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ONLINE AUDIOVISUAL CATALOGERS
EXECUTIVE BOARD MEETINGS
OLAC CONFERENCE
Montréal, Canada

Minutes

Meeting I
Thursday, September 30, 2004


  1. Call to Order, Introductions, Announcements


    2. President Robert Freeborn called the meeting to order. Board members present: Robert Freeborn (President), Rebecca Lubas (Vice President/President Elect), Cathy Gerhart (Past President), Robert Bothmann (Treasurer), Amy Weiss (Secretary), Lisa Bodenheimer (CAPC Chair), and Jain Fletcher (Newsletter Editor). Guests: Marc Richard and Lisa O’Hara, OLAC Conference Co-Chairs.

    There were no announcements.

  2. Secretary’s Report (A. Weiss)


    3. The minutes from the Board meeting held on June 26, 2004 at ALA Annual in Orlando, Florida were approved.

  3. Treasurer’s Report (R. Bothmann)

    Please see the full treasurer’s report elsewhere in this issue.

    Because of OLAC’s tight budgetary situation, the Board requested that the printed September Newsletter show next year’s rate increase for OLAC memberships in its membership renewal form on p. [3] of its cover. When the increase goes into effect in January 2005, it is hoped that the individual membership renewals, plus institutional memberships, will buoy the treasury.

  4. Newsletter Editor’s Report (J. Fletcher)

    With the draft of the print version in hand, Jain reported that the September 2004 issue of the Newsletter is approximately 60 pages long. While Board discussion at the last ALA Annual had yielded the idea that the Newsletter could be run on thinner paper to save money, Jain reminded everyone that this can only be done if the printer can provide a few "sample" copies to prove that the ink will not bleeding through to the other side. If this turns out to be a viable solution and the weight of the cover paper can also be decreased, Jain warned that these combined measures may still not substantially reduce printing costs. Jain estimated that the printing and mailing costs would probably total around $2000. for this issue.

    Some alternative ideas to reduce paper consumption were offered for future issues, including making summaries of some columns and reports for the print version, with the full columns and reports in the Web version. However, it was acknowledged that was not an optimal solution. After discussion, the Board decided that OLAC will continue to offer a print Newsletter, as long as it can afford to do so.

  5. CAPC Report (L. Bodenheimer)

    There was discussion on whether the Board would consider making CAPC appointments at Montréal or at ALA Midwinter. The decision of the Board was to do this at Midwinter.

  6. Old Business

    No old business.

  7. New Business

    No new business.

  8. Closed Session

    Discussion of the disposition of the OLAC archives.

    No report from the Conference Scholarship Committee.

  9. OLAC Conference Organizing Committee Report (M. Richard, L. O’Hara)

    Conference registration consists of 120 attendees from the United States, 90 from Canada and 7 from other countries. There were too many Canadian attendees to allow OLAC to take advantage of tax incentives for foreign conferences. However, the possibility of retaining many new Canadian members more than compensates for this.

    Marc would like to compile a "how to" manual for OLAC Conference planning. This document would not go in the Handbook, but should offer useful advice for the planners of future conferences.

Meeting II
Sunday, October 3, 2003
  1. Closed Session, continued
    Discussion of CAPC appointments and process.

  2. Post-Conference Report (M. Richard)
    The Conference was a success!

Respectfully submitted,

Amy Weiss,
OLAC Secretary

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Last updated: December 24, 2004
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