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Welcome and Introductions: (Pat Loghry)
President Pat Loghry opened the meeting at 4 p.m. We went around the room and introduced ourselves. There were 30 attendees at this meeting.
Announcements
Changes to the agenda
Pat asked for any changes to the agenda from the floor. Noting none, she did note a needed change; adding a 2010 OLAC Biennial Conference Report to the agenda under Old Business. This change was approved.
Other
Pat then thanked Marcia Barrett for running the CAPC meeting Friday night for Robert Freeborn and Bill Anderson for his willingness to deliver the CAPC report.
Bobby Bothmann announced that Kelley McGrath is the recipient of the Esther J. Piercy Award for 2010, to be presented at annual in DC. Kelley received a round of applause from the OLAC members present.
Officer's Reports
Secretary's Report (Paige Andrew)
Minutes to the three OLAC meetings from June and July 2009 (Executive Board Conference Call Meeting held on June 30th; CAPC and Membership meetings held at the ALA Annual Conference in July) were published in the September 2009 issue of the OLAC Newsletter (Vol. 29, No. 3).
A lot of work has gone into updating and adding to the OLAC Handbook in the previous six months, much based on decisions made by Board members over a longer period of time both at meetings and by email. For example, the revised Research Grant application form and new Grant Guidelines were changed/added. Numerous smaller edits such as corrections to spellings and punctuation and improving grammar were also done by the Secretary. Paige will continue to work on updates to the Handbook.
He has also been working with some changes to the OLAC website with the webmaster Teressa Keenan, and sees a great need for improvements to the navigation mechanisms and layout/arrangement of link names, etc. An idea about forming a Website Steering Committee to partner with Teressa was discussed. See “New Web Steering Committee” under New Business below for details.
Treasurer's Report (Nathan Putnam)
As of December 31, 2009 we had $19,227.27 in the checking account, as of this meeting slightly under $22,000, with 356 individual members and 165 institutional members. A membership renewal email went out to members in the beginning of December and the Treasurer is currently wading through those who have sent in their renewal. Nathan is waiting on 124 individual members and 42 institutions to renew from last year and will be sending out the final reminder next week.
Nathan also has been in contact with conference planners and Teressa about setting up a PayPal account for making online payments of annual dues and registration for conference. Teressa thinks that this will be able to work within the website software. There are still a few questions that need to be answered and ultimately Executive Board and membership approval is needed since PayPal will charge a small fee of $ 0.30 for every transaction.
Newsletter Editor's Report (Amy Weiss)
Amy reported that she is no longer the OLAC Newsletter Editor since she recently completed publication and mailing of the December 2009 issue, which is the last print issue. With the upcoming March 2010 issue Kate James is the new newsletter editor.
Cost to print the December 2009 issue was slightly over $1000, mailing costs were just under $270. One benefit with publishing only an electronic version of the newsletter is that these costs will be going away, and the money used with print can be re-used by OLAC in other endeavors.
Amy noted that at the recent Executive Board meeting on January 5th a discussion was held about providing institutional members access to the electronic newsletter. There are a couple of options being explored by the Board and Kate; a set of decisions will be made and implemented in the near future.
Amy also shared news from Kate that both Doug King and Barbara Vaughan have agreed to retain their current positions with the newsletter, which are Book Review Editor and News/Announcements Editor respectively.
Cataloging Policy Committee (CAPC) Report (Bill Anderson for Robert Freeborn)
Bill provided a brief synopsis of the primary reports given at the CAPC meeting on Friday night:
Moving Image Work-Level Records Task Force: this committee is close to being ready to send out their final draft for public comment. They first need to provide updates to some sections of the document regarding recent LC form/genre changes.
SlotMusic Best Practices Task Force: a set of draft guidelines were completed, sent to CAPC, revised, and currently a second draft is under review by CAPC.
Audiovisual Materials Glossary Update Task Force: this group has gone as far as possible to date but has run up against a number of copyright-related issues based on the 1988 first published edition. They have asked for guidance and assistance from the Executive Board regarding possible copyright infringement issues and copyrighting of what will be an online second edition. They will continue work on the Glossary once various copyright issues have been resolved.
RDA Testing: A general interest meeting regarding the methodologies and timelines of RDA testing will be held on Sunday, January 17th. Anyone interested in learning more about this upcoming activity is encouraged to attend.
Bibliographic Standard Record (BSR) for Visual Materials committee: The newly formed committee lead by Walter Walker is currently working on creating a new BSR for visual materials based on the “floor record” concept for printed materials that was established by the PCC’s Standing Committee on Standards (SRS) in October 2009. This committee has a deadline of February 28th to turn in a completed standard to the SRS.
Outreach/Advocacy Report (Pat Loghry for Debbie Benrubi)
Debbie was unable to attend Midwinter and to date has not submitted a report to either Pat or Paige. Both will follow up with Debbie for a possible report, if provided it will be published in the next issue of the newsletter.
Liaison Reports
MARBI Report (Cathy Gerhart)
See written report elsewhere in this newsletter.
CC:DA Report (Kelley McGrath)
See written report elsewhere in this newsletter.
OCLC Report (Jay Weitz)
Jay delivered summaries of the following information about recent and future OCLC activities of interest to OLAC:
RDA Testing
Publication of the online, Web-based, RDA is currently planned for June 2010. OCLC has participated actively in the process of producing RDA through our ex-officio membership in the ALA Committee on Cataloging: Description and Access and through our representation on the MARC Advisory Committee. We also have staff participating in the Joint Steering Committee's two RDA Examples Groups and the RDA/MARC Working Group, which is preparing proposals for MARC 21 format change in support of RDA. In addition, OCLC is represented in the ALA RDA Implementation Task Force, which is planning for implementation activities in the U.S.
- OCLC is working with LC, NAL and NLM in support of the testing participants.
- OCLC’s Contract Cataloging Services team will participate in the RDA test.
- MARC 21 changes are expected to be installed in May 2010, in time for RDA testing.
MARC 21 Changes
Mostly covers MARC Update No. 10 (dated October 2009), including:
- 040 subfield $e code ‘rda’ to identify the rules used.
- New fields for content type, media type and carrier type:
- Field 336 – Content type.
- Field 337 – Media type.
- Field 338 – Carrier type.
- 040 subfield $e code ‘rda’ to identify the rules used.
- Other fields for entity attributes:
- Field 336 – Content type.
- 37X fields (place, address, field of activity, gender, etc.)
Also includes additional codes for fields 006, 007, and 008 to provide encoded data for unaccounted-for media types and carrier types.
Expert Community
- Experiment phase began February 15, 2009, and ended August 15, 2009.
- All functionality remains in place.
- Total of 1,690 institutions participated, with 368 institutions having activity during each of the six months.
- A total of 108,766 records were replaced.
- More functionality changes under consideration:
- Beginning discussions with PCC about the possibility of allowing changes to PCC records.
- Continuing discussions about the possibilities for expanding capabilities of Enhance authorizations.
More Expert Community information
Duplicate Detection and Resolution (DDR)
From 1991 through 2005, OCLC used its Duplicate Detection and Resolution (DDR) software to match and merge 1.6 million duplicate WorldCat bibliographic records in the Books format. In 2005, a project was started to re-invent the DDR software to work in the Connexion environment and to expand its capabilities to deal with all types of bibliographic records.
- New software put into production beginning in May 2009, processing small subsets of WorldCat.
- Roughly 340,000 records processed with 12,000 duplicates merged.
- Doing lots of bibliographic record cleanup to increase matching accuracy.
- Full processing of WorldCat will begin in early 2010:
- Each day’s new and updated records.
- Entire WorldCat from Record #1.
Record Enhancement Projects
Bibliographic Records:
- Integrating resource records:
- Loose-leafs with open dates completed.
- Lots of clean-up remains to be done.
- Provider-neutral e-monographs:
- Conversion should start by the end of January 2010.
Authority Records:
- Terminal periods removal effort was finished in March 2009: 926,865 records changed.
- 034 fields generated from coordinates in 670 fields:
Identified about 100,000 geographic name authority records:
- Those with coordinate data in field 670 have had that data harvested to formulate 034 fields to be added in coming weeks.
- Isn't clear how many will get modified.
Complementary to the project to add 781 fields to geographic names.
- Field 781 contains the geographic subdivision form of the geographic name.
- Field 034 is indexed in the Cartographic Data index (cm:).
For other OCLC activities see “News from OCLC” by Jay elsewhere in this newsletter.
Library of Congress Report (Paige Andrew for Janis Young)
Paige reviewed the key portions of Janis’ report titled “Genre/Form Update”. These included an updated FAQ page in Spanish recently mounted on the G/F website; key elements of the Moving Image Project, Cartography Project, and Music Project. For details see Janis’ report elsewhere in this newsletter.
Music OCLC Users Group Report (Mary Huismann)
Mary shared information about the upcoming MOUG meeting at the Music Library Association annual conference. It will be held at the Paradise Point Resort in San Diego from March 20-21, 2010. This year’s meeting program includes two plenary sessions (“Web Scale Management Service and You” and “Taiga, NextGen, and a Brave New World for Accessing Music”) plus sessions devoted to archival cataloging, selection, and "hot topics."
Activities Reports
Nancy B. Olson Award (Bobby Bothmann)
Bobby announced that the NBO Award Committee had received nominations. Committee members Bobby Bothmann, Paige Andrew, and Lori Kupsky recently reviewed nomination letters and accompanying documentation and selected a recipient.
An announcement regarding the recipient of the 2010 Nancy B. Olson Award will be posted in the near future on the OLAC-L site after the recipient has been contacted. The Award will be presented at the OLAC Membership Meeting during the ALA Annual Conference in Washington, D.C. in June.
Elections Committee (Pat Loghry for Vicki Toy-Smith)
The slate of candidates as of the Membership Meeting is as follows:
For Vice-President/President-Elect: Amy Weiss, Florida State University and Peter Lisius, Kent State University
For Secretary: Marcia Barrett, University of Alabama
Pat asked for any further nominations from the floor. There were no further nominations heard. The slate will remain open until January 31, 2010 and if anyone is interested in running for either of these positions they should immediately contact Vicki Toy-Smith, Chair of the Elections Committee, or by telephone at (775) 682-5601. Duties for all offices are in the OLAC Handbook.
An online election will be conducted in April in accordance with the OLAC Bylaws and winners will be announced before the ALA Annual Conference.
OLAC Research Grant Report (Morag Boyd)
Morag provided a progress report on her and Kevin Furniss’ research project looking at the Cataloging Treatment of Reproductions Past and Future. So far they have looked at current practices primarily but soon will be examining reproductions under the FRBR model. One of the major activities being accomplished is conducting in-person interviews with individuals who work with reproductions while at Midwinter. Things are on track and they look forward to delivering a presentation at the 2010 OLAC Biennial Conference in October.
Old Business
Moving Image Work Grant
No report.
2010 OLAC Biennial Conference Report (Sevim McCutcheon for Julie Huskey)
Sevim shared the following information, provided to the OLAC Executive Board at their meeting held via conference call on Jan. 5, 2010:
- Opening Keynote Speaker: Robert Ellett
- Closing Keynote Speaker: Mac Elrod
- The Preconference workshop will be on NACO Funnel Training.
- The breakout sessions are going to be heavily “video-oriented”, based on feedback from a survey done in the Fall of OLAC members’ desires, and the Program Planning Committee is looking for speakers.
- The Conference website is still being developed but should be up and running soon.
- A registration fee structure for the conference has not been set yet because the new Marriott is still trying to establish their own fees for use of rooms, food, etc. Once the Committee has these numbers they will go forward with setting up a proposed fee structure and report to the Board for approval.
- Julie and a couple of other Conference leaders will be doing a walkthrough of the new Marriott Conference Center on January 18th, and will be on the lookout for how the rooms are arranged, what kinds of activities will be possible, and generally getting a feel for where things are in relation to each other so that they can pass all of this along to OLAC members via the forthcoming Conference website.
In addition, there is a Conference planning blog that the Planning Committee is using, though there is not a lot of information posted to it currently. As soon as the Planning Committee has set the registration fees and other specific conference-related information, they will be posted to a conference website.
New Business
New Web Steering Committee (Pat Loghry)
At the recently-held Executive Board meeting held via conference call on January 5th, members of the Executive Board held discussions based on the idea of providing assistance to our webmaster to relieve her of making decisions on content and navigation/appearance, allowing Teressa to focus on making additions and changes instead. The idea of a Web Steering Committee was raised, discussed, and approved by the Board members. Pat subsequently posted a call for volunteers on OLAC-L and quickly garnered several interested individuals. One key element of this group is that the Board felt that terms needed to be staggered, and that the person holding the position of Past President automatically will be the representative for the Board in order to liaison in a timely manner. Pat has volunteered to be the first Board member on the Web Steering Committee; other members include Gary Moore, Lucas Mack, and Heidi Frank.
Paige Andrew has agreed to write a draft charge for the Web Steering Committee, which will be delivered to Pat shortly after the Midwinter Meeting. Pat will finalize the group’s charge and begin working with committee members.
OLAC Co-Sponsorship for ALCTS Preconference Program at ALA Annual Meeting (Paige Andrew)
Paige announced that OLAC members Susan Moore, Mary Lynette Larsgaard, and he will be conducting a map cataloging Preconference at the upcoming ALA Annual Conference in Washington, D.C. on June 24-25, 2010. Shortly after the 2009 Annual Conference the ALCTS Program Planning Committee asked for co-sponsorship from the group and the Executive Board was asked if OLAC wished to become an “in name only” co-sponsor of this Preconference workshop alongside MAGERT. The Board discussed and gave approval for co-sponsorship. OLAC’s name will be attached to all forthcoming announcements, online or in print, associated with the Preconference, which will provide some positive public relations for OLAC.
OLAC Co-Sponsorship for the “21st Century Metadata Manager” program (B. Bothmann)
Bobby announced that OLAC has also approved being a co-sponsor for Rebecca Lubas' “Boot Camp for the 21st Century Metadata Manager”. This ALCTS Program, to be held at the ALA Annual Conference in Washington, D.C., is tentatively scheduled for Monday, June 28, from 8-10 a.m.
Adjournment
The meeting was adjourned at 5:10 p.m.
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