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ONLINE AUDIOVISUAL CATALOGERS
EXECUTIVE BOARD MEETING
ALA Midwinter
Philadelphia, Pennsylvania
Saturday, January 12, 2008


  1. Welcome, Introductions, Announcements (V. Toy Smith)

    The meeting was called to order at 1:25 p.m. by president Vicki Toy Smith. Board members present: Vicki Toy Smith, Bobby Bothmann, Kate James, Kathy Rankin, Amy Weiss, Kelley McGrath. OLAC appointees: Jay Weitz. Visitors: Kevin Furniss, Bruce Evans, Jain Fletcher.

  2. Secretary’s Report (K. Rankin)

    The minutes of the board meeting held at ALA Annual in Washington, D.C. were approved as published in the found at: <http://ublib.buffalo.edu/libraries/units/cts/olac/newsletters/sept07/board.html>

  3. Treasurer’s Report (K. James)

    We had a balance of $16,770.49 as of the time of the ALA Midwinter Meeting. We have 418 personal members and 185 institutional members for a total of 603 members.

    Please see the full Treasurer’s Report elsewhere in this issue.

  4. Newsletter Editor’s Report (A. Weiss)

    Amy Weiss is now Editor-In-Chief of the OLAC Newsletter. She is currently working at Florida State University. She is investigating costs associated with printing and mailing the Newsletter. Douglas King is the new book review editor. We had four applicants for the position.

  5. CAPC Report (K. McGrath)

    Please see the full CAPC report elsewhere in this issue.

  6. Update On OLAC-MOUG 2008 Biennial Conference (K. Furniss/B. Evans/V. Toy-Smith for M. Huismann)

    MOUG wants programming at the joint conference that will appeal to non-catalogers. Kevin and Sevim McCutcheon from Kent State have found speakers. They will have a tour of the Rock and Roll Hall of Fame and will have a reception at the Cleveland Art Museum. They may be able to pull together a package deal for admission to places that are within walking distance of each other.

    The keynote speaker is Lynn Howarth from the faculty of Information Studies at the University of Toronto. Paige Andrew will be doing a map cataloging preconference. Jay Weitz of OCLC will be teaching video cataloging (only 1 part). Janis Young from LC will be doing a session on form and genre headings. Amy Weiss will be teaching a session on cataloging of electronic resources. Glenn Patton will do an all-conference session on RDA. He will give an overview of RDA, the history of RDA, and where we are now with RDA. Heidi Lee Hoerman of the University of South Carolina School of Library and Information Science will discuss the challenges of teaching RDA to library school students. Margaret Kaus will teach part 1 on scores. Mark Scharff will teach a session on sound recordings. Robert Freeborn will teach part 2 on sound recordings. Joe Hinger of St. Johns University Law Library in New York will teach a session on cataloging integrating resources, and Jen Riley will teach a session on non-MARC metadata for electronic resources. Ralph Papakhian will teach part 2 on scores. If he is unable to attend, Paul Cauthen of the Cincinnati Conservatory will teach that session. Cathy Gerhart will discuss WorldCat Local and demonstrate it. There may be a session on the digital resources project called the Cleveland Memory Project by someone from Cleveland University. Janet Swan Hill will listen to the various sessions and then do a wrap-up session.

    Once the Planning Committee figures out the costs, they will do a registration form. There are brochures for the conference at the OCLC booth. There will be a big poster for it at the MOUG meeting. The preconference will be on September 25th, and the conference will be on September 26-28th.

  7. Outreach/Advocacy Report (V. Toy-Smith for D. Benrubi)

    In the second half of 2007 OLAC members and friends were busy promoting OLAC at conferences and workshops. For more details on their outreach activities, see the full Outreach/Advocacy report elsewhere in this newsletter.

  8. ALA Affiliate Status (V. Toy-Smith)

    This was to be decided a few days after the meeting. We have to pay $75 to ALA to be an affiliate. Please see the President’s Column for further details.

  9. Web Site Revision Committee (B. Bothmann)

    The Committee is looking for a content management system. It would be a simple system. Web hosting costs approximately $60 a year, and we can have our own electronic discussion list. The Committee is getting quotes from Web designers. The redesign will probably cost $500-1,000. There are two volunteers to take over the job of Webmaster. There was discussion of the need for a backup for the Webmaster. We could have a wiki and a calendar on the Website, and posting could be more decentralized with a content management system.

  10. Making the Newsletter Online (A. Weiss)

    Amy proposed making the Newsletter online only. There was general agreement to this plan, with a tentative start date in March 2009. Most of the institutional members subscribe through EBSCO, and would receive their notification of the change through that channel. The change to electronic only should happen before we have to pay for the annual bulk-mailing permit again. The Newlstter could be put in PDF format, and we could deliver the PDF to members, or we could use IP authentication. Highwire does not publish Newsletters, so they would not do ours unless we added scholarly articles. Size of an online newsletter does not matter as to cost, so maybe there could be editorial reviews and solicited articles.

  11. Technical Issues Regarding Online Newsletter (B. Bothmann)

    The newsletter on the Web is an issue behind.

    At this point there was a discussion of the possibility of changing the name of the organization. There could be a name change contest for OLAC with the winner announced at the 2010 conference. We might want to have "digital" in our name.

  12. Examine OLAC Bylaws To See If More Changes Should Be Made (K. Rankin)

    It was decided that the officers’ duties should all be in one place, so those that are in the Bylaws will be repeated in the section of the Handbook on officers’ duties. If the Bylaws area changed in the future, we would probably add "primary" to the section that says the president is the representative of the organization and add a "or States in which OLAC does activities" to the part of the secretary’s duties that says the secretary "prepares all corporate reports required by the State in which incorporated". Kathy will fix a missing period and a minor formatting problem in one section of the Bylaws.

  13. Guidelines for memorial gifts (scholarships, etc.) (V. Toy-Smith)

    Vicki will draft something on memorial gifts for scholarships and the research grant. The Board will discuss it over email and vote on the draft at the ALA Annual Conference.

  14. Closed session to discuss appointments
The meeting was adjourned at 3:30 p.m.

Respectfully submitted,
Katherine Rankin
Secretary

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Last updated: March 21, 2008
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