Final Minutes
Collection Council
February 18, 2003
Present: S. Calpestri, J. Carter, G. Ford (recorder), J. Gordon, R. Green,
P. Iannuzzi (Chair), P. Janes, S. Khanaka, J. McKenzie, B. Ogden, M. Phillips,
Beth Weil
Absent: L. McLane, C. Wanat,
I. ANNOUNCEMENTS:
* T. Leonard has spoken with EVCP Paul Gray about the importance of funding
library collections needed for the new campus initiatives in
nanotechnology, metropolitan studies, new media, biocomputing, and the
environment.
* As agreed to last meeting, the Councils are discussing the proposed
methodology for making appropriations. Patty met with A&H Council and is
scheduled to meeting with the SS Council this Thursday; Sciences has it on
their agenda for this Thursday as well.
ACTION ITEM: Patty will send out a list on Friday to those who manage funds
showing the target cut for each.
* CDL is recruiting for a Systemwide Head of Digital Preservation; the
position was posted, and it closed yesterday.
II. ELSEVIER - retained print subscriptions
Patty announced that any one wishing to retain a local print copy of an
Elsevier title will be charged for the ongoing subscription. Patty made
this decision after receiving input from Sciences Council (who hold the
majority of Elsevier titles) and communicated by Beth Weil and Jean.
III. FUNDING SERIALS FROM ENDOWMENTS
Patty offered a statement describing when serials can be funded from
endowments -- Rebecca Green prepared this statement based on current
practices, and Mike Rancer has reviewed and approved it. Collections
Council accepted it as accurate and workable. (Text is at the end of these
minutes)
ACTION ITEM: Patty will send out this policy to selectors.
ACTION ITEM: Fleur Helsingor will add this policy to the staff Collections
web site, http://www.lib.berkeley.edu/AboutLibrary/Staff/CDP/
IV. MECHANICS OF PHASE 2 Implementation
Collections Council proposes the following steps and schedule for
implementing phase 2 cuts:
Friday, Feb 21: Patty sends out a list of all funds with their dollar cut
target.
* Logistically (and in keeping with past practices), target cuts will
appear against selector monograph appropriations. As cancellations are
processed, corresponding credits will be made to monographs.
* Selectors will take responsibility for making cuts to serials whenever
possible - to ensure the long-term reduction in savings. In general, CC
does not expect to see major changes in any fund's ratio of monograph to
serial appropriations - although some shifts may have to occur. Individual
fund managers will have discretion for the best way to meet their targets.
* Jody Bussell in Technical Services can help selectors determine whether a
given title can be cut (or if it is bundled.) She can also help calculate
the actual savings that would accrue to canceling a given title.
PROPOSED PROCESS AND TIMELINE
March 13: Arts, Humanities, and Social Science selectors send fund, title,
LC number, and amount of expected savings, to Gail as soon as possible, but
no later than March 13.
March 18: Arts, Humanities, and Social Science titles will be made
available for selector and refstaff review and comment.
March 20: Science selectors send fund, title, LC number, and amount of
expected savings, to Gail Ford as soon as possible, but no later than March 20
Monday, March 24: Science titles will be made available for selector and
refstaff review and comment.
Monday, March 19 - Tuesday, April 1: Selectors and refstaff may send
concerns over specific titles to the selector who manages a given fund. If
any selector finds him/herself unable to meet all concerns while also
meeting cut targets, s/he should notify Patty. (NOTE: The Councils are
asked for any comments they have about how to help this discussion/decision
process go smoothly.)
Wednesday, April 2: Final list confirmed with Gail Ford, for posting to the
web.
Friday, April 4: Web page goes public showing a consolidated list of titles
that we propose to cut, for campus comment. (CC members felt that most
faculty will have little time after April 15 to give lists careful review
and comment.)
Friday, May 30: Final list of cancellations to be reported to Gail Ford and
Collection Core Services.
ACTION ITEM: CC representatives will discuss this process/timeline with
Councils, reporting feedback and concerns to Patty as soon as possible.
IV. PUBLIC COLLECTIONS WEBSITE
CC members provided some feedback on how best to report usage statistics
for e-journals. Patty has also just received some suggested changes that
Gail will make. Target for the website going public: Friday, February 21.
V. DILIB Update
Margaret is researching a current and unexpected charge against Dilib for
the Readers Guide Retrospective.
VI. NEXT MEETING: Tuesday, March 4, 2003, 10am - noon, Room 303
APPENDIX----------------------------------
FUNDING SERIALS ON ENDOWMENT FUNDS
An endowment fund must meet specific criteria before it can be used to fund
new serial orders or the transfer of existing serial orders. All active
commitments against the fund (i.e., open monograph orders and planned
liens) must be taken into consideration when determining if sufficient
funds are available. The available Free Balance must be at least five times
the annual serial cost. Projected income for the endowment fund can be
taken into consideration when determining the Free Balance to be available
over five years.
When selectors are considering the use of an endowment fund for serial
orders (new orders or transfers), they should contact the INNOPAC Manager
with the title or record number, annual cost, and proposed fund to use. The
INNOPAC Manager will determine and report back to the selector the current
balance, outstanding liabilities, and potential income for the fund. If the
fund is deemed suitable for use, the order will be forwarded to the
appropriate unit within Collections Core Services for action.
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Final Minutes
Collection Council
February 18, 2003
Present: S. Calpestri, J. Carter, G. Ford (recorder), J. Gordon, R.
Green, P. Iannuzzi (Chair), P. Janes, S. Khanaka, J. McKenzie, B. Ogden,
M. Phillips,
Beth Weil
Absent: L. McLane, C. Wanat,
I. ANNOUNCEMENTS:
* T. Leonard has spoken with EVCP Paul Gray about the importance of
funding library collections needed for the new campus initiatives in
nanotechnology, metropolitan studies, new media, biocomputing, and the
environment.
* As agreed to last meeting, the Councils are discussing the proposed
methodology for making appropriations. Patty met with A&H Council and
is scheduled to meeting with the SS Council this Thursday; Sciences has
it on their agenda for this Thursday as well.
ACTION ITEM: Patty will send out a list on Friday to those who manage
funds showing the target cut for each.
* CDL is recruiting for a Systemwide Head of Digital Preservation; the
position was posted, and it closed yesterday.
II. ELSEVIER - retained print subscriptions
Patty announced that any one wishing to retain a local print copy of an
Elsevier title will be charged for the ongoing subscription. Patty made
this decision after receiving input from Sciences Council (who hold the
majority of Elsevier titles) and communicated by Beth Weil and Jean.
III. FUNDING SERIALS FROM ENDOWMENTS
Patty offered a statement describing when serials can be funded from
endowments -- Rebecca Green prepared this statement based on current
practices, and Mike Rancer has reviewed and approved it. Collections
Council accepted it as accurate and workable. (Text is at the end of
these minutes)
ACTION ITEM: Patty will send out this policy to selectors.
ACTION ITEM: Fleur Helsingor will add this policy to the staff
Collections web site,
http://www.lib.berkeley.edu/AboutLibrary/Staff/CDP/
IV. MECHANICS OF PHASE 2 Implementation
Collections Council proposes the following steps and schedule for
implementing phase 2 cuts:
Friday, Feb 21: Patty sends out a list of all funds with their dollar cut
target.
* Logistically (and in keeping with past practices), target cuts will
appear against selector monograph appropriations. As cancellations are
processed, corresponding credits will be made to monographs.
* Selectors will take responsibility for making cuts to serials whenever
possible - to ensure the long-term reduction in savings. In general, CC
does not expect to see major changes in any fund's ratio of monograph to
serial appropriations - although some shifts may have to
occur.
Individual fund managers will
have discretion for the best way to meet their targets.
* Jody Bussell in Technical Services can help selectors determine whether
a given title can be cut (or if it is bundled.) She can also help
calculate the actual savings that would accrue to canceling a given
title.
PROPOSED PROCESS AND TIMELINE
March 13: Arts, Humanities, and Social Science selectors send fund,
title, LC number, and amount of expected savings, to Gail as soon as
possible, but no later than March 13.
March 18: Arts, Humanities, and Social Science titles will be made
available for selector and refstaff review and comment.
March 20: Science selectors send fund, title, LC number, and amount of
expected savings, to Gail Ford as soon as possible, but no later than
March 20
Monday, March 24: Science titles will be made available for selector and
refstaff review and comment.
Monday, March 19 - Tuesday, April 1: Selectors and refstaff may send
concerns over specific titles to the selector who manages a given fund.
If any selector finds him/herself unable to meet all concerns while also
meeting cut targets, s/he should notify Patty. (NOTE: The Councils are
asked for any comments they have about how to help this
discussion/decision process go smoothly.)
Wednesday, April 2: Final list confirmed with Gail Ford, for posting to
the web.
Friday, April 4: Web page goes public showing a consolidated list of
titles that we propose to cut, for campus comment. (CC members felt that
most faculty will have little time after April 15 to give lists careful
review and comment.)
Friday, May 30: Final list of cancellations to be reported to Gail Ford
and Collection Core Services.
ACTION ITEM: CC representatives will discuss this process/timeline with
Councils, reporting feedback and concerns to Patty as soon as
possible.
IV. PUBLIC COLLECTIONS WEBSITE
CC members provided some feedback on how best to report usage statistics
for e-journals. Patty has also just received some suggested changes that
Gail will make. Target for the website going public: Friday, February
21.
V. DILIB Update
Margaret is researching a current and unexpected charge against Dilib for
the Readers Guide Retrospective.
VI. NEXT MEETING: Tuesday, March 4, 2003, 10am - noon, Room 303
APPENDIX----------------------------------
FUNDING SERIALS ON ENDOWMENT FUNDS
An endowment fund must meet specific criteria before it can be used to
fund new serial orders or the transfer of existing serial orders. All
active commitments against the fund (i.e., open monograph orders and
planned liens) must be taken into consideration when determining if
sufficient funds are available. The available Free Balance must be at
least five times the annual serial cost. Projected income for the
endowment fund can be taken into consideration when determining the Free
Balance to be available over five years.
When selectors are considering the use of an endowment fund for serial
orders (new orders or transfers), they should contact the INNOPAC Manager
with the title or record number, annual cost, and proposed fund to use.
The INNOPAC Manager will determine and report back to the selector the
current balance, outstanding liabilities, and potential income for the
fund. If the fund is deemed suitable for use, the order will be forwarded
to the appropriate unit within Collections Core Services for
action.
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