Sunday, June 27, 2010, 4:00-5:30 p.m.
Washington Convention Center 203AB

1. Welcome and Introductions (Pat Loghry)
   
   We went around the room and introduced ourselves. There were twenty-four in attendance, twenty OLAC members and four guests.
   
2. Changes/Set Agenda
   
   Pat asked for any changes or additions to the agenda. None were heard and the agenda was adopted as stated.
   
3. Announcements
• From Pat Loghry:
  
  When I was a kid, I used to watch Bob Hope sing his theme song “Thanks for the Memories.” As I close out my year as President I do wish to say thank-you for the memories. It was a pleasure to serve the members, this organization and to help move forward some of the AV cataloging changes.
  
  Over the past year OLAC has moved from a paper newsletter to an all electronic one. We have also added the option for electronic payment using PayPal for membership dues and registration fees for this year's upcoming conference in Macon, Georgia, October 14-17, 2010. Thanks to Nathan Putnam for moving the PayPal issue forward.
  
  OLAC co-sponsored the ALCTS Preconference 2-part workshop, Cataloging & Description of Cartographic Resources: From Parchment to Pixels, Paper to Digital. Part 1, Basic Map Cataloging, is scheduled for Thursday, June 24, 8:30-5:00 p.m., and Part 2, Digital Cartographic Materials Cataloging, is scheduled for Friday, June 25, 8:30 a.m.-12:00 p.m. Both sessions will be held at the Washington Convention Center 146C. For more information .
  
  Look for the 2009 OLAC research award presentation at the Macon conference as Kevin Furniss and Morag Boyd will discuss “Describing Reproductions: A Series of Decisions” The research award winner has been picked for 2010, and we look forward to an announcement soon.
  
  Finally, my thanks to the Executive Board: Sevim McCutcheon, Paige Andrew, Nathan Putnam, Kate James, Bobby Bothmann, Robert Freeborn and Deborah Benrubi. You are a great group to work with and I so appreciate your patience and your support. A word of thanks goes out to Jay Weitz for all your help with the conference calls. I look forward to seeing you all at the OLAC meetings in Washington, D.C. and also at the OLAC conference.
  
  

  Thanks for everything.

4. Officer‘s Reports

• Secretary‘s Report (Paige Andrew)
  
  Minutes to all three OLAC meetings from ALA Midwinter were published in the March issue of the OLAC Newsletter. Minutes to all three meetings from this conference will be published in the September edition. The OLAC Executive Board Meeting was held via conference call on June 4, 2010.
  
  Paige asked that anyone providing reports at this meeting to please send them to him in writing if at all possible.
  
  This conference marks the end of two years for Paige as your Secretary. He noted that he believes he has provided the OLAC membership with a job done well, though in one area he did not do so well. That area was in reviewing and revising the OLAC Handbook. There was work put into this effort during the first year or so of Secretarial duties, but in the past six months circumstances prevented a continuation of this work, and thus it will now be up to the incoming Secretary, Marcia Barrett, to bring this important document up to speed. Paige noted that the Executive Board has made a number of important and positive decisions in the past two years to better the organization, but some of them have not been documented, or documented well, while others have.
  
  Paige concluded with the following remarks “I hope that I have met your expectations both as your Secretary and as a contributing member of the Executive Board. It has been an honor and a privilege to serve the members of OLAC.”
  
• Treasurer‘s Report (Nathan Putnam)
  
  Nathan announced that overall OLAC is in fine financial shape. Currently membership stands at 345 personal members and 128 institutional members. The number of institutional members has fallen but overall membership remains about the same as last year. He also noted that as of this conference he has 84 expired memberships and Nathan asked if anyone present fell into this category to contact him after the meeting.
  
  The treasury currently stands at just over $20,000. For a complete Treasurer's Report see the June 2010 issue of the newsletter.
  
  Under new business, Nathan noted that in the past few months we have implemented both an online registration form and a means for paying for both dues and conference registrations through PayPal. This has been a huge success; in recent weeks nearly everyone renewing their membership dues has done so online through this means.
  
• Newsletter Editor‘s Report (Kate James)
  
  Kate noted that the first online-only OLAC newsletter was the March issue. The June issue is due out in very early July. She will also soon be sending out a survey to all OLAC members seeking information and input towards newsletter content. Finally, Kate announced that we have a new Book Review Editor, Katie Eller from the St. Louis County Public Library.
  
• Cataloging Policy Committee (CAPC) Report (Robert Freeborn)
  
  Rob reported that CAPC met Friday night, June 24th with another excellent turnout. Nearly all of the Task Force's and committees formed in the past couple of years have completed their specific assignments, and new guidelines and other documents now reside on the OLAC website for everyone's use. The AV Glossary Task Force has a plan in place to complete its work by the time of the ALA Midwinter Meeting in January 2011.
  
  Efforts to create new BIBCO Bibliographic Standard Record (BSR) cataloging standards, one for Graphic Materials, one for Electronic Resources, and one for Video Recordings, are nearly complete. Final drafts of these can be found on LC's BIBCO website at:
  • http://www.loc.gov/catdir/pcc/bibco/BSRPVM-Final-Report.pdf ,
  • http://www.loc.gov/catdir/pcc/bibco/BSRGM-Final-Report.pdf and
  • http://www.loc.gov/catdir/pcc/bibco/BSRER-Final-Report.pdf

and it is anticipated that the PCC Steering Committee will officially adopt these sometime in July. OLAC members who worked diligently on the two BSR's include Greta de Groat (Stanford University), Teressa Keenan (University of Montana), Julie Moore (California State University, Fresno), Donna Viscuglia (Harvard University), Iris Wolley (Columbia University), and Walter Walker (Loyola Marymount University), coordinator and chair.

Rob also noted that CAPC is looking into the possibility of forming a joint Task Force with MLA to create a new set of general principles guidelines for flash memory devices in both AACR2R and RDA.

• Outreach/Advocacy Report (Nathan Putnam for Debbie Benrubi)
  
  Nathan read Debbie's report in her absence:
  
  Thanks go to the many OLAC members who have promoted OLAC when teaching workshops and attending regional conferences in recent months. These include Dana Tonkonow from Central Connecticut State University, who taught a workshop entitled “Video & Sound Recordings: Cataloging Basics” at the Middletown Library Service Center in Middletown, Connecticut; Rebecca Lubas from the University of New Mexico, who promoted OLAC at a meeting of the New Mexico Library Association Conference; Shelby Harken from the University of North Dakota who uses OLAC materials and promotes OLAC while mentoring cataloging interns; Amy Pennington from St. Louis University who promoted OLAC at workshops on cataloging audiovisual materials at the MOBIUS Annual Conference in Columbia, Missouri and the Missouri Library Association Annual Conference; and Paige Andrew from Pennsylvania State University who promotes OLAC at his map cataloging workshops. OLAC has been promoted at several regional cataloging meetings in Northern California and OLAC and CAPC publications are referenced regularly on discussion lists such as AUTOCAT and on OCLC messages. I know there are many others who promote OLAC and I'm sorry if I left out your name here; please let me know anyone else who should be included and I'll make sure it gets into the newsletter. Your efforts to raise OLAC's profile are much appreciated. It really helps to let everyone know the great work CAPC is doing and I think it helps to generate new members, especially as the Biennial Conference draws near.

   The OLAC website also helps generate interest. I occasionally receive inquiries on membership or the conference through the website.

  Several members are representing OLAC at the ALA Affiliates Booth this week. Thanks to everyone who signed up including Heidi Frank, Annie Glerum, Sevim McCutcheon, Pat Loghry, Paige Andrew, and Rob Freeborn. There are still a couple of slots open tomorrow, at noon and 3 pm, so if you want to sit for an hour, do some people watching and talk up our organization to passers-by, you can do it at Booth 2533 on the Exhibits floor.

5. Liaison Reports
   • MARBI Report (Cathy Gerhart)
     
     No report given. See the MARBI Report elsewhere in this newsletter.
     
   • CC:DA Report (Kelley McGrath)
     
     No report given. See the CC:DA Report elsewhere in this newsletter.
     
   • OCLC Report (Jay Weitz)
     
     Jay provided another very informative report, details of which can be found in the “News from OCLC” report published in the June 2010 newsletter. The items that he highlighted and provided details at the meeting include:
     
     1. An update of the activities of the Expert Cataloging Community
        
     2. News about the next version of the Connexion Client, which will include a link to the RDA Toolkit and will be released in early 2011
        
     3. Connexion Client 2.2 has been released and works with old 64-bit computers
        
     4. An overview of the numbers of records scanned and merged under the new DDR software implementation in recent months, which is quite impressive. Jay also asked that if anyone notices incorrect merges occurring to please notify him or OCLC's Quality Control unit immediately.
        
   • Library of Congress Report (Paige Andrew for Janis Young)
     
     Paige noted that he failed to bring handouts to the meeting as he agreed to do in Janis' absence, but did indicate that two key items included information about genre/form headings updates and also the LC decision to pull genre/form headings from LCSH and create a new and separate g/f thesaurus. See the LC Report from Janis elsewhere in this newsletter for further details.
     
   • Music OCLC Users Group Report (Pat Loghry for Mary Huismann)
     
     Pat read the following report for Mary:
     

     The Music OCLC Users Group will hold its annual conference in February 8-9, 2011 in Philadelphia, PA, immediately preceding the Music Library Association Conference. The Program Committee is in the process of developing the program and details should be available by early autumn. In the meantime, you may read more about the Music Library Association conference theme "Born Digital: A New Frontier for Music Libraries" at the conference website.
     

6. Activities Reports
   
   • Nancy B. Olson Award (Pat Loghry)
     

     Pat read the content of the NBO Award plaque to the group and then presented the award to Julie Moore. Julie then delivered a moving acceptance speech to those in attendance. Pat also noted that she will Chair next year's Nancy B. Olson Award Committee and that Julie is automatically a member of that committee. This year's NBO Award Committee members, Bobby Bothmann (Chair), Lori Kupski, and Paige Andrew were thanked. Wording from the plaque

     
     

     OLAC...
     
     presents the 2010 Nancy B. Olson Award  to Julie Renee Moore for significant, varied, and diverse contributions to audiovisual cataloging and catalogers at the local, state, and national levels over more than twenty years. Most especially she is honored for: teaching, working with, and guiding a group of six interns in Alaska who have become successful Librarians in their own careers contributing her own records to the bibliographic universe for formats that include electronic resources, videorecordings, realia, maps, legal materials, serials and more promoting through poster sessions, presentations, teaching and writing, the understanding of cataloging a variety of formats of materials teaching and promoting the new international cataloging rules, Resource Description and Access (RDA) service and leadership in a variety of ways to her profession and to other communities of peoples
     
     In addition she is recognized for strong and ongoing contributions to the OnLine Audiovisual Catalogers, Inc. organization, notably as a member and editor of a task force to update a heavily used cataloging guideline, as a member of a task force to create a new national standard for electronic resources cataloging, and coordinating and leadership roles for a highly successful ALA Preconference workshop "Cataloging Digital Media: Back to the Future" in Chicago.
     

   • Elections Committee (Pat for Vicki Toy Smith)
     
     The results of the 2010 election for open Executive Board positions of President/President-Elect and Secretary are as follows:
                     
     Amy Weiss was elected the incoming Vice-President/President-Elect for two years (2010-2012)
     
     Marcia Barrett was elected the incoming Secretary for two years (2010-2012)
     
     These results, along with pictures of both candidates, were published in the June 2010 issue of the Newsletter.
     
   • OLAC Research Grant Report (Kevin Furniss)
     
     Kevin delivered an update of progress on behalf of himself and Morag Boyd regarding their research on the topic of “Describing Reproductions:  A Series of Decisions.” Kevin's portion of the presentation to be given at the upcoming 2010 OLAC Biennial Conference in Macon, Georgia will focus on serial-related reproductions while Morag will be speaking on non-serial reproductions.
     
7. Old Business
   
   • Moving Image Work Grant (Amy Weiss)
     
     No report.
     
   • Web Steering Committee (Pat Loghry)
     
     Pat announced that a Web Steering Committee has been formed and begun initial work on reviewing the content of the OLAC website. The position of Past President will be the chair of this group moving forward; therefore Pat will serve as chair of the Web Steering Committee for 2010-2011. Look for announcements via OLAC-L in the near future. Members of the committee include Lucas Wing Kau Mak and Heidi Frank.
     
8. New Business
   
   • 2010 OLAC Biennial (Macon) Conference (Sevim McCutcheon for Julie Huskey)
     
     Sevim covered several details relating to the upcoming Biennial Conference in October, most notably that the conference website is up and running and that members can now register for the conference and the hotel. Also, all but one program now has a presenter attached to it; Julie is still looking for someone to do a presentation on cataloging Graphic Materials. For details relating to the upcoming conference see the June 2010 issue of the OLAC Newsletter and/or go to the conference website .
     
   • Passing of the Gavel to New President (Pat Loghry)
     
     Pat invited Sevim McCutcheon to the podium and formally introduced her as the new President of OLAC and gave her the President's gavel.
     
9. Move to Adjourn
   
   Sevim moved to adjourn the Membership Meeting, which closed at 5 p.m.