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ONLINE AUDIOVISUAL CATALOGERS
EXECUTIVE BOARD MEETING
ALA ANNUAL MEETING
Orlando, Florida
Saturday, June 26, 2004

Minutes

  1. Call to Order and Announcements (C. Gerhart)

    President Cathy Gerhart called the meeting to order at 3:01 p.m. Board members present: Kay Johnson (Past President), Robert Freeborn (Vice President/President Elect), Bobby Bothmann (Treasurer), Rebecca Lubas (Secretary), and Iris Wolley (CAPC Chair). Guest: Amy Weiss (incoming Secretary).

  2. Approval of Minutes (R. Lubas)

    The minutes for the meeting at Midwinter in San Diego were approved.

  3. Treasurer's Report (B. Bothmann)

    See full report elsewhere in this issue.

  4. Newsletter Editor's Report (C. Gerhart for J. Fletcher)

    The Board discussed some cost-cutting and timesaving options for the Newsletter production and mailing as suggested by Jain. It was agreed that investigating the cost of having the printer do the bulk mail sorting is worthwhile, as this is extremely tedious and time-consuming. The Board also agreed to try an issue of the Newsletter printed on a lower weight paper, as a possible strategy for reducing costs. Also agreed upon was setting up mechanisms for members to have the option to receive an online Newsletter. This makes much sense for members that have access to an institutional copy and receive a personal copy. Password access to current issues online should be investigated to ensure that there is a clear benefit to membership for the online option.

  5. Old Business

    1. OLAC 2004 Conference (C. Gerhart for M. Richard)
       Please see Conference information in this issue and in the June issue for details on speakers, workshops offered and other activities.

    2. OLAC Dues Increase (C. Gerhart/B. Bothmann)
       Cathy and Bobby presented the following new dues structure, which the Board approved:

      OLAC MEMBERSHIP RATES
            *** U.S. Funds Only ***

       North America (including Canada, United States, and Mexico)
           Personal Memberships 
                 One year $20.00
                 Two years  $38.00
                 Three years  $55.00

            Institutional Memberships       
                 One year    $25.00
                 Two years   $48.00
                 Three years $70.00

       Other Countries
            All Memberships                     
                 One year $25.00
                 Two years $48.00
                 Three years $70.00

      Contributing                             
              One year only  $50.00
      These rates will go into effect for Membership Year 2005. Anyone who joins as part of his or her Conference registration will have a chance to get in at the current rate.

    3. OLAC CC:DA Representative (C. Gerhart)
       Greta de Groat has been appointed to serve as OLAC’s official Representative to CC:DA. This position will be an Ex Officio CAPC member. A few editorial changes will need to be made to the OLAC Handbook to reflect this revised position. The Board also agreed a brief history statement about the position would be appropriate.

    4. Handbook Changes for Conference Planning (C. Gerhart)
       Cathy re-presented some changes she suggested to help make Conference planning smoother. The Board accepted these changes and Rebecca Lubas will make them in the Handbook before handing responsibility of the Handbook to the incoming Secretary. The changes include guidelines for the host city and an earlier head start for soliciting proposals.

  6. New Business

    1. Treatment of Ex-Officio Board Members in the Handbook (C. Gerhart)
       It was agreed that the responsibilities and rights of the Ex-Officio Board Members need more consistent treatment in the Handbook. Iris agreed to chair a committee to look at creating these guidelines.

    2. Recording the Q&A Session at ALA Meetings (C. Gerhart)
       As there will be a new Q&A column editor, it was decided that the Newsletter Editor and the Q&A Editor will decide how to handle the use of material from the Q&A session for publication.

    3. OLAC Meeting Times (C. Gerhart)
       The Board reviewed alternatives for meetings times during ALA. It was agreed to take a straw poll at the Membership Meeting.

  7. Closed Session for Appointments
  8. Adjournment

    The meeting was adjourned at 5:30 p.m.
Respectfully submitted,

Rebecca L. Lubas
OLAC Secretary

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Last updated: September 21, 2004
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