Meeting Minutes: Collection Management Team
August 18, 2004, 1:00- 2:30 p.m.
McKeldin 7113

Attending:  M. Burright, B.Day, K. Hahn, T. Johnson, H. Pedersoli, B. Schuster (notetaker), J. Siar, S. Van Sant

I.  Agenda review
Outcome:  no changes


II.  Schedule fall meetings

Outcome:  General meeting time moved to 1:30 to 3:00, with following
exceptions:  8/31 (1:00), 9/29 (1:00), 11/23 (no meeting - Thanksgiving), 11/31 (1:00), 12/21 (no meeting). 
Last scheduled meeting 12/14.


III.  Budget update

Things are looking fairly good:  based budget of $8,236,156 confirmed, 1% cut and $100,000 inflation subsidy currently 
confirmed.  $84,750 in unexpected LIMS moneys.  Reminder: cancellations are not necessary this year.

Outcomes: Pending radical price changes, purchase Big Ticket items from Evans, Kirk-Othmer, Presidential 
proclamations, Artstor and Compendex. Betty will be checking pricing.


IV.  Discussion list from Leaders Group of collection-related tasks that might be able to be dropped or reduced.

The list is very much in draft, there is some duplication, and wording is awkward.  Category I-8 is not not 
updating at all, but actually not updating manually when the URLs can be loaded automatically.

Outcomes:

·  Add:  "Generally streamline materials order process" as Category I.
·  Add:  "Reduce amount of searching & re-searching new orders" as
Category I.
·  Move Category I items 10 and 22 to Category II.
·  Add to the CMT pending agenda list: Discuss procedures for searching items for ordering. 
Discuss purchase plan review procedures.


V.  Round robin

Betty:  Wiley & Elsevier cancellations due by 8/20 to Karla and Betty. (This is a requirement of our contracts 
with these vendors. Cancellations after 9/1 will not free funds for reassignment until 2006.)
Research Port may not be released until Tuesday, 8/24.

Jan:  send orders to Acquisitions -- it's been slow this summer.


IV.  Review meeting process and plan for next meeting
·  New Project Muse pricing
·  Develop team member rotation plan
·  Review searching procedures during ordering process
·  Big Ticket purchases status report (Betty)

Next meeting: Tuesday, August 31, 1-2:30 in McKeldin 7113

Pending:
FY05 Budget (ongoing)
Report on moving to e-only in 05 (Fall)
Further developments with collections reports (ongoing)
Review Leaders Group list of work that can be dropped (July 17)
MOSS (guest Klair Sept. 7)
Determine team member rotation
Budget report distribution
Review Leaders Group list
Purchase plan review procedures