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CCS 1997 Midwinter Meeting Minutes

Summary of Decisions, Discussions and Actions,
Annual Conference, Washington, D.C.
February 14-20, 1997

*=Motion or Action
**=Assignment

I. FIRST SESSION 2/14/97 8-11pm

ATTENDANCE

Bruce Johnson, Chair
Charles Simpson, Past Chair
Susanne Glass, Secretary
Dorothy McGarry, Vice-Chair/Chair-Elect
Laurel Jizba, Member-at-Large
John Riemer, Member-at-Large
Cynthia Whitacre, Member-at-Large
Joan Swanekamp, Member-at-Large
Paul Weiss, Member-at-Large
Bernard Karon, Ex-officio (Budget & Finance)
Merry Schellinger, Ex-officio (PRC)

Guests: and observers:

Gregory New, CCMC
Daniel Kinney, ALCTS Program Comm.
Diane Dates Casey, SAC Chair
Tony Olson, ALCTS Publication Comm.
Robert Boyer, ALCTS Rep to Cat. Needs of Public Libr.
Ingrid Mifflin
Pamela Bluh, SS Chair

1.1 Welcome.

1.2 Introductions.

1.3 Adoption of agenda (CCS/97/1/AGENDA)
*J. Riemer moved the agenda be adopted. The motion carried.

1.4 Approval of minutes (CCS/96/2/MINUTES)
The minutes were approved as corrected.

1.6.1 CCS Web Site (Susanne Glass)
Glass gave CCS Exec background information on the construction of the web site and encouraged CCS groups to fully utilize the site to facilitate business and disseminate information to other committees. She asked whether the CC:DA and SAC hot links on the ALCTS page should be dropped since the links are made within the CCS web site. The Chairs of CC:DA and SAC will take up this issue with their respective committees and report back to CCS Exec. on Tuesday morning. Glass noted that ALCTS Executive Director Karen Muller would like the site migrated to the ALA server as soon as possible. While CCS Exec is sympathetic to the concerns raised by Muller, members strongly endorse the continued direct control of the site by the CCS webmaster. CCS Exec urges the ALA webmaster establish an area on the ALA server to which the CCS webmaster will have ownership rights. CCS Exec also recommends that the official file on Mann Citation recipients reside on the CCS site and be maintained by CCS. Another issue centers around how material is archived and **Glass will contact Muller to find out what the policy is. Glass will send an announcement of the site to the ALCTS Newsletter and AN2.

1.6.2 AACR2e (Paul Weiss & Charles Simpson) (CCS/97/1/9)
Weiss and Simpson reviewed the background of efforts to communicate CCS Exec's concerns regarding the development and distribution of AACR2-e. The original letter of concern from CC:DA (and approved by ALCTS) received no response and eventually Karen Muller talked with ALA Editions and communicated some responses back to CCS Exec. CCS Exec has drafted a letter (approved by e-mail: 7 yes, 0 no, 1 abstaining, 1 not voting) to Elizabeth Martinez which will be forwarded to the ALCTS Board for action on Tuesday afternoon. McGarry raised concerns over the 6 month lead time to be given to third-party vendors and suggested this time be shorter since CCS Exec is encouraging the rapid distribution of the file. David Epstein from ALA Editions will attend the CCS Exec meeting on Saturday.

1.6.3 Other: The ALCTS Membership Committee is working on a membership survey, which should be ready prior to ALA Annual. The results of the survey will help ALCTS assess what it should be doing for its members and how it should plan for the future. CCS Exec has been invited to provide input to this survey. **Johnson will appoint a member of CCS Exec to coordinate CCS input. CCS has also been asked to provide advice to Carol Chamberlain regarding ALA conferences. **Johnson will appoint a member.

1.8 Report from CCS Nominating Committee (CCS/97/1/13)
A written report was received from the Chair.

1.9 Report of the LRTS Editorial Board/CCS LRTS Assistant Editor (Jay Lambrecht)
A written report will be presented on Tuesday.

1.11 1997 Programs, Preconferences, & Institutes (Daniel Kinney)
Kinney noted upcoming deadlines. He also noted that Barbara Ford has asked for programs on the theme of local touch/global reach.

1.11.7 Serials Section Program: At issue: defining seriality in an electronic world (Pamela Bluh)
The San Francisco program will address archiving, licensing, standards, practical aspects, and public service. The four other ALCTS sections will be co-sponsors in name only.

1.11.1 SAC Preconference: Demystifying subject cataloging in the electronic environment (Diane Dates Casey for Arlene Taylor)
The pre-conference is scheduled for June 26-27 and is targeted to catalogers, administration and reference. Topics will include resources, understanding LCSH, assigning subject headings to electronic resources and tools in subject authority work.

1.11.2 SAC Program: Everything you wanted to know about form/genre, but were afraid to ask (Diane Dates Casey)
The program will focus on analysis, access and display with applications for music, children's materials and electronic resources, and an update from LC on implementation.

1.11.6 CaLA Institute: Dewey (Diane Dates Casey)
Dates reported the program was a success and noted that though SAC was the sponsor the program was actually organized by OCLC and Forest Press in connection with the California Library Association.

1.11.3 CCMC Program: Dewey discovered: the new abridged edition (Gregory New)
New distributed a handout and noted he is trying to find a co-sponsor.

1.11.4 Chair's Program: Embracing the technological future (Ingrid Mifflin)
Co-sponsored with CETRC, the program will highlight technical services and new challenges; tools for the future; a vision of technical services in the next 3-5 years; organizing information outside traditional library ways; training a new generation of catalogers; the role of bibliographic utilities; views from the field; and continuing education within regional and consortia networks. The June 28 program was suggested by CCS Chair Johnson.

1.11.5 Interactive Media Institute: Interactive multimedia cataloging & the Guidelines for bibliographic description... (Laurel Jizba for Richard Harwood)
*Jizba reported the institute was a success and moved that the task force be discharged. McGarry amended the motion to acknowledge CCS Exec thanks for their excellent work. The motion carried.

1.11.8 ALCTS Meta Access TF Workshop (CCS/97/1/11)
Jennifer Younger is asking for assistance with the workshop planning. CCS Exec agreed that the CCS representative should be from CC:DA. **Swanekamp will poll CC:DA for a volunteer.

1.12 1998 Program Planning (Dorothy McGarry)
CC:AAM is considering actively co-sponsoring a program on issues related to the conversion from Wade-Giles to Pinyin romanization. They will report back to CCS Exec on Tuesday. McGarry also suggested a program on the implications of changing cataloging rules, which could build on the upcoming JSC Toronto program and the Functional Requirements for Bibliographic Records. **Swanekamp will take the idea to CC:DA for discussion.

1.10.1 Cataloging Correctly for Kids
Revisors have met the 20% change required by ALA Editions for re-publication and the manuscript is ready for submission. Johnson signed the approval.

1.10.2 Building International Descriptive Cataloging Standards ... (Joan Swanekamp) (CCS/97/1/1)
ALCTS rejected a proposal to publish stating it was too expensive, the distribution plans were unclear and it already appears on the ALA web site. A suggestion was made to publish as part of the ALCTS Newsletter and to send out as a letter in an effort to reach non-library organizations. Simpson noted that any letter stating policy must be approved by ALCTS. **Karon will see if there is money to send out a letter. **Swanekamp will let him know the projected quantity - Johnson will also need this information for the ALCTS Board. **Johnson will pursue with the ALCTS Board distribution as a letter and inclusion in the ALCTS Newsletter.

1.10.3 How to Submit a Rule Change (Joan Swanekamp & Paul Weiss)
**Members should send Weiss suggestions for revisions by February 28. **Weiss will compile and send on to Swanekamp. The document will then be distributed through the ALCTS Newsletter.

1.10.4 A Manual of European Languages for Librarians
After ALA Editions rejected publishing a reprint, Margaret Rohdy pursued a revision with Bowker. Since this is no longer a CCS project, it will be removed from the agenda and Rohdy is welcome to report back when it is complete.

1.13 Relationships of the CCS Policy and Research Committee (Marry Schellinger) (CCS/97/1/6)
Deferred until Tuesday meeting.

1.14 Recommendations for Improving Committee Effectiveness (Paul Weiss) (CCS/97/1/7-8)
Deferred until Tuesday meeting.

EXECUTIVE SESSION

1.15 Request for Funding to Attend IFLA, 1997 (Copenhagen) (CCS/97/1/2-5,10)
CCS Exec. discussed the applications and made recommendations which will be forwarded to ALCTS IRC. There was discussion on why there is not more funding and **Karon will take this concern to Budget and Finance.

1.16 ALCTS/CCS Nominations/Appointments (Dorothy McGarry)
Discussed and agreed to several appointments.

II. SECOND SESSION 2/16/97 11:30am-12:30pm

ATTENDANCE

Absent:
Bernard Karon, Ex-officio (Budget & Finance)

Guests:
David Epstein, ALA Publishing
Ellen Kovacic, O&B rep
Tim Carstens, CETRC
Carol Chamberlain, ALCTS President
Don Chatham, ALA Publishing

2.1 Welcome

2.2 Introductions

2.3 ALCTS Board of Directors Update (Bruce Johnson)
David Epstein updated group on AACR2e. The ALCTS Office reports that work has begun on a web site for LRTS and the ALCTS Newsletter; new membership brochures and guides are in the works. NISO rep Carlen Ruschoff reports that the ALCTS groups are giving her good feedback and that the recommendations are being incorporated. Three slots are now open on the NISO Standards Development Committee (Nolan Pope, Chair) and they are looking for someone with in depth familiarity with online system development. ALA Councilor Alex Bloss reported on the Hawaii contracting controversy and said he would like some direction from the ALCTS Board - the Council sees its role as one of educating parties so that good decisions can be made. Johnson has a copy of the report from the ALA Task Force on Structure Revision; members can request a copy from him.

Johnson distributed documents from Padway and Schellinger for discussion on Tuesday.

2.4 CETRC Letters (Tim Carstens)
Carsten reviewed the status of several projects on the development of guidelines for suggested knowledge and skills needed for entry-level catalogers. CETRC has been working on Knowledge and Skills of Entry Level Catalogers: A Guide to Study Advising, a position paper soon to be completed and ready for CCS Exec approval and subsequent action from the ALCTS Executive Board. CCS previously approved a CETRC letter regarding these skills, which then went to library schools for comments. The letter has been revised and will be forwarded to Johnson for CCS Exec to review. If approved the letter will be distributed to AN2, the ALCTS Newsletter, CCS web site, Journal for Library and Information Science Education (Visible College Column) and other appropriate distribution points. CETRC is also in the process of drafting a second letter encouraging library school faculty and cataloging practitioners to participate in a cataloging mentorship project. CETRC is drafting a fact sheet about the program and a set of responsibility guidelines for mentors. They plan to start small with a few library schools. **CCS Exec can send suggestions on whom to contact to Carstens at carstens@wcu.edu. The main target for the program will be those already in library school.

2.4.5 Report of the Representative to the ALCTS Organization & Bylaws Committee (Ellen Siegel Kovacic) (CCS/96/2/2/Response)
Kovacic distributed a task force preliminary report on definitions of representatives and liaisons and requested feedback before tomorrow's O&B meeting. The liaison issue is not dealt with in the ALCTS manual except for a few instances. Discussion ensued on whether the definitions were really needed. Johnson suggested that **those with opinions talk with Kovacic after the meeting to provide her with input.

2.5 AACR2e Update (David Epstein)
Epstein, ALA Editions, began by distributing a report on the status of AACR2e (CCS/97/1/15) and summarized the main points: in early fall ALA Publishing recruited three catalog managers from the Chicago area (Gary Strawn, Jay Lambrecht and Pamela Brown) to meet with ALA Editions' outside contractor to develop the design document. At the present time Chapters 1-5 and 21-24 have been converted; the rest is to be completed in April. All three catalog managers are using their staff to review the conversion. The FolioViews file will be delivered to JSC sometime in May. Epstein stated that the JSC wants to review the Folio file rather than the SGML file, since that is the one catalogers will receive. ALA Editions is also developing licensing terms, a complex process requiring consensus and assurance that the contracts will be legal in the U.S., Canada and Great Britain. A draft of third-party license terms has been sent to LA and CLA for comment.

CCS Exec comments/questions:
When will third party developers receive the file and terms? Response: the terms need to be developed before licenses are negotiated and files released. Epstein explained the three different types of third-party licenses: for product developers, educational consortia, and multicampus university consortia.

Why was FolioViews chosen? Response: SGML was initially proposed as the medium for storage because it could be migrated to a number of formats and was the state-of-the art at that time. The situation has now changed and the publishers decided to take advantage of a format that would be more manageable for ALA Editions and third party vendors. Folio Views was selected as the best choice due to its features and wide adoption, especially outside the U.S. According to Epstein, it also would be very difficult to validate a third party rendition if they distributed the file in SGML. Any end-user problems might reflect on the publisher. The file would be maintained in SGML but distributed in FolioViews. Epstein further explained that SGML files are open, unprotected and could be easily corrupted, whereas Folio files are sealed but can be copied and enhanced.

Other browsers have more capabilities than Folio Views. Response: FolioViews has the advantage that it is well-supported (though others may be more advanced) and has wide currency. He noted that the print index will reside with the document and will be searchable by itself.

If vendors will receive the FolioViews encoded files, how is it different from what the end-user receives? Response: Third parties will be given owner rights to get into the files and change them.

Other publishers have dealt with distributing files in SGML. Why can't ALA Pub? Response: Do not have sufficient staffing.

Has ALA Editions considered hiring someone who knows SGML? Response: They had considered outsourcing. They would appreciate CCS support in identifying funding for this.

The reasonableness of not giving third party vendors a lead before ALA distributes this product. Response: ALA Pub. expects vendors to be the main source of revenue and does not consider itself in competition with them. They do not intend to cut them short.

III. THIRD SESSION 2/18/97 9:30am-12:30pm

ATTENDANCE

Guests: and observers:

Diane Dates Casey, SAC Chair
Tony Olson, ALCTS Publication Comm.
Clare B. Dunkle, CC:AAM Acting Chair
Julianne Beall, LC
Brian Schottlaender, ALA Rep to JSC
John Mitchell, Chair Natural History Cataloging Issues TF
Janet Padway, CCS rep to ALCTS Comm. on Planning
Pamela Brown, DCEPC Rep
Dale Swensen, ALCTS Newsletter editor
Carlen Ruschoff, SAC Preconference Planning Rep
Karen Muller, ALCTS Exec. Dir.

3.1 Welcome.

3.2 Introductions.

3.3 ALCTS Board of Directors Update (Bruce Johnson)
The ALCTS Task Force on the Use of Electronic Communications has submitted a series of recommendations to be discussed by the Board in April. Johnson will share this document with CCS Exec. **Schellinger will coordinate CCS response to these recommendations by March 15th. **Whitacre will coordinate CCS input into the upcoming ALCTS membership survey. **Johnson will appoint a member to coordinate CCS input into Chamberlain's examination of ALA conference arrangements. The Board received a draft report with a number of action items from the Meta Access Task Force. **Johnson will distribute the final report to CCS Exec. In response to one of the action items, Swanekamp has solicited names for the meta data workshop planning group.

3.4 Report of the ALA Representative to the Joint Steering Committee for Revision of AACR (Brian Schottlaender)
Members of JSC attending ALA met with representatives of ALA Editions regarding AACR2e. JSC is concerned that they review the product soon because ALA Editions plans to demonstrate it at next Annual. ALA Editions has promised delivery to JSC by June 20, and JSC has committed to completing its review by August 15. One problem is that errors have been found that run throughout the text and programmers should know within three weeks whether it will be a simple resolution. JSC is slated to receive the FolioViews software in March to give them time to install before the file is delivered. When the file is received, JSC will be checking to make sure that the links work both ways and to identify a few groupings for conceptual retrieval. By applying this capability to a few groupings, catalogers in the field will be able to review and provide feedback. Schottlaender reported that JSC did not discuss the SGML issues with ALA Editions though he did note that SGML is not recognized in Europe and that Folio is used in Great Britain. CCS Exec members reiterated their concerns about not distributing the file to third-party vendors in SGML, noting that although ALA Editions argues that the files are not secure, many publishers do distribute resources in SGML.

The International Conference on the Principles and Future of AACR will take place this fall. Participants have been identified and invited. A web site for the conference has been established at http://www.nlc-bnc.ca/jsc/index.htm.

Johnson asked **Weiss and Simpson to present CCS/97/1/9 (letter of concern re AACR2e) at the afternoon ALCTS Board meeting.

3.5 Update on 1998 Programs, Pre-conferences, & Institutes (Dorothy McGarry)
SAC is exploring a possible program on consistency across subject fields. Swanekamp reported that CC:DA reacted favorably to McGarry's recommendation that CC:DA co-sponsor a Chair's program on "Cataloging on an International Scale." CCS Exec preliminarily approved the program. Dan Kinney has agreed to chair a planning committee, which will present its proposal at San Francisco Annual. **Johnson will solicit a CCS volunteer.

3.5.1 CC:AAM Program: Wade-Giles/Pinyin Romanization (Clare Dunkle)
The Committee on Cataloging: Asian and African Materials has rejected this program idea since LC is not ready yet. Instead they will pursue a program on incorporating vernacular scripts into name authority records. This program should appear at about the time that MARBI considers a proposal for adding vernacular fields to the USMARC authorities format. CCS Exec encouraged CC:AAM to proceed with program planning and to look for additional program cosponsors (Weiss suggests MARBI). Dunkle also submitted a memorial resolution for Dorothy Niekamp. *McGarry moved that CCS Exec approve the resolution. The motion carried and the resolution will be forwarded to the ALCTS Board.

3.6 Report of the Chair of the Natural History Task Force (John Mitchell)
The Task Force is working with a third party to develop a grant application to the National Science Foundation for funding to support the Forum during the summer of 1998 (but not during ALA Annual). The Task Force requested approval for a letter soliciting a sponsor. *Weiss moved CCS Exec approve. The motion carried. The letter will be sent to the ALCTS Board of Directors for consideration.

3.7 Report of the ALCTS Newsletter Editor (Dale Swensen)
The up-coming submission deadlines are 2/25 and 3/20, the latter being for the final issue prior to ALA Annual. Submissions can be sent via email. Committee and program reports are welcome. Swenson announced that the Newsletter will have its own web page. He also confirmed that the paper copy will continue. Karon noted that Budget and Finance is very concerned about the publication costs.

3.8 Report of the Representative to the ALCTS Publications Committee (Tony Olson)
The manuscript of the pre-conference papers from "AACR2000" will be completed by April 1. A proposal will be submitted to CCS Exec at Annual for a revised edition of "Guidelines on Subject Access for Works of Fiction." Olson noted that the process to get publications approved is not widely understood. The proposal form will be revised with the process printed on the back. **Olson will send process information to Glass for mounting on CCS website.

3.9 Reporting opportunity for CCS representatives

ALCTS Committee on Planning (Janet Padway): The ALCTS Executive Committee has asked the Committee on Planning and the Committee on Budget and Finance to write a visionary, strategic plan by Annual. They will use the 5 year plan as a start for mission, values, etc. A first draft should be completed between April and May 1. Input from sections is needed by March 10 and CCS Exec charged the CCS Policy and Research Committee with coordinating that feedback. Schottlaender will distribute background information by February 25. **Schellinger will gather input from CCS Exec and other CCS committee chairs and synthesize this feedback by March 5 and submit to CCS Exec via the mail reflector. Comments are due the morning of March 10. **Johnson and Schellinger will then collaborate on a response that day.

Decimal Classification Editorial Policy Committee (Pamela Brown): a written report was submitted.

RUSA Catalog Use Committee (Paul Weiss for Marty Kurth): Weiss reported on the San Francisco program on the future of the catalog. Johnson asked **Weiss to submit a committee report.

Schellinger reported that Carol Chamberlain and the ALCTS Board have asked the Research and Statistics Committee to come up with a written research agenda for ALCTS. This is intended to be a strategic plan, rather than a research topics list.

1.13 Relationships of the CCS Policy and Research Committee (CCS/97/1/6) (Merry Schellinger)
Schellinger reported on her predecessor's (Judith Hopkins) research into the relationships between PRC and other groups. Schellinger reviewed a written analysis she had prepared. Discussion revealed that more information was needed and that the Bylaws should be consulted. **Simpson was assigned to work with Schellinger and report back to CCS Exec before ALA Annual. Simpson will also notify Muller of areas in which ALCTS documentation appears not to agree with CCS documentation.

3.10 Reporting opportunity for Committee Chairs:

Committee on Cataloging: Description and Access (Swanekamp): Note comments under agenda item 3.5.2 above. CC:DA wants to delete the hot links directly from the ALCTS web page to the CC:DA page when the CC:DA web site is moved to the ALA server.

Subject Analysis Committee (Diane Dates Casey): A number of SAC subcommittees are nearing completion of their charge and will have final reports by ALA Annual. Two new subcommittees have been formed, one on DDC cuttering proposals and another to plan a program for the 1998 Annual Conference. Though one suggested program emphasizes the theoretical and would be targeted to a broad audience, no decision has been reached on the exact topic. SAC has written a letter of thanks to Beacher Wiggins, Acting Director for Cataloging at the Library of Congress, concerning his response to the committee's final report on the order of subdivisions. At Karen Muller's recommendation, CCS Exec told Casey that SAC could send the letter to Wiggins with CCS Exec consent. It was noted that the ALCTS Preconferences brochure incorrectly lists the dates of the SAC preconference "Demystifying Subject Cataloging of Electronic Resources." The correct dates are June 26-27. [Casey also reported after the conference that SAC would like the references to its page from the ALCTS web page deleted.]

3.12 Report of the Representative to the ALCTS Budget and Finance Committee (Bernard Karon)
Karon reported back to CCS Exec on two issues that Exec asked him to explore. The first concerned the level of funding for international representation (applications for IFLA funding prompted the discussion). Karon reported that no additional money is likely, but noted that at least there is still money allocated. Johnson reported that the ALCTS Board has agreed to study the philosophical underpinnings of funding levels to answer whether they are adequate.

Karon also reported that it is very unlikely that additional funding will be made available for supporting ALCTS publications. B&F has concerns about the cost of the newsletter since it continues to lose money despite a decrease in distribution. B&F asked Brian Schottlaender to contact Margaret Rohdy requesting that the Publications Committee explore more cost-effective means of distribution. Karon noted that Jennifer Younger, LRTS Editor, is soliciting articles and that CCS members are encouraged to offer submissions. ALCTS committees are encouraged to consider potential pre-conferences and institutes as they generate revenue. ** Johnson will send a message to all CCS committee chairs and ask that they respond with program ideas to McGarry (with copies to Johnson).

Karen Muller asked about CCS publications which have been rejected. She will facilitate the printing and distribution of the CC:DA brochures on the web site and other means. A question was raised as to whether publication approvals should be based on money implications or merit of the publication.

1.14 Recommendations for Improving Committee Effectiveness (Paul Weiss) (CCS/97/1/7-8)
CCS Exec discussed Weiss' recommendations. Two suggestions (holding a program for chairs and encouraging chairs to use the ALA Handbook) will be referred by **Weiss to the ALCTS Leadership Development Committee for inclusion in the division's training efforts. A third idea to have a meal meeting of all CCS committee chairs, the MARBI chair and the CCS Exec chair will be pursued by **Johnson for ALA Annual. As time was running short, **Weiss will continue the discussion by posting additional suggestions on the CCS Exec mail reflector in 2-week intervals. It was felt that it was too early to assess the effectiveness of assigning CCS Exec members to mentor CCS committee and discussion group chairs. It was recommended that the CCS Exec member assigned to a committee chair not be the same person.

Johnson asked that **CCS Exec send comments to him on CCS/97/1/8 (improving committee effectiveness by having members of CCS Exec attend committee or discussion group meetings in an effort to foster communication with CCS Exec.).

3.18 New business: CCS Exec directed **Johnson to begin the Tuesday meeting at ALA Annual at 8:30am.

Executive Session:

3.19 ALCTS/CCS Nominations/Appointments: Discussed and agreed on several appointments.

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