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I would like to thank again all the people who so kindly joned the meeting at the Cloisters Library on June 24, 2002. I am posting the minutes of the meeting in behalf of Heidi Hess, Head Reference Librarian, the Morgan Library, NY. Barbara Reed, Bibliographer, Watson Library, MMA, has volunteered to be the chair of the Group. Please, for further meetings and other questions contact her at: [log in to unmask] In her absence, please feel free to contact me at the address below. thanks again Annamaria Poma Swank New York Collection Development Discussion Group Inaugural Meeting June 24, 2002 at the Cloisters Minutes The meeting began with welcoming remarks from Anna Maria Poma-Swank, Associate Museum Librarian, describing her prepared agenda, and discussing possible topics for future meetings, should there be interest in forming a discussion group (see below). Carol Rusk (Whitney Museum) asked if Anna Maria intended to copy the format of the New York Catalogers' Discussion Group (CDG). Anna Maria replied that the degree of formality needed to be discussed; she preferred a more informal approach. Comparisons were made between the two groups, with the conclusion that the Collection Development group did not need to meet more than once every 4 months. Carol also brought up possible future topics for this group such as de-accessioning, and referrals of patrons to sister institutions in New York. Anna Maria envisioned the discussions focussing on shared problems, such as the purchase of print vs. electronic resources, budgets, administration. She emphasized that she did not see the meetings as a "you buy this, I'll buy that" discussion. Barbara Reed (Metropolitan Museum) proposed weeding & de-accessioning as a topic, perhaps with shared responsibility for retention of last copies. William Peniston (Newark Museum) recommended the ARLIS/NA Occasional paper Collection Development Policies for Libraries and Visual Collections in the Arts, 2000, which he used when writing a policy; he also sent a message to the ARLIS-L list which resulted in several members sharing their policies with him. He finds the existence of the policy particularly useful when deaccessioning material. William also added that he had developed a "deed of gift" that had not seemed to deter potential donors. Sharon Chickanzeff (Institute of Fine Arts) said that she had de-accessioned books and donated them to other libraries, and that IFA now had 30,000 titles stored off-site. At Carol's suggestion the participants introduced themselves. (See participants list, below). General discussion of means of communication within the group. Anna Maria has an e-mail list. Heidi Hass (Pierpont Morgan Library) felt that the group should use the ARLIS-L list to communicate agendas and minutes; Anna Maria also sent the announcement of this meeting to the ALCTS list. Danny Fermon (MoMA) said that he found the mention of the ARLIS Occasional publication helpful, and said that it often happened in CDG that helpful information not directly related to Cataloging was shared. The CDG catalogers rarely discuss topics amongst themselves via Danny's e-mail list. Anna Maria responded that librarians at the Getty had requested the minutes of the meeting. Naomi Niles (Metropolitan Museum) noted that a form of the CDG meets at the annual ARLIS conference. Joy Kestenbaum (Pratt Institute Library) said that she and Paula Gabbard (Avery Library) are members of the ARLIS/NA Collection Development Committee, and have posted a directory of art book dealers on the web at http://hcl.harvard.edu/finearts/colldev/. They are discussing how to keep the information current. The fall ARLIS/NY newsletter will include a list of NYC art bookstores; the list can also be found at http://lib.pratt.edu/public/guides/guide11.html. Anna Maria thought it would be helpful to know who in New York owned certain expensive electronic resources, for evaluation purposes. Evalyn Stone (Metropolitan Museum) initiated a discussion on the review of license agreements for electronic resources, describing a workshop on the topic which she'd recently attended, and urging better comprehension of the agreements. Heidi wondered if Evalyn would be willing to distill the workshop into a presentation to the group; Tim Shipe (not attending) has also presented a day-long seminar on the topic. Joy described competitive pricing offers from various consortia. Paula said that they've simply struck out lines in the agreements when they've disagreed with them. Anna Maria suggested the group might find a lawyer to address the topic for the group. Barbara Reed (Metropolitan Museum) suggested vendor relations as another possible discussion topic. Sharon contrasted NYU's use of the cheapest approval plans with IFA's practice. She emphasized the need to support the smaller vendors who offer a wide variety of services. Paula stated that the ARLIS/NA vendor list can't be qualitative; the group then compared service from several vendors and discussed the merits of approval plans. Titles received as part of reproduction rights agreements, and museum outsourcing of rights and reproductions were also discussed. Anna Maria returned to the difficult choice between printed vs. electronic resources. Evalyn stated that the Watson's policy for electronic resources is informal, but that she will no longer purchase CD-ROMs, because the technology becomes outdated so rapidly. Debbie Kempe (Frick Art Reference Library) expressed unease with the fact that one is actually leasing resources available over the Internet; if a subscription lapses you don't have the retrospective material either. Evalyn has heard of products that also give you a CD-ROM, but is unsure of exact titles. The problem of sharing user ids and passwords to electronic resources with interns and other temporary employees was discussed. Evalyn and Carol want to consider sharing costs with curatorial departments, but have not done so yet. The unfairness of relying on a few NY art libraries for expensive electronic resources subscriptions was mentioned. After general agreement amongst the participants that the afternoon's discussion had been useful and thought-provoking, Anna Maria solicited volunteers for the post of coordinator. Barbara Reed accepted; the next meeting will be planned for October or early November, with agenda to follow. Submitted by Heidi Hass Participants: David Broderson, Queens College MLS student Michael Carter, Cloisters Sharon Chickanzeff, Institute of Fine Arts, New York University Janis Ekdahl, ex-MoMA Erin Elliott, Bard Graduate Center Danny Fermon, MoMA Paula Gabbard, Avery Library, Columbia University Keith Glutting, Cloisters V. Heidi Hass, Pierpont Morgan Library Holly Hatheway, School of Visual Arts Joy Kestenbaum, Pratt Institute Debbie Kempe, Frick Art Reference Library Larry Kroah, SILS, Pratt Institute Naomi Niles, Uris Library, Metropolitan Museum of Art William Peniston, Newark Art Museum Christina Peter, Frick Art Reference Library Anna Maria Poma-Swank, Cloisters Leslie Preston, Goldwater Library, Metropolitan Museum of Art Barbara Reed, Watson Library, Metropolitan Museum of Art Carol Rusk, Whitney Museum Robert Stacy, Institute of Fine Arts, New York University Evalyn Stone, Watson Library, Metropolitan Museum of Art Suggested Topics for Collection Development Discussion: 1. Resource sharing and research in a transinstitutional environment 2. Off-site storage and space issues 3. Could there be cooperative collection management where only 2-3 libraries promise to retain copies of some older books on certain subjects so that other libraries could consider deaccessioning? 4. Internet based collection development 5. Collection management in an electronic era 6. The patrons dilemma: mission and scope of special libraries 7. I s the curator my boss? Collection development in museum libraries 8. Selection criteria and evaluation tools 9. Budget constraints and CD cost effectiveness People to be involved? Administrators Curators Faculty Students Vendors Publishers Technical Services and Reference librarians Electronic Resources librarians Annamaria Poma-Swank Associate Museum Librarian The Cloisters Library & Archives The Metropolitan Museum of Art Fort Tryon Park New York, NY 10040-1171 (212) 396-5367 fax: (212) 795-3640 [log in to unmask] Visiting Associate Professor, Pratt Institute, School of Library Science __________________________________________________________________ Mail submissions to [log in to unmask] For information about joining ARLIS/NA see: http://www.arlisna.org//membership.html Send administrative matters (file requests, subscription requests, etc) to [log in to unmask] ARLIS-L Archives and subscription maintenance: http://lsv.uky.edu/archives/arlis-l.html Questions may be addressed to list owner (Kerri Scannell) at: [log in to unmask]