with these results.
8. There was discussion of how to manage the supplemental allocation of
the remaining funds in the 1999/2000 collection budget. Areas needing
addressing include the methodology for funding of new serial titles (agreed
to at the last meeting), a method for selectors to spend some collection
funds on binding of high-use monographs in their areas (beyond what was
funded last year), and covering the one-time shortfall in the NCAP/LC
Overseas Acquisition Program. ACTION: J. Spohrer will draft, for review
by the Collections Council, instructions to the subject councils for
developing their recommendations on the supplemental allocations.