Collection Development Meeting Minutes
March 29, 2001

Those attending: Theresa Byrd, Paul Burnam, Tom Green, Carol Hallenbeck, Carol Holliger, Xudong Jin, Deb Carter Peoples, Barbara Wiesner.

1. DIRECTOR : Theresa Byrd

• TB wants all book budgets encumbered by April 2, 2001. Our main problem is that we are not starting to order titles early enough. Next fiscal year we need to begin ordering sooner (August) and Theresa suggested having funds encumbered by January 15 to allow for the spending of money freed up from discounts, receiving paper instead of HC, and cancellations. Theresa said to hold all OP searches or problem orders until the beginning of the next fiscal year.
• Barbara will be the gatekeeper for the Acquisitions budget and will send out email reminders re spending. Please receive these messages in good will.
• Letters to faculty about spending department library funds will be sent out earlier next fiscal year and those departments with endowed funding will also receive notices to spend their funds in a timely manner.
• Revision of book ordering process for PromptCat: beginning July 1, 2001 liaisons will begin online ordering on GOBI for slip titles. Xudong will forward email on pricing for PromptCat. Some % of titles will arrive already cataloged after July 1 and we need to know by July 1 which % will come in that way. Deb and Tom volunteered to be the liaisons for the titles sent automatically. Titles that will receive PromptCat treatment will likely be set to a fixed amount of money and for this coming year it will be limited to titles arriving on the slip plan from YBP.

2. ACQUISITIONS: Barbara Wiesner

• In February 2001 we ordered 387 firm order titles, 186 slip titles, and 19 AV titles.
• We received 351 titles (366 volumes)
• Gifts and Historian: 34 gift titles and 130 Historian titles were processed.
• It is too late in the fiscal year to be ordering out of print titles. Orders for OP materials will be returned to liaisons for consideration for the next fiscal year unless the liaison has a definite source for the OP title. Acquisitions will attempt to order from a known vendor but if the item is no longer available the order will be cancelled and returned to the liaison.
• Chuck Della Lana will monitor the Library Acquisitions Media fund that Theresa set up last year from now on. All Media requests will go through Chuck.

3. COLLECTION DEVELOPENT: (Various staff members)

• Criteria for canceling journals in duplicate formats: Carol handed out a chart indicating the titles under consideration for Microfilm only. Liaisons were asked to take one week to look over the criteria and recommended titles. If liaisons have any problems with the titles recommended they should take it up with Theresa and Carol. We can free up money in the Serials budget this way that would allow for new purchases.
• Continuation of CLASSMATE: Paul indicated a change in charges. Chemistry has the heaviest usage. It was determined that Deb will need to talk with the Faculty but she feels that the information can be found elsewhere for a lower cost.
• Submit Reference and or Big-Ticket requests to Paul by April 2, 2001. The items have to be currently available. We need to spend all our funding this fiscal year.
• We have had a few orders for the print version of titles we already have on CONSORT as electronic books. It was decided that at this time we would process these titles for book versions despite the fact that we have them as electronic books.
• Revisiting "Baker’s Biographical Dictionary of Musicians" 9^th ed. (6 vol. $595) Carol will submit to Paul for Big Ticket.
• Putting two titles on Standing order: "World Development Report" and "World development Indicators". Joy will discuss this with Econ Faculty. Funding for these will come out of the Economics Library Department funding.
• Complimentary copies from publishers should not be added to the collection or put in the book sale.
• Reports on Gifts: CD processed 2450 titles (2500 volumes) including Historian and other gifts since July 1, 2000. Thirty boxes (1000 titles) of Ruth Davies gifts are not processed yet. There are also ten boxes for Econ and about thirty will come from the history department. Liaisons were reminded to review their gift books and indicate if they should be added to the collection or sent to the book sale table. Any complimentary titles would be given to Xudong
• Science Library Weeding Update: Deb reported that the project is under way. Some tiles will be transferred to Beeghly and others will be withdrawn from the collection. This is being done in anticipation of the planning for the new Science Library.
• Modify damaged materials procedure manual: CD procedure now states if damaged material cannot be repaired, change the status of the item in consort to ‘w" (withdrawn). Proposal is to leave status at "r" (repair), since the book needs to go to liaisons for final decision on how to proceed with the book (example: bindery, constor). This will be discussed at the next Technical Services meeting.
• Tom circulated a few flyers that he received from ACRL exhibitors.

4. OTHER BUSINESS:

• Deb announced we will participate as test case for ScFinder Scholar. Three schools will come in for the price of two ($9000 price is now closer to $8300 per school/ total $27000 (more like $26100) The three schools will be Oberlin, OWU and as yet unknown third school [Lake Forest College in Illinois, another ObeGroup school].

Next meeting: September 7.

Submitted by,
Barbara Wiesner