Present: M.Burnette, L. Florea (for L. Diamond), G. Ford, R. Green, S.
McMahon, M. Rancer, A.Ritch (chair), B. Sibley (recorder), C. Wanat
Guest: L. Mansur
Agenda:
1. Approval of minutes for June 6 meeting
2. Announcements
3. Replacement Work Group progress report
4. Electronic Resources Work Group progress report
5. Preliminary discussion of 2000-2001 budget
6. Planning a report on the use of the Chancellor's Initiative Funds
7. Summer meetings: recorders
8. Other business
1. Minutes of June 6 meeting
The minutes were amended and approved for distribution.
A question arose whether large purchases require approval by the Head
of Collections. A. Ritch requested that when selectors order any serial
or monograph $2000 and over that they notify him at the same time. This
will go into effect for the next fiscal year.
2. Announcements
A. Ritch announced that the paperwork for the position of Assistant to the
Head of Collections is progressing and that a job announcement will be
ready in time for ALA.
Trials for Bowker's BIP and Ulrich's Periodicals Directory are now
underway. Selectors are encouraged to compare titles in BIP with free
internet sources like Amazon.
T. Dilworth sent A. Ritch a table of D/M monthly binding slip allocations.
He inquired whether there was any need to change the allocations. It was
decided to leave as is for the next year.
3. Replacement Work Group Report
A. Ritch distributed a Missing, Activity, and Collections Data sheet
showing the number of library volumes missing, number of sweeps, number
of volumes in circulation, total number of volumes held and percentages of
missing items compared to the total number of items owned by unit. Another
table showed bill cleanup schedules. Library units have varying
schedules from one to two years. He recommended that there be a
standardized schedule for all units. The group will continue to explore
alternative shorter schedules.
The Replacement Work Group hopes to raise the awareness of selectors about
the importance of replacements and to remind selectors that replacement
funds are available. They have been gathering data and developing flow
charts to describe the process by which missing materials are (or are not)
replaced. They also developed a draft survey that would solicit from
selectors their attitudes towards replacements and funds available to
support them. A copy of the the draft survey which should take no more
than 5 minutes to complete was forwarded to CC members in advance of the
meeting for previewing and pretesting. A. Ritch requested that members
evaluate it and suggest changes. Besides wording changes, there was a
suggestion that there be some mention of photoprints in the survey. More
info is needed about what happens in the Preservation Replacement
Division and what percent of replacements are photoprints. The survey with
some minor changes was approved.
ACTION ITEM: A. Ritch will distribute the survey with a short deadline to
selectors.
4. Electronic Resources Work Group Report
The EResources Group was formed to improve the coordination of selecting,
licensing, cataloging, maintaining, etc. ejournal resources. The group has
met twice and recruited volunteer contacts for the library's licensed
ejournal resources. This list of ejournal resource liaisons will be
combined with the proxy server list of eresources maintained by Fleur
Helsingor. Eventually, there will be one list posted to the Library web
page of all the Library's licensed eresources with contact names. A
checklist of tasks that are involved in setting up and maintaining of
subscriptions is also being compiled. This will be distributed to resource
liaisons and selectors.
A. Ritch mentioned that the campus IP web page needs annotation to allow
access to licensed databases by those using computers in Doe stacks.
ACTION ITEM: A. Ritch will forward by mail to CC members the annotated IP
list and will contact J. Garey to try to have the IP web page changed.
5. 2000-2001 Budget
The New Serials list 7/99 through 5/00 was reviewed. The $114,556 for
DILIB should be subtracted from the total of $246,852.94. $200,000 had
been allocated to monograph funds to cover new serials this year. At the
end of the fiscal year there will be an adjustment from monographs to
serials on a one time basis to cover the costs of new serials (including
continuations).
A. Ritch distributed a list of collection budget questions to be used for
discussion. They covered areas of spending patterns, new budget formulas,
collections data, gifts/endowments, and budget cycles. Selectors with
large underspent fund balances were contacted by A.Ritch and asked to
explain the reason for the underspending. Insufficient time seemed to be
the main factor. Should new money be allocated according to historical
patterns or should allocation be done on a different basis? The group
believed that the subject councils should decide how to allocate new
money.
M. Rancer distributed a revised Collections Summary/Reserves FY 1999-2002
handout.Due to a number of factors, he said it is difficult to do any long
term planning beyond three years. One spreadsheet showed figures with a
nine per cent inflation factored in (nine percent for serials and three
and half per cent for monographs)and another with figures based on a ten
percent inflation rate for serials and four per cent for monographs. There
will be $340,00 to $415,000 available for one-time collections allocations
in FY2001 depending on inflation rates. Permanent augmentations to
collections base are assumed to be $433,000. The continuing inflation in
serials indicates the return of a deficit to the collections budget in
2002, ranging from $321,000 to $551,000. The budget request this Fall by
the interim UL to the new provost will have to address this problem for at
least FY2002, if not for the years after that.
It was reported that the Access Task Force has requested funds for the
Pathfinder Enrichment Project which will provide for the enhancement of
bibliographic records. The Library may get a subscription to Blackwell's
Table of Contents for new titles and scan table of contents for selected
older titles housed at NRLF. The cost for Blackwell's service is $2 a
title. The scanning cost is projected at $109,000 and will cover the
setting up of a scanning station. It is expected that 55,000 volumes
(average of 7.6 pages) a year will be scanned. Titles selected would be
pre 1900 and early twentieth century imprints.
6. Chancellor's Initiative Funds
The Library has received a total of 4.6 million in Chancellor's funds over
three years but only 1.4 million is actually new money. We need to
demonstrate to the Chancellor how the money has been used and what impact
it has had.
ACTION ITEM: A. Ritch will draft a memo to selectors requesting that they
forward to him any stories on how the Chancellor's money has made a
difference.He will circulate the draft at the next CC meeting.
7. Summer meetings-recorders
Camille Wanat will be the recorder for the July 18th CC meeting and then
the three new CC members will be asked to serve as recorders before
another rotation cycle is begun again.