Present: Michaelyn Burnette (recorder), Lucia Diamond, Gail Ford, Rebecca
Green, Bob Liu, Suzanne McMahon, Barclay Ogden, Mike Rancer, Beth Sibley,
Jim Spohrer, Camille Wanat, Beth Weil
1. Announcements
--J. Spohrer announced that A. Ritch will continue on the Joint Steering
Committee and that Bev French will ask the smaller campuses for another
representative.
--M. Rancer reported that campus sent a letter yesterday to all library
vendors rescinding the request that vendors send all invoices to central
campus rather than directly to the library.
--B. Ogden noted that the official name of his unit is Preservation and
not Conservation.
2. The draft minutes of 12/21/99 were corrected and approved.
3. CC members will send names of potential members of the UCB Melvyl RFP
Review Team to Jim Spohrer by the end of today. Jim will forward to
Bernie.
4. R. Green distributed a list of new serial orders placed this year by
fund. The list now has subtotals for AUL funds, donations, dsf99,
endowments and by subject councils. In the first six months of FY99/00,
431 new serial orders were placed.
ACTION: Green will move ENVI from the sciences to the combined
humanities/social sciences section.
5. M. Rancer and G. Ford distributed new budget anatomies. Rancer's
anatomy includes a forecast of the collection budget through FY02. Still
needing attention are the exact figures for binding. The end of the
Chancellor's funding will bring deficits into the budget, but we're in
good shape until that time. Ford's anatomy reflects Collection Council's
agreements on handling NCAP and also journal prepayments.
6. Collections Council discussed Spohrer's draft memo to selectors with
criteria for supplemental allocations and the response of Arts and
Humanities Council Chair John Roberts to this draft.
ACTION: Spohrer will redraft the memo to selectors and send to Collections
Council for comment. The revision will emphasize the need for the subject
councils to consider the alignment of the collections budget with campus
programs when the subject councils decide how to allocate the supplemental
funding.
ACTION: Spohrer will provide selectors with figures for new serial order
so that selectors can ask for augmentations to their -m funds to cover
their new serial orders. Once a year, -m funds will be reduced to cover
new serial orders placed by the selector.
ACTION: Ogden will give Spohrer figures for the cost of new binding so
that Spohrer can incorporate these into the criteria selectors should use
in requesting additions to their allocations.
7. Ogden reported on the status of whole item photocopying and missing
page replacement in Preservation.
A. Whole item replacement photocopying: current need is 300/year and
capacity is 200/year. There is a backlog of 295 volumes which will
require $22,715 to process (a cost of $77/volume). If avoiding a backlog
is a priority, then we need to increase funding from 200 to 300
volumes/year. Collections Council agreed that selectors should use their
-x funds to pay for whole item replacements.
B. Missing page replacement: current capacity and need are balanced at 300
volumes/year. There is a backlog of almost 200 volumes which will cost
about $6700 to process (at $39/volume).
ACTION: Spohrer will add whole item replacement to the criteria for
supplemental allocation requests.
ACTION: Spohrer will send a memo to selectors encouraging them to use
their -x funds for replacement of whole volumes and of missing pages.
ACTION: Preservation will ask selectors to review the backlog and approve
the use of their -x funds to process.
ACTION: -x fund workflow will be addressed at a future meeting of the
Collections Council.
ACTION: Preservation will charge -x funds more often than once a year for
replacements and missing pages. Ogden will look into feasible options.
The next scheduled meeting of Collections Council is January 18th.
Currently there are no items on the agenda, but members should hold the
date in case a meeting is needed.