HomeMidwinter Meeting 2002
M I N U T E S
CCS Executive Committee
2002 Midwinter Meeting in New Orleans, LA
January 18-22, 2002
First Session 1/18/02 8:00-10:00 PM
Members
Martha Yee, Chair
Bill Garrison, Past Chair
Mary Dabney Wilson, Vice-Chair/Chair-Elect
Matthew Beacom, Member-at-large
Adam Schiff, Member-at-large
Sara Shatford Layne, Member-at-large
Carol Hixson, Member-at-large
Verna Urbanski, Member-at-large
Marty Kurth, Secretary
Guests
Mary Larsgaard, CCS rep to ALCTS Program Committee
Alan Grosenheider, CC:AAM Chair
Beth Jedlicka, PRC Chair
David Miller, SAC Chair
Joan Swanekamp, Margaret Mann Citation Committee Chair
Charles Wilt, ALCTS Executive Director
Jessica MacPhail, Decimal Classification Editorial Policy Committee rep
1.1 Introductions
Members and guests introduced themselves to the committee.
1.2 Approval of minutes
Minutes for the 2001 Annual Conference sessions were approved with corrections from Mary Dabney Wilson and Adam Schiff. Marty Kurth will send the corrected minutes to Julie Reese in the ALCTS Office for posting to the CCS web page.
1.3 Announcements
There were no announcements.
1.4 Chair Report
1.4.2 Strategic Planning/Tactical Planning Session
Martha Yee and the Executive Committee worked through suggested changes to the ALCTS Strategic and Tactical Plan as outlined in a document prepared by Martha prior to the meeting. The Executive Committee agreed to leave the action item for the preconference on metadata in 2.1.15. The Executive Committee recommended modifying Goal 1/Objective 1 or Goal 1/Objective 2 to accommodate developing new standards, which did not seem to fit in either objective. The Executive Committee recommended either (1) moving 1.3.1, which deals with distribution of NISO standards, from the objective on international standards to a better location or (2) clarifying the NISO/ISO relationship in the action item. The Executive Committee agreed to investigate further how best to approach 3.3.14 and 3.3.15, which address series and name authorities workshops or institutes respectively, tentatively agreeing to move the name authorities session to 2004 Annual and the series authorities session to 2005 Annual, while considering whether to pursue these sessions as preconferences. The Executive Committee agreed to add as 3.5.2 an Annual 2003 action item for SAC/PCC to develop a suite of subject analysis training materials following the SCCTP model. The Executive Committee agreed to add under Goal 2/Objective 1 a new SAC action item to hold a program for Annual 2003 on developing the subject analysis curriculum. Finally, the Executive Committee agreed to (1) change the 3.3.11 action item (3.3.9 on the 11/01 version) from an institute or preconference on integrating resources to a program on integrating resources and (2) to remove the 3.3.16 action item regarding an institute or preconference on AACR2 Revised Chapter 9.
1.5 Past Chair report
Bill Garrison reported that he and Martha Yee had drafted a new charge for the CCS Policy & Research Committee and that he was completing his Annual 2001 report on activities.
1.6 2002 Programs, preconferences, institutes
1.6.1 Map preconference
Mary Larsgaard reported that planning for the map cataloging preconference is on schedule.
1.6.2 Year of the Horse: Next Phase in Pinyin Conversion (program)
Alan Grosenheider reported that speakers have been confirmed for the program.
1.7 2003 Program planning
1.7.1 Preconference on Metadata
Mary Larsgaard reported that the planning committee is pursuing an international faculty for the preconference. The Canadian Library Association will co-sponsor.
1.7.2 Preconference on Dewey 22
David Miller and Jessica MacPhail reported that the program proposal is moving forward. Speakers have been identified and the planning committee will try to add a Canadian speaker and pursue PLA as a co-sponsor. Joan Swanekamp recommended involving Toronto Public Library in the program in some way.
1.8 Change to charge of Policy and Research Committee
Bill Garrison reported on the history of the PRC*s review of committee and discussion group charges and the reasons behind amending the PRC charge.
*Verna Urbanski moved to adopt the revised charge and Carol Hixson seconded. The Executive Committee approved the motion to adopt unanimously. Martha will bring the recommended charge to the ALCTS Board.
Executive Session
1.9 Margaret Mann Citation Committee report
Joan Swanekamp reported that the Mann Citation Committee was pleased to award the 2002 Margaret Mann Citation to Jean Hirons.
1.10 IFLA Funding requests
The Executive Committee discussed IFLA appointments and funding requests.
1.11 ALCTS/CCS Appointments
The Executive Committee discussed CCS committee appointments.
Second Session 1/20/02 9:30-11:00 AM
Attendance:
Martha Yee, Chair
Bill Garrison, Past Chair
Mary Dabney Wilson, Vice-Chair/Chair-Elect
Matthew Beacom, Member-at-large
Adam Schiff, Member-at-large
Sara Shatford Layne, Member-at-large
Carol Hixson, Member-at-large
Verna Urbanski, Member-at-large
Marty Kurth, Secretary
Guests
Mary Larsgaard, CCS rep to ALCTS Program Committee
Bill Robnett, ALCTS President
Olivia M.A. Madison, ALCTS President-Elect
Lynn Silipigni Connaway, LRTS Editorial Board
Mark Watson, CCS Nominating Committee Chair
John Attig, guest
2.1 Introductions
Members and guests introduced themselves.
2.2 Announcements
Bill Garrison reported that the Policy and Research Committee had concerns regarding their revised charge, which they plan to address at Annual 2002. Martha Yee reported that a PC with Internet access and a printer is available at the ALCTS table at the ALA conference office.
2.3 Program Committee
Mary Larsgaard reported that ALCTS will be holding a map cataloging preconference, a disaster planning preconference, and 11 programs at Annual 2002. Regarding the Annual 2003 preconference on metadata, the CLA Executive Director is serving on the planning committee, the planning committee is pursuing Canadian speakers, and CLS is willing to co-sponsor the preconference. The Dewey 22 preconference is also moving forward.
Regarding Annual 2003 in Toronto, the Executive Committee expressed interest in coordinating cataloging-related conference events with CLA, for example, pursuing joint meetings of the Canadian Committee on Cataloging with CC:DA and/or MARBI as well as joint social events. The Executive Committee agreed to encourage CCS committees to pursue programs, for example, on multilingual thesauri, that could be coordinated with CLA. Martha Yee will contact John Byrum, the ALCTS representative to the ALA 2003 Conference Planning Committee, regarding coordinating CCS events with CLA.
2.4 LRTS Editorial Board
Lynn Connaway reported that the LRTS Board has reinstated the *Recent Work in . . .* series, is soliciting authors for the first article in the series, and will confirm content for the article at the board*s Midwinter 2002 meeting. Submissions to LRTS are low. The January 2002 issue will be six weeks late as a result. There are currently no accepted manuscripts for the March 2002 issue. Two manuscripts are under review for March. The LRTS Board will strategize at Midwinter 2002 about increasing submissions. Ideas include soliciting submissions from presenters at the LRRT library research seminars. The Executive Committee suggested contacting the Cataloging and Classification Research Discussion Group for submissions, contacting practitioners at faculty-status institutions to stimulate interest in LRTS, soliciting guest editors for theme issues, sponsoring a continuing education workshop or program on publication and research, tracking Midwinter presentations for ideas, and generally adopting a more proactive approach to soliciting submissions.
2.5 ALA/ALCTS Representative to the Joint Steering Committee for the Revision of AACR2 report
Matthew Beacom reported that the move to an annually-updated, looseleaf print format for AACR2 is progressing. Issues regarding page format, pagination, subscription approach, and naming remain. The JSC will continue to address its strategic plan at its May 2002 meeting, with topics to include marketing the online AACR. The Format Variation Working Group will be presenting an interim progress report to JSC for action at the May 2002 meeting. The working group is also working on longer range issues including a database to test multiple version issues and ideas.
2.6 Chair report
Regarding the strategic plan action items for a name authorities and a series authorities workshop or institute, Martha Yee identified the need for the Executive Committee to charge a task force to pursue these sessions. The Executive Committee agreed to discuss the task force*s charge via email following Midwinter 2002.
Martha*s report also covered the reauthorization of LSTA, the ALA position on CIPA, an ALA challenge to the Patriot*s Act, implications of ALA establishing a 501(c)(6) organization to administer a librarian certification program, efforts to track information that was removed from government websites as a result of the September 11 attacks, recoverability of expenses incurred by libraries as a result of FBI investigations, and the availability of the Core Competencies Task Force report on the Web.
Olivia Madison reported that Midwinter Meeting schedule changes were unlikely to occur at the ALA level; however, the ALCTS Board is pursuing moving its final meeting of the conference to 11 on Tuesday to make it easier for board members to leave on Tuesday. The ALCTS Board is asking section executive committees to adjust their schedules to complete their business by Tuesday at 11. The only change planned by the ALCTS Board for Annual 2002 is to shorten their Tuesday meeting to 2-4. The Executive Committee discussed ways to accommodate the ALCTS Board*s plans. Ideas included shortening our Tuesday meeting to 8-10 and adding a Monday afternoon meeting from 4:30-6 or 5-6. Adding reporting times to Executive Committee agendas would facilitate good time management during meetings. The Executive Committee also discussed clarifying expectations regarding committee chair reporting in order to keep reports brief, while still acknowledging the importance of personal contact among committee chairs and the Executive Committee.
2.8 Nominating Committee report
Mark Wilson distributed the slate of candidates for the 2002 CCS ballot. Mark reported on the process the Nominating Committee used and said he was pleased with the outcome of the committee*s work.
Third Session 1/22/02 8:30-12:30
Attendance:
Martha Yee, Chair
Bill Garrison, Past Chair
Mary Dabney Wilson, Vice-Chair/Chair-Elect
Matthew Beacom, Member-at-large
Adam Schiff, Member-at-large
Sara Shatford Layne, Member-at-large
Verna Urbanski, Member-at-large
Marty Kurth, Secretary
Guests
David Miller, SAC Chair
Kristin Lindlan, CC:DA Chair
Martha Mason, CCS Heads of Cataloging Discussion Group
Rachel Wadham, CCS Cataloging Norms Discussion Group
Daniel Kinney, ALCTS Publications Committee
John Mitchell, ALCTS Organizations and Bylaws Committee
Tony Olson, ALCTS Membership Committee
Shannon Hoffman, LITA/ALCTS Authority Control Interest Group
Alan Grosenheider, CC:AAM Chair
Dorothy McGarry, guest
3.1 Introductions
Members and guests introduced themselves.
3.2 Announcements
The Executive Committee reaffirmed its interest in partnering with CLA librarians in planning conference programs for Annual 2003 in Toronto.
3.3 CCS Committees
3.3.1 CC:AAM
Alan Grosenheider reported that CC:AAM received reports from area studies groups, OCLC, and RLG regarding the pinyin implementation. The discussion of new and changed subject headings is going smoothly. The committee charged a task force to review the use of the term *Oriental* in AACR and make a recommendation to CC:DA.
LC CPSO proposed to CC:AAM two changes to Chinese romanization guidelines, the first of which would be easy to implement via an automated conversion, while the second would require manual changes as problems were encountered. CC:AAM approved these changes. The Executive Committee pointed to the requirement that official communications from CCS committees to non-ALA bodies, including LC CPSO, must go through the CCS Executive Committee and the ALCTS Board for approval. Such approval can be obtained via email on short notice.
Alan expressed the concern of CC:AAM that conflicting information regarding Midwinter meeting times affected CC:AAM attendance. Martha will express CCS concerns regarding meeting-time publicity to Charles Wilt, ALCTS Executive Director.
3.3.2 SAC
David Miller reported that the 2003 preconference on Dewey 22 had been approved. He said the attendance limit was currently set at 125 and asked whether the Executive Committee thought it should be increased. The Executive Committee recommended that David ask Charles Wilt for input because the ALCTS Office tracks past preconference participation.
David reported that Gary Strawn made a presentation to SAC on the features of his Cataloger*s Toolkit for Voyager, which includes tools to provide automated support for classification. The meeting was well attended and included 42 visitors. David reported that there was no Ethernet connection in the room although SAC had requested one.
The Subject Reference Structures in Automated Systems Subcommittee will complete a best-practices document by Annual 2002. The Fiction Guidelines Subcommittee is seeking to define its scope of work. They are planning a program for Annual 2003.
The Subject Training Materials Subcommittee has a new chair, Lori Robare, who is also a member of the PCC task force collaborating on this effort. The subcommittee is beginning its work by drafting an outline of topics and identifying an audience for their materials. The subcommittee will share a listserv and website with the PCC group and will hold joint meetings with the PCC group. The subcommittee will roll out one module by Annual 2003. David asked for advice regarding kickoff events for Annual 2003. Bill Garrison, who is serving on the subcommittee, said that the type of kickoff event will depend on which module the subcommittee will roll out first. The subcommittee is leaning toward a workshop or program.
David asked, with regard to the LC Action Plan, whether SAC should form a successor to the Subcommittee on Metadata and Subject Analysis now even though its role in the LC plan is still unclear. SAC was encouraged to do so.
David reported that SAC is currently seeking a member from a public library.
3.3.3 CC:DA
Kristin Lindlan was pleased to report that the room setups for CC:DA were what the committee had requested. Kristin reported that the ALCTS list of CC:DA task forces is incomplete. The committee is reviewing its list of representatives because some positions have been vacant for a long time. The committee is expecting some LC Action Plan assignments to come to it through JSC. CC:DA is co-sponsoring a program on integrating resources for Annual 2002. A CC:DA/MARBI joint meeting is in doubt, but is still being discussed. The joint meeting would be used to discuss future programming and Tom Delsey*s analysis of AACR/MARC with regard to the FRBR. CC:DA is forming a new task force, chaired by John Attig, to pursue consistency across part one of AACR. The committee is sending a letter to ALA Publications identifying its concerns regarding the publication format of AACR. CC:DA is reviewing ISBD(CR) and Chapter 12 proposals. The committee has withdrawn several proposals not approved by JSC and has approved the report from the Task Force on ONIX International.
The Task Force on an Appendix of Major and Minor Changes is on hold. The Task Force on Specific Characteristics of Electronic Resources is waiting for JSC responses regarding consistency. CC:DA approved the Task Force on ISO Harmonization report and is forwarding it to JSC. The Task Force on Uniform Resource Identifiers and AACR2 is expecting rule revision proposals after this conference. These will be widely disseminated.
CC:DA discussed *How to Submit a Rule Revision Proposal* and *CC:DA Procedures* and will continue to revise them. The committee returned a proposal to the ALCTS Media Resources Committee with suggestions for revision.
3.4 Discussion Group Reports
3.4.1 LITA/ALCTS CCS Authority Control Interest Group
Shannon Hoffman reported that ACIG*s Midwinter session was successful. It included discussions of selling authority control to administrators, art heading changes, and an LC report. ACIG is co-sponsoring an Annual 2002 program on e-resource interoperability.
3.4.4 Heads of Cataloging
Martha Mason reported that the discussion group*s session addressed cataloging training in library schools as well as cataloging training offered outside of the library school setting. Martha Yee responded that the ALCTS Education Committee is actively pursuing continuing education offerings. Mary Dabney Wilson observed that offering a clearinghouse for cataloging training opportunities would fall within CETRC*s charge.
3.4.6 Cataloging Norms
Rachel Wadham reported that the discussion group*s session addressed the NISO draft standard on administrative metadata, research on a thesaurus of resource identifier types, and changes in the integrating resources chapter of AACR. Arlene Taylor*s research on resource identifier types will be completed by Annual 2002, so the discussion group plans to revisit it.
3.5 CCS Reprsentatives to ALCTS committees reports
3.5.1 Budget & Finance
Sara Shatford Layne reported that 2001 membership revenues were up 2.6%. The lack of continuing education revenue is a concern. The 2001 preconference on acquisitions lost $2500. New directions for continuing education include offering half-day or full-day workshops at Midwinter and contracting with local providers to offer continuing education at conferences. The fee for the Dewey 22 preconference will be in the $150 to $200 range and the fee for the metadata preconference is expected to be about $425 because it is a two-day event with high AV and tech support costs.
The ALCTS Office is planning to change the budget information for preconferences in the ALCTS manual to make it more accessible. ALCTS has budgeted $4000 per year for new initiatives. The deadline is in October for the following year. Budget & Finance recommended funding two proposals: converting the North American Title Count to Web access available by subscription and securing a consultant to conduct a visioning exercise with CMDS. These recommendations will go to the ALCTS Board. Martha Yee suggested that the SAC training materials subcommittee apply for training support for its initiatives and that CCS groups like CETRC be alerted to the availability of new-initiatives funding to support their work.
3.5.2 Membership
Tony Olson reported that the ALCTS Office has new procedures regarding membership. ALCTS is discontinuing the practice in which section representatives sent welcome letters to new members. The ALCTS Office will send welcome packets instead. There are two versions of the packets, one for librarians, the other for support staff. New membership initiatives include a membership survey and a test of ALCTS products with logos on them. Ninety new support staff members have joined either ALCTS or RUSA as part of the support staff membership initiative. Tony reported that ALA is reporting membership statistics after a long hiatus. As of 8/00, there were 2356 CCS new or renewing members. As of 8/01, there were 2340 new or renewing CCS members. As of 8/00, 372 former members had dropped CCS membership. As of 8/01, 308 former members had dropped CCS membership. As of 8/00, ALCTS had 4800 new or renewing members. As of 8/01, ALCTS had 4700 new or renewing members. The call for volunteers to work in the ALCTS booth at Annual 2002 will go out at the usual time. Tony encouraged Executive Committee members to volunteer for an hour or two in the booth.
3.5.3 Organization & Bylaws
John Mitchell inquired about the expected revision to the Executive Committee*s charge. Executive Committee members reported that the revision had been completed after Annual 2001, but, because of a communications misfire, the ALCTS Board did not receive and consider the revision, so the Executive Committee will resubmit the revised charge to the ALCTS Board discussion list and will copy the ALCTS Office.
John asked what action CCS had taken with regard to formalizing the committee review process. The Executive Committee responded that the charge of the CCS Policy and Research Committee was under revision to include committee review language and that the PRC was working on timelines for committee review. John reported that O&B encourages the committee under review to participate fully in the review process. He added that the review does not need to be a negative or threatening process. John requested a report from CCS to O&B regarding CCS progress on committee reviews. The Executive Committee responded that the PRC should have something to report regarding review timelines by Annual 2002.
John reported that he will be rotating off O&B, so CCS will need to consider replacing him.
John reported O&B concerns regarding policy and procedures for selecting the CC:DA Chair. CC:DA is revising its procedures and will bring the revisions to the Executive Committee before Annual 2002.
3.5.4 Publications Committee
Dan Kinney had to leave before the Executive Committee could hear his report, so he will submit a written report. Bill Garrison reported that the papers from the recent metadata preconference are now available.
3.7 Chair Report
3.7.1 ALCTS Board of Directors
Martha Yee reported that ALA revenues are down 4%, but expenses are down 20%. There is general support for 501(c)(6) status for ALA; the status change would require a bylaws change. ALA Council discussed a draft interpretation of the Library Bill of Rights.
The ALCTS Education Committee has identified eight areas in which continuing education is needed: subscription management, integration of e-journals, EAD training, collection maintenance, integrating electronic resources in acquisitions, research data, revision to AACR2 Chapter 9, and revision to AACR2 Chapter 12. Bill Garrison suggested that CCS keep an eye on EAD training initiatives with regard to its interests in metadata. Martha Yee will report to the ALCTS Board on CCS continuing education planning. Martha will seek to clarify the relationship between the CETRC Chair and the ALCTS Education Committee or will request that a CCS member be appointed to the Education Committee.
Martha Yee reported that ALCTS needs to name a representative to the LC CIP Advisory Group. Sara Shatford Layne described the responsibilities involved and Verna Urbanski volunteered to serve as the ALCTS rep.
3.10 New business
Martha Yee raised the topic of the Laura Bush recruitment initiative. Bill Garrison recommended that we take no action right now because there is no actual legislation in support of the initiative.
Martha will inform the ALCTS Board of our preferences with regard to possible changes in the schedule of Executive Committee meetings.
As a last item of business, the Executive Committee reaffirmed its intent to work via email after Midwinter 2002 to charge a task force with developing a name authorities and a series authorities workshop, institute, or preconference.
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