Collections Council
Minutes
October 31, 2000
Present: Michaelyn Burnette (recorder), Lucia Diamond, Gail Ford,
Rebecca Green, Lee Leighton, Mary Ann Mahoney, Barclay Ogden,
Alan Ritch (chair), Andrea Sevetson, Beth Sibley, Allan Urbanic,
Camille Wanat.
Handouts: Agenda; Summary of UCB Coinvest Packages as of 10/10/00;
Draft of CBS Call for Proposals; Draft of Proposal for Selector Accounts
Agenda:
1. Announcements.
2. YBP shelf ready proposal and costs (Lee Leighton).
3. Proposal to revise categorical list of selector accounts.
4. New resources on Collection Development web site (A. Ritch and G.
Ford).
Electronic resources tool kit
Collections Council charge
Rept to Chancellor with appendices and additional docs
5. Collection Budget Subcommittee (CBS) Proposals and Call.
[draft memo distributed to Coll Council 10/25/00]
6. Report on CDC and JSC meetings (A. Ritch).
[time permitting]
7. Other business.
1. Minutes of October 3 meeting.
The minutes of the meeting of 3 October were approved by
e-mail and distributed.
2. Announcements.
The next Collections Council meeting will be November 21.
Vice-Chancellor Paul Gray will speak to the LAUC Fall Assembly on
Thursday morning.
Jan Carter, Patty Iannuzzi and Alan Ritch drafted a survey for
Doe/Moffitt
selectors to help define areas of collection responsibility. The survey
should be
out in a week or so.
Ritch and Iannuzzi are members of a UC task force on the Center for
Research Libraries (CRL). The task force is looking at UC's relationship
with CRL.
The task force has already had one conference call meeting and is setting up
another, probably with Beverly Lynch, Interim CRL President.
3. YBP shelf ready proposal and costs. (Lee Leighton)
For the last four years, The Library has purchased Promptcat
from Academic and YBP; the books arrive edge stamped,
tattle-taped, property stamped and with a cataloging record. The cost,
$1.25/volume, comes out of -m funds. For the last two years,
The Library has gotten its books from Academic in shelf-ready
condition, that is, spine labels with call numbers are already
ironed on the books. The cost is an additional sixty-five cents
a volume, and -m funds would be charged that cost. The benefit
of buying Promptcat and shelf-ready books is that
Processing usually handles Academic titles in 1-2 weeks;
YBP titles take 4-6 weeks. The Library buys a total of about
25,000 titles/year from both vendors; YBP supplies three times
the number that Academic does. Acquiring
shelf-ready books from YBP would save student time in
Processing and allow faster processing.
Leighton responded to questions about details of implementation.
Paperbacks bound in buckram after receipt from the vendor
would have to have new labels. Some books would come without
spine labels because the vendor could not find copy cataloging for the title.
Multivolume titles would be exempted to insure consistent call numbers
and the integrity of the cataloging records; the focus for shelf ready
would be single-volume monographs. Special handling would be
required for belles lettres to make sure the Cutter is consistent with
UCB's Cutter; students would pick these volumes out of the shipments
and send them to Copy Cataloging for checking. Some plans could be
exempted from being converted to shelf ready. Ritch mentioned that
acquiring such services from vendors is one way for libraries to subsidize
the vendor's cost of doing business and to keep their discounts
higher.
ACTION: Leighton will bring the issue to a joint meeting of the Social
Sciences Council and Arts and Humanities Council for further
discussion with selectors whose collections budgets would be
affected by this additional processing cost.
4. Collection Budget Subcommittee (CBS) Proposals and Call.
Ritch presented the draft call for collections budgets produced
by the Collection Budget Subcommittee (Ritch, Sevetson, Urbanic,
Wanat, Burnette). Much of the discussion centered on set-aside funding
for (1) faculty startups ($100,000); (2) old binding debts ($43,000);
(3) increased funding for binding ($25,000); (4) Replacement
supplements for -x funds (estimated at $25,000); (5) Duplication
of high use titles ($25,000). To the existing list, Barclay Ogden recommended
adding (6) Backlog in photocopying of missing issues/whole items not available
commercially ($47,000); and (7) Backlog in mending of 1100 volumes
($30,000). The replacement cycle for Doe titles is currently two years;
in anticipation of a reduction in this cycle, selectors may need increases
in their -x funds. Difficulties in reconciling various campus ledgers with
Innopac are being resolved, but not all fund balances have been
entered into Innopac, especially those for endowments. Ogden spoke of
the difficulties Preservation will have in hiring staff to carry out
the photocopying and mending now that campus has placed new restrictions
on temporary staff; outsourcing some of the work may be necessary.
A binding backlog in the Center for Chinese Studies Library (CCSL) should
be covered by some of the $25,000 binding increase; Council members
assured Ogden that unbound items could be stored in NRLF.
Ritch informed Council that he already knows of some upcoming demands on
the $50,000 provisionally reserved for Digital resources. Some
of these are increases to the Berkeley share of the cost of Poole's,
MUSE, JSTOR, (all of which are increasing in content and cost),
SciFinder, Web of Science (CDL is negotiating for unlimited access),
APPEAL/Ideal. The latter continues to be especially challenging
because the deep discount for print journals in selector accounts has to
be carried over to offset the steep increase in the cost of the e-journals.
Other digital costs which may be expected during the year include: two Asian
journal databases, Nature, and Gerritsen Online. Council approved
the set-aside items, made some suggestions for wording changes,
and approved the calendar.
ACTION: Ogden will explore how much CCSL really needs in order
to bind materials before sending to NRLF. Ogden will also respond to the
CBS request for baseline information on binding needs. Ritch will reword
the draft call and send out immediately. Ritch will speak
to Iannuzzi about notifying Doe-Moffitt selectors about the change in
the replacement cycle. Ritch will meet with Ford, Green, and Jody Bussell to
discuss ways of paying for the increase in the cost of APPEAL/Ideal.
5. New resources on Collection Development web site .
Collections Council thanks Gail Ford and Fleur Helsingor for their work
on updating the Collection Development website. The current website is at:
http://www.lib.berkeley.edu/AboutLibrary/Staff/CDP/
It contains such materials as the electronic resources toolkit and
The Benefits of Additional Library Collection Funds, the report to
the Chancellor on what The Library is doing with its increase in
collections funding. The first draft of the redesigned web is at:
http://www.lib.berkeley.edu/AboutLibrary/Staff/CDP/draft.html
Council members were encouraged to send comments to Gail Ford.
6. Proposal to revise categorical list of selector accounts.
Council endorsed the reorganization of the report for
collections budgets. Arts, Humanities and Social Sciences
units will be grouped together with locational subcategories,
and Sciences units will be grouped together.
ACTION: Green will advise Jim Gordon that CC approved the new arrangement,
which can be implemented as time permits.
Reports on recent CDC and JSC meetings were deferred until
the next meeting.
NEXT MEETING: November 21. Recorder: Gail Ford.