October 31, 2003
Members: Ken Winograd (chair), Mark Edwards, Bob Rost, Barbara Gartner, Adam Taylor, Mo Healey, Linda Ashkenas, Melody Putman, and Gary Beach; Karyle Butcher (ex-officio), Richard Brumley (guest), and Kevin Bokay (Admin. Assistant)
How are materials added to the collection?
Brumley: The materials budget is usually about $4.1 million, 80% of that goes to serials
given the nature of our current collection, i.e., heavy in the sciences. So, 20% of
that is left for monographs - split evenly from approval plan and firm orders. The
approval plans are through Blackwells. A profile is established based on subject,
publisher, level, format, language, etc., and as new books are published, Blackwells
sends books based on the approval plan profile established. Firm orders are those
orders outside the approval plan, usually requested by department faculty. Typically
these orders fall outside parameters of the approval plan, i.e., small presses, out
of print, foreign, proceedings, society pubs, etc. About $75,000-80,000 is spent on
binding, and a smaller amount on videos. A responsibility of librarians is to
contact faculty and tell them how much money is left in their account or that
the account is out of money. Although librarians are supposed to keep in contact
with faculty, some do a better job of it than others. After a request is made, one
way to determine if it's there is to periodically check the catalog, and the
librarian should also keep list.
- Do librarians typically under or overspend? More cannot be spent than is available, but many faculty don't spend much at all. Then sometimes there are those who want to spend it all on their stuff.
- Does ORBIS affect whether the collection is added to? That is, the book may be available in the Summit catalog, so the selectors won't order another copy?
No, it will be ordered if there's a demand regardless of whether it is available in the Summit catalog. Although all librarians are not monitored; some follow up-some don't. They may make decisions based on the Summit catalog and not explain this to the faculty - but it's not written into any policy document that this be done. Faculty are welcome to call Brumley or Butcher to follow up on these issues.
- How often is the profile for the approval plan updated? Every six months or so, based on returns, new programs, etc.
- Is there a way that information on spending down an account is communicated back to departments? Each department should have a liaison that communicates this information. A liaison is the person who's supposed to communicate anything to do with the library, such as hour changes, not just collections. Being a liaison is a big job and a strategic role.
- Should FSLC send a letter to departments emphasizing the importance of the library liaison? Butcher will investigate the liaison program to see what needs to be fixed or tweaked. Brumley will email answers to future questions regarding collections.
Library Research Travel Grants-
- Bonnie wants a volunteer for all campus to assist her with the approval process. Mo Healy will help this term and Mark Edwards next.
- Butcher: The University is beginning a capital campaign. All the colleges will develop a plan to submit to the University Development Council. A consultant has been hired to help decide which projects will be funded. It was relatively easy for the Library to identify projects ten or so years ago because a building was being discussed. At that time, $27 million was raised from private donors with $10 million from the Valley's. Now the Library needs to present funding ideas about collections and staffing. Ultimately what is needed is more money on a regular basis, i.e., endowments - but how are donors convinced to support this? Everyone wants more monographs, and digital collections, but how should this be framed to donors? The draft plan is due to the UDC in the spring. Butcher will give LAC something soon. A brief, concise way to characterize points is being sought-donors want to move the institution forward.
- The group discussed connecting the five themes to funding ideas, or departments with endowed library chairs i.e., natural resources, education, archives, special collections, marine science, or a librarian for Extension.
- Should FLSC make a recommendation to the administration asking for a different budget allocation model (BAM)?
- TRF funding…is a set amount, or at least a percentage, preferable?
- Indirect cost recovery-it's built into the budget, but the Library doesn't see the amount supposedly provided.
- Moving toward 20/30 split academic to administration-the Library is on the academic side, but is not getting dollars from Extended Campus while others are.
- Beach will generate a letter for the Committee to edit.
Notes by: Kevin Bokay