Attended by: Elizabeth Byrne, Chuck Eckman (Chair), Gail Ford (recorder), Jim Gordon, Barclay Ogden, Gary Peete, Theresa Salazar, Linda Vida, Beth Weil, Jill Woolums, Susan Xue
Absent: Mary Ann Mahoney
1. Minutes
2. Announcements
3. Binding Programs & Projects Report (Barclay)
4. Budget Update
5. Selector budget request review process
6. Preservation Funding
• Members will send Gail any corrections to be August 21 minutes by Thursday September 6
• Chuck will ask Wendy Hanson to give a workshop to selectors on how endowments and donor funds are posted to BAIRS, what the description notes in BAIRS. A by-product of this workshop should be some documentation (e.g., a glossary of BAIRS terms) that we could post on our non-public Collections web.
• Jim will prepare an excel spreadsheet for each selector showing all of their non-19900 funds and the income to those funds over the last several years.
• Gail will group the selector budget requests into review groupings on the wiki.
• Chuck will be thinking more about a detailed description of the tasks/outcomes he wants from the review groups.
1. Minutes
Chuck asked members to send Gail any corrections to be August 21 minutes by Thursday September 6
2. Announcements
• The Electronic Book Advisory Group is ready to begin trials with 3 e-book vendors. An email to selectors is forthcoming.
• The Collections Integrity Task Force just received some important data from Systems office; the TF has asked for an extension on their report deadline in order to include this input. The new deadline is November 30th.
• Stanford is considering 3 dates suggested by the working group for the all-day Stanford/Berkeley selectors meeting. [note: the date has been picked: Tuesday, October 30.]
• The donor stewardship workshops by Beth McGonagle are upcoming: Thursday, September 20, 10:30-noon Moffitt Library New Media Classroom (first floor) and Monday, September 24, 10:30-noon Biosciences Library Training Room (on the left as you enter the library)
• Gail has set up a wiki on bspace for organizing annual reports / budget requests. CC members are authorized for this site. To view, go to bspace.berkeley.edu and use your CalNet id to login. Select the tab with Collections on it; from the home page select “wiki” from the sidebar.
• Admin continues to develop case statements for the capital campaign. Chuck and Beth Dupuis will present some of this material to the Library Advisory Board at its upcoming meeting, Sept 21. Chuck will be reconvening the local group, in the next couple of week, for development of the case statements for Sciences & Engineering, Social Sciences & Business, Arts & Humanities, International & Area Studies.
3. Binding Programs & Projects Report (Barclay)
Barclay reported that in 2006/07, 80,874 volumes were bound for a cost of $904K. $750,000 of this came from the campus, $100k came from the AUL for Collections, and $54k came from Preservation gift funds.
He projects that the 2007-08 demand will be for 87,000 volumes at a cost of $950K. $750k of the total needed funds has been contributed by the campus. Funding sources are being sought to cover the additional $200k to address projected demand.
CC speculated that the projected 87,000 volumes might be high – presumably some of this will be taken care of via the Yankee and Coutts pre-binding projects on the one hand, and by virtue of so many units having cancelled print serials. Barclay agreed that it seemed reasonable that numbers would go down, but so far, at least, this has not come to pass.
Barclay mentioned that in addition to the above $200k needed, there are two other requests in the pipeline: CCSL would like to bind 500 additional items at an estimated cost of $5,000, and MAIN/MOFF would like to bind high circulation paperbacks at an estimated cost of $50,000. This latter proposal is akin to the currently running “At Risk Materials” program in force for the branches, being paid for from PRES gift funds.
4. Budget Update
Chuck reiterated our budget situation
• the 19900 budget has been flat for 6 years, while inflation has increased our overall need for funds.
• We outlined the impact of funding vs. demand in our most recent budget request to the camps.
• The campus gave us a positive response by allocating $400,000 for the collections. This was not permanent money as we had hoped, but rather non-19900 funds. Campus has tentatively indicated it plans to continue with a collections supplement for the next few years.
• We take the campus allocation to be an acknowledgment or our proposal that we would match any new funds they gave us. To meet this match, we need to find $500,000 in the Library.
• Our projected budget for 2007-2008 is actually $2,000,638 short, if we want to do all that we hope to do (e.g. give inflationary increases; do a major purchase call; provide funds to support new faculty). The Library has found $500k to offset this; Library Development will contribute $150k, the campus is giving us $400k, leaving Collections (AUL and selectors) to find $950,638 in non-19900 funds.
• Both the AUL and many selectors have endowments with annual income that could make up some of this shortfall. Jim has reviewed all the endowments, and very few of them are restricted more than an application to a specific subject area.
• Both the AUL and many selectors also have donor/gift funds; some have grants and departmental funds.
• The AUL and selectors will need to shift our thinking: 19900 funds will no longer suffice to cover basic costs of building collections; endowments and gifts can no longer be held in reserve and spent only on exceptional and occasional items, but must instead be used regularly to help defray day-to-day purchases.
• Jim distributed an excel spreadsheet showing the information that can be pulled from BAIRS for each selector showing all of their non-19900 funds, together with the income received in those funds, over the last several years. CC asked him to go ahead and prepare these for selector review. Chuck suggested that Wendy Hanson might give a selector workshop on how to interpret the information available on these BAIRS reports. He will speak with her about doing this.
• As was pointed out, endowment income, although posted somewhat irregularly, is reliable and might be used to fund some “permanent” expenses such as subscriptions. Now our endowment income is spread among many funds and selectors. A desire was expressed for a single central very large endowment to cover collections.
• CC will discuss further how we can meet the $950k target needed to balance this year’s collections budget.
5. Selector Budget Request Review Process
CC discussed several ways the budget requests might be reviewed to ensure that there is a fair and representative review. Chuck also hopes that this process will result in everyone having a better understanding of trends in collections across developmental areas and can help build a common idea of the best way to preserve collections priorities in the changing worlds of publishing and scholarship.
We settled on this process:
(a) Beth and Mary Ann will review the science and Moffitt requests; Gary, Jill, and Susan will review the social science and area studies requests; Kathryn, Elizabeth, and Theresa Salazar will review the arts, humanities and special collections requests.
(b) They will report back to CC, with comments on which requests were the most compelling, a priority among requests. CC will discuss how the group proposals inform each other and identify common themes or priorities.
(c) Another group will be convened including a selector from each subject area along with Chuck, Jim, and Gail to actually align the foregoing discussions, actual dollars being requested, and available funds.
(d) CC will see the results of this 3rd step and comment.
Gail will reorganize the reports posted on the wiki to reflect these groupings.
Chuck will be thinking more about a detailed description of the tasks/outcomes he wants from the review groups.
6. Preservation Funding
Barclay presented a brief overview of the history of funding to cover repair of books, brittle books, binding, and preservation microfilming / treatment. Over the years 19900 funds has needed to be supplemented with grant funding, and more recently by gift and endowments. Preservation, like Collections, is experiencing a growing need to shift regular work onto non-19900 funds.
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