Minutes
Collections Council
Meeting of January 20, 2003
Attended by: Gail Ford, Jim Gordon, Rebecca Green, Patricia Iannuzzi,
Phoebe Janes, Norma Kobzina, Jean McKenzie, Linda McLane, Barclay Ogden,
Margaret Phillips, John Roberts, Camille Wanat. Absent: Phyllis Bischof,
Shayee Khanaka
Summary of action items:
* P.Iannuzzi will send an email to selectors, reporting one-time additions
to monograph funds based on the report of the exchange rate working group
and subsequent discussion by Collections Council. This will not change
selector's base funds.
* P.Iannuzzi will be speaking further with DM selectors regardings ARL's
new project to digitize legacy collections in federal government documents.
* P.Iannuzzi will give consideration to a suggestion that some forum be
devised so that library staff can hear the status of work in Technical
Services and strategies TS is using to address backlogs.
* G.Ford, J.Bussell, and M.Phillips will draft an email containing
information of interest to selectors as they begin to implement the
$600,000 cut to expenditures to counter inflationary rises in costs.
* Patty will raise with CDC how best to share information among UCs about
the cuts each campus will make to meet reduced budget targets.
* P.Janes will type up the recommendations to Patty made by the AHSS
representatives regarding the selector requests for one-time funding.
* Some selector requests for one-time funds might be addressed through
DiLib, while most will be addressed using AUL discretionary funds.
P.Iannuzzi and M.Phillips will meet to discuss the principles for deciding
where funds come from, and the logistics for fund transfers.
* Patty will consider how best to develop a template for use when offering
selectors the chance to submit annual requests for one-time funding.
I. Announcements
* Rebecca Green: Danie Martin has terminated employment in January 2004,
and as a result out-of-print searching and ordering will be reduced in
Technical Services. Technical Services is using an outside vendor to
partially fill this gap.
* The Elsevier deal has reached a successful conclusion. Since the base
amount for UC access to titles will drop, and since inflation has been
capped, we may see some noticeable relief in our budget shortfall for next
year.
* Kluwer and Wiley have been added to the UC Print Archive.
* CDL has negotiated an excellent inflation cap for Wiley titles in the new
contract.
* The report of the CDC Working Group to Evaluate the Shared Print Archive
is due in March to SOPAG. Patty is on the group taking the lead on
evaluating the impact on users. She has convened a UC Berkeley group
(B.Quigley, M. Mahoney, B.Weil, GFord) to advise her on ways to measure
user impact and to develop a method for other UC campuses to use.
* Patty reported on an ARL project that hopes to coordinate a national
effort to digitize the nation's legacy collections of federal government
documents. She will be speaking more to DM selectors on this topic.
* Stanford has withdrawn from ARL.
* Patty has been asked what plans we have to celebrate the Library adding
its 10 millionth volume. After checking, it doesn't look as though holdings
will reach 10 million until 2005 or 2006.
* Patty will be attending a joint CDC/CRL meeting Feb 11 in San Diego.
* UC Berkeley has successfully undergone review as a Federal Depository.
More information will be available on this when we have the evaluator's
official report.
II. DiLib requests
* Ann Marie Mitchell requested DiLib funding for Dictionnaire de l'Ancienne
langue Francaise, commonly referred to as the Godefroy dictionary. CC
members thought that this looked more like a candidate for one-time
funding. Patty mentioned that some one-time requests may likely be funded
by DiLib. She and Margaret will talk more about this.
* With CC support, Patty ruled to not fund online access to the Chronicle
of Higher Education at this time. Online access is very appealing and would
allow multiple departments across campus to cancel their subscriptions.
However, since the current offer is very expensive, and since it is not
clear how much the price will increase after this pilot year, UC Berkeley
will "wait and watch" future developments.
III. Collections budget to assume $500,000 more in collection-related expenses
As Patty has previously announced, about $500,000 in collection-related
operating expenses will shift to the Collections budget. Since these are
likely to be ongoing expenses, one strategy is to account for this increase
in expenses by cutting selector funds (in addition to the $600,000 cut
selectors will already take to counteract inflation.) Patty suggested that
perhaps a better strategy will be for her to use one-time funds to cover
this increase in expenses out of her AUL reserves. She has reserves that
could be used in this way for one and perhaps two years. If the budget
situation has not improved thereafter, we might need to cut selector funds.
CC agreed that this was a good short-term strategy and bought the Library
some time to see how the state and university budget situations develop.
IV. Timetable for the $600,000 cut to cover inflation
CC agreed to these target dates:
Jan 30
Information will go to selectors about active serials titles and
continuation commitments.
Gail, Margaret, and Jody will develop additional information that selectors
might find useful, including a template for reporting proposed titles (what
fields will we put up on the web? what information does Order Division need
in order to process cancellation); information on how to calculate savings
for items that have deep discounted prices; information about titles whose
print cannot be cancelled without also cancelling electronic access (Sage?
Taylor and Frances?); information about packages where cancellations are
disallowed altogether (Blackwells?); information about any existing Tier 2
agreements that disallow cancelling print.
April 1
Selectors will report "titles being considered for cancellation" to Gail in
order to be mounted on the web.
April 9
Lists of proposed cancellations will be available on the collections
website for review by the campus (and other UCs)
June 1
Selectors will advise Gail and Order Division of actual titles to
be cancelled.
V. One-time funding requests
As agreed at the last CC meeting, the requests for one-time funding had
been reviewed by the Arts& Humanities and Social Science Council
representatives. Phoebe and John reported to CC their thinking and
recommendations. Phoebe will type these up and submit them to Patty, who
will in turn make her own recommendations back to CC.
CC agreed that in future, it might be easier for selectors to all follow a
standard template when submitting requests, including, for example,
detailed information on microform sets as well as information about what
other lending and borrowing partners/agencies (e.g., CRL) might hold the
item in question. It would also be wise to clarify expectations on what
kind of "match" is expected from selectors.
VI. UC-wide tools for building prospective print collections
CDC members met at ALA to discuss how to maximize UC-wide holdings (breadth
and depth of collections) as budgets systemwide are reduced. The goal is to
ensure that we don't all end up with the same titles in our individual
collections, thereby missing titles that should be represented at least
once in the system. One tool that selectors can use when placing orders
with YBP is GobiTween, which shows orders placed with YBP for a given title
by UC campuses. One of its features is to create a report of titles that
had been "slipped" to one or more UC campuses, but which was not ordered by
any of them.
VII. Next Meeting: February 3, 2004