OLAC Newsletter
Vol. 29 | No. 3| September 2009

The OLAC Newsletter (ISSN: 0739-1153) is a quarterly publication of the Online Audiovisual Catalogers, Inc. appearing in March, June, September and December. Permission is granted to copy and disseminate information contained herein, provided the source is acknowledged.

In this issue

President's Column

Editor's Column

Treasurer's Report

Meeting Minutes:

• Executive Board
• CAPC Meeting
• Membership Meeting

News and Announcements:

• MOUG Liaison Reappointed
• Archival Sound Recordings Subcommittee Announcement
• Call for Nancy B. Olson Award Nominations

Conference Reports:

• MARBI Liaison Report
• CC:DA Liaison Report

Library of Congress Update

Book Reviews:

• Crash Course in Cataloging for Non-Catalogers
• More Innovative Redesign and Reorganizations of Library Technical Services

OLAC Cataloger's Judgment:

• SMDs for Remote-Access Resources
• Musings on the Mu
• Episode Titles and Season Designations
• Much Ado About Noting
• The Agony of the “sce” (and Other Relator Codes)
• Parallel Title, Displaced
• Records Without Class (Numbers, That Is)
• Uniform Titles for Television Programs
• NTSC, SECAM, and PAL, Oh My
• A Date with Consistency

OLAC/Cataloging Policy Committee (CAPC)
Meeting Minutes
Friday, July 10, 2009

The meeting was called to order by Chair Kelley McGrath at 7:35 p.m.

Members present: Kelley McGrath, Marcia Barrett, Carolyn Walden, Walt Walker, Heidi Frank
Ex officio members present: Jay Weitz, Martha Yee (for Greta de Groat), Cathy Gerhart
Intern(s) present: Cyrus Ford, Susan Wynne

There were thirty-three attendees.

1. Welcome and introductions
   Kelley welcomed everyone to the meeting, introduced herself and asked that everyone do the same around the room.
   
   
2. Approval of minutes
   http://www.olacinc.org/newsletters/sept08/capc.html     http://www.olacinc.org/newsletters/dec08.pdf
   
   Kelley asked for any corrections or additions to the minutes of the Midwinter 2009 CAPC Meeting as posted on the website at the above links. Marcia Barrett moved to accept the minutes with no changes, Martha Yee seconded the motion. Minutes were approved unanimously.
   
   
3. Announcements
   Kelley announced the following changes for CAPC starting immediately following this meeting:
   
   
   • Members completing terms: Kelley McGrath, Jeannette Ho, Carolyn Walden
   • New Members: Cyrus Ford, Susan Wynne
   • New Interns: Stacie Traill, Anchalee (Joy) Panigabutra-Roberts
   • New CAPC Chair: Robert Freeborn
     
     
   Kelley noted that Jeannette and Carolyn were major and positive contributors to CAPC during their terms, serving on and/or chairing various committees and task forces and contributing to various conversations and other tasks. A round of applause was given for all three of the outgoing CAPC members
   
   
4. Reports and discussions:
   • MARBI report (C. Gerhart)
     [See the MARBI report elsewhere in this issue of the newsletter.]
     
     
   • CC:DA report (Martha Yee for G. de Groat)
     [See the CC:DA Report elsewhere in this issue of the newsletter.]
     
     
   • Form/genre headings (Janis Young, LC)
     [See the LC Policy and Standards Division Report elsewhere in this issue of the newsletter.] Janis also noted that she gave a presentation on genre/form headings to the Library of Congress’ staff on July 2, 2009 and that it will be made publicly available soon as a webcast. 
     
     
   • Subcommittee on Maintenance for CAPC Resources (K. McGrath for D. Procházka)
     After the launch of the new OLAC web site in early 2009, the members of the Subcommittee for the Maintenance of CAPC Resources conducted an extensive review of the site, focusing on the CAPC portions.  Upon completion of its review in April, the Subcommittee submitted a list of recommendations to CAPC, which combined specific corrections that the Subcommittee thought should be made and general observations about the layout and organization of the new web site.
     
     
   • Video Language Coding Best Practices Task Force (K. McGrath)
     Kelley announced that the Video Language Best Practices TF report is still in draft form as we are waiting for the outcome of a MARC format change proposal that we submitted. LC has received the proposal, but it has not yet made it onto the MARBI agenda. Cathy Gerhart will investigate.
     
     
   • Playaways Best Practices Task Force (H. Frank)
     Heidi announced that the Task Force has completed its work. They have finished their assessment of the impact of RDA, as of its last public draft, on Playaway cataloging. They are planning to update the current best practices document to reflect the establishment of “Audiobooks” as an official LC genre-form heading. They are also having some discussions on the use of the recently-established topical LCSH heading for Playaways as a genre form heading.  
     
     
   • Moving Image Work-Level Records Task Force (K. McGrath)
     Kelley reported on the status of the component parts of this document and on how they might apply to cataloging. The TF recently published a draft of operational definitions and supporting data elements for selected pieces of information about moving image works. Once the TF has completed its work they need to identify how best to implement their findings.
     
     
   • LC Genre/Form Headings for Moving Images Best Practices TF (K. McGrath for B. Anderson)
     The task force has begun on a very rough draft of the guidelines. The Purpose section of the guidelines states, “The purpose of this document is to provide guidelines with examples for the usage of form/genre headings for moving image records. The task force intends that the guidelines supplement and make clear existing guidelines, particularly the scope and usage notes in the heading authority records, while remaining compliant to current correct practice. However, as form/genre practice in general is currently being reviewed by several other committees, the task force recognizes a need to both provide its best recommendations for practice in the short term, as well as the need to revisit these guidelines in the future.
     
     In controversial areas, where existing rules have been questioned as to their usefulness, the committee will offer suggestions for a consistent local practice that libraries might adopt for their own catalogs while still staying compliant to rules for record creation/editing in shared bibliographic databases.”
     
     The issues to be addressed in the guidelines (which are continuing to expand) include:
     • “Character” genre headings
     • Internet moving images.
     • Geographic subdivision of form/genre terms
     • Language/Nationality “genres”
     • Live performances of music and the arts
     • Assigning fiction films and non-fiction films headings
     • Television or film headings missing a corresponding heading for the other medium
       
       
     These sections are gradually being filled by members, and vetted by the committee.
     
     A separate, but less formal, document is being kept for issues such as suggestions for changing existing headings, references, etc. that we may not wish to include in the guidelines, but that can be routed to appropriate bodies for review.
     
     
   • SlotMusic Best Practices Task Force (M. Barrett)
     The task force has completed a draft of best practices guidelines for cataloging SlotMusic, high quality, DRM-free MP3 music on microSD (TM) cards (http://www.slotmusic.org), that specifically address the GMD, SMD and system details note. The task force has used Google Documents as a space to store and share scanned images of the pieces, the draft, and catalog records. 
     
     slotMusic presents a number of cataloging challenges, the first of which is the multiple formats issue. The format includes aspects of both sound recordings and electronic resources and allows the artist to add other content such as video. slotMusic releases are issued with USB adapters and sometimes bundled with slotMusic players. The physical pieces include the microSD card, a small plastic case for the card, a larger cardboard container the size of a CD jewel case, a booklet (liner notes), and a USB port. [Heidi passed around examples of the containers and card.]
     
     Some of the major challenges and issues the TF encountered with cataloging this format are
     • General material designation -- The task force considered both [sound recording] and [electronic resource] for the GMD and initially recommended [sound recording] to reflect the primary content. After reviewing Kelley’s feedback and reconsidering the issues, we have changed the recommendation to [electronic resource] for several reasons:
       
       Electronic resource is more reflective of the “broad class of material” to which slotMusic belongs. 
       
       Electronic resource conforms with cataloging practice for other digital materials.
       
       Electronic resource “trumps” other GMDs when combining AACR2 chapters.
       
       
     • Chief source of information – The microSD card, the carrier, contains no information on the card itself, and there is not enough descriptive metadata included in the files that applies to the work as a whole to serve as a chief source. Of the two items that can be considered a container, only the larger includes substantive information. 
       
     • Specific material designation – The task force deemed “micro SD card” too technical to be useful. The broader term for SD cards is memory card, and we discussed using “audio memory card.” To be consistent with other examples in AACR2, we’re recommending “sound memory card” as the SMD.
       
       
     • Accompanying material – Accompanying material with intellectual content such as a booklet with song lyrics and photos are appropriate for inclusion in the physical description while other accompanying material such as the USB adapter should be given in a note.
       
     • System details note – The task force has recommended several notes to clarify system requirements.
       
       Kelley has forwarded the draft to CAPC for review with a July 24 deadline. The draft will be reviewed by MLA as well. The task force looks forward to feedback and suggestions.
       
       
   • Audiovisual Materials Glossary Update Task Force (H. Frank)
     Heidi reported that this TF has created an online database for the group to work with in both updating terms and creating cross-references. As the TF members move forward they need to address copyright issues and also to redefine the scope of the glossary, which should include RDA components.
5. New business
   • RDA Testing (K. McGrath)
     OLAC and MLA partnered to form a testing team that applied to be one of the U.S. national library RDA test partners. The application was accepted and members of OLAC and MLA been chosen to undertake this task beginning in January 2010.
     
   • Flash memory devices cataloging best practices (K. McGrath)
     Kelley suggested to the incoming Chair, Rob Freeborn that he might consider creating a task force to work on guidelines for cataloging flash memory devices that would be more general than the current Playaways and slotMusic best practices documents
6. Adjournment
   The meeting adjourned at 9:35 p.m.




Return to Table of Contents

 

 

OLAC EXECUTIVE BOARD MEETING
Minutes
Conference Call
Thursday, 30 June 2009, 11:00 am - 1:00 pm.

1. Welcome & Introductions
2. Announcements
   • We received two applications for the Newsletter Editor position. These were forwarded by  Bobby this morning to the Executive Board and will be discussed in a closed executive session via email.
   • Julie Huskey, Jay Weitz, Martha Yee, Cathy Gerhart and her husband will join us for dinner  at ALA Annual on Friday night.
3. Amend and adopt the agenda - Bobby sent via email ahead of the meeting. The agenda was adopted without changes.
   

Officers Reports  

1. Secretary’s report (Paige Andrew)
   Since the Midwinter ALA meeting in Denver the Secretary has accomplished the following: assisted the ebmaster with calls for review and changes to the new website; participated in various discussions such as the 2010 Biennial Conference, and proofread and prepared edits to the Handbook. Before the upcoming Annual Conference he will provide a set of minutes of this meeting for all to review and Implement both the Handbook edits and any updates to it as needed.
   
2. Treasurer’s report (Kate James)
   As of June 29, 2009 we have $20,079.95 in the checking account, not counting the $2,800.00 sent to the conference treasurer for the hotel deposit. This is about $3,500 more than last year at the same time; however, without the conference money it would only be about $500.00 extra. 
   Currently, we have 349 personal memberships (up 63 since Midwinter) and 162 (up 17 since Midwinter) institutional memberships, for a total of 511. Memberships, both new and renewals, have slowed significantly, which is typical for this time of year. In general, the numbers are down from last year and they probably are not going to increase much through the end of 2009.
   We may need to reconsider adding a separate membership renewal option to our Biennial Conference registration form at the next meeting in 2010.
   
   Kate noted that the $2800 hotel deposit is a new thing, in the past we have not had to put a deposit down for whatever hotel we were staying at or using; discussion revolved around whether or not to update the area of the Handbook on the Biennial Conference. Another place that would be valuable to add this information is the Conference Planning Manual .
   
   
3. Newsletter Editor’s report (Amy Weiss)
   The March issue was 80 pages, among the longest ever published. Mailing/printing costs were much higher than usual (in contrast, the June issue only had 24 pages) this time. Amy will attempt to evenout the September and December issues by holding some content until December. Douglas King is resigning as book review editor. We need to start the process of identifying a replacement for him. Bobby asked if it would be helpful to forward a list of books needing to be reviewed from Technicalities. Amy said this would be a great thing to help out the new book reviewer. Bobby will follow through on this.
   Amy noted that she is pleased we have candidates for the Newsletter Editor position and looks forward to working with whomever is selected in the coming weeks.
   Jay has noticed that the page numbers on the Website version no longer correlate with the page numbers in the printed copy, which makes references to particular items not possible or inaccurate. Kelley shared the problems with PDF files versus HTML or other formats and noted that CAPC plans on talking about this very issue to see if we can decide which will work best for their purposes. Bobby suggested that we form a Task Force consisting of Teressa, the CAPC chair or a couple of CAPC members, and one or two OLAC members to work on resolving when and how to use different file formats. Executive Board members agreed on this strategy. Bobby suggested adding this topic to New Business below, all agreed.
   
   
4. CAPC report (Kelley McGrath)
   See the CAPC report elsewhere in this newsletter.
   
   
5. Outreach/Advocacy Report (Debbie Benrubi)
   Several outreach ideas were generated at our Midwinter meeting. Debbie was to contact conference coordinators/planners during the planning stages to see if she could mail copies of the brochure to them to set out for interested attendees at the conference. Debbie has been successful with placing our literature at several regional Technical Services Groups (ALCTS affiliates) and the California State Library Association conference, as well as two regional Innovative user group meetings.
   
   In addition there will be OLAC brochures at the two ALA pre-conferences we're co-sponsoring with ALCTS. Debbie was also to move ahead with distributing OLAC materials to cataloging professors and also create a directory of cataloging experts we can advertise to promote OLAC and our expertise. She has sent materials to about thirty cataloging professors in an ongoing project, but hasn't done anything on the latter project.
   
   Debbie also monitors AUTOCAT for media cataloging questions and has noted that someone always points out the OLAC website and publications so that she doesn't have to!
   
   Next steps for Outreach: This summer would be a good time for her to move ahead on the "directory" concept. Also, she is going to request that members forward to her announcements of regional workshops and meetings where she might be able to send brochures. Debbie has been asked to come up with messages to promote membership but has drawn a blank on writing inspirational prose and requests some help from the rest of us.
   
   Pat Loghry has offered to attend the New Members Round Table Reception at ALA Annual to talk about OLAC.
   
   Bobby sent the Executive Board an ALA invitation to sit at an Affiliate’s Table in the conference center and promote OLAC if we wish to pursue doing this. Debbie feels that it would be a good idea for us to do this. It may be too late to pursue for the 2009 Annual Conference but options suggested included putting out flyers in or near the Placement Center and/or hand a batch off to Rob F. to put out at the MLA table. Bobby shared latest information on the status of the invitation and noted there is space available on Sunday via email and asked for volunteers to attend. We will move forward with participating in the use of an Affiliate’s Table and conclude this using email.
   
   Kate and Debbie suggested crafting a “generic” email message promoting OLAC, and will start an email conversation in this regard. This would be a PR piece that highlights specific OLAC involvement in recent years in such things as developing cataloging guidelines and best practices, then inviting individuals who want to be a part of our many efforts to join OLAC. This message could go out on a variety of lists, and Debbie asked all to submit appropriate lists to her to pursue.
   
   Debbie concluded her report by sharing that the current graphics in our OLAC Brochure “look tired” and need to be updated. She asked us to review the Brochure and send suggestions to her. Bobby agreed, but also shared that at the time of creation of the current Brochure we used an outside graphics designer whom Rebecca Lubas recommended. He suggested that we contact Rebecca to get back in touch with this person to see if he/she is willing to work with us on an updated version of graphics, and also suggested adding/changing text to highlight OLAC’s proactive work on things relating to changing standards, and similar. Exec Board members asked Bobby to pursue getting in touch with the graphics designer and report back to us at Annual. We will take up changes to the text in an online discussion.

Old Business

1. OLAC Handbook changes
   • Calendar - Bobby finds the Calendar extremely useful in functioning as President. We need to review it and add anything that would be helpful.
   • Research Grant - Need to update information on the Research Grant in the Handbook based on Pat’s recent email suggestions. ALCTS is also wanting to make 2010 the “Year of Cataloging Research” with a spate of related programs and online efforts, so we need to look into this to see if we can promote our Research Grant using this forum.
   • Increase in expenses amount for Conference presenters - Currently this is set at $400 per presenter. Bobby noted that since so many speakers cannot accept honoraria perhaps we need to change the honoraria to an amount for travel expenses. Sevim suggested offering guidelines to presenters based on their individual institutions’ situation; i.e., set up a sliding scale between the two categories of travel expense and honoraria based on a maximum amount. Bobby suggested that we do a follow-up discussion by email in order to try and formulate a better way of distributing monies for Conference presenters.
   • Other - No other items were suggested.
     
     
2. Newsletter switch to online only
   • RSS Feed Availability (Question sent to Jay)
     Should we ask Teressa to set this up in the website? Bobby noted that this is possible to do technologically. Instead of sending out the entire newsletter issue perhaps we can send out an abstract of the newsletter to various lists indicating that the next issue is now available on the website as an “advertisement”. Bobby will also send us a list of items Teressa has identified that must be done before we can switch over the newsletter to be online only. It might also be a good idea to bring in Outreach to help set up and distribute the announcements from OLAC. Some suggested lists to work with included OCLCCAT, AUTOCAT, MOUG-List, an ALCTS-based list. Debbie asked for any other suggested lists from the group.
     
3. OLAC Archives
   Bobby sent us an email with latest status a day or two before the meeting. The contract for an OLAC Archive set up at the University of Minnesota is signed and done. Now it is time to contribute appropriate papers to go into the Archive. Explanatory text from Bobby’s email:
   “Attached is the donation agreement between OLAC and Minnesota State University, Mankato for the archives. We started this when Rob was president (I think), just for time-line. The crux is, the OLAC Archivist (Iris Wooley) keeps the current two years of information--and now is a good time to remind everyone to send Iris your documents that should be archived! (See section 2: http://www.olacinc.org/drupal/?q=node/58#archives) The OLAC Archivist sends the 3rd year to MSU Archives, who maintains the historical collection. We should have the finding aid sometime soon. OLAC will pay for the Hollinger boxes and then we pay $100/year for maintenance. The treasurer will receive the bill, so no need to stay on top of it (and we haven't been billed as yet because the archives have not had a chance to complete the processing of the collection).”
   
4. OCLC Members Council Contact
   • What do we do with the position?
     Kevin Furniss is currently the liaison, but the Council is now defunct and has been replaced by the OCLC Regional Councils. Bobby shared an email conversation he has had with Tracey Rudnick, chair of MOUG, with all of us via email so we need to review this. The bottom line is we need to wait and see if we might want to share a liaison position with MOUG. We can revisit this issue if and when it comes up in the future.

New Business

1. OLAC 2010 Conference
   • Board Liaison
     Bobby noted that the current VP at the time of setting up the conference committee would be the liaison to the Conference Board. Should Pat L. or Sevim M. be liaison? It was decided, and Sevim agreed, to appoint Sevim as the Board Liaison for the 2010 Biennial Conference.
   • Report from the 2010 Biennial Conference Committee (sent via email by Julie
               Huskey)
     The Conference Committee has signed a formal contract with the Marriott Macon City Center. We will make the deposit as soon as a conference bank account can be opened (within the next few days). Also:
     They have selected several members of the Program Committee:
             Dr. Jung-ran Park, Assistant Professor, The iSchool at Drexel University, Philadelphia
            Jeannette Ho, Special Formats Cataloging Librarian, Texas A&M University
             Elizabeth McCormick, Monographics Librarian, McConnell Library, Radford University
     
     The Conference Committee is discussing potential speakers and drafting letters of invitation and additionally are close to settling on a conference theme. In addition they have: Approached Muriel Jackson (Washington Memorial Library, Bibb County Libraries) and who has agreed to serve as chair of Local Arrangements Committee. Contacted a local sign-language interpreter for information on hiring interpreters for the conference. Emailed local catalog librarians; and sent an announcement to the Georgia Library Association list asking for volunteers. Debbie recommended that we notify Julie about the need to set up a Fundraising Committee right away so that they can start working immediately on this important task.
2. Formation of various OLAC Committees
   • Nancy B. Olson Award Committee, Chair: Bobby Bothmann
     Bobby noted that this committee is made up of a chair and two other OLAC members.
     Paige suggested having the past recipient serve on the Committee, which is done regularly in other organizations, and that would mean only one more person would need to be added as a volunteer. Kelley noted that if we were to pursue doing this it would be wise to only do this when the past Award recipient is an OLAC member since they are representing the organization. Everyone agreed. It was decided to use Paige’s suggestion, but if the Award recipient is not an OLAC member we can simply formulate this committee from two OLAC volunteers. Bobby asked Paige to be on the Committee and he accepted. Bobby will pursue adding a third person to the Committee.
   • OLAC Conference Scholarship Committee, Chair: Nanette Donohue
     Nanette has already sent out a call for committee members. The previous recipient of the scholarship also automatically serves. We need to identify a third volunteer to serve.  Bobby noted that Nanette has this under control.
   • OLAC Elections Committee, Chair: Vicki Toy-Smith
     Vicki has announced the OLAC Elections Committee has been formed.  Kevin Furniss volunteered to serve on this committee. Vicki is also open to accepting a thirdvolunteer for this committee.
   • OLAC Research Grant Committee, Chair: Sevim McCutcheon
     The VP/President-elect is automatically chair. The previous year’s recipient(s) will be asked to also serve on this committee.  Bobby suggested only using one recipient when there are more than one, just so we are sure to maintain diversity on the committee. All agreed that this would be the better way to handle this committee’s makeup.
     
     Kelley asked if this was a committee that alternates only in years when we do not have the Biennial Committee or if it is an annual grant given. Bobby believes that it is meant to be an annual award but that there is not guidance on this in the Handbook. Bobby suggested that the grant be given annually as a means of building momentum. It would also provide information to add to the Newsletter, it would provide more items to share with members at Membership Meetings, etc. Executive Board members agreed to continue this discussion via email.
3. Midwinter Membership meeting follow-up
   • Virtual Membership Meeting in non-conference years
     Idea:  ER&L has virtual conference attendance options
      It was suggested to set up a Virtual meeting in conjunction with the live meeting at the ALA conferences. Bobby noted that this would get expensive due to what the hotels and conference centers charge for online access. If we tried this with CAPC meetings Kelley suggested that because of the give and take of the meeting it might not work that well in a virtual environment. Bobby will take this item and ask for further input as an email discussion.
   • Regional training opportunities in off-conference years
     Could OLAC support this? Create a network of trainers? Could cost savings from going  online with the Newsletter support this?
     
     Bobby shared that we could export using WebJunction to conduct training opportunities, or possibly Drupal would allow this kind of functionality. One of the primary desires for training from OLAC members was for the AV Funnel process. Bobby was not aware of whether the Funnel is currently working or not; Kelley shared that it is indeed working well.
4. Expand concept of the OLAC Scholarship.
   Idea was to change to a $500 award to allow more recipients.
   Currently the scholarship amount is up to $1000 for a single individual. The suggestion is to reduce it to a maximum of $500 and give to more individuals. This might attract new members? [Amy?] thought that it would be better to leave it at $1000 because the lower amount might not help an individual with actual travel expenses. Bobby suggested not changing it this time around, but re-discuss in time for the 2012 Biennial Conference so that we have time to build more funds into the scholarship to be able to have two or more attend the national conference. Discussion revolved around keeping the maximum of $1000 but instead of giving out a set amount ask each individual applying to provide a budget and then try and support multiple scholarships based on what the true need might be. This discussion will be continued.
   
   Internship
   
   Bobby couldn’t quite remember the crux of this topic for discussion, but suspected that the idea was to make someone an intern to help OLAC. Amy added "like an Executive Board intern", so it might be someone to help the Board with some things and provide experience and a support entry into the organization. We will discuss this topic further.
5. Form Task Force to investigate types of file formats for webpage and elsewhere
   Bobby will conduct this option via email as we ran out of our two-hour time devoted for conducting the meeting. See Item #3 “Newsletter Editor’s Report” under Officer’s Reports above for related information.

 

 

Return to Table of Contents

 

 

OLAC MEMBERSHIP MEETING
ALA Annual Conference, Chicago, ILL
Sunday. 12 July 2009, 3:30-5:30 pm


Welcome & Introductions

Bobby opened the meeting at 3:30 p.m. by welcoming all present and starting a sign-up sheet around. There were a total of 28 OLAC members present at the meeting. We went around the room and introduced ourselves, those who are OLAC officers also mentioned what office they held.

Announcements

• New Appointments (Bobby Bothmann)
  Julie Huskey was introduced as the 2010 OLAC Biannual Conference Chair
  Mary Huismann has accepted another term as the MOUG Liaison
• Call for book reviews editor (Pat Loghry)
  Current book reviews editor Douglas King has announced that he is stepping down from this position, so we are seeking a new book review editor. If interested in this position get in touch with Pat Loghry at Patricia.A.Loghry.1@nd.edu.
• Call for service on committees (Bobby Bothmann)
  A call for volunteer opportunities to serve on various committees will go out on OLAC-L right after ALA, please volunteer your time and talents to help keep OLAC running smoothly and efficiently.

Amend and Adopt the Agenda

Bobby noted that he failed to include in the agenda the topic of announcing the recipient of the OLAC Research Grant and asked if this could be added. All present agreed to add this topic to the New Business section as item 16.5. The meeting agenda was adopted unanimously by voice vote.

Officers Reports:

• Secretary’s Report (Paige Andrew)
  Paige Participated in the recent Executive Board meeting that was held by conference call and has completed minutes from that meeting. After minutes from both the CAPC meeting and this Membership meeting are completed he will go through and update and make editorial changes to the OLAC Handbook in tandem with Executive Board members’ input. In addition, the lists of OLAC officers, liaisons/appointees, and past Presidents will be updated following the Annual Conference and posted on the OLAC website.
  
  
• Treasurer’s Report (Kate James)
  Kate noted that this was her last Treasurer’s Report as she completes her term and thanked everyone for the opportunity to serve OLAC in this capacity. OLAC has $20,000+ in its accounts as of the end of June, which is a healthy figure. Also at the end of June OLAC membership stands at 511, including 349 Individual members and 162 Institutional members. These numbers are down from the previous year but not significantly.
  
• Newsletter Editor’s Report (Amy Weiss)
  The March 2009 printed Newsletter was the largest ever done and therefore was costly to produce and mail. Due to the circumstances Amy will attempt to split the various meeting minutes and accompanying reports across the next two issues in September and December to get back to a normal-sized newsletter. The December 2009 Newsletter will be the last one in print. Beginning with the March 2010 newsletter it will become electronic-only.
  
  Amy announced that nominations for a new Newsletter Editor have been received by the Executive Board, and that deliberations are under way to make a selection. As soon as the selection has been made it will be announced to the membership and the new Editor will begin working with Amy to transition the Newsletter in the coming months.
  
  
• CAPC report (Kelley McGrath)
  [See the full CAPC report elsewhere in this newsletter.] Kelley announced that three current members are completing their terms; Kelley McGrath, Jeannette Ho, Carolyn Walden. Interns who will be starting terms as CAPC Members after this meeting include Cyrus Ford and Susan Wynne, and new CAPC Interns include Anchalee (Joy) Panigabutra-Roberts and Stacey Trail. Rob Freeborn is the new incoming CAPC Chair. In addition, Bobby announced that the CAPC statement of concern to OCLC regarding the “Policy for Use and Transfer of WorldCat Records” was completed in March and sent to OCLC, with some positive results. Also, in May a combined OLAC/MLA application for RDA testing was approved and members of both organizations will be selected to participate very soon.
  
• Outreach/Advocacy report (Debbie Benrubi)
  Bobby read Debbie’s report, which will be published in the December Newsletter

Liaison Reports:

• Music OCLC Users Group (Bobby Bothmann for Mary Huismann)
  Bobby read Mary’s report, which will be published in the December Newsletter
  
  
• CC:DA (Martha Yee) No report at the meeting. [See elsewhere in this Newsletter for the report].
  
  
• MARBI (Cathy Gerhart) No report at the meeting. [see elsewhere in this Newsletter for the report].
  
  
• OCLC (Jay Weitz)
  [See the News from OCLC elsewhere in this Newsletter].
  
  
• LC (Bobby Bothmann for Janis Young)
  [See the full Library of Congress Policy and Standards Division Report elsewhere in this Newsletter.]
  
  
• OLAC 2010 Conference report (Julie Huskey)
  The OLAC 2010 Biannual Conference will be held at the Macon Marriott City Center on October 14-17, 2009. Further details are available in the June 30, 2009 Executive Board Meeting Minutes as item #1 under New Business. As more details become available they will go out via OLAC-L and be posted on the OLAC website, Julie invited all to come and spend a few days in central antebellum Georgia, where the weather should be comfortable since it will be October.
  
  Bobby also announced that Sevim McCutcheon has been chosen as the Executive Board Liaison to the Conference Committee.

Old Business

• Highlights of the Executive Board Virtual Meeting
  In keeping with the idea of exploring better methods for meeting less on a face-to-face basis as individuals are less able to travel to conferences and meetings, members of the Executive Board held the ALA Annual 2009 Executive Board meeting via conference call on June 30th. Bobby reported that though it was a little awkward at first, the 2-hour meeting with all Board members present was deemed a success. The entire agenda was covered during the timeframe and a number of decisions made as well as reports heard. Future Exec Board meetings can be conducted in this manner, though there are a couple of downsides to be overcome, including how best to allow non-Exec Board members to join in the meeting, and the possibility of doing the meeting with both audio and video components. The OLAC Executive Board will explore these ideas and attempt to conduct the January 2010 Midwinter meeting more broadly.
  
• Face-to-Face and Virtual Meetings
  Since this topic was discussed in part during the Highlights of the Executive Board Virtual Meeting all agreed to continue a discussion via OLAC-L and/or email.
  
  
  • OLAC Research Grant Award (Pat L.)
    Pat Loghry, as Chair of the OLAC Research Grant Award Committee, announced that after a number of years in hiatus the Research Grant was resurrected and recipients chosen. OLAC members Kevin Furniss and Morag Boyd were awarded the Research Grant for research tentatively titled “Cataloging Reproductions: A Series of Decisions.” Kevin and Morag took the podium to further explain what they want to accomplish in conducting this research and asked everyone to contact them with information related to cataloging reproductions of any format of material. Their research outcomes will be presented at the 2010 Biannual Conference and also be submitted for publication as an article in an appropriate journal. 

New Business

• Change of Q&A Panel to Hot Topics Discussion forum
  Bobby announced that based on feedback at the Q&A Panel forum at Midwinter we have decided to change the format to a “Hot Topics Discussion” forum. This will be conducted immediately following the Membership meeting after a short break.
  
  
• Presentation of the Nancy B. Olson Award (Paige Andrew, 2009 recipient)
  Bobby announced the 2009 Nancy B. Olson Award recipient on behalf of the NBO Award Committee members and Chair Vicky Toy-Smith. He then read from the plaque the text outlining Paige’s accomplishments and invited Paige to the front of the room to present the Award.  Pictures were taken from the audience and Paige read a brief statement of acceptance and thanks.
  
  Bobby now becomes the Chair of the NBO Award Committee and noted that Paige volunteered to serve on the Committee as its most recent award recipient. A third committee member will be sought following the conference.
  
• Handing Over of the Gavel
  Bobby invited Patricia Loghry to the front of the room where he officially handed the OLAC gavel over to her, making her the new President of OLAC for 2009-2010. Pat accepted the gavel and thanked Bobby for the excellent job he has done as President of OLAC. Bobby received a round of applause.

Adjourn

The Membership Meeting adjourned at 4:50 p.m. and re-assemble for OLAC Hot Topics Discussion (formerly Q&A panel) at 5 p.m.

Discussion topic:

Virtual OLAC meetings/online workshops and/or regional workshops

Bobby kicked off the topic of virtual meetings, and OLAC providing different types of workshops for both its membership and opportunities to individuals who are not members. There was discussion about different types of software delivery options for providing meetings and workshops in an online environment but no decisions were made; rather some of the ideas would be further explored. In addition, some workshop topics were suggested as follows: (1) changes to MARC to accommodate RDA, and (2) RDA training for specific formats. More

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