Meeting Minutes: Collection Management Team Tuesday, April 20, 2004 1:00-2:30 PM, McKeldin 7113 Attending: J. Arnold, B. Day, M. Burright, Z. Diaz, T. Johnson, K. Hahn, Y. Luckert, K. Schmidt (notetaker), J. Siar, S. Van Sant I. Agenda review No changes. II. E-resources renewal for 2005 Betty distributed pricing and statistical information for both EBSCO and First Search Databases subscriptions. The group reviewed current subscription agreements and made tentative decisions regarding decreases users on certain databases or keep ports at current levels. Betty also distributed information regarding current consortia and CP database subscriptions and updated the group on BIOSIS. Outcomes: CMT developed two policies to guide renewals of e-resources managed by CMT this spring, 1) No increases in funding are available for increasing numbers of simultaneous users. CMT would revisit this decision if the FY05 budget appears to be sufficient to support growth. 2) If we can document that we are paying for substantially more simultaneous users than we are using, access will be reduced unless a collection manager can offer reasonable justification for retention of the current level of access. Decisions: Renew in FY05 at FY04 access levels: Hum Abs (Wilson) Soc Sci (Wilson) Gen Sci (Wilson) Readers Gd Educ Abs (Wilson) Bio Index Geobase OCLC Collection Papers 1st Proceedings 1st GPO Renew Cont Wm at 6 users Revisit May 4 mtg: RILM (reduce to 7 users?) Arts and Humanities search (4 users?) Library Lit (reduce to 4 users?) Outcome: The group decided because of the current budget situation no expansion to current user ports will be made. The group will finalize tentative renewal decisions at the May 4th CMT meeting. III. Changes in the ALEPH fund structures for 2005 Karla and Jan presented the group with a proposed fund structure for 2005 that would change the current fund numbering system to accommodate e-journals and databases and allow for ARL reporting in terms of e-resources expenditures. The current departmental funds would stay the same with the addition of corresponding departmental e-journal and databases funds. In addition, new fund numbers would be created for special collections, special purpose funds, and administrative funds. In addition a new hierarchical superstructure will be created to support better reporting of allocations and expenditures on funds. The new structure would allow for more detailed reporting out of ALEPH and a more streamlined billing process in acquisitions. Outcome: The group approved the proposed fund structure. Karla will follow up with fund managers outside CMT. IV. Budge Update Outcome: Karla reported there is no new news on the FY05 budget. VI. Round robin * Jan announced that the gift books have been organized and Cynthia will be notifying selectors to review titles. * Karla reported that at the last CPL meeting TSD announced that they are ready to lift the moratorium on transfer and withdrawal projects. Selectors with a project in mind should notify Arlene Klair of any intended project plans. * Betty announced that Desi will be in contact with collaboratives and CRL. * Betty reported that the legislature has approved making MDL a part of MD Higher Education Department's Library Services Division. The legislation is awaiting the governor's approval. * Betty announced Christine Hogan is leaving her current position. * Travis reported the Guides Group will be looking at how to incorporate web resources and resource guides into Research Port. VII. Next meeting agenda Review of further options for moving to e-only in 05 ResearchPort Migration Next meeting: Tuesday, April 27th 1:00-2:30pm in McKeldin 7113 Pending: FY04 Budget (ongoing) FY05 Budget (ongoing) Electronic resource renewals (May 4th) Review of further options for moving to e-only in 05 Discussion of moving unlisted e-resources into Research Port (May 4th) Fund line reorganization for e-resource funds Marlene visits to talk about ALEPH reports (May 4th) Team facilitation training (follow-up visit from Sue)