<div dir="ltr">I so appreciate the context and the description!<br clear="all"><div><div dir="ltr" class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><div><b><br></b></div><b>Claire Murata, MLIS</b><br>Associate Dean, Library and Learning Resources<br>Edmonds College<br>20000 68th Ave. W., Lynnwood WA 98036 | <a href="http://edmonds.edu" target="_blank">edmonds.edu</a><br><a href="mailto:claire.murata@edmonds.edu" target="_blank">claire.murata@edmonds.edu</a> | (425) 640-1522<p style="color:rgb(0,0,0)"><img src="https://employees.edmonds.edu/prtools/brand-guidelines/images/ec-college-logo.png" alt="college logo" width="155" height="37" style="font-family:"Times New Roman";font-size:medium"><br></p></div></div></div><br></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Tue, May 30, 2023 at 9:54 AM Dawn Marie Lowe-Wincentsen via LIBRARYDIR <<a href="mailto:librarydir@lists.ctc.edu">librarydir@lists.ctc.edu</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex"><div dir="ltr">Hi Claire and all, <div>The college I was at prior to Shoreline had a zero balance budget. This means we would have to spend money for goods and services out of that budget year and come to zero at the end. If a database started in July or August great - it fit the model. However if a database more than $1000 started September - June, It was prorated so that the part paid out of the current year budget came out of the balance, and the part that came out of the next year's budget would be held in an account to be taken out of the following year's budget. For example, a $2000 database paid in December would have 1000 in the current budget and 1000 in the next years budget. However, vendors got their full payment when it was due in December. The library kept separate balance sheets for each year. It was complicated and messy - not recommended. </div><div>In 2017 when I became the interim leadership of the library there was a bit of turnover in the business office, and the roll over of accounts to the following year was missed. The new provost and I were very perplexed by the fy16-17 budget being over spent by $90K until I learned the process and figured out what step had been missed. On the up side, that gave us an additional 90K to spend in fy 17-18. My executive assistant and I worked to change as many databases and subscriptions as we could to start in July and August in order to minimize the roll over amounts. </div><div>I am happy to talk to you about this process and what it entailed for the library. Do note that the college in question is not in Washington, and is a 4 year school offering bachelors and masters degrees. </div><div><p class="MsoNormal" style="margin:0in;font-size:11pt;font-family:Calibri,sans-serif"><b><span style="color:rgb(0,104,94)"><br></span></b></p><p class="MsoNormal" style="margin:0in;font-size:11pt;font-family:Calibri,sans-serif"><b><span style="color:rgb(0,104,94)">Dawn Lowe-Wincentsen, MLIS</span></b><span style="font-size:10pt;color:black"><br>
</span>Executive Director of Learning Resources</p>
<p class="MsoNormal" style="margin:0in;font-size:11pt;font-family:Calibri,sans-serif"><a href="mailto:Dlowe-wincentsen@shoreline.edu" style="color:blue" target="_blank"><span style="color:rgb(5,99,193)">Dlowe-wincentsen@shoreline.edu</span></a></p>
<p class="MsoNormal" style="margin:0in;font-size:11pt;font-family:Calibri,sans-serif"><b><span style="font-size:10pt;color:black">Shoreline Community College</span></b><span style="font-size:10pt;color:black"><br>
<a href="http://www.shoreline.edu/" style="color:blue" target="_blank"><span style="color:rgb(5,99,193)">www.shoreline.edu</span></a>
| 206.546.4101 <br>
<br>
Pronouns: she, her, hers</span></p></div></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Tue, May 30, 2023 at 7:08 AM Claire Murata via LIBRARYDIR <<a href="mailto:librarydir@lists.ctc.edu" target="_blank">librarydir@lists.ctc.edu</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex"><div dir="ltr">Thank you! If anyone else knows why/how we get to pay in one fiscal year and use in the next, I would love to hear! <div><br></div><div>Also, Lynn, thanks for bringing up the $30,000 single vendor limit. I'm definitely asking our budget office about that! Happy Monday, all! Claire<br clear="all"><div><div dir="ltr" class="gmail_signature"><div dir="ltr"><div><b><br></b></div><b>Claire Murata, MLIS</b><br>Associate Dean, Library and Learning Resources<br>Edmonds College<br>20000 68th Ave. W., Lynnwood WA 98036 | <a href="http://edmonds.edu" target="_blank">edmonds.edu</a><br><a href="mailto:claire.murata@edmonds.edu" target="_blank">claire.murata@edmonds.edu</a> | (425) 640-1522<p style="color:rgb(0,0,0)"><img src="https://employees.edmonds.edu/prtools/brand-guidelines/images/ec-college-logo.png" alt="college logo" width="155" height="37" style="font-family: "Times New Roman"; font-size: medium;"><br></p></div></div></div><br></div></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Thu, May 25, 2023 at 12:58 PM Kanne, Lynn via LIBRARYDIR <<a href="mailto:librarydir@lists.ctc.edu" target="_blank">librarydir@lists.ctc.edu</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex"><div>
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<p class="MsoNormal">Same here at Seattle Central. <u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">I’ve never had an issue with prepayment for licensing databases…and no vendor would accept payment
<i>after</i> the term of service ended. However, I have recently run into the $30k limit for a single vendor…which happens for one jumbo districtwide subscription/bundle. Databases were previously exempt from this rule, but no more. We will have to do a sole
source process for that one next year.<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">Fun times.<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">Lynn<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal"><b>From:</b> LIBRARYDIR <<a href="mailto:librarydir-bounces@lists.ctc.edu" target="_blank">librarydir-bounces@lists.ctc.edu</a>> <b>
On Behalf Of </b>Jennifer Dysart via LIBRARYDIR<br>
<b>Sent:</b> Thursday, May 25, 2023 11:37 AM<br>
<b>To:</b> WACTC Library Directors <<a href="mailto:librarydir@lists.ctc.edu" target="_blank">librarydir@lists.ctc.edu</a>><br>
<b>Cc:</b> Jennifer Dysart <<a href="mailto:JDysart@greenriver.edu" target="_blank">JDysart@greenriver.edu</a>><br>
<b>Subject:</b> Re: [LIBRARYDIR] question about paying for databases<u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal"><span style="font-size:12pt;color:black">Hi Claire, our practices match yours. Databases are unusual in that we are purchasing access. For a not-insignificant number of databases, we will pay in June while access starts July 1. <u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:12pt;color:black">I know this is not uncommon and won't attempt to justify it under our bureaucratic rules. In eLearning it works the same way. We are billed for Canvas in June but access starts July 1. That perpetual
access model seems to work for SBCTC. IT purchases software subscriptions in advance. So I don't know why it's ok, but I trust that it is!<br>
Jennifer<u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:12pt;color:black">Jennifer J Dysart<u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:12pt;color:black">Dean of Library, eLearning, and Media Services<u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:12pt;color:black">Green River College<u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:12pt;color:black">Auburn, WA 98092<u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:12pt;color:black">253-288-3445<u></u><u></u></span></p>
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<p class="MsoNormal"><b><span style="color:black">From:</span></b><span style="color:black"> LIBRARYDIR <<a href="mailto:librarydir-bounces@lists.ctc.edu" target="_blank">librarydir-bounces@lists.ctc.edu</a>> on behalf of Claire Murata via LIBRARYDIR <<a href="mailto:librarydir@lists.ctc.edu" target="_blank">librarydir@lists.ctc.edu</a>><br>
<b>Sent:</b> Wednesday, May 24, 2023 5:32 PM<br>
<b>To:</b> WACTC Library Directors <<a href="mailto:librarydir@lists.ctc.edu" target="_blank">librarydir@lists.ctc.edu</a>><br>
<b>Cc:</b> Claire Murata <<a href="mailto:claire.murata@edmonds.edu" target="_blank">claire.murata@edmonds.edu</a>><br>
<b>Subject:</b> [LIBRARYDIR] question about paying for databases</span> <u></u><u></u></p>
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<p class="MsoNormal"> <u></u><u></u></p>
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<div style="border:1pt solid rgb(156,101,0);padding:2pt;margin-bottom:7.5pt">
<p style="background:rgb(255,235,156)"><strong><span style="font-family:Arial,sans-serif;color:rgb(215,0,0)">CAUTION:</span></strong><span style="font-size:10pt;font-family:Arial,sans-serif;color:black"> This email originated from outside
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<p class="MsoNormal">Hello wonderful colleagues! <u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">Here's my question of the day: <u></u><u></u></p>
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<p class="MsoNormal">In my college and the library, we are supposed to spend our budget in the current fiscal year and if there's any left over, it returns to the general college fund. But I realized that we paid for databases in this fiscal year (FY23) but
for terms of service that are (mostly) in FY24. Any monographs we purchase have to be received in the current fiscal year or we have to wait until July 1 and the money comes out of next year's budget. <u></u><u></u></p>
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<p class="MsoNormal">Is there some law or WAC that makes this ok, or is that down to local accounting practices? Thanks for considering! Claire<br clear="all">
<u></u><u></u></p>
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<p><b><span style="font-family:Arial,sans-serif;color:black">Claire Murata, MLIS</span></b><span style="font-family:Arial,sans-serif;color:black"><br>
Associate Dean, Library and Learning Resources<br>
20000 68th Ave. W., Lynnwood WA 98036 | <a href="http://edmonds.edu/" target="_blank">
edmonds.edu</a><br>
<a href="mailto:claire.murata@edmonds.edu" target="_blank">claire.murata@edmonds.edu</a> | (425) 640-1522</span><span style="color:black"><u></u><u></u></span></p>
<p><span style="font-size:13.5pt;font-family:"Times New Roman",serif;color:black"><img border="0" width="155" height="37" style="width: 1.6166in; height: 0.3833in;" id="m_3109897117672046917m_-4476598344575350140m_2744398127936142603m_-3150012914179752079_x0000_i1026" src="https://employees.edmonds.edu/prtools/brand-guidelines/images/ec-college-logo.png" alt="college logo"></span><span style="font-size:13.5pt;font-family:"Times New Roman",serif;color:black"><u></u><u></u></span></p>
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