ONLINE AUDIOVISUAL CATALOGERS
EXECUTIVE BOARD MEETING
ALA MIDWINTER CONFERENCE
Philadelphia, Pennsylvania
January 25, 2003

Minutes

1. Call to Order, Introductions, Announcements (K. Johnson)
   
   President Kay Johnson called the meeting to order. Board members present: Kay Johnson (President), Cathy Gerhart (Vice President/President-Elect), Kevin Furniss (Past President), Iris Wolley (CAPC Chair), Rebecca Lubas (Secretary) and Jain Fletcher (Newsletter Editor). Guests included Betsy Friesen (OLAC Conference 2002 Co-Chair), Sheila Smyth (OLAC Member), Lisa Bodenheimer (CAPC Member), Rob Freeborn (CAPC Member), Heidi Frank (OLAC Member).
   
   
2. Future of the OLAC Conference Committee (S. Smyth)
   
   Sheila reviewed the results of the survey on the Future of the OLAC Conference. The overall impression from the survey result is that the conference may need a tune-up, but not a major overhaul. Suggestions considered included moving the membership meeting so members can use lunch as networking time, having Board Members identified by badges, etc. Overall, the comments were positive and spoke of how useful the OLAC Conference is in general.
   
   There was also some discussion of an increased role for the Vice President as a Board Liaison to the Conference Committee.
   
   Next steps: Sheila will write a report of the survey results.
   
   
3. Announcements
   
   Kay will drop the pursuit of the "olac.org" domain name as it has been purchased by a domain provider and would require a considerable cost to obtain. Therefore, "www.olacinc.org" will remain our domain name.
   
   
4. Secretary’s Report (R. Lubas)
   
   The minutes from the Board meeting at ALA Annual in Atlanta and the OLAC Conference in St. Paul were approved.
   
   Rebecca reported that the Handbook had current updates, but would need work on the contents and index tables. Cathy Gerhart brought up the idea that the Handbook could use some better organizing. The Board agreed that the current updates should be posted and that the contents and index could wait until after reorganization. Cathy and Rebecca will work on this together.
   
   
5. Treasurer’s Report (J. Mayo)
   
   As of December 31, 2002, OLAC has a balance of $8,060.68. The current membership count for 2003, as of January 22, is 382. This number is expected to rise as memberships that expired in December are renewed. The full Treasurer’s report is elsewhere in this issue.
   
   
6. Newsletter Editor’s Report (J. Fletcher)
   
   The online version of the December Newsletter will precede the hard copy. The hard copy will be somewhat delayed as the bulk mailing permit and nonprofit status needs to be transferred to Los Angeles, where Jain resides. Jain is scheduled to attend training by the U.S. Postal Service in bulk mailing procedures.
   
   The March Newsletter deadline will be extended to March 1st from February 1st. After this, Jain will keep to the plan of having the deadline one month before the print date.
   
   
7. CAPC Report (I. Wolley)
   
   Robert Bratton is now editor of the Authority Tools document. Sophie Bogdanski from West Virginia University is now the CC:DA Audience Observer.
   
   The Integration Resources and Chapter 3 presentations should be available soon. The Conventional Terminology Task Force has additional work to do; they are targeting bringing up issues to CC:DA.
   
   The Source of Title document should be revised by February.
   
   The Expert Panel Task Force is new. CAPC made a decision to document notes on captioning as it comes up regularly on the OLAC-List. This could be the start of a "Best Practices" document. Upkeep of the document would need to be provided for.
   
   The CAPC Web page requires some cleanup; for instance, publications, such as the chapter presentations, should be separated from business matters. A Web designer will be consulted.
   
   
8. CAPC Expert Panel Task Force (L. Bodenheimer and I. Wolley)
   
   Lisa and Iris wanted clarification on what the charge of this Task Force should be. The conclusion was that the Task Force was to explore the feasibility of a panel, and what purpose it would serve.
   
   
9. OLAC Conferences (B. Friesen)
   
   The Conference Committee was able to cover all its costs. One recommendation that the 2002 Committee would have for future committees is to keep the committee size small.
   
   
10. OLAC 2004
    
    The 2004 OLAC Conference will be held at the Crowne Plaza Hotel in Montreal, Quebec. Marc Richard will be the Chair of the Conference Committee.
    
    
11. Old Business
    
    Logo – the "inc." has been removed and Kay has new letterhead stationary updated in Word.
    
    
12. Skipped Items
    
    The following issues/agenda items were skipped due to lack of time. They will be discussed by the Board electronically: Revision of Conference Planning Guidelines, OLAC Membership Directory, Future of OLAC Advocacy, Newsletters as a Recruitment Tool, and Online Newsletter Release Time.
    
    
13. Closed Session
    
    The Board closed to discuss appointments and the Nancy B. Olson Award.
    
    
14. Adjournment
    
    The meeting adjourned at about 6:15 p.m.