Present: Alan Ritch, Michaelyn Burnette, Carlos Delgado, Lucia Diamond,
Gail Ford, Rebecca Green, Bob Liu, Suzanne McMahon, Mike Rancer, Beth
Sibley, Camille Wanat, Wendy Hanson
1. Introductions to the new AUL and Chair, Alan Ritch.
Members of the Council introduced themselves to the new AUL for
Collections, Alan Ritch. There also was discussion of the role of a
possible new position of Acquisitions Librarian.
2. The draft minutes of the 2/15/2000 meeting were approved with one
minor correction.
3. Announcements/Action Items.
Beth Sibley reported a delay in setting up the links in Gladis
to the individual journals in the OCLC/ECO program. The URLs of the
journals are too long to work as links. The new interface for the
OCLC/FirstSearch gateway and the limitations of our own web catalog are
the cause of current problems. Beth also announced that we will be
having a trial soon of SilverPlatter's SilverLinker, a product that will
enable users to link directly to the full text of journal articles.
The discussion of the work that needs to be done with electronic
journal linking, working with the vendors, negotiating licenses, etc.
raised again the discussion of a need for a new position, an
Acquisitions Librarian, who could fill a gap between the decision to
acquire an electronic database or other large multidisciplinary purchase
that requires follow-up work and technical services. There is a need
for someone with experience in working with approval plan vendors.
There is a need now for a checklist of people and operations to contact
with any new digital acquisition. These needs should form part of the
recruitment strategy for the Acquisitions Librarian position.
Suzanne McMahon announced that the Library of Congress (LC) funds
chapter is completed and closed. In the future LC funds will treated in
the same way as other 'm' funds. Requests for special increases to LC
'm' funds, such as for extraordinary inflation rates, will need to be
justified and evaluated like other requests for special increases to 'm'
funds.
ACTION: Suzanne McMahon and Bob Liu will double-check that an Islamic
funds carryforward was indeed closed.
4. Approval of Arts and Humanities and Social Sciences Councils
proposals for Chancellor's Initiative supplemental allocations.
A subcommittee of the two Councils met to review their selectors
proposals. They gave priority to serials requests because of past
severe cancellations. The remainder of the funds were divided among the
monograph funds of selectors requesting monograph money. The funds were
allocated as a percentage of each fund's portion of the total monograph
budget up to the amount requested by the fund.
Michaelyn Burnette asked that the one-time supplemental
allocation to the interdisciplinary (intrm) fund that she manages be
given to the Doe/Moffitt reference (refem) fund.
These allocations with Michaelyn's adjustment were approved.
5. Gifts/Donations and the -D fund balances.
For years, selectors have asked what happens to a donation once
made and why is there such a delay between the notification of the gift
by the Development Office of the Library and the appearance of the money
in their fund balances. Many would like to be able to tell donors what
titles their gift brought to the Library.
All checks should be going through the Library Development
Office. Wendy Hanson, Director of Library Annual Giving, traced what
happens to a gift of a check made out to the UCBFoundation (or anything
other than the Regents) from its deposit in the bank within one day to
its appearance in the General Ledger (GL) to its transfer to the innopac
fund balances approximately eight months later. There are longer delays
if the money goes through the UC Regents. Wendy's donation chart should
be shared with all selectors.
ACTION: Bob Liu will work with Lisa Weber to post the chart on the
Business Services web with links to these minutes and to the Collections
Policies and Procedures web pages.
4/27/00 - The chart Booking Donations to Innopac is now on the Library Web.
Issues of quality control, of the timeliness and delivery of
reports, of the lack of reconciliation between Wendy's reports and the
GL were discussed. With the University's new computerized accounting
system and Chart of Accounts, reports in future can be generated by
computer rather than manually. Selectors can probably expect an annual
report of additional endowment amounts in October. Procedures may be
looked at and changed. At least until the new campus financial systems
are installed and stable, selectors will want to work with Library
Business Services to track the deposit and availability of donated
funds.
***********
The next meeting of the Collections Council will be on Tuesday,
March 21 from 10:00 a.m. until noon in Room 303 Doe.
Alan Ritch will send out an agenda in advance of the next
meeting. Carry-forward agenda items include:
-- The future of BILRB and X funds (Mike Rancer)
-- Eliminating backlog in X-fund workflow (Barclay Ogden)
-- Backlog of repair of volumes from circulating collections
(Barclay Ogden)
-- Mid-year fund balances and spending rates (Mike Rancer)
