NBCG Meeting Minutes
October 8, 1999

From: Halina Rusak

Present:  Caparros, Chou, Dess (Chair), Fetzer, Hancock, Mardikian, Piermatti, Rusak (Recorder), Sewell, Sloan, Tallau, Toyama, Vazquez, Womack.

1. Library Budget Review and Update.  Bob Sewell gave an excellent presentation on the actual financial situation for the Libraries in the fiscal year 2000.

As it is known, from the Presidentís letter and Marianneís  and the Cabinetís communication,  the Libraries are getting $1,000,000 in funds for the FY 2000 in the following allocations:

$700,000 to the base budget.  The increase to the base budget makes permanent  $500,000 allocated to the Libraries in FY1998 and FY1999 on a temporary basis, and adds another $200,000.

$150,000 one time allocation to the collections budget.  This fund will contribute toward the cost of the five-year backfiles of the Web of Science, which will cost the Libraries $171,973.

$150,000 to smart classroom development (for example, additional equipment).

$10,800 multicultural funds will be distributed as follows: $9,800 to the three campuses,  and $1,000 will be used to fund multicultural events.

Bob Sewell distributed two charts which explain in detail the amount of state and special funds, savings from cancellations of periodicals and monographs by campus, and the major electronic expenses that the Libraries face, such as Web of Science, VALE databases (which will be charged to Phonothon funds), Beilstein Online, and Documents Deliveries Service.  A committee has been appointed to work out details of Document Deliveries, which will begin its operation in the Spring Semester.

Marianne Gaunt and Bob Sewell will issue a  joint letter in the near future which will provide a summary overview of our new budget structure, for distribution to the faculty.

  After examining  all categories of expenses  it becomes clear that in practical terms the increase in state funds has already  been virtually  fully  committed, with very little left over for new initiatives (a major factor contributing to this situation is the annual inflatioin rate in serials prices).    Fortunately,  earlier  this year the Budget Planning Committee, with both  faculty and administration representation, developed a 5-year budget plan, which asks for an annual increment for the Librariesí  base budget.  In addition to state funds, there will be available approximately $1.5 million in non-state funds in FY2000.

Budget allocation for  FY2000 to individual campuses will probably be less than last year,  and is expected to be finalized next week.
 

2. Reports from NBCG sub-group chairs.  All the chairs of the sub-groups were not present, and some chairs did not have an agenda for this meeting.

Mary Fetzer, chair of the Social Sciences Sub-group discussed at length the state of the electronic resources in Social Sciences.

Lexus-Nexus: three departments are placing their own subscriptions.  Social Sciences Sub-group will discuss further how to handle this subscription on the part of the Libraries.

Compustat:  It is being installed on one-year trial basis, paid by Kilmer Library from business subject funds saved by Ryan from other cancellations.

Shepardís Citations:  (legal material including United States federal and New Jersey documents).  This title migrated from print to online, and it is entered under Ready Reference and under  Legal.  Access requires a password.  It costs $2.500, and is paid by the Government Documents Department.  This database will be considered for central purchase by the Social Sciences Networked Resources Team.

Legislate:  It ceased publication and merged into CQ.com.  Mary is getting CQ.com gratis through the Federal Relations Office in Washington.

CIAO:  (working papers, working institutions, includes some journals, for ex. political science).  It will cease coming unless it is subscribed to.  It is being presented for central acquisition through the Social Sciences Networked Resources Team.

In general terms, Mary Fetzer pointed out the need to analyze new databases for content.  And the fact, that Documents Delivery Service should be especially cognizant about databases and what is in it, and not rely solely on IRIS.  Many  databases contain periodicals that are not in IRIS.  Those that are catalogued as monographs do not show up in IRIS.
 
Brian Hancock, from the Arts and Humanities Sub-group brought for  discussion a need for some definitions in the new subject area of Jewish Studies.  Jewish Studies is a multidisciplinary subject.  Brian is responsible for buying materials in this subject area.  The questions are: Should approval or endowment funds be used, and what is the dollar amount to be spent?  Approval plan has only one profile for Hebraic Studies.  If materials are bought under the approval plan than the endowment funds will not be spent.  There are two endowment funds.  One of them is BLAMA fund.  The recommendation was made that BLAMA funds not be used to purchase approval books, but should certainly be utilized to purchase any other materials relevant to and within the scope of the Jewish Studies program.

Halina Rusak mentioned that there are several new electronic               resources in the field of art.  One of them is full-text database Art Full Text from Wilson.  Art librarians would like to initiate a preview and, if warranted,  recommend it for central purchase through the Arts and Humanities Networked Resources Team.

Jackie Mardikian from the Science Sub-group expressed her concern that the BIOSIS database is not on the list of test databases.  Addie Tallau will ask Bob Sewell for a list of electronic test databases.
 
3. Allocation of Diversity Funds.

As was already mentioned, under the budget allocation for FY2000, $10,800 are committed for multicultural materials and expenses.  Nelson Chou expressed his opinion that increase in allocation would be desirable, and that $1,000 taken for multicultural events should come from another fund.  It was explained, however, that Multicultural Fund  is not strictly a book fund and can be expended on other relevant functions, but not on periodicals.  Other members agreed with Nelson and Lourdes that the sum of money is very meager to make a difference.  The group was in agreement that some guidelines should be developed on the use of funds.  A committee was established with Lourdes Vazquez as chair.  Members of the Multicultural Committee are:  Ellen Gilbert, Nelson Chou, Addie Tallau, Thelma Tate and Halina Rusak.

4. Miscelleneous Reports and Announcements.

 Howard Dess stressed the fact that we are rapidly increasing online access in a variety of areas.  He mentioned the  Wiley online journals now available, which cover  business,  finance,  management and education as well as science.  And a number of  Elsevier journals will also soon be available online at Rutgers.  Subject categories include business, economics, science, information science, etc.  Cambridge and Oxford Press journals are also now available online at Rutgers.
Question was asked:  What is the best way to find out routinely about the availability of electronic online access with a print title subscription.  Opinion was expressed that the responsibility rests with selectors.  Howard will check with Harriette Hemmasi about the best method to approach this problem.