Home1999 Midwinter CCS Executive Committee Minutes
ALCTS CCS Executive Committee Minutes
Midwinter Meeting 1999
Midwinter Meeting, Philadelphia, PA
January 29-February 2, 1999
*=Motion or Action
**=Assignment
I. First Session 1/29/99 8-10 pm
ATTENDANCE
Paul J. Weiss, Chair
Jay Lambrecht, Vice-Chair/Chair-Elect
Dorothy McGarry, Past Chair
Tim Carstens, Secretary
Laurel Jizba, Member-at-large
Michael Kaplan, Member-at-large
Sherry Kelley, Member-at-large
Cynthia M. Whitacre, Member-at-large
Mary Dabney Wilson, Member-at-large
Elizabeth Cramer, ex-offico, Chair, PRC
Guests:
Eric Childress, Chair, Margaret Mann Citation Committee
Carlen M. Ruschoff, CCS Rep. to LRTS Editorial Board
Clare Dunkle, Co-Chair, Subject Analysis Committee
Diane Dates Casey, Co-Chair, Subject Analysis Committee
Greg Wool, Subject Relationships/Reference Structures (SAC subcommittee)
Bernard Karon, liaison to ALCTS Budget and Finance Committee
Robert Boyer, CCS Rep. to PLA Cataloging Needs of Public Libraries
Paul Weiss called the meeting to order. Introductions were made.
1.1 Approval of Annual Conference 1998 minutes
*P. Weiss moved that the following corrections be made to the minutes:
Section 3.6 on page 7 of the minutes should include the statement: SAC is interested in pursuing an award for web sites. Given their circumstances, CCS Executive recommended informal recognition instead.
In section 3.10 on page 9 of the minutes: The minutes state that CCS Executive does not need to approve publication proposals. CCS Executive DOES need to approve publication proposals.
The minutes were approved as amended.
P. Weiss also noted that Susanne Glass, CCS secretary, submitted the minutes on time. The delay in posting them on the WEB page was due to delays in the ALCTS office. These delays occurred because of the many position vacancies in ALCTS.
1.2 Announcements
P. Weiss announced that ALA has changed its policy on posting meeting locations on the WEB. Meeting locations may now be posted.
1.3 Report of the Chair
1.3.1 Meeting procedures
P. Weiss noted that Standard Code of Parliamentary Procedure by Alice Sturgis is the official meeting procedure manual for CCS. According to Sturgis, agendas do not need to be approved because they are working documents. Chairs are allowed to make motions and to vote. Motions need to be made, but seconds are not needed.
The committee discussed the question of whether or not e-mail votes need to be reapproved. McGarry thought that it might be best to do this. It was suggested that e-mail messages recording the votes could be kept as an official record. Messages recording e-mail votes just prior the midwinter meeting had not been saved. *It was decided that these votes should be reapproved. Future e-mail votes will not need to be reapproved, provided that the e-mail messages recording them are saved.
1.3.2 Midwinter meetings
CCS Executive Committee members have expressed a wish to schedule the Friday meetings from 6 to 8 pm instead of from 8 to 10 pm. This did not happen for this meeting. P. Weiss apologized for not being able to get the time changed for this meeting.
1.3.3 Clarification of memberships & liaisons
1.3.3.1 CCS Executive membership
P. Weiss clarified that although different documents list different ex-offico members of the Executive Committee; we will fall back on the bylaws as fact. Therefore only the Chair of the CCS Policy and Research Committee and the ALCTS Executive Director are ex-offico members. The liaison to the Budget and Finance Committee and the CCS Representative on LRTS are not members even though they are listed as ex-officio members in the ALA Handbook of Organization 1998-1999.
1.3.3.2 CCS Representatives and Liaisons
P. Weiss had talked with Lynn El-Hoshy, who was listed in the Handbook as LC CPSP Rep. to CCS, prior to Midwinter. She did not know that she was so designated, and felt that there is no need for this representation at the Section level, since there are LC representatives on most CCS committees. We agreed to remove this representative position. Karen Muller is working on clarifying other representative and liaison positions.
1.3.4 IFLA Funding vote
The e-mail votes on ALCTS travel funding requests were reapproved. CCS recommends funding for Barbara Tillet, Lois Chan, John Byrum and Ed Swanson for participation in IFLA. As noted in Weiss's e-mail message of January 12, 1999, IFLA representatives generally all receive the same amount from IRC, so funding levels do not need to be considered by CCS.
1.3.6 ALCTS Board of Directors
1.3.6.1 Libraries: an American Value
P. Weiss expressed two concerns about the document. He believed it was too public library oriented and he questioned its purpose.
1.3.6.2 Other
P. Weiss reported that he planned to move that the "Resolution on Subject Headings Related to Class and Poverty" submitted by Sanford Berman be referred to ALCTS and then to CCS.
He suggested that the committee carefully examine the ALA Conference Committee report. He said he had a number of concerns about the document.
He reported that he had just received the ALCTS strategic plan, but had not had time yet to look at it carefully.
He reviewed the agenda for the ALCTS Board of Directors meeting at Midwinter.
1.3.7 ALA Diversity Service
In reply to the survey, P. Weiss reported that, so far as he knew, the CCS Executive Committee was essentially "all white."
1.5 Carlen Ruschoff CCS Representative Reports
1.5.1 ALCTS International Relations Committee
C. Ruschoff reported that the IRC is trying to make an effort to fund other international meetings besides IFLA. She also said that the IRC would be looking at the guidelines for awarding funds. P. Weiss noted that people sometimes get confused about where to find the deadlines for application for funds and suggested that these should be posted on the WEB.
1.5.2 LRTS Editorial Board
C. Ruschoff reported that LRTS needs more manuscripts. The lack of manuscripts is due to a low submission rate, not to a high rejection rate by LRTS. It was suggested that an AN2 message soliciting manuscripts might help this situation.
1.6 1999 programs, preconferences and institutes
1.6.1 Annual Conference
1.6.1.1 Sat, 9-11a = SAC: Oh Say, Can You See? See Also? Subject Referencing Possibilities in OPACs and Reference Databases
G. Wool passed out a document detailing a few changes in the original proposal. The ALCTS program committee had suggested that reference databases be dropped from the program and that the program should be limited to just OPACs. That suggestion was followed. A SAC suggestion that at least part of the program should address the politics of getting subject references into the OPAC has also been followed.
Joseph Mathews and Kristin Gerhard have been recruited as speakers. Others will be recruited.
The ALCTS Catalog Form and Function Committee, the LITA/ALCTS Authority Control in the Online Environment Interest Group, and the RUSA/MOUSS Catalog Use Committee are potential co-sponsors. The Chairs of all these committees have been contacted and all have expressed interest.
1.6.1.2 Sun, 9:30a-12:30p = PRC: Publish! Information, Networking, and Motivation for Cataloging and Classification Research
B. Cramer reported that one speaker must still be recruited for this program. The focus of the program has been changed. The program will now include someone who has recently gone through the tenure process and succeeded. The last part of the program will be a "bring your ideas for research" section in which panelists will react to research ideas from the audience. It was suggested that it would be a good idea to publicize this part of the program. Postings on listservs and alerting of the New Members Round Table were suggested a possible ways to do this.
1.6.1.3 Mon., 2-4p = PLA Cataloging Needs of Public Libraries Committee: Cooperative Cataloging Goes Public
CCMC had agreed to name-only co-sponsorship of this program, however, this never came before CCS (as is required) *P. Weiss moved that the CCMC name-only co-sponsorship of the program be approved. The motion was approved unanimously. The matter must still be taken to the ALCTS Board.
1.6.1.4 CCMC and CETRC status
The Chairs of CCMC and CETRC have resigned. Jane Gilchrist has been appointed Chair of CCMC. Kit Herlihy is the new Chair of CETRC, however, Christine Thompson will continue as Chair through the 1999 midwinter meeting. Kit Herlihy will assume the duties of Chair immediately after the meeting. Because of the resignations, not much work has happened on their programs.
1.6.2 Institutes
1.6.2.1 Information about cataloging workshops from the University of Pretoria in South Africa
It was discovered that the proceedings of the workshop are available in the ALA store. P. Weiss said he would get information on the workshops from this source.
1.6.2.2 ALCTS Board of Directors mandate
There is currently a lack of ALCTS-sponsored revenue-generating activities planned for the year 2000. Unless this is corrected, ALCTS will have a budget deficit in that year. As a result, CCS has been asked to plan activities such as institutes, regional institutes, and preconferences. If a committee has a good idea for an institute or preconference, but does not have time to plan it themselves, they should pass the idea on to CCS. The CCS Executive Committee can then appoint a program committee to plan the activity. Successful ALA programs can often be turned into institutes or preconferences. Program organizers should also be aware of the fact that ALCTS will take care of many routine details, such as refreshments. Program organizers are mainly responsible for generating an idea and recruiting speakers. It is also possible to organize programs in cooperation with the OCLC regional networks.
M.D. Wilson asked if teleconference technology might be a good way to offer institutes to a wider audience. P. Weiss replied that teleconferences must have a very large audience in order to break even financially.
1.7 2000 Program Planning
The following ideas for programs have been suggested. Planning has not gotten very far yet.
CC:AAM may do a program on Wades-Giles conversion. CC:DA may do a program on metadata.
Lambrecht said that he would also talk to the new chairs of CETRC and CCMC about possible programs.
Peter Paulsen retirement tribute
The CCS executive committee considered a resolution to honor Peter Paulsen presented by Clare Dunkle. *P. Weiss moved that the resolution be approved. The committee voted unanimously to approve the resolution.
Executive session:
1.9 Margaret Mann Citation Committee report
Eric Childress reported on the committee's choice for the citation.
1.10 ALCTS CCS appointments
Weiss and Lambrecht reported on the status of committee and representative appointments.
Second Session 1/31/99 11:30 am-1:30 pm
ATTENDANCE
Paul J. Weiss, Chair
Jay Lambrecht, Vice Chair/Chair-Elect
Dorothy McGarry, Past Chair
Tim Carstens, Secretary
Laurel Jizba, Member-at-large
Sherry L. Kelley, Member-at-large
Cynthia M. Whitacre, Member-at-large
Mary Dabney Wilson, Member-at-large
Karen Muller, executive director ALCTS, ex-officio
Absent:
Elizabeth Cramer, Chair, PRC, ex-officio (excused)
Michael Kaplan, Member-at-Large
Guests:
Bernard Karon, liaison to ALCTS Budget and Finance Committee
Suzanne Koceyan, Interim Deputy Director of ALCTS
Brian Schottlaender, ALA Rep. to JSC
Sheila Intner, ALCTS President
Dale Swensen, ALCTS Newsletter editor
2.2 ALA/ALCTS Representative to the Joint Steering Committee for Revision of AACR2 report
Schottlaender reported that Ann Huthwaite will become the new Chair of the Joint Steering Committee. The recording secretary will be Jackie Norfolk. Both the Chair and the secretary are from Queensland, Australia. The Committee of Principals was very receptive to the idea of an Australian Chair.
Tom Desley's "The Logical Structure of the Anglo-American Cataloguing, Rules - Part II" has been posted on the WEB at: http://www.nlc-bnc.ca/jsc/aacrdel2.htm This is part of the JSC effort to carry out a logical analysis of the principles and structures that underlie AACR2.
Schottlaender also reported that Jean Hirons' work on the seriality recommendations is proceeding nicely. Hirons will not submit formal rule revision proposals; however, her recommendations will make explicit reference to rules that need to be changed. JSC will spend a month reviewing Hirons' recommendations.
The Joint Steering Committee has created a mission statement for itself and has submitted the statement to the Committee of Principals for their endorsement.
The Joint Steering Committee is generally happy with the work ALA Editions. There were some problems until Mary Huchting began to work with JSC, however, Huchting seems to understand the needs of the cataloging community and JSC. **B. Schottlaender will write a resolution commending ALA Editions for bringing out the 1998 revision of AACR2. The resolution will specifically commend the work of Huchting.
CCS Executive Committee agreed that **Weiss would invite ALA Editions staff to attend one of our meetings at Annual to discuss newer versions of Folio Views, synchronicity of various formats of AACR2, and suggestions for better formatting of updates.
JSC has reviewed the CC:DA rule revision proposals. The bulk of these revisions have either been withdrawn or have passed.
2.3 Sheila Intner, ALCTS President
Sheila Intner briefly joined the meeting. She reported that no ALCTS institutes, regional institutes or preconferences had been planned for the year 2000. These revenue-generating activities are necessary to balance the ALCTS budget. She urged CCS bring forward plans for these activities and promised that the approval process could be put on the "fast track."
2.4 Chair report
2.4.1 ALCTS Board of Directors
Weiss reported that the Board approved the "Libraries: An American Value" resolution.
The Board asked the ALCTS Councillor to move to refer the Sanford Berman "Resolution on Subject Headings relating to Class and Poverty" to ALCTS. The Board passed the Peter Paulsen retirement tribute and it was read at his retirement.
Membership is down. There was a discussion of the inverse relationship between the cost of dues and the size of the membership. It was pointed out that ACRL dues are lower than ALCTS dues. Part of the reason for this is that ACRL makes enough money from CHOICE cards to offset some of their need for dues. A discussion of why ALCTS does not make more money from the sale of AACR2 followed.
All ALCTS leaders have been encouraged to recruit for ALCTS.
2.5 ALCTS Newsletter Editor report
Dale Swensen reported that the first online issue of the ALCTS Newsletter had come out. Jizba said that people might have to work to remember it was there. It was suggested that AN2 could be used to alert people when a new issue comes out. B. Karon asked if there were people who want to get the Newsletter but can not because they don't have access to the web. Swensen said they had gotten responses from three people in this situation, two were retired members and one was unemployed. The committee did not feel that any special effort should be made to provide the Newsletter to the small number of ALCTS members who do not have web access. Weiss said he thought that the layout and appearance of the online Newsletter was very good but suggested that the number of levels that needed to be clicked on before people got to the information should be reduced.
2.6 Committee on Cataloging: Asian and African Materials
Weiss reported that there is no paperwork authorizing a RLG liaison for CC:AAM. There are no objections to the committee having a liaison. The CC:AAM will tell us if they want to request a liaison.
2.7 Cataloging and Classification Research Discussion Group
Karen Muller could not find any letter authorizing this group. The Discussion Group was assured that their existence was supported in principle. The group has been asked to submit a charge for itself.
2.8 Possible money-making institutes or preconferences.
The committee spent the remainder of the session discussing continuing education institutes or preconferences that could be sponsored by CCS and ALCTS. The committee was interested in institutes that would both meet the educational needs of the cataloging community and make money for ALCTS. A program on metadata was the first idea considered.
It was felt that such an institute would not conflict with other programs that have recently been held on metadata if the emphasis was placed on practical cataloging considerations rather than on theory. Possible organizers of such an institute might be SAC, CC:DA or a joint subcommittee of SAC and CC:DA.
An institute based on the book "Cataloging correctly for kids" was also discussed. Serious concerns about how many people might attend such a program were expressed.
Another possibility would be an institute on Library of Congress Classification that would be directed toward beginners. Such an instituted might conclude with a demonstration of Classification Plus. Library of Congress people would need to be involved in such an institute. Again, SAC might be the appropriate group to organize such an institute.
An institute on map cataloging was suggested. A recent ALA program on map cataloging was very successful. In general, institutes on cataloging of special materials have almost always been successful. CCS would need to work with MAGERT on such a program.
Other ideas included institutes on: authority control; AACR2-e; cataloging basics for paraprofessionals; and multi-script/multilingual records.
2.9 Karen Mueller, ALCTS Director
Karen Mueller reported that the LAMA Deputy Director is resigning. She plans to restructure her staff and said that there may be more emphasis on planning.
I. Third Session 2/2/99 8:30 am-12:30 pm
ATTENDANCE
Paul J. Weiss, Chair
Jay Lambrecht, Vice-Chair/Chair-Elect
Dorothy McGarry, Past Chair
Tim Carstens, Secretary
Laurel Jizba, Member-at-large
Sherry Kelley, Member-at-large
Cynthia M. Whitacre, Member-at-large
Mary Dabney Wilson, Member-at-large
Elizabeth Cramer, ex-offico, Chair, PRC
Karen Muller, executive director ALCTS, ex-officio
Absent:
Michael Kaplan, Member-at-large
Guests:
Daniel Kinney, CC:DA Chair
Clare Dunkle, SAC co-Chair
Diane Dates Casey, SAC co-Chair
Tony Olson, CCS Rep. Publications Committee
Christine Thompson, CETRC Chair
William Garrison, CCS Rep. ALCTS Membership Committee
Bernard Karon, CCS Rep. ALCTS Budget & Finance Committee
Jo Davidson, CCS/MAGERT Map Cataloging Discussion Group
3.1 Dan Kinney reports
3.1.1 Committee on Cataloging: Description and Access
3.1.1.1 What in the World ... papers
The papers from "What in the world...Cataloging on an International Scale" will be published as part of the ALCTS papers series. It is possible, though not likely, that they may be published in time to be available in the ALA bookstore at the Annual Convention in New Orleans. Editorial problems have been resolved.
3.1.1.2 Letter to LC
The committee discussed the draft of a letter that CC:DA proposes to send the Cataloging Policy and Support Office. The letter requests changes to LCRI 21.1B1 on criteria for considering a body named. CCS Executive Committee discussion centered on the fact that an AACR2 rule change is still pending before the Joint Steering Committee. If JSC does not dispose of the rule change favorably, the LCRI will be in conflict with AACR2. Some CCS Exec. Committee members were uncomfortable with this possibility. Other committee members pointed out that there is precedent for LCRIs that conflict with AACR2 and they argued that the decision should be made based on what is best for catalog users.
**The CCS Executive Committee agree to send the letter back to CC:DA with the recommendation that only those LCRI revisions that are not part of the pending rule revision should be included in the letter.
3.1.1.3 Metadata
D. Kinney reported that there had been preliminary discussions about doing a preconference or program on metadata, possibly for 2000.
3.1.1.4 Other
D. Kinney reported that CC:DA has also been concerned about ALA Editions plans to update the paper edition of AACR2 only by means of new editions. The possibility of a high-level ALA resolution on this issue was discussed.
CC:DA will forward to the CCS Executive Committee a draft letter asking for an extension on responding to the new draft of Archival Moving Image Materials : A Cataloging Manual.
3.1.2. ALCTS Program Committee
3.1.2.1 Speaker expenses.
The Program Committee approved Guidelines for Speaker Expenses. Essentially, the guidelines state that program speakers shall not be paid for expenses unless they are the "only expert" on the subject thus making their presence indispensable.
3.1.2.2 Other
The Committee approved a preconference proposal presented by Liz Bishoff and Lynn S. Connaway. The subject of the program will be the electronic book.
The Committee discussed implications of the Conference Options document. CCS Executive Committee voiced some of its concerns to Kinney.
3.2 Other CCS Committee reports
3.2.1 Subject Analysis Committee
3.2.1.1 Guidelines on Subject Access to Individual Works of Fiction
SAC presented a copy of the Guidelines to CCS for review. **P. Weiss, D. McGarry, J. Lambrecht, S. Kelley, B. Cramer, and C. Whitacre volunteered to review the document.
3.2.1.2 Council resolution on headings related to class and poverty
Council referred the resolution to ALCTS and ALCTS referred it to CCS. *P. Weiss moved to refer the resolution to SAC with SAC reporting on the matter by May 25, 1999. The motion was approved unanimously. CCS then discussed how motions and requests of this kind had been handled in the past. It was also suggested that the SAC Chairs contact Beacher Wiggins at the Library on Congress.
3.2.1.3 Metadata
The Subcommittee on Metadata and Subject Analysis has offered to become the Dublin Core working group on subject analysis and is formulating guidelines on implementation of subject analysis in the Dublin Core. They plan to work on other schemes after the work on the Dublin Core is finished. The Subcommittee on Metadata and Classification reviewed an evaluation instrument created to examine the use of classification in Web sites. The instrument is still being tested but they hope to be finished with testing by March. The subcommittee also discussed plans to evaluate Web site design issues affecting the implementation of classification within the metadata framework.
3.2.1.4 Other
The Annual Conference program of the Subcommittee to Promote Subject Relationships/Reference Structures is on track. The subcommittee used Midwinter meeting time to make informal vendor contacts at the Exhibits Hall.
SAC approved a subcommittee to review the IFLA Guidelines for OPAC display document.
The CCS Executive concluded its consideration of SAC matters with a discussion of how well the co-Chair arrangement had worked for SAC. C. Dunkle, one of the co-Chairs, expressed some discomfort with their service and with their ability to conduct productive meetings. According to C. Dunkle, SAC Chairs need to be very familiar with "SAC culture" if they are to succeed. . Several CCS Executive Committee members said that they thought that both Chairs had done an excellent job.
3.2.2 Cataloging of Children's Materials
Jane Gilchrist delivered a FAX report to P. Weiss before this session. Gilchrist reported that CCMC believed that "Cataloging Correctly for Kids" had been in publication for too long now for it to be the subject of a program.
3.2.3 Education, Training, and Recruitment for Cataloging
C. Thompson presented the CCS Executive Committee with copies of "Recruiting and mentoring Entry-level Catalogers" and "Knowledge and Skills for Entry-Level Catalogers: A Guide to Student Advising and Mentoring" as well as draft letters to potential mentors/recruiters and to library school faculty. The first of these documents lacked supplementary material (bibliography, appendix, etc.) which CETRC plans to add later. **P Weiss asked the CCS Executive Committee to review those documents within three weeks after this meeting.
C. Thompson reported that Northwestern University, the University of Alabama, the Library of Congress, the University of Illinois at Champaign-Urbana and the University of Chicago have made verbal commitments to be part of the pilot project. Thompson also reported the CETRC had discussed the possibility of a program on mentoring in 2000, provided that the CETRC mentoring project was up and running by that time.
Lynn Howarth, representing CETRC to CONSER's Serials Cataloging Cooperative Training Program, will report on SCCTP activities by letter.
3.2.5 Policy and Research
3..2.5.1 Research Topics Document
From 1987 to 1994, PRC published a research topics list, which consisted of brief summaries of the articles relating to cataloging and classification which appeared in a set list of journals. PRC is going to resume this task as of 1999. To cover the lapse from 1995 to 1998, PRC members have been assigned topics on which they are preparing general summaries of research trends during those four years, complete with citations to the most important articles.
The 1987-1994 topics list: ALCTS Research Topics in Cataloging and Classification: Suggestions from the Research Literature, 1987-1995 / compiled by the Policy and Research Committee of the ALCTS Cataloging and Classification Section 1992/93 - 1994/95 (Revised June 1997) has been posted on the WEB at: /alcts/ccs/policy_research/researchtopics.html
3.2.5.2 liaison questions and charge
The question of who should appoint liaisons is still problematical. Another problematical issue is what liaison relationships should exist between CCS and LC.
One specific liaison problem has been the liaison between the Policy and Research Committee and LC. Beacher Wiggins had been asked to give an informal report on LC activities to the committee. There was a question about whether this informal liaison relationship should be a formal one. Another problem is the question of who should be the Policy and Research Committee liaison to the ALCTS Research and Statistics Committee. The Chair of PRC has traditionally been that liaison but has not been able to attend that committee's sessions because of meeting conflicts.
P. Weiss reported that he had looked at the Policy and Research Committee's charge. Responsibility for reviewing the charges of other CCS committees was not listed as a committee duty. Beth Cramer, the current PRC Chair, is not interested in this responsibility. McGarry pointed out that PRC had reviewed committee charges in the past and that it had worked well. It was suggested that future CCS Chairs would still have the option of requesting that the PRC review committee charges and that how and if this would be done would be a matter for future Chairs of CCS and PRC to work out between themselves.
3.2.5.3 ALCTS Planning Committee
The ALCTS strategic plan should be sent to CCS by early spring.
3.2.5.4 ALCTS Research and Statistics Committee
The Committee is planning a preconference for the year 2000. The preconference will be on small-scale research methods that can be used on-the-job.
3.3.1 Authority Control in the Online Environment
At the LITA/ALCTS CCS Authority Control Interest Group, a misleading sign-up sheet was used. The sign-up sheet stated that LITA membership would be required for continued membership in the interest group. **C. Whitacre agreed to contact LITA about this problem.
3.3.6 Map Cataloging
Josephine Davidson reported that Haworth Press plans to publish a new book on map cataloging. It will also appear in a special double issue of Cataloging & Classification Quarterly.
3.4 Other CCS Representatives to ALCTS committees reports
3.4.1 Budget and Finance
B. Karon reported that, at the moment, the budget situation is good. ALCTS is in the black. All groups have been asked to maintain a 2-month reserve, ALCTS has a 4-month reserve. The good budget picture is partially the result of the number of vacancies in the ALCTS staff. ALCTS has not had to pay salaries to the vacant positions.
The Budget and Finance Committee plans to institute an ongoing review of ALCTS membership dues. It is hoped that any future change in dues will be "planned" and not merely a "reaction" to a shortfall in revenue.
The Budget and Finance Committee will be holding joint meetings with the Planning Committee.
3.4.5 Membership Committee
William Garrison reported that both ALCTS and CCS membership are down again. ALCTS membership has dropped to 5,028 this year from 5,051 last year. CCS dropped to 2,443 from 2,493, a 2% drop. To promote membership, ALCTS plans to have a booth at the annual convention. They also plan to send targeted mailings to possible members located near ALA convention sites, to the vendor community and to library schools.
3.4.7 Publication Committee
T. Olson reported that he was investigating whether a machine-readable file of the Guidelines on Subject Access to Individual Works of Fiction could be made available.
Progress on defining what kind of publications are appropriate for the WEB and how these relate to other publications has been slow. There is still confusion about what is an official publication and what is a working document (such as minutes). Karen Muller is doing much of the screening for the WEB page. She is currently putting many things on the WEB without going through the Publication Committee. This is not necessarily seen as inappropriate by the Publication Committee since they can not possibly look at everything.
Karen Muller has proposed that ALCTS publish an "ALCTS Annual" in CD-ROM format. The CD-ROM would be a means of archiving the ALCTS Newsletter, conference papers, semi-official documents, research topics, power point demonstrations, and the ALCTS working documents. The cost of the CD would be $20,000. Several CCS Executive Committee members expressed doubts about the need for such a publication as well as strong concerns about its cost.
A link from the CCS homepage to the ALCTS publications procedures has not yet been made. **T. Olson will send an e-mail to Karen Muller asking that this be done.
3.5 CCS Representatives to other units of ALA and other organizations reports
3.5.1 Decimal Classification Editorial Policy Committee
A written report was distributed.
3.5.3 RUSA/MOUSS Catalog Use Study Committee
In a written report, Mary Charles Lasater reported that the Is MARC Dead? program is on track for the Annual Conference and looks like a good program.
3.6 Chair report
3.6.1 ALCTS Board of Directors
P. Weiss reported on ALA Council's deliberations on relationships with other organizations. They plan to define this very narrowly as using ALA's name in some way. The issue came up in the context of ALA's relationship with the Boy Scouts and the antigay policies of that organization. The Acquisitions Section wants to put urls on their Website. They want legal counsel to look at this, especially in regard to commercial vendor's urls.
There have been several problems with the International Relations Committee not receiving documents from Section Chairs. The IRC was asked to implement some methods to ensure that documentation gets to where it needs to go.
ALCTS is considering sponsoring a cruise on the Rhine next fall, in conjunction with the Frankfurt Book Fair. 3.7 Other business
There was more discussion of the profits that ALA and ALCTS get from the sale of AACR2. It was pointed out that ALA is not the sole owner of AACR2 and that much of the revenue from AACR2 sales goes to support the JSC. Committee members still wondered how much money ALA gets from the sale of AACR2 and if any of that money ends up in the coffers of ALCTS.
The ALA Conference Committee document was discussed. Committee members had many concerns about the document. Many ALCTS meetings are highly participatory and concern technical details. This is where much of the "work" of ALCTS gets done. This type of meeting requires many small-meeting rooms. Because of these needs, committee members were worried about possible restrictions on the number of meetings.
There were also concerns about tracks. Would tracks accommodate the kind of programs that ALCTS members need? M. D. Wilson stated that the Texas Library Association uses tracks and that they don't work for technical services.
There were concerns about trying to force people to visit vendors. People will visit vendors if they have needs, not simply because there is a space in the program for it.
Finally, there were concerns about the politics of the new arrangement. ALCTS is a small division. Inevitably, ALCTS concerns would carry less weight.
On the positive side, committee members liked the concept of grouping division activities around a particular location (though it was pointed out that even this might create problems since people often room with colleagues from another specialty. What hotel should those people stay at?). Committee members also like the possibility of greater cross-divisional cooperation.
The end of the meeting was devoted to a discussion of possible preconference/institutes that might be planned by CCS. The committee decided that the following topics would be good subjects for institutes or preconferences:
- An institute or preconference on the "nitty-gritty" of cataloging INTERNET resources.
- An institute or preconference on the Library of Congress Classification system aimed at beginners and advanced beginners.
- An institute or preconference on maps cataloging. (Barbara Story and others from MAGERT would need to be involved in this one)
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