SUBJECT: MINUTES OF THE NEW BRUNSWICK COLLECTION DEVELOPMENT GROUP

DATE: March 9, 2001

New Brunswick Collection development Group Meeting, Friday, March 9,
2001. LSM Special Collections Room. 9:30 AM

Attending: K. Denda, H. Dess (Chair), M. Fetzer, R. Gardner, E. Gilbert, T. Glynn,
K. Mulcahy, Hector Perez-Gilbe, A. Tallau, L. Vazquez, R. Womack.

1. Agenda was approved.

2. Minutes were approved.

3. Budget Update (Howard). State free balance = 4%; State cash balance
= 41%. Howard listed state funds that are overspent, some badly. Part,
though not all of the problem stems from fact that not all of the
cancelled print Elsevier titles have been cancelled as far as Workflows
knows. Monographic orders in part reflect many old orders still
pending, some more than two years old. Howard has asked Gracemary
Smulewitz to run a study of overspent funds to give us a better grasp of
why they are overspent. He also proposes a blanket cancellation of
monographic orders more than one year old in order to make encumbered
figures more realistic. Lourdes pointed out the problems this could
cause for foreign orders. Comments were also made on difficulties in
selecting appropriate vendors, some perhaps due to Workflows rigidities.

Other challenges include accounting complexities. For example, when
multiple orders are included on one invice, those invoices are held til
all items have been received, thus delaying payment, often into the
following fiscal year, on many of the items. This creates a serious
skewing in the apparent expenditure of a fund, making it appear
seriously underspent one year (because of the held and unpaid invoices)
and seriously overspent the next year (when the invoices are finally
paid). Funds involving large publication packages--e.g Government
Documents--are especially prey to such skewing. Addie suggested that we
ask vendors for invoices that reflect actual shipments, so that we can
pay on what we've actually received.

Various concerns were raised about the reliability of Workflows figures
for planning purposes. Among the suggestions made were hiring an
outside consultant to review the system and our procedures, and paying
for additional programming so that Workflows will do what we want and
need. [I don't have any notes about how we decided how to pursue these
suggestions]

4. Social Sciences Team (Mary). Last meeting cancelled by snow. Mary
and Ryan were not invited to the last meeting of the Dean's SMLR
committee. There have been spirited, though as yet inconclusive
discussions about the future of the SMLR Library. A decision will need
to be made soon about conducting a search for a new librarian, and even
about continuing the library. Mary will keep us apprised.

5. Fund Code Streamlining Proposal (Howard)

Bob Sewell has proposed that we use "B" for all NB orders (instead of the current
A, G, K, S, etc.). This would give selectors greater flexibility in
determining where a purchased item would be housed, but it would cost us
an easy way of tracking site placement, and make it difficult to
allocate for the specific needs of particular libraries (e.g.. undergraduate collections at Kilmer or Douglass). Lourdes supported the change, noting that it
would allow selectors to change the location of journals without cumbersome fund code negotiations. Other librarians have had similar difficulties in moving
materials; some have not. Mary
suggested tabling for additional NBCG discussion, to allow for fuller
discussion and greater attendance. We'll invite Gracemary to attend.

6. Collection Rationalization Project Update (Addie)

Addie is continuing to withdraw titles. She asked for, and received the
names of people to consult with at Alexander (Kevin or Mary), Douglass
(Kayo), and Kilmer (Ryan, who will route as appropriate). Addie will
consult with Thelma Tate regarding an ongoing project to send materials
to African libraries.

Addie noted this anomaly: if RUL does not own a paper version of a
database, there is no record in IRIS for that database.

7. Science Direct (Howard)

We have electronic access to all Elsevier journals. There are about 100
Elsevier titles that neither RUL nor any other NERL library has
subscribed to, but under the terms of our contract, we can access these
journals 8000 times. After 8000 there is a charge. Howard demonstrated
the access procedure and provided a handout. Howard will inquire of Bob
if we can get monthly reports telling us how many of the 8000 hits are
left.

8. Miscellaneous.

Addie reported that Collection development Council will be discussing
extra access to various databases, the adequacy of current limits, and
the possibility of back years. NBCG in general favors higher numbers of
simultaneous users, noting the stress on databases like MedLine,
PsychInfo, and MLA, among others.

Tom noted a problem with Uncover Reveal--ordering but not receiving
articles. Given the high profile of this service, it is important to
ascertain that it is working and RUL is getting its money's worth [did
we have a recommendation of how to follow-up?]

It was agreed to switch the date of the next meeting from April 13 to
April 12 to avoid a conflict with religious observances.

Meeting was adjourned at 11:30 AM.

Respectfully submitted,

Kevin Mulcahy,
Secretary Pro Tem

--
Kevin P Mulcahy
Humanities Librarian & Instruction Coordinator
Alexander Library Rutgers University
169 College Avenue