Attended by:
Michaelyn Burnette, Lucia Diamond, Gail Ford, Rebecca Green (recorder),
Mary Ann Mahoney, Barclay Ogden, Andrea Sevetson, Beth Sibley, Alan Ritch
(Chair), Allan Urbanic, Camille Wanat
Action Items:
Gail will append to the 12/5/00 CC minutes Alan's memo of 12/1/00 to
Collections Council regarding the Academic Press IDEAL licensing model.
Rebecca will complete the midyear New Serials Report and send it to CC
members before the next meeting. She will do at least one more report
between now and fiscal close, in addition to the year-end report done after
fiscal close.
The Collections Budget Subcommittee will continue to meet and evaluate
selector requests against available UL discretionary money.
Beth will email selectors regarding the renewal of OCLC ECO access to
electronic journals. Our renewal deadline is 1/31/01. Selectors can add
or drop access to ECO titles at this time. Order Division should be
notified of all ECO title additions or deletions.
Alan will refine his draft message responding to the Chancellor's call for
new strategic initiatives. His message will present arguments for
additional Library collection funds.
January 23 is tentatively scheduled for either a full Collections Council
meeting or a meeting of the Collections Budget Subcommittee. Alan will
advise.
Agenda for 1/9 meeting
1. Announcements
2. Collections Budget anatomy update (AR/RG/GF)
3. Collections Budget Subcommittee Progress Report (AR/AS/AU/CW/MB)
4. Ejournals update
Ebsco/CDL initiative (AR)
ECO offer (attachment forthcoming) (BS)
Towards a unified list (Science Council Initiative) (AR/CW/MM)
5. Other business
Handouts
Appropriations for FY-2001
CBS Summary costs/funds
Minutes from last meeting
Collections Council approved Gail's minutes of the December 5th meeting.
Gail will append Alan's memo about the Academic Press IDEAL business model
to the minutes before mounting them on the Web.
Collections Budget anatomy update/CBS progress report
This year's budget anatomy has been finalized after a series of meetings
between Alan, Mike Rancer, Elise Woods, Jim Gordon, and Rebecca. Alan has
$821,810 of UL reserve funds to meet selector requests, preservation
supplements and startups, and the need for a prudent carryforward to next
year's budget. Per Mike, $430,000 is earmarked for permanent augmentations
to the collections base, and the rest may be used for one-time funding.
Alan is working with the Collections Budget Subcommittee (CBS) on funding
various collection requests solicited earlier this fiscal year. Alan
handed out a spreadsheet detailing planned commitments, funding requests,
and available funds. He and CBS still need to determine appropriate
funding amounts for permanent vs. one-time requests, and must decide how
much of the UL reserve to spend. Alan is committing $164,923 of his
endowment funds towards funding collection requests as well.
Preservation has requested $170,000, and $59,500 has been requested for
faculty startup funds. These will be funded from the UL reserve, leaving a
balance in the UL reserve of $592,310. $207,471 in potential digital
coinvestments has been identified ($127,000 of this covers the IDEAL
titles, and may be carried forward since it represents potential savings in
individual selector funds). $70,000 for digital coinvestments will be
funded by the DILIB fund and by Alan's endowment funds. CBS received
collections requests from selectors totaling $514,000, but, after
discussions between CBS and the requestors, this total was reduced to
$475,000. Alan will fund $144,923 of these requests from his endowments.
He has already given out $20,922 from his AUL discretionary fund to cover
some early requests. $446,706 is still needed to cover the remaining
requests received by CBS. The UL reserve could cover this sum, with a
one-time balance remaining of over $100,000 for next year. In addition to
this one-time balance, we should have about $300,000 in permanent funding
to carry forward for next year if we meet all current requests, since about
a third of the selectors requests were for ongoing funds. The combined
balance should yield enough to offset the $400,000 deficit which Mike's
four-year budget projection estimated for the collections budget next
fiscal year.
CBS asked for advice on whether they should fully fund all the requests or
whether they should continue to evaluate them critically in order to
increase the cushion for next year. Andrea raised the question of which
overall approach the Library should take towards spending the Chancellor's
three-year budget augmentation-spending the entire gift in three years and
returning to deficit status in the fourth year, or reserving some money to
cover future deficits beyond the third year. Council agreed that
conservative spending to maintain some carryforward balance was preferable
to spending all available money this year. Gail raised the need to remind
Campus that the Library's collections money has been committed for the year
even though an unspent balance shows on the ledger. Alan estimates that
the $400,000 our budget projection currently shows as carrying forward to
next year may turn out to be less when budget commitments are finalized.
Selectors are urged to utilize their -m and -s funds as fully as possible.
As in previous years, the Order Division will stop placing new orders on
individual funds when they are 90% spent/liened on Innopac, in order to
avoid overspending due to items "in the pipeline." Last year selectors
received new money after the fiscal year was well underway, but this year
selectors are not faced with this problem.
Ejournals update
Beth is coordinating the renewal of our access to electronic journals
through OCLC ECO. We currently have access to 149 titles through ECO. The
renewal fee will be $9 per title. Our renewal list is due back to OCLC by
January 31st. Currently CDL is negotiating with Ebsco to have them provide
electronic access to journals published by Blackwell, Cambridge, Oxford,
Sage and other publishers. However, as negotiations may take several
months to finalize, Beth suggested proceeding with the ECO renewals, as the
fee is low and current ECO titles are already cataloged. She will send a
memo to selectors asking them to review the ECO list and add or delete
titles for the next renewal period. When making ECO decisions, selectors
should take into consideration existing access through other avenues.
Order Division also needs to be notified if new ECO titles are added or
existing access is canceled. It was noted that Silverplatter has not yet
linked its databases to the ECO full-text. Alan suggested that selectors
make a point of talking with Silverplatter reps at ALA to encourage these
links.
The Science Council is investigating various ways in which a unified list
of electronic journals in the sciences might be created. Laine Farley from
CDL and Ralph Moon from the Library Systems Office attended a Science
Council meeting on Dec. 15 to discuss methods and formats. It would be
desirable to create a list of all Berkeley Library electronic journals.
The Libraries at UC Santa Cruz and UC San Diego have created such lists,
but other campuses have waited to see if CDL would take on this task. Not
much progress has been made in this direction so far. Mary Ann noted that
Berkeley's science libraries would want their own list in addition to a CDL
directory, and that the list should not reproduce catalog records. Alan
estimated that Berkeley has approximately 5000 electronic journals. The
acquisition and cataloging of electronic resources is still not as fast and
smooth as it could be, and would benefit by having someone responsible for
overseeing the entire process from start to finish.
Other business : new strategic initiative for collections
The group reviewed a section of the report to Chancellor Berdahl and
Executive Vice Chancellor and Provost Gray written by Alan last October to
inform them about the expenditure of the new collections funds. The report
advocated additional Library collection funds, citing inflation, the
necessity of acquiring and maintaining content in both digital and print
forms, rising library operational costs, and the desirability of
maintaining our momentum in restoring users' faith in the Library.
Council members suggested additional ways of supporting the collections,
which could be implemented with increased funding: additional staff to
improve Library Web pages; more Technical Services staff to acquire and
catalog additional collections materials; more backfiles purchased for
electronic journals; and housing for large microform sets. Barclay brought
up the problem of preserving digital materials and suggested that several
hundred thousand dollars could be used to create backups of unique CDs
containing digitized images. Gail suggested that the Library think about a
possible future role in scholarly publishing of Berkeley research. Camille
noted that the Computer Science Department currently mounts Berkeley
technical reports on the SunSite.