CCS 1996 Annual Conference Minutes

Summary of Decisions, Discussions and Actions,
Annual Conference, New York NY
July 4-10, 1996

*= Motion or Action
** = Assignment

I. FIRST SESSION 7/5/96 8-10PM

ATTENDANCE

Charles Simpson, Chair
John Duke, Past Chair
Bruce Johnson, Vice-Chair/Chair-Elect
Susanne Glass, Secretary
Charles Fenly, Member-at-Large
Dorothy McGarry, Member-at-Large
John Riemer, Member-at-Large
Paul Weiss, Member-at-Large
Joan Swanekamp, Member-at-Large
Judith Hopkins, ex-officio
Jay Lambrecht, ex-officio

Guests and observers:

Margaret Rohdy, CCS Rep to ALCTS Publications
Julianne Beall, LC
Diane Dates Casey, SAC Incoming Chair
Gregory New, CCMC
Dee Michel, SAC member
Laurel Jizba, ALCTS IM Institute Task Force Co-Chair
Michael Kaplan
Ingrid Mifflin

1st session minutes

1.1. Welcome

1.2 Introductions

1.3 Simpson moved the agenda be adopted (CCS/96/2/AGENDA/FINAL).

1.4 The minutes were approved as written with minor corrections. **Glass will correct and forward to Simpson.

1.5 Sturgis' Standard Code of Parliamentary Procedures will be followed. Simpson checked with the ALCTS Office on the requirements for seconding motions and found that seconds are not necessary for committees.

1.6 Report of the Chair (Charles Simpson)
a. The election results are: Dorothy McGarry for Vice-Chair/Chair-Elect and Cynthia M. Whitacre and Laurel Jizba for Members-at-Large.
b. The SAC letter to LC and the CC:DA letter to ALA Editions have been approved by the ALCTS Board and sent on to those bodies.
c. Simpson noted that the second session meeting will be on Sunday, rather than Monday. Discussion ensued on how it would work to have the meeting with the other Executive Committees.

1.7 Publications update (Margaret Rohdy):
The Guidelines on Subject Access to Microcomputer Software (1986) has been declared out of print. All remaining copies will be withdrawn from inventory.

1.7.1 Cataloging Correctly for Kids:
This has been approved by ALA Editions for publication and will be substantially revised.

1.7.2 A Manual of European Languages for Librarians (Margaret Rohdy)
ALA Editions had previously rejected the concept and suggested going to other publishers but no action has been taken. One of the major difficulties is dealing with the diacritics, as evidenced by a current website offering itself as a substitute. CCS Exec encouraged Rohdy to proceed with ALA Editions' original suggestion to find another publisher. Karen Muller has committed to helping find an alternative publisher.

1.10.2 SAC Program (Diane Dates Casey)
Casey and Dee Michel presented a program proposal for "Everything You Wanted To Know About Form/Genre, But Were Afraid To Ask: Analysis, Access and Display." SAC has approved the idea but not the details because they have not met yet. They are expected to approve. *Weiss moved to approve the program. The motion carried.

1.7.3 Building International Database and Cataloging Standards ... (CCS/96/1/1) (Joan Swanekamp)
CCS Exec comments have been received by CC:DA and they are proceeding with the brochure.

1.7.4 How to Submit a Rule Change (CCS/96/1/2) (Joan Swanekamp)
**Since CC:DA is waiting for feedback from CCS Exec, Weiss will send an email soliciting comments and forward to Swanekamp. Swanekamp noted that since the deadline for publishing in the ALCTS Newsletter was missed, CC:DA would try for the brochure. Other means of distribution were discussed: CC:DA supports the document on the WEB; Hopkins suggested it reside as an AUTOCAT file list; Rohdy suggested a bookmark. Johnson noted that an official bookmark or insert for AACR2 would probably need the approval of the Joint Steering Committee. In answer to the question of whether electronic distribution would need the approval of the Publications Committee, it was noted that committee documents are not considered publications, though they may become publications. Rohdy will keep in touch with the ALCTS Task Force on Electronic Communication, to which Duke has been appointed. The Task Force has now been constituted and will be addressing some of the issues raised.

1.10.1. SAC Preconference (Arlene Taylor)
The Subject Analysis Committee is proposing a preconference on "Demystifying Subject Cataloging in the Electronic Environment." They hope to complete a white paper in time for distribution to participants. There was a suggestion to modify the title of the conference to match the goals. *Johnson moved to approve. The motion carried.

1.10.4 Program Proposal (Michael Kaplan)
Kaplan and Ingrid Mifflin presented a proposal for an ALCTS program at Annual 1997 entitled "Embracing the Technological Future: Technical Services Professionals and the Emerging Environment - Friend or Foe, Opportunity or Threat." The goal is to help catalogers stay up-to-date. Kaplan will pursue suggestions for a co-sponsor. *Swanekamp moved to approve. The motion carried.

1.10.3 CCMC Program (CCS/96/2/4) (Gregory New)
New presented a proposal for a program at Annual 1997 entitled "Dewey Discovered: the New Abridged Edition." *Weiss moved to accept. The motion carried. Johnson cautioned those who have signed up for presenting their proposals to the Publications Committee to double check their time slots as duplicate lists circulated.

1.10.5 Interactive Media Institute (CCS/96/2/1) (Laurel Jizba)
Jizba presented the proposal for the ALCTS Institute "Interactive Multimedia Cataloging & the Guidelines for Bibliographic Description of Interactive Media." She noted the conference has been downsized from 120 to 80 participants. *Weiss moved to approve. The motion carried.

1.10.6 Natural History Forum
The Natural History Forum Task Force will have its first meeting at this conference. John Mitchell is the Chair. Johnson will report more on this later. Jizba expressed concern at the 6 month delay in getting the task force underway. Johnson explained that the approval and appointment processes are slow.

1.10.7. Other programs.
Johnson reported that the ALCTS Office was approached by the California Library Association concerning co-sponsoring a conference on Dewey. This request was referred to the ALCTS Program Committee and then to Johnson. The committee e-mailed approval. Mary Charles Lasater said she would be willing to do. The conference is set for November 16-19 as a preconference to the CLA conference.

1.8 CCS/ALCTS Planning Structure
Simpson reported that Janet Padway has expressed concern over her role on the Planning Committee and its relationship to CCS Exec. Simpson noted the CCS Exec does not do planning; it only reacts and approves. Simpson has been in touch with past Chairs for information. The issue is representation to the Committee. At this point we do not have any advice for her. She will be attending Sunday CCS Exec meeting.

1.9 Section Representation on Division Committees (CCS/96/2/2)
Simpson spoke briefly about the ALCTS Organization and Bylaws Committee, Task Force on Section Representation on Division Committees draft. He proposed that CCS Exec respond that we prefer to wait for the rationale behind the recommendations before we give advice. **Simpson will draft a response for Sunday's meeting.

EXECUTIVE SESSION

1.11 ALCTS/CCS Nominations/Appointments (Bruce Johnson)
Johnson distributed copies of the appointments but noted that there may be a few revisions.

1.12 IFLA Committee Nominations (CCS/96/2/5-8)
CCS Exec reviewed the nominations to the IFLA Section on Cataloging and the Section on Classification and Indexing. CCS Exec will recommend Glenn Patton for Cataloging and Lois Mai Chan for Classification and Indexing.

II. SECOND SESSION 7/7/96 11:30AM-12:30PM

ATTENDANCE

Charles Simpson, Chair
John Duke, Past Chair
Bruce Johnson, Vice-Chair/Chair-Elect
Susanne Glass, Secretary
Dorothy McGarry, Member-at-Large
John Riemer, Member-at-Large
Paul Weiss, Member-at-Large
Joan Swanekamp, Member-at-Large
Judith Hopkins, ex-officio

Excused:

Charles Fenly, Member-at-Large
Jay Lambrecht, ex-officio

Guests and observers:

Janet Padway, ALCTS Committee on Planning
Cynthia Whitacre, Incoming Member-at-Large

2.1 Welcome.

2.2 Introductions.

2.3 ALCTS Board of Directors Update (Charles Simpson)
All sections are asked to monitor attendance at their meetings to assure that participants are fully registered. ALCTS has projected a small surplus in its budget despite a decrease in membership of 389 (variations in the membership year may account for some of this decrease). There has been a drop of 800 subscribers to AN2. A motion was approved, effective at the end of this conference, to add one Member-at-Large for those committees with an even number. The new ALA server is making it easier to set up and maintain lists. The bylaws passed and CCS Exec will be able to retain its 5 Members-at-Large as long as it maintains 2,000 members. After this conference our representative to the ALCTS LRTS Editorial Board (currently Jay Lambrecht) will no longer be an ex-officio member.

2.5 Report of the 1996 Margaret Mann Committee (Pat Thomas)
Agenda item moved to 3rd session.

2.6 CCS/ALCTS Planning Structure (Janet Padway)
Padway raised questions over her role on the ALCTS Planning Committee. The Committee sees itself in a coordinating role among sections. In response to the ALCTS President's goals, the Committee is seeking to improve communication and will work in full cooperation with other committees. Simpson noted that CCS Exec does not do planning - it reacts, approves and encourages. Typically, various committees develop proposals, though CCS Exec may initiate a proposal. It is the responsibility of the Vice-Chair/Chair Elect to recruit program chairs and appoint committees. Johnson reiterated that CCS Exec acts in a facilitator role and does not do formal planning. One charge of the Planning Committee is to review ALCTS committees. Padway asked whether this included discussion groups as well. She also asked whether there is a coordinating role for the Planning Committee regarding publications. One role might be to encourage program planners to develop publications as one way to increase membership. Johnson noted difficulties with the publication process and suggested that the Planning Committee look to assuming a facilitator role to improve the timeliness of approvals and rejections. The Committee might also want to get in touch with Chairs and Vice-Chairs and look at what program ideas are being developed, but Padway felt their role was not program planning. It was noted that the new Program Committee does not have Section representation. Duke noted that several sections have committees with planning in their charge and discussion ensued on whether to establish an ex-officio member between the Planning Committee and the Policy and Research Committee. * Duke moved that the Chair of PRC investigate the existing membership of PRC and the current liaison relationships with other planning bodies of ALCTS and also investigate naming a CCS liaison of the ALCTS Planning Committee as an ex-officio member of PRC. Recommendations should be presented at Midwinter. The motion carried. * McGarry amended the motion that the outgoing Chair, Judith Hopkins, manage the investigation. The amendment passed.

2.7 New Initiatives Fund (CCS/96/2/3)
Agenda item moved to 3rd session.

EXECUTIVE SESSION

2.8 Programs ranking (Bruce Johnson)
CCS Exec has been asked by the Program Committee for priority ranking for its three programs. The ranking only effects the programs if the total number of programs approved exceeds the allotted hours. CCS Exec agreed on the following ranking:
1: Dewey Discovered
2: Form/Genre
3: Embracing the Technological Future

III. THIRD SESSION 7/9/96 9:30AM-12:30PM

ATTENDANCE

Charles Simpson, Chair
John Duke, Past Chair
Bruce Johnson, Vice-Chair/Chair-Elect
Susanne Glass, Secretary
Charles Fenly, Member-at-Large
Dorothy McGarry, Member-at-Large
John Riemer, Member-at-Large
Paul Weiss, Member-at-Large
Joan Swanekamp, Member-at-Large
Judith Hopkins, ex-officio
Jay Lambrecht, ex-officio

Guests and observers:

Margaret Rohdy, CCS Rep to ALCTS Publications Comm.
Pamela Brown, DCEDC
Diane Dates Casey, SAC Incoming Chair
Gregory New, CCMC
Laurel Jizba, ALCTS IM Institute Task Force Co-Chair
Daniel Kinney, CCS member of ALCTS Program Planning Comm.
Brian Schottlaender, CCS rep to ALCTS Budget and Finance
Ellen Kovacic, CCS rep to ALCTS Organization and Bylaws
Richard Smiraglia, LRTS Editor
David Thomas, LRTS Editorial Asst.
Greg Leazer, LRTS Book Review Editor
Arline Zuckerman, CCS rep to CFFC
John Attig, Observer
Mary Charles Lasater, SAC Chair
Robert Boyer, CCS Rep to PLA Cat. Needs of Public Libr

3rd session minutes

3.1. Welcome

3.2 Introductions

2.5 Report of the 1996 Margaret Mann Committee
Simpson announced that this year's recipient, Arlene Taylor, has donated her award to the University of Pittsburgh Library School. This is the first year that OCLC has sponsored the award as approved last year by CCS.

3.3 ALCTS Board of Directors Update (Charles Simpson)
A number of new manuscripts have been approved for publication, but none from CCS. The new editor of LRTS will be announced soon. Three nominations for IFLA have been approved but not yet publicized. Jennifer Younger reported that the Structure Revision Task Force is recommending no major restructuring at this time. Younger also reported that the minutes for the ALCTS Task Force on Metadata Access will be on their Web page with a link from the ALA home page. The Membership Committee will be putting an emphasis on recruiting paraprofessionals.

3.4.1 Dewey 21 Preconference (Pamela Brown)
Brown reported that the pre-conference on Friday went well despite a registration of only 54. Feedback was positive. Approval has been received for a joint pre-conference workshop at the California Library Association Conference this fall in Sacramento.

3.4.2 Outsourcing Preconference (Charles Fenly)
The Outsourcing Pre-Conference was so successful (145 registrants) that some had to be turned away. The program presented a balanced view of the issues. Schottlaender suggested the preconference might be a candidate for an Institute and Duke asked whether papers would be published.

3.4.3 CETRC Program
Simpson reported this was very well attended (estimate 230) with an overflow crowd. Comments were favorable.

3.9 Report of the Representative to the ALCTS Budget and Finance Committee (Brian Schottlaender)

In response to the Task Force on Section Representation on Division Committees, CRG should be represented on B&F and CCS rep to B&F should be an ex-officio member of CCS Exec. B&F will recommend to the ALCTS Board of Directors that expenses for continuing education activities be done in the year that revenues are expected in order to better assess the financial success of the programs. This has been especially problematic for publicity expenses, which occur early. B&F will also recommend to the Board that FY96 endowment earnings be added to the endowment principle and that any unspent New Initiative money be divided between the endowment principle and operating reserves.

Seven additional pre-conferences and institutes were approved for FY97. Two were from CCS: Interactive Multimedia Cataloging and the SAC Demystifying Subject Cataloging.

The FY97 budget was approved by the Board despite a slight deficit. If funds are needed, the operating reserve (which is twice what it needs to be) will be tapped.

B&F has been discussing the possibility of using operating reserves to fund programs to distance learners, especially paraprofessionals. Karen Muller has approved. Jizba suggested that teachers be paid an honorarium. It was noted that members cannot be paid for presentations at ALA Conferences.

3.10 Report of the ALA Representative to the Joint Steering Committee for Revision of AACR2 (Brian Schottlaender)

Schottlaender announced changes in the membership.

The IFLA Committee on Bibliographic Records has renamed its conference of cataloging experts to "The International Conference on the Principles and Future Development of AACR" and is scheduled for sometime in Sept. or Oct. 1997 in Toronto. The structure will be a workshop format with presenters invited to deliver papers. 40-50 participants plus observers will be invited. Pre-prints will be available on the Internet with the proceedings published later. The seven general topics are: content vs carrier, relationships between bibliographic entities, concepts of work, main entry, corporate entry and publication and the relationship of AACR and various forms of cataloging technology. JSC will select a conference director to work with the committee. Letters are being sent to other countries to invite input.

Schottlaender reported on progress for AACRe. The 1988 base text and 1993 amendments have been converted to an SGML file which is to be converted to FolioViews Infobase. This should take about 2 months with the file then reviewed by a panel and then on to JSC with an early 1997 market date. ALA Editions wants JSC to review the accuracy of the amendment merge, spot check the conversion, test the hyperlinks, and evaluate the alignment and screen interface. The file will be made available in three ways: a stand alone, a tape licensed to academic consortia and a networked tape license to third party developers. Duke and Johnson expressed concerns regarding the process and the length of time it is taking to get the product to market. There was considerable concern that the product would not be released in its original SGML form. *Weiss moved that **Simpson prepare a letter urging that the file be made available in SGML as soon as possible. The motion carried. Johnson and Duke abstained.

3.11 Report of the Representative to the ALCTS Organization and Bylaws Committee (Ellen Kovacic)
The Committee reviewed the charges of the Education Committee and the Program Committee. They will ask the Education Committee to redo its charge to include paraprofessional involvement. The Task Force on CRG Bylaws has completed its work. A joint working group has recommended that AV Standards deal with non-computer files and the Digital Resources Committee deal with computer file access.

3.7 Report of the LRTS Editor (Richard Smiraglia)
Smiraglia noted this was his sixth and final report as editor. He reported that the Cataloging and Classification Section has been the most highly developed part of the literature in ALCTS (55%) so it has been easy to be highly selective. There has been an increase in the number of foreign submissions. A new editor will be announced soon.

3.12 Reporting opportunity for CCS representative not requesting a specific time.

Decimal Classification Editorial Policy Committee (Pamela Brown)
Documents will be posted on the Dewey home page. Abridged Dewey is scheduled for a mid 1997 publication date. A paper will be distributed on the proposal for Table 2 for South Africa. The DDC program in Portland was very successful. The next meeting, on the future of DDC, is scheduled for November in Washington. There are now 3 versions of Dewey: unabridged, abridged and Dewey for Windows. Weiss asked whether there are plans to move electronic Dewey to MARC format; Johnson replied that, to his knowledge, there are currently no plans.

3.5 Update on 1996/97 Programs, etc. (Bruce Johnson)
All CCS programs, etc. were approved by the Program Committee.

3.6 ALCTS Program Committee (Daniel Kinney)
The following programs were approved:

• Pre-conferences:
  • Business of Acquisitions
  • Demystifying Subject Cataloging
  • PARS Scanning for Dummies preconference
• Institutes:
  • Interactive Media
  • Library Binding
  • Electronic Serials from Acquisitions to Access
• Division Programs:
  • President's Program: 40th Anniversary Celebration of ALCTS
  • Making Use of Intuitive Agents to Create new Ways to Accessing and Acquiring Info
  • From Catalog to Gateway
• Section Programs:
  • Acq Section: Prepare, Negotiate, Evaluate, Succeed: Role of Acquisitions Librarians
  • CCS CMDS: Consortia Licensing of Digital Resources
  • CCS PARS: Preservation Foundations for Government Documents collections
  • CCS PARS: International ... Initiatives: Preservation Microform Programs
  • CCS Serials Program version of Institute
  • CCS ULS Union Listing and ILL Connection

Simpson noted the May 1 deadline for AV equipment.

3.8 Report of the CCS LRTS Assistant Editor (Jay Lambrecht)
Lambrecht reported on upcoming articles: notes by Michael Kaplan; research on Table of Contents; research on spelling errors; report on the CORE pilot project; subject access to fiction. Lambrecht noted that most LRTS staff agreed that all sections should be represented on the Editorial Board. CRG is currently represented. It was noted that criteria for the Board should be developed.

3.13 Reporting opportunity for Committee Chairs not requesting a specific time:

Subject Analysis Committee (Mary Charles Lasater)
The Authority Control Interest Group program was well attended. SAC received the final reports from the Review Abridged Dewey and Music Thesaurus Project Sub-committees. They were thanked for their work and disbanded. Lasater noted that several subcommittees have listservs. Form Headings Subcommittee wants to distribute a Form/Genre Terminology flyer to publicize the website done by Arlene Taylor. They also want to distribute flyer electronically. It was noted that distribution of the paper, including electronically, is informational and not a position; therefore, it is proper to distribute as planned. **As a side issue Weiss will pull together and send to Johnson by the end of July some suggestions for committee chairs to improve the effectiveness of committee work.

3.12 ALCTS Publications Committee (Margaret Rohdy)

CC:DA Brochure on Building International Database and Cataloging Standards. The Publication Committee prefers the original decision to publish in the ALCTS Newsletter. They expressed concern about the cost of a brochure and whether the distribution would get to those who needed it. Swanekamp questioned this decision. Discussion indicated CCS Exec strongly recommends a brochure. The possibility of obtaining an offprint from the Newsletter was raised. Swanekamp will attend Publications Committee meeting.

Manual for European Languages: Rohdy has spoken to Bowker, who will research the copyright. Rohdy then spoke informally to several potential publishers and received positive reactions. She will prepare a proposal for publishers and continue to work with Karen Muller.

Outsourcing Library Technical Services: The final manuscript is scheduled to be completed by November 1.

Discussion on section representation: Publications Committee feels this is essential for their committee. There is a special interest in CRG representation since that group acts as a clearinghouse for many paraprofessional publications. Training and workshops geared to paraprofessionals often are given at regional meetings and this area could produce ideas for publication. Other sections should decide how they want to be represented. Some sections already have publications committees with ex-officio members. Term length has been a problem and should be standardized to 2 years. The LRTS Editorial Board should have members selected for their talent and commitment to reviewing manuscripts.

The Clearinghouse for Paraprofessional Activities and Publications: One question raised is what is the difference between professional and paraprofessional publications. Section representatives will come up with a response to this Task Force.

Task Force on Electronic Communication: The committee, chaired by Trisha Davis, is now in the information gathering stage and contacting other organizations. They will be recommending how to make documents available electronically, including who should have access. Rohdy will ask Greg Leazer to be a liaison between Publications and this task force.

40th anniversary of ALCTS: Committee wants ideas on how to celebrate this in published form.

Book and Serial Vendors for Asia and the Pacific: Due to the poor quality of the editing and printing, a corrected edition will be issued.

"The Years Work In ...": Riemer asked what happened to this feature. Publications Committee has been told LRTS would produce this in a different manner but no progress has been made.

Rohdy clarified that a manuscript does not have to go to CCS Exec, but CSS Exec can ask to see relevant manuscripts. If needed, sections may be contacted for readers.

2.7 New Initiatives Fund (CCS/96/2/3)
$4,000 is currently available through August. Suggestions for use: hire a consultant for preparing Webpages; Electronic Communications Task Force would like to buy software and pay staff for marking up texts. ** Simpson will suggest to ALCTS. Question was raised whether next year we could request funds to send someone to the Conference of Cataloging Experts.

3.16 New Business

Simpson noted this is the 25th anniversary of CIP and he has been asked to send greetings to the CIP staff and catalogers.

Simpson and Johnson have been attending some CCS Discussion Group meetings and encourage other members of CCS Exec to do the same. The purpose is to establish an informal mechanism for communication, to raise the visibility of CCS Exec and to assist the groups in any way. ** Members should send Johnson a list of which committees and discussion groups they wish to attend.

Members noted that meeting at the same time as other executive committees is acceptable as long as it is not the first meeting.

Carol Chamberlain has established a 40th Anniversary Division Task Force for the celebration in San Francisco. **Johnson will select someone to serve on that Task Force on our behalf. Members should send suggestions to Johnson by the end of July.

Johnson will ask that all CCS meetings be held in the same hotel for Midwinter.

Duke presented the following resolution:

Whereas, Charles Simpson has faithfully served CCS and ALCTS for many years; and
Whereas, Charles Simpson has been recognized by his peers by his election to the CCS Executive Committee; and
Whereas, Charles Simpson has meritoriously led CCS during a year of transition and progress; therefore,
Be it resolved, that the Executive Committee of the Cataloging and Classification Section extends its thanks and appreciation to Charles Simpson.

The resolution was accepted by acclamation.
Simpson thanked all departing members for their contributions.

3.19 Adjournment.

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