Minutes of April 15, 2011 Meeting

Rebecca Gardner,Tom Glynn, Karen Hartman, Qian Hu, Tom Izbicki, Jackie Mardikian (recorder), Kevin Mulcahy, Laura Mullen, Michelle Oswell, Donna Schulman, Jane Sloan, Gracemary Smulewitz, Gene Springs, Gideon Thompson, Mary Beth Weber, Myoung Wilson, Ryan Womack (Chair), Tao Yang.

1. The minutes and agenda were approved

2. Reports and Updates

Ryan Womack referred to his April 14 email and explained the figures in the budget and approval spending.

Approval Spending:
We have spent $226,410.69 for 5,731volumes. We are still trending towards an approximate expenditure of about $300,000. The principal on Van Wagoner has been reduced by $113,910.16 as of this time. We have $67,735.02 in available funds to carry us through the rest of the year

Firm orders and Endowments:
There are currently $337,952.89 in free balances across New Brunswick, down from $428,941.13 at the previous meeting. Excluding transfer funds and the approval fund, the free balance is $245,643.82.

There are still 57 untouched funds, and 79 funds that are more than 50% free, so very little progress has been made compared to last month on these "inactive" funds. We really need to spend those rapidly. There are 223 non-transfer funds within NB. Of these, 103 have free balances of 20% or more (a rate of 46%). This is better than last year, but it hardly represents a strong picture of spending. Twenty-five of these funds are still "untouched" with 100% free balances."

The NB Faculty Council discussed the concern in approval plans at their last meeting. Ryan will load budget information on the sakai site. Some confusion still exists between free balance and cash balance. Tom feels that selectors may need further training in budget terminology.

Ryan reminded us that the terms of Sub-Chairs for Science, Social Science and NBCG Chair are expiring at the end of this fiscal year. Ryan will not be able to continue as NBCG Chair next year. Rebecca suggested waiting for the results of the RUL faculty elections to be announced before a call for nominations is sent out to NBL faculty for these positions along with any other NBL positions.

Tom Izbicki reported that in this last quarter of the fiscal year, several big ticket purchases have been made. This is a good opportunity to reinvest and to free up state money. Let's hope that inflation costs will again stay low next year. We are still trying to obtain price information for approval plans. If we merged with RWJMS, we do not know how this will impact how we will manage any new licenses or negotiate old licenses. Tom again mentioned the need for training in Workflows and Oasis. This will improve the selection and ordering process. Tom solicited ideas for making the entire ordering system simpler and more efficient. He asked us to send him our ideas by e-mail. Flagging fund codes was one possible idea that was discussed. Tom is more concerned about providing the Rutgers community with materials including e-books that they need, and less concerned about the statistics we report to ARL. He gave one good example of a successful partnership Jackie and Tom made with the Pharmacy School for buying two important databases for the use of Pharmacy School students.

Karen Hartman reported LRC activities. The E-Book Working Group is working on the patron driven acquisitions and their work is progressing well.

Sub Group Chairs reported that NBL spending in the Humanities, Science and Social Sciences areas is going well.

Mary Beth Weber reported on the number of firm orders that Acquisitions made in February (948), March (3053), and April (520). She also reported about job vacancies in her department.

Gracemary and Mary Beth distributed background information about the RUL EBooks Team. They reminded us to direct our requests and questions about e-books to: ebooks@email.rutgers.edu. This will work similar to the Serials team listserv. For single Ebook orders that are not in Oasis, the Monograph Firm Order Request can be filled out.

Gracemary Smulewitz reported on such activities of the DTS staff as weeding, ordering large ticket items and subscriptions, negotiating with vendors, and educating staff on cleaning electronic records. The department is using Bugzilla, a bug and defect tracking system, an open source workflow management system to manage electronic holdings. They are also recruiting for one staff position.

3. Implementation of Liaison Database - Goal Item - Womack

Ryan demonstrated the database that will soon be publically available. We will be able to see all the schools, departments, institutes, fund codes, call numbers linked to each selector. Ryan will soon send out the individual databases to each selector. The Who's Who database will replace the Library Faculty and Staff Directory.

4. Changes in Publishing Discussion - Goal Item - all

The group discussed the future of publishing. New journals may in the future become less text focused and more multimedia focused. They may go in the direction of the Journal of Visualized Experiments (JoVE), a video journal for physical, chemical, medical and life sciences research. JoVE is a peer reviewed, PubMed indexed journal devoted to the publication of physical, chemical, medical and life science research in a video format. An interesting discussion ensued about patron driven acquisitions. This service could in the future replace the Approval Plan. Unlike approval plans, PDA models have the capability to demonstrate if the monographs are actually being used. If we decided to adopt the PDA type ordering for most disciplines, when these records appear in the catalog, will we make this service public or will it be a stealth service. How will we present this service to our users?

5. Announcements

Laura mentioned that the Web Board is proposing large scale changes in the appearance of the home page.

6. The meeting adjourned at 11:45.

Our last meeting of the year is in May.

URL: http://www.libraries.rutgers.edu/rul/staff/nbl/nbcg/minutes/nbcgmin_11_04_15.shtml
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