NB Collection Group Meeting
Friday July 19, 2007
Attendees: Kayo Denda ,
Howard Dess, Rebecca Gardner, Tom Glynn, Sara Harrington, Karen
Hartman, Helen Hoffman, Treveni Kuchi, Mei Ling Lo, Jacki
Mardikian, Kevin Mulcahy (chair), Jim Niessen, Patricia Piermatti, Jane
Sloan, Gracemary Smulewitz, John Sheppard, Farideh Tehrani (recorder),
- Minutes from the February and March 2007 meetings were approved with slight revisions from Jim Niessen.
Team leader reports
- Kevin distributed three spreadsheets detailing our state funds,
non-state funds, and approval plan. It was a difficult year,
starting with database and journal cancellations during the summer,
limited monograph funds throughout, and significant cuts in the
approval plan. We spent out our state money ($2,993.307) and have
a remaining encumbrance of $173,288). We spent $1,138,812 of the
available $1,320,904 in non-state funds, with an additional $81,271
encumbered, so we made effective use of our non-state resources.
It was observed that we spent $290,915 of non-state money on current
periodicals, and in response to questions Kevin noted that when
selectors have an endowed fund, they have the option to commit a
portion of annual interest to subscriptions they would otherwise not be
able to add because of our flat budget. We made a series of major
adjustments to our YBP approval profiles in the fall, and the effect
was evident in the last six months of the fiscal year. We reduced
our expenditure from $417,296 in the final six months of FY 2006 to
$184,374 in the equivalent six months of FY 2007, a decrease of
$232,922. We also reduced the average price per book from $48.56
to $37.66 (reflecting a cap on prices and a move to paperback
preferred), and we reduced the number of books required from 8593 to
4896, a cut of 3697 books. We have thus switched the approval
plan to a more affordable rate of expenditure, but we do not have any
stable source of funding for it in the coming year. It was also
noted that we were able to keep the plan going in FY 2007, even with
all our reductions, only because of $100,000 from NB below-the-line
funds, and several contributions from Central.
- Initial budget projections for the year indicate that we will be
able to fund all current fixed costs, with money to cover the expected
inflation rate. All subscription/standing order funds will be
given an allocation equal to last year's expenditure, and the inflation
increase will be pooled in a transfer fund, and distributed as
needed. This approach, used during FY 2007, makes the process
easier and more predictable.
- NBCG authorized the chair to write two letters to the university
librarian during the year--the first identifying problems with funding
(especially with regards to the approval plan) and the second
expressing concerns about the resources committed to ordering and
processing books and other materials. As a follow up to the first
letters, we invited Marianne Gaunt and Bob Sewell to an NBCG meeting,
which featured a good dialogue on funding issues. While we did
not see a direct response to the second letter, additional resources
were committed to year-end ordering and processing which served to
alleviate the problems faced in previous years.
- Kevin reported on the CDC meeting of July 17 and noted major
structural changes in the Cataloging Department which is now Cataloging
and Metadata Department, with a number of new or altered sections:
Asian and Non-Roman Languages; Continuing Resources (formerly Serials);
Digital Projects and Gift Cataloging; Special Collections Cataloging;
Special Formats Cataloging; and Batched Processing and Controlled
Vocabularies. There are a number of open lines being recruited
and some reassignments, which will be reflected on the web page.
- CDC is planning for a number of e-book trials in the fall.
It's possible that we might be able to find a plan that might work for
us, especially in areas like the sciences, business, and some
professional schools. Demonstration dates will be announced, and
all are encouraged to attend.
- Rebecca Gardner reported that the science selectors are very
interested in exploring the possibility of electronic book packages.
- Distributed Technical Services
- Gracemary Smulewitz talked about J Client, the ordering process
for continuations and serial replacements, and Better World Books.
- J Client - J-Client training will be held this fall for
selectors - covering fund and order information and particularly tool
bar changes. Mary Page and Gracemary will provide training and
documentation. The changes are not that significant but a review is
- Continuations and Serial Replacement orders requests should be
sent to the Serials Team email, which is
"RUL_serials@email.rutgers.edu." Single issue serial orders
-There recently has been an increase in the number of serials being
ordered as single issue firm orders. In many cases Rutgers has a
subscription for the title at the time of the order but the title has
not been recognized as a serial. These titles are not monographic
series. They are issues of an annual or a serial. In some
instances the title that was ordered has been represented in catalogs
etc as a themed publication and deceptively looks like monograph or it
is simply a serial continuation. In some cases they have an ISBN
and an ISSN. One way to determine if the item is a serial
is when the title is found in GOBI see if there is a series # on the
record and if there is, check IRIS for the series name. It just
may be a serial. Other single-issue orders have been
purposeful. It is sometimes desirable not to subscribe to an
annual, especially a Reference item, but to order a single volume as a
firm order when needed. The title may even be ordered every other
year or less frequently. It is a way to save money and to still
have the resource with relatively up to date information. There isn't a
problem in purchasing this way but the record management of the
holdings has to be treated as a serial. Please try to put these
types of requests through the Serials Team,
RUL_serials@email.rutgers.edu. This way the title is searched and if a
record exists it does not get sent to serials cataloging unnecessarily
but is added to an existing record and the holdings are reflected
- Better World Books - We are shipping out to Better World Books
at the beginning of August. It is our third shipment to them.
There are over 100 boxes to be shipped. We have been receiving
quarterly commission checks from BWB since our first shipment.
- CD-ROMs from the SCC -
Jane Sloan’s discussion item was provoked by a request to move
all humanities CDs from the SCC, because they are not being
appropriately maintained or adequately accessed. Discussion
revealed that the original concept of the "Humanities and Social
Sciences Data Center" as a public service/access unit is now more than
ten years old and in need of updating. NBCG unanimously agreed to
recommend that NBLF appoint a task force to revisit the mission and
functioning of this center and its collections.
- Gift Cataloging and Preservation Issues
- Farideh reminded us about the libraries gift policy and their
cataloging which was updated and distributed to all selectors in 2006.
Followed by several meetings chaired by the AUL for collection
Development to discuss the issues concerning the gift acceptance.
Farideh also announced the establishment of the Preservation office and
work area in second floor of Alexander library.
At the end Kevin briefly touched on some planning issues--possible
strategies for getting additional funding--including working with
departmental chairs to raise the issue of additional library funds as
part of packages for new hires; new subject guides (including both
missing science guides and some interdisciplinary guides called for by
CDC--for example, climate change, immigration, transportation);
possible training or continuing education needs for selectors;
involving NBCG in marketing initiatives to provide a more balanced and
realistic notion of the selector's role; and exploring ways of moving
more of our reference collections to digital form.
The meeting was adjourned at 11:40 AM.