SUBJECT: MINUTES OF THE NEW BRUNSWICK COLLECTION DEVELOPMENT GROUP

DATE: June 7, 2001

Minutes
New Brunswick Collections Group
June 7, 2001

Present: Howard Dess (chair), Kayo Denda, Mary Fetzer, Rebecca Gardner,
Ellen Gilbert, Tom Glynn, Helen Hoffman, Jackie Mardikian, Leslie Murtha
(recorder), Hector R. Perez-Gilbe, Francoise Puniello, Gracemary
Shmulewitz, Jane Sloan, Adeline Tallau, Ryoko Toyama, Lourdes Vazquez,
Myoung C. Wilson, Ryan Womack, Connie Wu

Meeting opened at 9:35

Agenda approved.
Minutes approved.

Douglass Library Collection

Francoise Puniello and Ryoko Toyama were in attendance to share
information on this topic. Howard Dess reminded everyone of the work of an
earlier task force on sublocations, and the report that was produced by that
group.

Francoise presented a summary of the status of the D21 project:

Phase I planning is coming to an end.
Based on current plans, there will be two research
collections housed at Douglass Library: Women's and Gender Studies, and
Performing Arts. Both the circulating and reference collections will
reflect this focus. Materials intended to support general undergraduate
education will be available only through online networked resources.

The entry level will provide space for the reference
collection and a combined service desk for reference, access services, and
periodicals. Microform collections will be consolidated with the
reference collection to provide better service to patrons. The lower
level where the Music Library is now will be expanded to provide space for
the integration of the performing arts collections. The performing arts
library will have a separate reference collection.

Because Phase II planning will incorporate space use
planning for the entire building, it is necessary to make decisions about
the collections, in order to estimate the required shelf space.

Concerns were raised about how performing arts and gender studies
would be defined; whether resources for cinema and television would be
incorporated into performing arts, and whether materials supporting gay,
lesbian, and transsexual studies would be transferred to the Douglass
Library. No decisions were made on these issues at this
meeting. Francoise noted that the incorporation of the term gender
studies into the name of the collection deliberately reflects the new name
of the academic department that the collection supports.

It was considered urgent that the group make decisions on the
disposition of the collections in landscape architecture, physical
education, American studies, and the environmental science resources that
remain in the Douglass Library. It will also be important to update the
profile of the periodicals collection at Douglass. Part of this will be
accomplished by the periodicals rationalization project.

Gracemary Shmulwitz distributed the draft of a document listing
current serials in the Douglass library. It was noted that the document
is not yet completed, and that the subject designations do not match up
with fund codes. It will be necessary to have fund code information in
order to reallocate funds and realize savings when collection shifts are
implemented. Gracemary will add column to the spreadsheet containing fund
codes for active subscriptions, and will add an indicator for titles
unique within the Rutgers University Libraries. Additional documentation
will be supplied that will show the impact of the recommended shifts on
the Douglass Library and on the receiving libraries.

Howard distributed a summary of Douglass fund codes, allocations,
and residual free balances, for both state and non-state funds. The
single largest allocation of state funds at Douglass was for reference
periodicals (refper) materials (over 50% of the total).

Initial discussion centered around the process for making
decisions about the destination of relocated materials, and the process of
selecting materials for relocation. The following selections were read
from the Report of the Locations Subgroup (June 1998):

"The distinct literature of "American Studies" (as a
subject in itself) is minor, and still primarily located in Alexander
Library. We recommend that the current selector, in cooperation with the
U.S. history selector, determine the specialized "American
Studies" resources in Douglass that might appropriately be integrated
into the Alexander collections."

"Landscape architecture is another area involving a small
number of resources, yet spread across more disciplines than any other
subject we investigated. The art library already collects art and art
criticism of landscape; we recommend that continue. Over time, the
technical practice of landscape architecture might become a component of
environmental studies. Presently we recommend the current selector work to
establish a policy that outlines appropriate placement of these materials
in the Chang Library or LSM. Because of its broad interdisciplinarity,
we recommend the budget of Landscape Architecture remain separate."

[Sport and Exercise Science] "This field of study is not
significant or distinct enough an area to separate from the surrounding
medical, scientific, and sociological literature. We recommend the
current budget intended for the specialized literature be maintained, and
the current selector work to transfer the small amount of current material
as appropriate to Alexander or LSM."

Progress is being made on the implementation of the
rationalization project. A graduate student has been hired to work on the
project, and efforts are currently focused on materials in the Douglass
Library, with a secondary emphasis on materials available from JSTOR.

A time frame for the shifting of the collections at Douglass is as
follows:

Construction will begin on the Reference Room next summer
(2002). Shelf space needs must be established. The target for completing
work on the reference and microfilm collections is the end of this summer
(2001). Special project funds will be made available to carry this out.

Work needs to be started on a phasing plan for the
construction period. The goal is to provide ongoing access to collections
and services throughout the construction project, with the least possible
disruption of services.

A call was made for consensus on the plan for the Douglass Library
Collection. While support for undergraduate research remains an issue for
some librarians, it was agreed that the decisions had been made and that
implementation should proceed. Instruction to undergraduates will remain
a priority at Douglass Library, and the instruction and collection
development librarians will work together to ensure that the reference
collection gives adequate support to instruction efforts. While
collections at Douglass will be focused on Women's Studies and Performing
Arts, the Libraries will seek to enhance services to faculty based on the
Douglass campus, and will also seek to provide a physical environment that
supports current trends in research and study. It was emphasized that we
will need to communicate with the faculty of departments based at
Douglass, and that we should make it clear that while we will be
responsive to their service needs, we will not consider the redistribution
of collections.

Procedures were established for determining what will remain at
Douglass, and what will be moved:

The primary selectors for Women's studies (Kayo Denda) and
Performing Arts (Margaret Wieszczek will serve in this capacity) will make
decisions about what materials to keep.
They will then communicate with the selectors about the
materials that should be shifted. Those selectors will make decisions
concerning where these materials should be placed.
Kayo will make a progress report at the next NBCG meeting.

NBCG wishes to thank Gracemary and her team for the current
serials report, and for all their efforts on this project.

Rationalization Project Update

As noted, the focus of the first shift will be the collections in
Douglass Library.

A spreadsheet is being prepared to illustrate the impact of the
shift on the receiving libraries.

Ongoing communication with the collection management team should
ensure that they are prepared to receive the materials that are shifted
out of Douglass.

Report of the Chair

State funds for the current fiscal year are spent out.

A free balance of approximately $325,000 remains in non-state
funds. Not all orders have been processed, but the backlog is being
reduced rapidly. It appears that there is still a substantial amount of
non-state money still available. Selectors are advised to check their
funds and send out orders quickly.

Issues were raised concerning the status and distribution
of Humanities and Social Sciences general funds. These funds are split
among multiple selectors, and distribution is funneled through the chair
of the subcommittee. It was concluded that the Social Sciences and
Humanities subcommittees need to find ways to break down these funds by
selector, and attach separate codes, so that the selectors can track their
expenditures.

Questions were raised over whether overspending in the
current term would be rewarded with increased allocations for next
year. The committee was assured that this would not happen.

The following items have been ordered from Central funds:

North American Woman's Diaries and Letters
Backfile of Ethnic Newswatch
Academic Universe
Additional items will be announced.

Gracemary announced that the cancellation of old monograph orders
is almost complete. In the future, there will be a regular cycle of
cancellations of unfilled orders. Unfilled domestic orders will be
canceled after six months. Unfilled foreign orders will be canceled after
one year. Selectors will be notified of the cancellation, and will be
able to have the order reinstated, if desired.

Preservation Committee Report

Ryoko reported on the draft of the report of the preservation
committee. This document is not ready for distribution, but has been
previewed by the Collection Development Council. A task force will be
formed to review the recommendations. Ryoko asks that NBCG be prepared to
assist with this review process. A special meeting for this purpose will
be held on Friday, June 22, following the RUL faculty meeting. Lunch will
be provided. Copies of the report will be made available prior to the
meeting.

Note: meeting subsequentlu postponed to 7/20.

Other

Concerns were raised over the process of updating IRIS records for
electronic journals. When journals are canceled, we lose the right to
access current articles. However, issues that were part of our
subscription may remain available, depending on the provisions of our
contracts. NBCG requests that finding a way to incorporate holdings
statements for electronic journals be made a priority.

The procedures for requesting electronic journals need to be
reviewed, so that selectors can be sure of following them properly.

Congratulations to the elected chairs of NBCG and the 3
subcommittees.

Meeting adjourned at 11:10 AM.

The next meeting will be on Friday, July 13, at 9:30 AM, in the Special
Collections Room at LSM.

Submitted by Leslie Murtha
Draft 2 - 6/25/01