Carlen Ruschoff, 2000-2001

ALCTS Annual Report

MISSION

ALCTS provides leadership to the library and information communities in developing principles, standards, and best practices for creating, collecting, organizing, delivering, and preserving information resources in all forms. It provides this leadership through its members by fostering educational, research, and professional service opportunities. ALCTS is committed to quality information, universal access, collaboration, and life-long learning. ALCTS accomplishes this agenda through the dedication of its volunteer membership and with the support of the ALCTS headquarters staff.

GOALS AND ACHIEVEMENTS

This year, the work of the Association emphasized: developing tactical objectives for the strategic plan goals, expanding membership, building a strong continuing education program, strengthening the financial foundation of the Association and supporting professional collaboration.

  • Version 8 of the Draft Strategic Plan was accepted as the final plan for 2001-2005. The Planning Committee began work to flesh out the plan with tactical objectives. A retreat for Section Chairs and selected Division-level Committee Chairs was held prior to the 2001 ALA Midwinter Meeting to discuss and prepare for tactical planning. Section Chairs and ALCTS Committee developed tactical objectives throughout the year.
  • Library Support Staff Outreach Plan written by representatives from ALCTS, SSIRT and RUSA was adopted by the ALA Membership Marketing Department. This is a three year test membership project aimed at recruiting library support staff to the American Library Association. It proposes a special membership package consisting of membership in ALA, RUSA or ALCTS, and SSIRT for a single price. A pilot test of the plan began in May, 2001.
  • At the request of ALA Headquarters, the ALCTS Membership Business Plan was drafted. The plan is intended as a guide to help take the message of ALCTS to members of the library community who create, collect, organize, and preserve all types of information. It calls for a continuous evaluation of ALCTS' products and services to ensure that ALCTS meets a changing library and information landscape and provides a framework from which current and future ALCTS members can draw in developing member related activities.
  • ALCTS is supporting the Spectrum initiative by providing ALCTS memberships to all current Spectrum scholars.
  • The ALCTS Board charged the Education Committee to develop continuing education programs of current interest using a variety of delivery formats, (i.e. Institutes, workshops, Web based courses). The Sections submitted suggestions for programs to the Education Committee for development.
  • The Budget & Finance Committee drafted a Financial Plan for the Association covering the years 2002-2005. The plan is based on the ALCTS Strategic Plan and provides financial planning and management that will ensure the Association's fiscal health.
  • 2000/2001 was the first active year of fund raising for ALCTS. The Fund Raising Committee raised a total of $14,750 to support ALCTS programs and activities as of May 15, 2001.
  • The ALCTS Board is exploring with the Library of Congress a working partnership to support and implement an action plan for the bibliographic control of web resources. This action plan is a direct result of the Bicentennial Conference on Bibliographic Control for the New Millennium held November 15-17, 2000 at the Library of Congress. At the annual conference in San Francisco, the ALCTS Board will discuss a proposal to create a task force that will provide support and resources to assist LC with this plan.
  • ALCTS approved funding to support the following ten (10) ALCTS members as official representatives to IFLA, August 16-25, 2001, Boston, at the amount of $400 each. Wanda Dole, Jean Farrington, Karen Darling, Dora Biblarz, John Byrum, Barbara Tillett, Lois Mai Chan, Whitney Coe, Nancy Gwinn, and Sophia Jordan.
  • ALCTS responded to two works written by Nicholson Baker: "Deadline" published in the July 24, 2000 issue of The New Yorker, and Double Fold: Libraries and the Assault on Paper, published by Random House in the spring of 2001. In response to "Deadline" I wrote a letter to the editors of The New Yorker on behalf of ALCTS outlining the challenges we face in preserving library materials. Talking points on preservation activities were provided to the ALA Public Relations Office In response to Double Fold.

MANAGING THE ASSOCIATION

Headquarters transitions:

  • In January, Karen Muller, Executive Director of the ALCTS/LAMA Office announced that she had accepted another position within ALA headquarters and would depart on March 2. After some deliberation, the Boards of ALCTS and LAMA independently decided to end the joint office arrangement and hire a full time Executive Director for each of the Associations. The job description was rewritten and the vacancy was posted in February. The search committee consisted of Bill Robnett, Vice President/President Elect; Pamela Bluh, Chair of the Fund Raising Committee; Martin Kurth, Chair of the Membership Committee; Mary Ghikas, ALA Executive Office, and myself, Carlen Ruschoff. Charles Wilt, formerly Deputy Director of ALCTS was selected to fill the ALCTS Executive Director position beginning April 30. The search committee is grateful to Mary Ghikas and Dorothy Ragsdale for their assistance and support throughout the search process.
  • In April, Yvonne McLean was promoted on April 9, 2001 to the position of Conference Coordinator in the ALA Conference Services Office. Yvonne supported our conference programming and our continuing education program for 14 years. She will be missed!
  • Shonda Russell, also attained a promotion on May 7, 2001 to the ALA Information Technology and Telecommunication Services after 6 years with ALCTS/LAMA. Shonda's work on our WEB site and her support for our awards program has been invaluable!
  • The ALCTS/LAMA Office will begin to make the transition to two separate offices after the 2001 annual meeting.

Budget:

  • ALCTS ended its fiscal year for 1999-2000 with an unexpected net budget surplus of $35,333, a sound operating reserve of nine months, and an endowment of $50,454 (representing a ten percent increase). The budget surplus was due primarily to the extraordinarily successful metadata conference, sponsorships raised through aggressive fund-raising initiatives, and staff salary savings resulting from key vacancies. New Initiative funds continued to support strategic and tactical planning. As reflected by this past fiscal year, association revenues remain overly dependent on membership dues, and need to have growing reliance on continuing education, advertising, and fund-raising revenues. Given the association's highly successful tactical planning (based upon our new strategic plan) that took place at 2001 Midwinter Meeting, the Budget and Finance Committee is confident that future budgets will reflect more balanced revenue streams.

MEMBERSHIP AND ORGANIZATIONAL ISSUES

  • As of the end of March 2001, the ALCTS membership was 5,072.
  • The ALCTS Membership Reception was held at the Midwinter meeting through the generous support of Yankee Book Peddler.
  • The Paul Banks and Carolyn Harris Preservation Award was endorsed by the ALCTS Board and approved by the ALA Awards Committee. It will be awarded for the first time at the ALA annual meeting in San Francisco.

Significant actions of the Executive Board:

  • Authorized the Executive Committee to pursue restaffing the ALCTS office with an Executive Director, and a mix of program officers, program assistants and temporary office support at a cost not to exceed projected additional salary expense of $30,000 per year each of the next two years, to be reviewed at the end of fiscal year 2002.
  • Approved the Draft FY 2002 Budget with the expectation that the fiscal expectations regarding ALCTS staff will be reviewed/revised when final staffing decisions are made.
  • Endorsed the 5th Draft of the Core Values Statement, under debate by the ALA Council
  • Endorsed the strategic plan and vision for a revitalized continuing education program in ALCTS.
  • Adopted the ALCTS Fundraising Policy and Procedures.
  • Revised the charge of the ALCTS Program Committee and the ALCTS Education Committee, transferring responsibility for the division's continuing education programs outside the conference setting to the Education Committee.
  • Authorized application of the FY00 "spending" portion of the endowment, in the amount of $491, towards the endowment principal, and authorized ALCTS membership on the ASTM's subcommittee D6.50 on Paper and Paper Products for a three year membership with a subsequent review of continuing the membership.
  • Approved the proposed revision of Publications Committee Operating Guidelines.
  • Approved "Division Policy for Selection and Management of External Web Links."
  • Accepted the document titled "Reviews of Association - Level Committees and Discussion Groups," and recommended that it become part of the ALCTS Policy and Procedures Manual.
  • Accepted the draft document "Guidelines for the Placement of Informal Publications on the ALCTS Web Site" Draft #4, and discharged the committee with thanks, with the final revision of the document considered this spring via e-mail and at the Executive Committee Spring Meeting.
  • Extended requests to extend ALCTS programming to 33 hours for Annual Conference in San Francisco, 2001.
  • Approved offering international visiting librarians ALCTS member registration rates for pre-conferences and institutes.
  • Reaffirmed the Publication Committee's request to publish the 3 guides (currently ready) by Annual 2001 using the most cost effective and cost beneficial option for publication in print.
  • Approved the following co-sponsorships: ALA President/President-elect's Program to be presented on January 11, 2000 on Advocacy/Information Literacy Partnerships; RUSA MOUSS Interlibrary Loan Committee; Serials Section Acquisitions Committee co-sponsor of the Serial Pig in the aggregator's poke; CMDS Collection Development and Electronic Media co-sponsorship of the Serials Pig in the aggregator's poke.
  • Approved a preconference on Cataloging Maps for the 2002 Annual Conference in Atlanta.
  • Approved the new charge for the ALCTS Pre-Order and Pre-Catalog Discussion Group: To provide an informal forum for exchanging information discussing techniques, new developments, problems, and emerging trends in the bibliographic searching of library materials to be acquired and/or cataloged.
  • Approved extending ALCTS Pre-Order and Pre-Catalog Discussion Group (PPDG) through 2002-2003 with the proviso that PPDG follow the guidelines for discussion groups in the manual (specifically relating to reports and presentations) and that the Organization and Bylaws Committee review PPDG for compliance after the 2003 Annual Conference.
  • Directed the ALCTS President send a letter of appreciation to NISO for making standards available on the web free of charge.
  • Confirmed support for Subject Analysis Committee's letter to the Library of Congress expressing concern that the subject authority file was taken offline.
  • Authorized the Acquisitions Organization and Management Committee of the Acquisitions Section to conduct a survey entitled "Survey on the Traditional Role of Acquisitions Librarians" to update a similar survey conducted in 1994, and approved the proposal to conduct a survey on the management of electronic resources, using an instrument developed in conjunction with AS, CCS and SS.
  • Adopted the memorial tribute to Crystal Graham
  • Adopted the following resolution honoring Karen Muller on her dedicated service to ALCTS:

    "Whereas Karen Muller has served as Executive Director of the Association for Library Collections & Technical Services and, before that, of the Resources and Technical Services Division for a total of nearly fourteen years, Whereas Karen Muller has provided dedicated leadership and wise counsel to the Association since 1987, Therefore, Be it resolved that the ALCTS Board, on behalf of the ALCTS membership, thanks Karen Muller with deep appreciation for her service, and Be it resolved that ALCTS wishes Karen Muller every success and satisfaction in her new position."

PROGRAMS, INSTITUTE, PRECONFERENCES, WORKSHOPS

  • Only one pre-conference is planned for the San Francisco Annual Conference: Above Reproach: Ethics and the Business of Acquisitions, presented by the ALCTS Acquisition Section, Education Committee.
  • The Fundamentals of Aquisitions web course test started on April 23rd. I want to thank Carol Diedrichs and Trisha Davis for their hard work on this course.

PUBLICATIONS

  • Library Resources & Technical Services, the scholarly journal of the division, John Budd, Associate Professor in the School of Information Science and Learning Technologies at the University of Missouri-Columbia, succeeded Jennifer Younger as editor.
  • ALCTS Newsletter Online. Miriam Palm succeeded Dale Swensen as editor beginning with volume 11, no. 3, Fall 2000.
  • Preparing for a Cataloging Career: From Cataloging to Knowledge Management written by Janet Swan Hill, Associate Director for Technical Services University of Colorado Libraries Boulder, Colorado and Sheila S. Intner, Professor Graduate School of Library and Information Science, Simmons College, Boston, Massachusetts, available at: http://www.ala.org/congress/hill-intner_print.html
  • Book and Serial Vendors for Eastern Europe and the Former Soviet Union was updated this year and is available at: http://www.ala.org/alcts/publications/easteur/toc.html. A new Preface describes the edits that have taken place; the Master Vendor List now contains a great deal of new information, including phone and fax numbers, Email addresses, and websites for many of the vendors.
  • Managing E-Serials by Pamela Bluh was published by ALA Editions in March of 2001.

The ALCTS Office, with the assistance of Peggy Johnson, has forged a working relationship with Scarecrow Press for the publication of ALCTS resources that do not fit the ALA Publications guidelines. The following titles have been accepted for publication by Scarecrow Press:

  • Guide to Collection Development and Management: Administration, Organization, and Staffing, written by Lisa German, Nancy Slight-Gibney, Dennis Lambert, and Kathleen Brown
  • Guide to Library User Needs Assessment for Integrated Information Resource Management and Collection Development, written by Dora Bilarz, Steven Bosch, and Christopher Sugnet.
  • Guide to the Management of the Information Resources Budget, written by Mary Munroe, John Haar, and Peggy Johnson.
  • Marketing to the Millennium, written by Robert Holley, et.al.

AWARDS

The following colleagues have been honored for the outstanding contributions to the profession and the practice of librarianship.

Best of LRTS Award - Sherry L. Vellucci for "Metadata and Authority Control " (LRTS, v. 44, no. 1).

Blackwell's Scholarship Award - Joseph Branin, director of The Ohio State University Libraries, in Columbus, Frances Groen, librarian at McGill University, Montreal, Canada, and Suzanne Thorin, university dean of libraries at Indiana University, Bloomington for their article "The Changing Nature of Collection Management in Research Libraries." Library Resources & Technical Services, 44 (11): 23-32.

Bowker/Ulrich's Serials Librarianship Award was not awarded this year.

Esther J. Piercy Award - Oya Yildrim Rieger, coordinator, Office of Distributed Learning at Cornell University, Ithaca, New York.

First Step Award-Wiley Professional Development Grant - Allen B. Ashman, assistant professor and head, Kentucky Union List of Serials, University of Louisville.

Leadership in Library Acquisitions Award - Karen Schmidt, Associate University Librarian for Collections and Professor of Library Administration, at the University of Illinois at Urbana-Champaign.

Margaret Mann Citation - Brian E.C. Schottlaender, University Librarian at the University of California, San Diego.

Paul Banks and Carolyn Harris Preservation Award is a new citation and is granted for the first time in 2001 to Sarah Buchanan, associate professor, University of Pittsburgh School of Information Science

Honorees and representatives of organizations supporting the awards will be recognized at ceremonies on June 18, 2001, during the annual conference in San Francisco, California.

Hugh Atkinson Memorial Award (jointly sponsored by ALCTS, the Association of College and Research Library, the Library Administration and Management Association, and the Library and Information Technology Association) - Larry Frye, Head librarian, wabash college in crawfordsvill, indiana. This award will be presented at the LAMA President's Program, June 17, 2001, in San Francisco.

PRESIDENT'S PROGRAM

The ALCTS President's Program presented on Monday, June 18, 2001, will explore the topic "The Scholars Portal: Integration, Infrastructure, and Collaboration." The first paper is: "Delighting and Delivering: Libraries and Portals" delivered by Sarah Thomas, Cornell University. Brian Schottlaender, University of California, San Diego, addresses "Scholars Portal: Of, By, or For? Or, 'Being John Malkovitch': Portals, Portals Everywhere." The remainder of the program features a panel of three speakers who have worked with multi-institutional efforts to create portals in a variety of settings. Yvan Leclerc, SRI International, talks about Digital Earth, a company that is developing a suite of technologies and an infrastructure that can handle millions of users who need to interact with vast quantities of geographically referenced (georeferenced) data over the Web. Laura Campbell, Associate Librarian for Strategic Initiatives, Library of Congress, describes how the American Memory Historical Collections project integrates an array of research materials from over ninety historical collections to create learning experiences for learners of all ages. Melanie Gardner, AgNIC Coordinator, National Agricultural Library, describes the collaborative nature of the development of the AgNIC, a guide to quality agricultural information on the Internet as selected by the National Agricultural Library, Land-Grant Universities,and other institutions. Karen Calhoun, Cornell University, will moderate the program. Julia Blixrud served as chair of the 2001 Program Planning Committee; additional members were Karen Calhoun, October Ivins, and Roberta Rand.