April 20, 2009

Agenda Items
1. Audit of print/electronic serials duplication
2. Foundation Directory Online
3. Shared Electronic Fund
4. Proposals for Year End expenditures
5. Additional fund levels in ACORN bookfunds in new version for SIRSI
6. Announcements/other items

Present: Deborah Broadwater, Hilary Craiglow, Eileen Crawford, Sue Davis, Bill Hook, Jared Ingersoll, Lee Ann Lannom, Julie Loder, Tracy Primich, Mary Prince, Kathy Smith, Holling Smith-Borne, Mary Ellen Wilson, Roberta Winjum

Absent: Carlin Sappenfield

Audit of Print/E-Serials Duplication: Bill handed out a new draft of the serials duplication audit document listing the general categories, general goals, and preliminary timeline of the audit. The Provost requested this audit because of current and future lean budget years. He wants to make sure the library is spending its funds wisely and not duplicating resources unnecessarily in both print and electronic versions. Right now it is estimated the library spends approximately 80% of our serials budget on electronic resources and 20% on print.

Audit methodologies are still under development but it is recognized that the project will be a large and time consuming one. Julie Loder will generate vendor reports and periodical/serial title reports by fund in Acorn as two ways to start the review process. The group raised questions about faculty involvement, title by title judgment calls, online resource reliability, aggregator databases, binding, and more. Bill indicated this document was just the beginning of months of discussions and review. He hopes to have a template ready within 2 weeks for collection managers to use as they begin their analyses.

Foundation Directory Online: So far there are four libraries (plus the VU and VUMC Development Offices) willing to help pay for this resource. The license is almost ready. There will be some funding available from the Shared Electronic Fund. Roberta is working on the license agreement with FDO currently.

Shared Electronic Fund: Because of some lower than expected costs, there are some savings in this shared account. Further savings on at least one of the products for 09-10 will mean there will be some opportunities to extend support for new products next year, or to revise the list of products supported by this fund.

Proposals for Year End Expenditures: Spending out the rest of this year’s funding has been approved. One library proposes to make early payments on next year’s invoices. Send Bill any early payment ideas by the end of May.

SIRSI’s Next Version Adds Fund Levels: Two new fund levels will be added to the next version of SIRSI. The group was asked to think about to define these new levels and what would help make reports more useful. Send suggestions to Julie Loder.

Announcements: Bill asked the group to help him compile a list of collection related memberships specific to your library. Examples that are system wide would be LOCKSS, Portico, CRL.

Julie reminded the group about using the e-resources mailbox for invoice/renewal questions.

Jared informed the group that Central was able to retain access to Literary Market Place by reducing the subscription to a single user at a time. The resource is not heavily used.

Minutes submitted by Sue Davis