Northern Kentucky University

February 25, 2002

In attendance:

Arne Almquist, Fred Beasley, Tom Heard, Don Kelm, Ann Luggen, Lois Schultz

Absent:

Michael Gray, Clinton Hewan

A presentation was made by Arne Almquist regarding the process of allocation of materials acquisitions budget to departments and the reasons for the creation of the committee.

• The committee is advisory, providing the Library with input from teaching faculty
• An early project will be the creation/revision of an objective means to allocate funds (formula)
• In times of budgetary distress, the committee would provide input into the process of allocating cuts among departments, such as serials cancellations
• Serves as a communication channel to update teaching faculty on trends and issues in the purchase of library materials
• The committee will also review the "wish list" created to expend end of year funds

Committee will meet a minimum of two or three times per year:

• Fall - update on current year allocations
• Spring - review proposed year end expenditures
• Spring - review/revise formula (if needed), discuss upcoming year's allocations

2001/2002 Materials budget information

A discussion of the current fiscal year's allocations ensued:

• Reviewed current status of 2001/2002
• Reviewed current method of allocating funds to departments
  • Subcommittee created and charged to craft an allocation formula
• It was noted that ordering deadlines are being enforced this year:
  • 2/15 - Academic departments must submit orders by this date
  • 2/28 - Orders will be accepted through this date (grace period)
  • 3/31 - Librarian liaisons must submit orders by this date
• After these deadlines - Amounts left over will be "scooped up" into a fund and used to purchase expensive items (over $500) that often can't be budgeted for in the normal process. A wish-list of large purchases has been created by librarians with input from academic departments. Items proposed so far are: JSTOR (electronic archive of back runs of journals), and reference materials.

Tom Heard asked about the library's emphasis regarding purchases. Are they to support undergraduate, graduate or research areas? Arne Almquist answered that all of these areas must be supported to one extent or another.

Lois Schultz presented various example formulas, as used by other institutions, for achieving balanced allocations. She will email these formulas and explanation of the variables to the members of the subcommittee that will be formed to draft a formula. Discussion followed her presentation.

A subcommittee was formed to work on a new formula using the variables. The members are:

• Don Kelm
• Fred Beasley
• Tom Heard

Fred Beasley asked about the overlap of serials collections between institutions. Arne Almquist stated this would be something to follow up with KYVL and SAALCK in terms of cooperative collection development.

Also mentioned was that the Library has switched serials vendors. The library's new serials vendor, EBSCO, offers better service than its previous vendor and should result in fewer lost issues.

Next meeting is scheduled for April 22, 2002 at 1:00pm. The group will meet in SL510.

Respectfully submitted by Jada Marcum