EXECUTIVE BOARD MEETING
Online Audiovisual Catalogers
ALA Annual Conference
New Orleans, Louisiana
Saturday, June 24, 2006
- Welcome, Introductions, Announcements
The Meeting was called to order at 4:00 p.m. Board members present: Rebecca Lubas (President), Steven Miller, Robert Bothmann, Lisa Bodenheimer, Amy K. Weiss, Robert Freeborn. Visitors: Kelley McGrath, Vicki Toy Smith, Iris Wolley, Jay Weitz, Katherine L. Rankin.
The incoming Board members were welcomed.
- NACO Funnel Future, Training Issues, etc.
No report (the Board will discuss these issues at the Biennial Conference this Fall.)
- Archives Procedures (I. Wolley)
It has already been decided that while the OLAC Archives will reside in Mankato at Minnesota State University, the OLAC Archivist can reside anywhere and it is the job of the Archivist to collect and organize materials for shipping.
Iris Wolley, the current OLAC Archivist, suggests that there should be pre-determined procedures for the Archivist to follow and that these procedures should be posted on the OLAC Website.
The value of having such procedures was manifested by the number of questions that Board members had about what to send to the Archivist and how to send it. Iris suggested that materials should be submitted annually, and noted that electronic formats are not considered archival so that print copies will be needed for the Archive.
However, it is possible to send a file of electronic documents to Iris, and she will print them out for the archives.
For materials printed on glossy stock or colored stock, original materials are preferred, to the extent that an original exists.
It was also decided that the Archivist should keep three years of material on hand before sending it to be permanently archived, corresponding to the three-year term of each President.
- Secretary’s Report (A. Weiss)
The minutes of the previous Executive Board meeting, held at ALA MidWinter, in San Antonio, Texas on January12, 2006 were approved.
The Board members had previously discussed changes to Part 12 in the OLAC Handbook, "Service In More Than One Capacity". The new text clarifies what positions in OLAC are official positions. Service is limited to one official position at a time. These positions are: membership on the OLAC Board or the Cataloging Policy Committee, or a position as an official OLAC-appointed observer or liaison. However, people serving in an official capacity are eligible to participate in ad hoc or function specific committees.
The Board formally approved the proposed changes, with one addition exempting Newsletter staff, other than the Editor-in-Chief. The new version will be posted shortly.
- Treasurer’s Report (B. Bothmann)
See the Treasurer’s Report in this issue.
- Newsletter Editor’s Report (R. Lubas for J. Fletcher)
No report per se, but Newsletter Editor, Jain Fletcher has been given permission by the Board to look for outsourcing services for printing and mailing the OLAC Newsletter. If such services are too costly, an alternative will be to appoint another person to perform the technical/business end of Newsletter production.
- CAPC Report (L. Bodenheimer)
See the CAPC Meeting minutes in this issue.
Lisa Bodenheimer received a request from Nancy Lorimer of the Music Library Association asking if it would be possible to have an MLA Bibliographic Control Committee member as an ex-officio member of CAPC. It was agreed that closer ties with MLA would be advantageous. Lisa will draft a letter back to Nancy agreeing to the proposal, and as new Secretary, Katherine Rankin will need to modify the OLAC Handbook to reflect this change.
- Conference Planning Manual (R. Freeborn)
Robert will be working with Cathy Gerhart in hopes of having a draft ready by the ALA Midwinter Meeting in Seattle.
- OLAC Brochure (R. Lubas for D. Benrubi)
Some further small edits were made to the draft pamphlet. However, it is substantially ready to go to a graphic designer.
- OLAC Conference Arizona 2006 (R. Lubas for the Conference Committee)
The Conference is already showing signs of being fiscally solvent. Jennifer Bowen has been confirmed as the opening keynote speaker. Presenters at the metadata sessions have been asked to give practical demonstrations of how to create metadata. There will be buses to take conference-goers to the reception on the ASU campus. The Membership meeting will be held at lunch, as usual.
- OLAC 2006 Conference Planning for the Executive Board Meeting and CAPC
It was agreed to hold the Thursday Executive Board Meeting after the tours return to the Hotel, rather than a having a hard starting time at 4:00 p.m. A second, brief Board meeting will be held as a wrap-up session at the end of the Conference.
- Closed Session
Topics discussed: Appointments to the Awards Committee and the Elections Committee, selection of a new Book Review Editor for the Newsletter, the possibility of offering a research grant, and brainstorming on locations and possible contacts for the 2008 OLAC Conference.
- Adjournment
The meeting adjourned at approximately 5:15 p.m.
Respectfully submitted,
Amy K. Weiss
OLAC Secretary
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Last updated: October 19, 2006
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