HomeMinutes Midwinter Meeting 1998
CCS Midwinter Meeting Minutes, 1998
Executive Committee
Summary of Decisions, Discussions and Actions,
Midwinter Meeting, New Orleans, LA,
January 9-12, 1998
*=Motion or Action
**=Assignment
I. FIRST SESSION 1/9/98 8-10pm
ATTENDANCE
Dorothy McGarry, Chair
Bruce Johnson, Past Chair
Susanne Glass, Secretary
Paul 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
Absent:
Bernard Karon, Ex-officio, CCS member of ALCTS Budget & Finance Comm. (excused)
Guests:
Gregory New, LC
Marilyn McClaskey, Univ. of Minnesota
Dee Michel, SAC member
Diane Dates Casey, SAC Chair
Robert Boyer, Rep to PLA Cataloging Needs of Public Libraries Comm.
Judith Hopkins, CCS member
Winton Matthews, LC
Carlen Ruschoff, Margaret Mann Citation Comm. Chair
1.1 Welcome.
1.2 Introductions.
1.3 Adoption of agenda (CCS/98/1/AGENDA)
Changes were made to the agenda. *Johnson moved the agenda be adopted. Weiss seconded. The motion carried.
1.4 Approval of minutes (CCS/98/1/MINUTES)
*Johnson moved the minutes be approved. Weiss seconded. The motion carried.
1.5 Announcements
**McGarry will verify with the ALCTS Board that seconds are needed for motions.
1.6 Report of the Chair (Dorothy McGarry)
McGarry reported that CCS's responses were sent to the ALCTS Planning Committee regarding its 5 questions to all sections.
1.7 Report of the Past Chair (Bruce Johnson)
No report.
1.8 Report from the CCS Nominating Committee (Holley Lange)
The nominees put forth are:
Vice-Chair/Chair Elect
Jay Lambrecht, University of Illinois, Chicago
Mary Charles Lasater, Vanderbilt University
Secretary (three-year term)
Merry Schellinger, University of Minnesota
Timothy Carstens, Western Carolina University
Member-at-Large (three-year term)
Rick Block, Metropolitan Museum of Art, New York
Mary Dabney Wilson, Texas A&M University
1.9 Discussion on reports not received from CCS units
Johnson reported that some CCS units have not yet submitted their reports. Concern was expressed, and the issue of accountability was raised. Schellinger commented that reports may have been submitted but not distributed properly. **McGarry will check with ALCTS on the policy of distribution. Suggestions offered include: encouraging CCS Exec members to visit committee meetings to raise the visibility of the work of CCS Exec; encouraging committee chairs to attend CCS Exec meetings to understand better the expectations of CCS Exec; emphasizing chair responsibilities at the ALCTS orientation.
1.10 Memorial Resolution for Lois Wetherall Hacker (CCS/98/1/1)
*Weiss moved to endorse the resolution as prepared by John Riemer. Johnson seconded. The motion carried. The resolution will now be submitted to the ALCTS Board.
1.11 1998 Programs, Preconferences & Institutes
In Dan Kinney's absence discussion was postponed except for the following:
1.11.3 CC:AAM program
Weiss reviewed the status of the program, Vernacular Script in the Authority Record, which was approved last year.
1.11.4 SAC program
Dee Michel discussed the status of the program, One-Size-Fits-All Subject Access Systems: Tailoring General Schemes to Meet the Needs of Specific Communities of Searchers. The program will focus on how three systems (LCSH, DDC and Yahoo) treat specialized subject areas, problems encountered and solutions. One goal is to accommodate different points of view. Send any ideas to Michel at damichel@facstaff.wisc.edu.
1.11.2 CC:DA preconference
CCS Exec discussed the status of the budget proposal for the preconference, What in the World: Cataloging on an International Scale.
1.11.5 1999 program planning (Paul Weiss)
The Policy and Research Committee presented a proposal for a program to encourage research in cataloging and classification. Schellinger noted that one key component of the program would be participatory sessions. PRC has approved and will be sending the necessary forms to CCS Exec.
Weiss reported that he has contacted every committee and each has ideas for a program. McGarry referred members to Karen Muller's letter of 12/5/97 on continuous education for cataloging and asked Weiss to encourage committees to plan some programs which deal with mainstream issues for catalogers, rather than cutting edge developments. Several ideas were offered: new guidelines for cataloging music videos (or other popular culture materials), law classification for non-law catalogers, and changes in the LC classification schedules. **Kelley volunteered to find out more information about cataloging workshops from the University of Pretoria in South Africa, as cited in Muller's letter.
Several members noted that ALCTS does not pay honoraria for program presenters and that this has become problematic. ** McGarry will ask Karen Muller if this is an ALA or ALCTS policy.
EXECUTIVE SESSION
1.12 Margaret Mann Citation Committee (Carlen Ruschoff)
John Byrum has been selected as this year's recipient.
1.13 ALCTS/CCS Nominations/Appointments (Paul Weiss)
Weiss conferred with CCS Exec. on proposed nominations and appointments. Weiss noted a decrease in the number of committee volunteer forms submitted. Some members pointed out that many are not aware they should submit a new form when their terms expire or need to submit a form every year to remain in the pool of candidates.
1.14 Requests for Funding to attend IFLA 1998, Amsterdam.
CCS Exec. confirmed the electronic vote on applications related to IFLA funding.
1.15. Request for nomination to IFLA Standing Committee.
CCS Exec. confirmed the electronic vote on an application for renomination to a Standing Committee of IFLA.
II. SECOND SESSION 1/11/98 11:30am-1:30pm
ATTENDANCE
Dorothy McGarry, Chair
Bruce Johnson, Past Chair
Susanne Glass, Secretary
Paul Weiss, Vice-Chair/Chair-Elect
Laurel Jizba, Member-at-Large
Cynthia Whitacre, Member-at-Large
Joan Swanekamp, Member-at-Large
Sherry Kelley, Member-at-Large
Merry Schellinger, Ex-officio, Chair, PRC
Absent:
Bernard Karon, Ex-officio, CCS member of ALCTS Budget & Finance Comm.(excused)
Michael Kaplan, Member-at-Large (excused)
Guests:
David Epstein, ALA Publishing
Don Chatham, ALA Publishing
Sheila Intner
Ellen Kovacic, CCS Rep. to ALCTS Organization & Bylaws
Karen Muller, ALCTS Exec. Dir.
2.1 Welcome.
2.2 Introductions.
2.3 ALCTS Board of Directors Update (Dorothy McGarry)
McGarry reported on: the consent agenda and ratification of the vote on the SAC documents; the Spectrum Initiative; the new management information system; ballot mailings due to go out by March 1; the lack of a clear policy on what goes on the web; publications; need for input to the new visions after 2000; the outsourcing resolutions; and the selection of the new editor for the ALCTS papers series.
2.4 AACR2-e Update (David Epstein)
Members of JSC have promised Ralph Manning, JSC Chair, that they would get their preliminary comments to him by the end of January so that he would have them in hand for the meeting of the AACR Committee of Principals in early February. The JSC will complete its review by the end of February and get it to ALA Editions the first week in March. ALA Editions will turn that around as quickly as they can manage. There will be a period of two weeks to make changes before the master is made. The packaging design has been completed and approved. It is now a matter of waiting for JSC's comments and approval before they go to the manufacturing phase. Third-party license terms are available and have been distributed. ALA Editions is now in active discussions with LC for integrating the package into Catalogers' Desktop.
Concern was expressed that the index has not been included for the CDROM product. Though an electronic format will change the way catalogers use the rules, many still see an index as a more efficient entry point than links to multiple places in the text. The decision of whether to include the index falls to the JSC. To include the index would increase costs and the timeline for release. It was noted that CC:DA considers the index as integral to the file. Epstein commented that third-party vendors may want to index in different ways.
Epstein reviewed the schedule for release of the products. The paper version will be released a month to six weeks after the CDROM. The print version will retain the index. The 1997 amendments will be published separately but at the same time as the print version. Updates to the electronic version will incorporate revisions. The cost will be considerably less than that of the original version.
Epstein reviewed the system requirements noting that OCLC's recommended minimum standards are too high for some of their customers. The product will run with Windows 3.1 and 95. It will run on an NT server though not on NT itself. The minimum requirement is 386 but 486 and 8 meg are recommended. There are no plans for Macintosh computer. ALA Editions hopes that customers will be able to view the product at ALA Annual.
Johnson verified that the AACR2 consolidated reprint and update package are being created from different files than Infobase. The 97 revisions are not included. JSC is trying to develop sampling techniques for review of the print version. He noted that JSC is not reviewing the SGML file and that changes will be reflected in the Infobase file, contrary to CC:DA's expectation that the SGML file will be maintained. He also noted the LC has already marked up the 1993 index and offered to ALA Publishing.
2.5 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 in considering the three issues of their charge. Agreement has been reached on the issue of how appointments are made. In order to resolve the other two issues (what division committees require section representation to be effective; and section interest in participation in these committees), the committees were divided into two categories: those involving governance and thus requiring representation and those which are more subject-driven, requiring expertise. Three committees (Catalog Form and Function, LRTS Editorial Board, and Research and Statistics) were considered subject-driven and therefore not requiring section representation - a change from the current configuration. The Task Force will review whether these committees should continue with section representation or not. Recommendations may be ready by Annual.
Kovacic reported on the status of the charges for the CC:DA task force and the two SAC Subcommittees on metadata. Kelley noted that the Task Force has met to recommend a charge of analyzing and documenting the impact of metadata on library standards (mapping not being part of the charge). They will develop a set of action items and will recommend whether the group should be a standing committee. Discussion ensued on the need for a one-year period for the classification task force and two-year periods for the other two. CCS Exec. felt that the three task forces covered all the areas needing attention at this time..
2.6 MAGERT program.
The Map and Geography Round Table has requested that CCS co-sponsor, in name only, its program at ALA Annual entitled "Issues in Map Cataloging: Form/Genre and Digital Materials." *Weiss moved to approve the sponsorship. Kelley seconded. The motion carried.
III. THIRD SESSION 1/13/98 8:30am-12:30pm
ATTENDANCE
Dorothy McGarry, Chair
Bruce Johnson, Past Chair
Susanne Glass, Secretary
Paul 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
Absent:
Bernard Karon, Ex-officio, CCS member of ALCTS Budget & Finance Comm.(excused)
Merry Schellinger, Ex-officio, Chair, PRC (excused)
Guests:
Gregory New, LC
Marilyn McClaskey, Univ. of Minnesota
Diane Dates Casey, SAC Chair
Jay Lambrecht, CCS rep to LRTS Editorial Board
Stephen Skuce, Catalog Management Discussion Group Chair-Elect
Tony Olson, CCS Liaison to Pub. Comm.
Bill Garrison, CCS rep to ALCTS Membership Comm.
Mary Dabney Wilson, Tex A&M Univ.
Julianne Beall, LC
John Mitchell, Chair, Forum on Natural History Cataloging Issues
Mary Charles Lasater, CCS rep to RUSA-MOUSS Catalog Use Comm.
Dan Kinney, Chair, CC:DA
Brian Schottlaender, ALA rep to JSC
Dale Swenson, ALCTS Newsletter
Virginia M. Berringer, Chair, CCMC
3.1 Welcome.
3.2 Introductions.
3.3 Report of the Chair of the Cataloging: Description and Access Committee (Dan Kinney)
Kinney reported that CC:DA now has an additional representative, from the ALCTS Digital Resources Committee. CC:DA's home page is now ready to be placed on the ALA server. Kinney raised the issue of whether official documents on the web could be changed for editorial reasons. This is apparently okay if the substance does not change. CC:DA will also use the web for working drafts.
Kinney also reported on the Toronto Conference and implementing the recommendations. CONSER will now recommend serial rule changes working through the SS Committee to Study Serials Cataloging, which will take recommendations for rule revisions to CC:DA. JSC would like CC:DA to review Rule 0.24, and they have voted to form a task force for the review. PCC is requesting membership on CC:DA. Kinney reviewed the status of recommended rule changes, work of several task forces, and the upcoming preconference What in the World ..Cataloging on an International Scale.
3.4 Report of the Representative to the ALCTS Membership Committee (Bill Garrison)
Garrison noted that ALCTS membership is down 3.7%, with a drop of 4.24% for CCS. A letter is being drafted to send those who have dropped their membership asking them to rejoin and to explain why they dropped. To generate additional membership mailings will be sent to those in areas where conferences will be held and to those who filled out volunteer forms but are not members of ALCTS. Garrison will be soliciting volunteers for the ALCTS booth at Annual. The Committee will review the volunteer form to see if changes should be made. He noted the misperception that the volunteer form only needed to be filled out once and would still be valid for subsequent years. The membership survey will not be carried out due to lack of money.
3.5 Report of the Chair of the ALCTS Leadership Development Committee (Bill Garrison)
Garrison reported on progress on workshops for program planners and committee chairs and members, the ALCTS orientation session at Annual, and plans to add suggestions for Chairs to the web. Weiss expressed the desire for a listserv for committee chairs and McGarry noted that this was in the early discussion stage. Lasater expressed concern that the Discussion Groups need more coordination among the Sections.
3.6 Report of the Chair of the Forum on Natural History Cataloging Issues Task Force (John Mitchell)
Mitchell reviewed the status of the Workshop on the Compilation, Maintenance, and Dissemination of Taxonomic Authority Files to be held June 22-23,1998. He noted that publicity in the library community would be by word of mouth targeting those who would be interested; in the natural history community, by publicity via the listservs. The task force will meet after the conference to formulate recommendations for the library community that would assist the natural history community, including proposals for a new format useful to museums.
3.7 Report of the ALCTS Newsletter Editor (Dale Swensen)
The plan to move publication to the web was approved beginning with the v. 10 (1999) issue. The Newsletter will continue to be published and distributed in paper this year though the number of issues will be reduced: one issue will be published before the Annual Conference and the last paper issue after Annual. AN2 will continue as is. Discussions continue on how to reach ALCTS members who do not have access to the Web. Johnson commended Swensen for his work as editor.
3.8 Report on the LRTS Editorial Board (Jay Lambrecht, CCS LRTS Assistant Editor)
LRTS is four months behind schedule though it is still being published regularly. Lambrecht announced that the new book review editor is Margaret Rohdy. There has been no success yet in finding an editor for the Years Work articles. The Board has been discussing changes for the Years Work: change the name; have articles appear occasionally; encourage critical analysis rather than just a review of articles.
3.9 Report of the Representative to the Joint Steering Committee for Revision of AACR (Brian Schottlaender)
Schottlaender reported on the International Conference on the Principles and Future Development of AACR, the papers of which are now available on the web at http://www.nlc-bnc.ca/jsc/. He reviewed JSC's responses to the conference recommendations. JSC felt the recommendations on seriality have the greatest potential for impact and have asked CONSER to formulate recommendations as rule revisions through CC:DA. On content versus carrier (Rule 0.24), CC:DA has formed a task force to prepare a proposal. Other recommendations will not be considered until the 0.24 and entity relationship model issues are resolved. JSC will work with the Committee of Principles to articulate a mission statement and place on the web. Language will be added to clarify that non-author countries can submit rule changes.
Schottlaender reviewed the status of AACR2e. JSC is now reviewing the FolioViews files (not the SGML). He noted the problems with searching. Weiss raised the issue of whether the Index will be included. Schottlaender replied that according to JSC the Index is part of the rules. McGarry reported that John Duke had in fact marked up the Index with links. Kelley noted that CCS would like to forward to JSC its desire to have JSC include the Index. Johnson felt that the JSC review should concentrate on completeness and accuracy, rather than functionality. Schottlaender agreed. He noted again that the FolioViews file (not the SGML) will be given to third-party vendors.
Schottlaender presented an application for non-voting representation on CC:DA for the Program for Cooperative Cataloging. PCC is very eager to work with ALA in carrying out the rule revision process. *Johnson moved the application be approved. Kelley seconded. The motion was subsequently amended to defer the vote until CCS Exec receives input from CC:DA, after which **McGarry will call for an electronic vote.
3.10 Report of the Representative to the ALCTS Publications Committee (Tony Olson)
Olson noted two new publications: Future of the Descriptive Cataloging Rules [manuscript title was AACR2000] and Cataloging Correctly for Kids, 3rd edition. He gave an update on Guidelines on Subject Access for Works of Fiction, which was approved in August. Olson will send to CCS for our information. The manuscript is due March. The Committee will find two reviewers unless SAC or CCS Exec. reviews the manuscript. It was agreed that SAC and CCS Exec. will review simultaneously.
Olson noted concerns from Jennifer Younger regarding the right of first refusal for publications from ALCTS committees, discussion groups and programs. Olson said there are two points in the process when publications might be referred to LRTS. First, when a proposal is rejected, the committee suggests the author take to LRTS. However, Younger says LRTS needs a manuscript, not a proposal, for a reviewer. Second, when a manuscript is rejected, the committee will suggest LRTS. Olson noted that the reasons for rejection are: the reviewers don't recommend; the manuscript is not long enough; or budget considerations. Jizba expressed concern that authors be given reasons for rejections as a form of mentoring. Olson reported that Younger asked that her position on the Publications Committee be changed from ex-officio to consultant so that she does not need to be involved in reviewing all the publications coming to that committee. They agreed and forwarded the request to the ALCTS Board.
Olson reported on discussions concerning publications placed on the ALCTS website. ALCTS members want more publications on the website and these do not go through an approval process from the Publications Committee. There is a need to get documents out quickly but there is no quality control. There were no resolutions. The discussions did not include drafts of committee documents. McGarry noted this is an issue before the ALCTS Board, which is looking at two categories of publications, approved (official) and not-approved. Olson reported that the publication process and forms are now on the web. He is willing to go to committee meetings to make short presentations on how to get items published. CCS Exec encouraged Olson to contact committee chairs about this.
3.11 Report of the Subject Analysis Committee (Diane Dates Casey)
Casey reported that two subcommittees completed their work and were dismissed with thanks: the Subcommittee on Subject Access to Computer Files and the Subcommittee to Review "Principles Underlying Subject heading Languages." She also discussed the three new subcommittees: Subcommittee on Metadata and Subject Analysis, the Subcommittee on Metadata and Classification, and the Subcommittee to Promote Subject Relationships/References. She reported that Sherman Clarke will serve as SAC's contact with the CC:DA Task Force on Metadata.and the Cataloging Rules.
3.12 ALCTS Board of Directors Update (Dorothy McGarry)
McGarry reported on: award recipients; IFLA funding; the Task Force on International Funding Activities; outsourcing resolutions; and resolutions on copyright for digital resources.
3.13 Report of the Representative to the ALCTS Budget and Finance Committee (Bernard Karon)
In Karon's absence, McGarry attended the meetings. She reported that Karen Horny is Chair of the new fund-raising committee. Regarding the FY budget, McGarry noted that the original projected deficit was reduced through a number of cost-cutting measures. She reported on discussions on the 20% profit required of Pre-conferences and Institutes with the question whether this should be an average rather than a target for each. No decision was made. B&F is concerned about those with no web access when the ALCTS Newsletter is no longer available in print and has discussed fax on demand options. A report will appear in the ALCTS Newsletter on budget matters each year.
3.14 Report of the Representative to the RUSA Catalog Use Committee (Mary Charles Lasater)
Lasater reported they are considering a program, Is MARC Dead?
3.15 Report of the Chair of the Cataloging of Children's Materials Committee (Virginia Berringer)
The Committee is discussing the treatment of ethnic and racial materials and how to bring out the non-dominant groups in the classification. They will present a proposal at Annual for a 1999 Annual program to tie in with the publication of Cataloging Correctly for Kids. The theme would be how to evaluate cataloging from non-standard sources. Chair for the Program is Kathleen Wheatley.
3.16 Report of the Chair of the LITA/ALCTS Authority Control in the Online Environment Interest Group (Mary Charles Lasater)
The program on metadata and authority control has been approved.
3.17 Unfinished business.
There was additional discussion on: 1) Karen Muller's letter on the education of catalogers; and 2) the Cataloging Now proposal.
3.18 CETRC letters
McGarry asked **CCS Exec to send her comments on the CETRC letters.
EXECUTIVE SESSION
3.19 ALCTS/CSS Nominations/Appointments (Paul Weiss)
Discussion continued on the appointments and the process.
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