HomeMinutes Annual Conference 1998
CCS Executive Committee Minutes
Annual Conference 1998
CCS/98/2/MINUTES
Summary of Decisions, Discussions and Actions,
Annual Conference, Washington, D.C.,
June 25-July 1, 1998
*=Motion or Action
**=Assignment
I. FIRST SESSION 6/26/98 8-10pm
ATTENDANCE
Dorothy McGarry, Chair
Bruce Johnson, Past Chair
Susanne Glass, Secretary
Paul J. Weiss, Vice-Chair/Chair-Elect
Laurel Jizba, Member-at-Large
Cynthia Whitacre, Member-at-Large
Joan Swanekamp, Member-at-Large
Michael Kaplan, Member-at-Large
Sherry Kelley, Member-at-Large
Merry Schellinger, Ex-officio, Chair, PRC
Bernard Karon, Ex-officio, CCS rep to ALCTS Budget & Finance Comm.
Guests:
Elizabeth Cramer, guest
Gregory New, LC
Jay Lambrecht, CCS Exec Vice-Chair/Chair-Elect Elect
Robert Boyer, Rep to PLA Cataloging Needs of Public Libraries Comm.
Mary Dabney Wilson, CCS Exec Member-at-Large Elect
Clare Dunkle, guest
1.1 Welcome.
1.2 Introductions.
1.3 Adoption of agenda (CCS/98/2/AGENDA)
*Johnson moved the agenda be adopted. Whitacre seconded. The motion carried.
1.4 Approval of minutes (CCS/98/2/MINUTES)
*Johnson moved the minutes be approved. Swanekamp seconded. The motion carried.
1.5 Announcements
McGarry noted that CCS is invited to recommend names for the 30th Anniversary of the Intellectual Freedom Anniversary Honor Roll.
1.6 Report of the Chair (Dorothy McGarry)
McGarry clarified email discussions on the policy on honoraria, the timely summary of committee business, and seconding of motions.
1.7 Report of the Past Chair (Bruce Johnson)
Johnson reported on the progress of AACR2-e from the LC perspective. LC and ALA Editions have signed a distribution license agreement that will enable LC to incorporate AACR2-e into Catalogers' Desktop. AACR2-e is still out for review with JSC, and it could be a few more months until that work is completed.
1.8 1998 Programs, Preconferences & Institutes
McGarry reported that the Preconference What in the World ... Cataloging on an International Scale had a good turnout, with over 70 participants. Other programs still to be held are the CC:DA/CCS Summary Program of the same title, the CC:AAM program Vernacular Script in the Authority Record and the SAC program One-Size-Fits-All Subject Access Systems: Tailoring General Schemes to Meet the Needs of Specific Communities of Searchers.
Weiss reported on 1999 program planning. CETRC and CC:AAM have not pursued their program ideas. Representatives from CCMC came to the meeting to discuss their program ideas. **Weiss will work with them to prepare the necessary paperwork. Beth Cramer reported on the PRC program to encourage librarians to pursue cataloging and classification research and to facilitate the process. There is no working title at the present time. The target audience will be catalogers with an emphasis on those new to research and those who already have works in progress. Small roundtable discussions with the panelists will give participants networking opportunities. There are plans for follow-ups, such as a possible website. CCS Exec asked whether there is a co-sponsor. *Weiss moved that CCS Exec approve the program. Swanekamp seconded. The motion passed.
The 1999 SAC program is entitled Oh Say, Can We See? See Also?: Subject Referencing Possibilities in OPACs and Reference Databases. The program will address the problem in bibliographic searching of linking a user's query to subject categories by presenting approaches to structured subject referencing and natural language processing. *Johnson moved that CCS Exec approve the program. Jizba seconded. The motion passed.
*Johnson moved that CCS Exec recommend the PRC program for first priority and the SAC program, second priority. Swanekamp seconded. The motion passed.
1.9 CCS website update (Susanne Glass)
Glass reported that the CCS website is now on the ALA server. She will set up a link from the old website address to the new one. Documents to be mounted on the ALA server should be sent to Shonda Russell (srussell@ala.org). Each committee or discussion group will now be responsible for making its own arrangements with the ALCTS webmaster to have documents mounted. Each group should select one person to be its contact with Russell. Discussion ensued about whether there is a website reviewer. **McGarry will discuss with the ALCTS Office when ALCTS might revise or alter a document and when it might decide not to mount a document.
1.10 Affirmation of votes taken by email
CCS Exec affirmed two votes taken by email following Midwinter: the vote for a PCC non-voting representative to CC:DA, and the vote on recommendation for renomination of an IFLA Standing Committee member.
EXECUTIVE SESSION
1.11 ALCTS/CCS Appointments (Paul Weiss)
Weiss reported on the status of committee and representative appointments.
1.12. Update on request for nomination to IFLA Standing Committee.
McGarry updated CCS Exec.
1.13 Other
Discussion ensued on locating CCS meetings closer together. **Weiss will pursue this. There was also discussion about the lack of location listings on meeting announcements.
II. SECOND SESSION 6/28/98 11:30am-1:30pm
ATTENDANCE
Dorothy McGarry, Chair
Bruce Johnson, Past Chair
Susanne Glass, Secretary
Paul J. Weiss, Vice-Chair/Chair-Elect
Laurel Jizba, Member-at-Large
Cynthia Whitacre, Member-at-Large
Sherry Kelley, Member-at-Large
Bernard Karon, Ex-officio, CCS rep to ALCTS Budget & Finance Comm.
Merry Schellinger, Ex-officio, Chair, PRC
Absent:
Joan Swanekamp, Member-at-Large (excused)
Michael Kaplan, Member-at-Large (excused)
Guests:
Don Chatham, ALA Publishing
Loretta Johnson, ALA Publishing
Mary Huchting, ALA Publishing
Ellen Kovacic, CCS Rep. to ALCTS Organization & Bylaws
Brian Schottlaender, ALA Rep. To JSC
Jay Lambrecht, CCS Exec Vice-Chair/Chair-Elect Elect
2.1 Welcome.
2.2 Introductions.
2.3 Report of the Representative to the ALCTS Organization and Bylaws Committee (Ellen Kovacic)
Kovacic reported on the progress of the Task Force on Section Representation to Division-Level Committees. Self-study questions will be distributed to CCS Exec. and comments should be sent to Kovacic by September 1. Kovacic gave an update on a proposal for a charge and name change for the Digital Resources Committee to the Networked Resources and Metadata Committee. McGarry thanked Kovacic for keeping CCS Exec up to date. Kovacic noted that she is now on the Nominating Committee and would welcome suggestions by July 17.
2.4 AACR2-e Update (Don Chatham)
Chatham introduced Mary Huchting, replacing David Epstein as Managing Editor, and Loretta Johnson, a practicing cataloger working with ALA Editions to assure the product is effective. The product is complete except for the opening screens. Plans for the opening screens are for the display of four directional buttons: to AACR2-e; about the product; quickstart tips; and a list of amendments through 1997. Chatham acknowledged the importance of putting the index in the file, noting that the index as well as the table of contents is fully linked and searchable. There will be several demo opportunities at ALA. Comments from JSC are due by July 7. Chatham noted that they hope to get the product out in August. CCS Exec asked when the print version would be available. Johnson replied that since the print version is based on the SGML file and changes must be done by hand, that it will need to go back to JSC for review. The print paperback will cost $55. There will not be a looseleaf version. The print version will incorporate the amendments through 1997. It was noted that non-Roman characters will display as true type fonts, which come with the file, but they will not be searchable. LC is the only licensee so far, and plans are to incorporate AACR2-e in Catalogers' Desktop by the last quarter of 1998. There will be some base price changes to the product. The web version of Catalogers' Desktop will not include AACR2-e until a new agreement is worked out with ALA Editions.
Schottlaender summarized the work of JSC on AACR2-e. They are now reviewing whether the requested revisions were made. He noted that with the addition of the index, there will be an additional review. They expect to complete this by July 6. Schottlaender hoped that in the future updates to AACR would be more rapid than the current triennial cycle.
2.5 ALCTS Board of Directors Update (Dorothy McGarry)
McGarry reported on the highlights of the meeting:
- the job description for the ALCTS Deputy Executive Director has been revised and distributed
- any committee wanting an electronic discussion list should notify the ALCTS Office
- membership has stopped its sharp decline but is still falling
- ALCTS membership now stands at 5,052 with 71 standing committees
- suggestions for the Intellectual Freedom Anniversary Honor Roll should be submitted before 2:00pm Tuesday
- there was discussion on sectional representation to division-level committees; there was some consideration about which committees need a representative to report back to the section
- members should be aware of the current issue of ALA association with groups which do not share ALA's social policy
- Freedom to Read Foundation is considering 20 cases of censorship
McGarry encouraged members to read the Board minutes. Schellinger thanked CCS Exec for its feedback on the ALCTS strategic planning process.
III. THIRD SESSION 6/30/98 8:30am-12:30pm
ATTENDANCE
Dorothy McGarry, Chair
Bruce Johnson, Past Chair
Susanne Glass, Secretary
Paul J. Weiss, Vice-Chair/Chair-Elect
Laurel Jizba, Member-at-Large
Cynthia Whitacre, Member-at-Large
Joan Swanekamp, Member-at-Large
Michael Kaplan, Member-at-Large
Bernard Karon, Ex-officio, CCS rep to ALCTS Budget & Finance Comm.
Merry Schellinger, Ex-officio, Chair, PRC
Absent:
Sherry Kelley, Member-at-Large (excused)
Guests:
Gregory New, LC
Diane Dates Casey, SAC Chair
Jay Lambrecht, CCS Exec Vice-Chair/Chair-Elect Elect
Tony Olson, CCS rep to Publ. Comm.
Bill Garrison, CCS rep to ALCTS Membership Comm.
Mary Dabney Wilson, CCS Exec Member-at-Large Elect
Julianne Beall, LC
John Mitchell, Chair, Task Force on a Forum on Natural History Cataloging Issues
Mary Charles Lasater, CCS rep to RUSA-MOUSS Catalog Use Comm.
Dan Kinney, Chair, CC:DA Chair; CCS rep to ALCTS Program Comm.
Brian Schottlaender, ALA rep to JSC
Dale Swensen, ALCTS Newsletter Editor
Melinda Flannery, CCS rep to ALCTS Planning Comm.
3.1 Welcome.
3.2 Introductions.
3.3 Report of the Representative to the ALCTS Program Committee (Dan Kinney)
Kinney gave an update on programs, noting the new proposals by SAC (Oh Say Can You See...) and PRC (Cataloging and Classification Research). He reported that guidelines will come out soon on speaker expenses.
3.4 Report of the Chair of the Committee on Cataloging: Description and Access (Dan Kinney)
Kinney reported that CC:DA membership has increased to include representatives from the Program for Cooperative Cataloging (PCC) and the ALCTS Digital Resources Committee. CC:DA took no action at this time on a CONSER proposal regarding ongoing bibliographic entities. CC:DA approved two documents: an LC suggestion on computer disks and computer optical disks; and the Canadian Committee on Cataloguing addition to the rules. The Task Force on Harmonization of the ISBD(ER) and AACR2 and the Task Force on Rule 0.24 are making progress. The Task Force on Metadata and the Cataloging Rules presented a final report, and two new task forces dealing with metadata are being created. Kinney noted that CC:DA's joint meeting with MARBI was successful and they would like to continue this.
3.5 Report of the ALCTS Newsletter Editor (Dale Swensen)
Swenson reported that the first web newsletter is scheduled before ALA Midwinter. The frequency will be the same as the paper and the turnaround time should be a little shorter. ALCTS will be the first Division to have totally electronic newsletters. New issues will be archived electronically, but not the older paper ones.
3.6 Report of the Subject Analysis Committee (Diane Dates Casey)
SAC has received the revised manuscript for the Guidelines on Subject Access to Individual Works of Fiction. Casey reviewed the progress of the Subcommittee on Metadata and Classification. They plan to evaluate websites using classificatory frameworks and recognize those using them effectively. The Subcommittee on Metadata and Subject Analysis plans to develop suggestions to define the subject field (data element 3) of the Dublin Core and will bring these to CCS Exec at Midwinter for approval. The Subcommittee on Form Headings/Subdivisions Implementation will present an educational forum on using form subdivisions at Midwinter.
3.7 Report of the Chair of the Policy and Research Committee (Merry Schellinger)
Schellinger reported on PRC's work with CCS Exec in responding to the ALCTS Planning Committee strategic planning documents; the continuing evaluation of research topics; and the status of recommended changes to the committee's charge. There was discussion on how PRC might work with PCC on research on core-level records. There was also discussion on the upcoming recommendation that a Division-level committee member can serve both as a Chair and as a section representative and how this would impact on workload issues and conflict of interest. McGarry thanked Schellinger for her work on the responses to the strategic planning documents.
3.8 ALCTS Board of Directors Update (Dorothy McGarry)
McGarry summarized highlights from the Board meeting noting the following items of interest. The ALCTS Planning Committee strategic plan will undergo another draft and be finalized at Midwinter. Annual reports are due the third week in July for the newsletter. ALCTS asked Chairs to encourage section members to apply for attendance at international meetings other than IFLA conferences. Some funds will be set aside for such meetings. **McGarry will write a short report for the newsletter and a fuller report for the committee and the ALCTS Office.
3.9 Report of the CCS representative to the ALCTS Planning Committee (Melinda Flannery)
The Committee has been incorporating comments on the strategic plan and Flannery thanked CCS Exec for its responses. She noted that many want the plan to include details down to the Section level, but the Committee has decided not to do that. They will stop at the mission content level and allow this to be a springboard for Sections to develop their own plans. Work will be completed by August 31 and will be made available on the website and in AN2.
3.10 Report of the Representative to the ALCTS Publications Committee (Tony Olson)
Two CCS publications are in the pipeline. The papers from the Pre-Conference What in the World ... will be published as a volume of the ALCTS papers series and may be ready in a few months. The manuscript for Guidelines on Subject Access to Individual Works of Fiction has been sent to the SAC reviewers and can hopefully be forwarded to CSS Exec by October 1. If CCS Exec approves before Midwinter, it will be sent on to the ALCTS Board. Olson noted that the headings are in machine-readable form and could be incorporated into Catalogers' Desktop if copyright and licensing issues can be resolved. **Olson will investigate this.
The ALCTS publishing procedures are being rewritten and will be ready by Midwinter. Changes will be mainly cosmetic but will include clarification on electronic publishing. In the meantime a link will be added from the CCS website to the current procedures.
Olson clarified that CCS Exec does not need to approve publication proposals but it does need to know about them. In practice CCS Exec has been approving proposals. Olson reported he continues to make presentations to committees about the publication process and guidelines.
Olson reported on movement toward clarifying ALCTS' electronic publishing practices. Plans are to have two tiers of publishing: (1) official, peer-reviewed publications (paper and electronic) and (2) postings to ALCTS websites, which will be considered temporary and may be removed. Karen Muller currently does some screening. Olson cautioned that mounting a document on the web may preclude it from being published later. Minutes and other documents may fall into a third category.
3.11 Report of the Chair of the Task Force on a Forum on Natural History Cataloging Issues (John Mitchell)
Mitchell presented a final report on the Forum, including a summary of outcomes and lessons learned. He recommended that the report be sent to a number of designated internal and external organizations. He will check with the ALCTS Office to see if this is permissible. Other alternatives include distribution via email to encourage follow-up meetings with the organizations. *Johnson moved to distribute the report to internal and external groups as mentioned in the final report. Swanekamp seconded. The motion passed. **McGarry will take the motion to the ALCTS Board for approval. **Mitchell will provide Muller with a cover letter to explain why the report is being distributed. *Weiss moved that the task force be discharged with great thanks. Whitacre seconded. The motion passed.
3.12 Report on the 1998 programs, preconferences, and institutes
Dan Kinney reported that 146 people attended the CC:DA/CCS Summary Program. Diane Dates Casey reported that more than 275 people attended the SAC program. Whitacre reported that the CC:AAM program had over 175 attendees, with some from outside cataloging.
3.13 Report of the Representative to the Joint Steering Committee for Revision of AACR (Brian Schottlaender)
JSC has been focusing its activities on follow-up to the Toronto Conference. On the issue of seriality, they have asked CONSER to recommend rule changes. Four sub-task groups will have their reports to the Review Task Force at Midwinter. These reports will be reviewed and merged to form a sense of the direction of the proposals. The task of formulating revisions of the rules will go to individuals, not groups. The PCC would also like to receive comments from outside the serials community.
JSC has received a draft analysis of the entity relationship modeling from Tom Delsey and will send a copy of the recommendations to CC:DA. JSC is now brainstorming on their ideas of the principles for the first 13 chapters of the AACR. If the code is taken apart and put back together, there is the possibility that the organization will be by area of the descriptive record, rather than by format.
Schottlaender reported on other documents under discussion, including the interim proposal for computer and computer optical disks, and the electronic resources GMD. He also noted that JSC will be selecting a new Chair since Ralph Manning's term as Chair and member is ending.
3.14 Report on the LRTS Editorial Board (Jay Lambrecht, CCS LRTS Assistant Editor)
LRTS will be caught up with its publication schedule by January 1999. The "Year's Work..." will become Current Trends. Lambrecht reported that the number of submissions remains low and that cataloging is the topic of most. He noted that 2/3 of ALCTS members subscribe to AN2. LRTS will have a box to alert readers to the ALCTS online newsletter. Editor Jennifer Younger is asking for feedback from the sections on how they like the publication, what can be done to improve it and how they can increase the number of submissions.
3.15 Report of the Representative to the ALCTS Membership Committee (Bill Garrison)
Garrison reported that during the past year ALCTS has had a drop of only 56 members. CCS membership has dropped by 32 to 2478 as of May 1998. The Committee has been sending out letters of welcome and this year began mailings to those who have dropped membership. There will be more targetted mailings to areas close to the conferences. The booth at the PLA convention was not successful and won't be repeated. The membership survey is still on hold. They are asking committees, etc. to identify new members (e.g., with ribbons).
3.16 Report of the Representative to the ALCTS Budget and Finance Committee (Bernard Karon)
Karon reported there is a surplus of several thousand dollars due to successful Institutes and Conferences. The budget is now close to half a million dollars. Monies taken from the endowment fund have now been replaced. New Initiative money is still available. Karon discussed the issue of co-sponsorship and how different groups may have varying definitions of what is successful.
3.17 Report of the Committee on Education, Training, and Recruitment for Cataloging
Johnson presented additional information to a written report submitted by Ingrid Mifflin as Acting Chair of CETRC. CETRC hopes to have revised documents to CCS Exec by fall. There was discussion on the pilot mentoring project. CCS Exec has not yet seen the recruiting/mentoring guidelines.
There was some concern about Discussion Groups having pseudo-programs, especially at Midwinter when programs are not permitted. Sometimes panels or speakers are the focus of the meetings, rather than the meetings being real discussions.
3.18 New business
Weiss led a discussion on CCS Exec meeting times. **Weiss will try for an earlier Friday meeting time. There was discussion on the effectiveness on the Sunday joint meetings. **Weiss will ask for separate meeting space.
EXECUTIVE SESSION
3.19 Thanks to Whittlesey
*Weiss moved that CCS Exec commend Karen Whittlesey for her tenure in the ALCTS Office and express our appreciation for her service, dedication and professionalism as the ALCTS Deputy Executive Director. Whitacre seconded. The motion passed.
3.20 CCS membership changes
McGarry thanked the four members going off CCS Exec, Bruce Johnson, Susanne Glass, Joan Swanekamp and Merry Schellinger, and expressed her appreciation for the work they have done.
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