Present: Michaelyn Burnette, Luminita Florea, Gail Ford, Rebecca Green,
Bob Liu, Suzanne McMahon, Barclay Ogden, Mike Rancer, Beth Sibley, Jim
Spohrer, Camille Wanat, Beth Weil (recorder)
1. Announcements: Alan Ritch has accepted the position of AUL and
Director, Collections. Alan plans on starting on March 1, 2000.
2. The draft minutes of the 12/7/99 meeting were approved without corrections.
Updates from the action items of those minutes are:
ACTION: M. Rancer will come back to this Council with a review of
available BILREP funds.
FOLLOW UP: There is currently $350,000 in billrep funds. $250,000 needs to
be held aside for potential repayment of old sundry debtor money which the
campus had given to the library in anticipation of payment. $100,000 of
bilrep money could be distributed.
ACTION: B. Ogden noted that OP work often flows into photo replacement work
in CONS and questioned whether BILREP funding should also be considered
usable for work in his department. B. Ogden will review the issue with
his department for the next meeting. FOLLOWUP: This will discussed at
the next meeting.
ACTION: J. Spohrer will remind selectors about the OP 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selectors noted that they haven't received any "missing/withdrawn"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.
FOLLOW UP: There currently is no backlog of bill replacement cards. Phoebe
Janes is distributing the bill replacement cards to main selectors each
month. There is currently a dribble of cards to main selectors throughout
the year.
ACTION: B. Sibley 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. FOLLOW UP: If we have access to titles from another source we
won't use the OCLC ECO interface. Selector's funds will pay the print and
online journal charges. DSF will cover the OCLC access fee. The deadline
has been extended to 1/13/00
3. Treating books with artifactual significance in the circulating
collection.
Collection Council recommends that Preservation apprise selectors of
material which should be considered for artifactual treatment.
Transferring such materials to a non circulating collection may be
considered at that time. Conservation will notify selectors in a timely
manner when materials are on their review shelves.
4. Cabinet & funding for tech services.
There have been general discussions in Cabinet regarding reallocations to
support processing. Jerry would like a reserve of $120,000 of one time
money for potential reallocation of collections-related functions.
5. Criteria for supplemental allocations in subject Councils.
An additional $50,000 will be set aside permanently for the Digital
Superfund from the $433,000 designated to be permanently allocated this
year. Mike Rancer indicated that we have $500,000 to be allocated on a
one-time basis this year.
Regarding the LC funds it was reiterated that the following recommendations
from the LC working group be done:
a. The AUL for Collections use collections money at the AUL's discretion to
pay the debt of $41,432 from the 1997/98 FY.
b. The base budget for 1998/99 for NCAP funds be augmented by the same
inflationary increment that was applied to the -m fund in that FY and
recalculated.
c. An inflation increment of 2.6% be added to the NCAP base in FY 1999/2000
(the same as the base inflation added to all -m funds), except where the
corresponding m fund had had a successful request for a larger inflationary
increase.
d. To reiterate CAG's decision of September 1998, NCAP fund managers will
be held responsible for managing these funds in the same manner as other -m
funds are managed, that is they can either make adjustments in the program
profile or compensate for overages from other fund sources under their
control.
The committee discussed the criteria process to be used for allocating
permanent and one time monies this year.
ACTION: Jim will prepare draft of criteria as discussed and instructions
to selectors for the Collections Council meeting on the 4th of January.
ACTION: Barclay will write a description of how selectors may purchase more
binding units to be used for binding of new material or material which is
already circulating.
6. B. Sibley reported on the CDL Licensing workshop held at UCI on
11/9/99. Documentation prepared for this meeting has been posted on the
CDL web site. The CDL Licensing Tool Kit is available at
http://www.cdlib.org/libstaff/sharedcoll/