Minutes of the 21st Annual Meeting
and the Twentieth Anniversary
of the Association of Seventh-day Adventist Librarians
Wednesday, June 20
Welcome to the 21st ASDAL Conference and 20th Anniversary was given by Adu Worku, Library Director of Pacific Union College Library and Dr. John Collins VP of Finance, PUC.
Devotional by Ginger Ketting, Professor of Education, PUC. Ginger used the Chambered Nautilaus shell to emphasize Philippians 3:12-14. We need to be connected to where we have come from.
Gilbert Abella introduced the keynote speaker Dr. Ella Simmons.
Dr. Simmons directed our thoughts to the story of Nehemiah building the wall. She mentioned a report by a notable philosopher she heard some 12 years ago on National Public Radio, that "information has doubled, while knowledge has halved, and wisdom has quartered." Her conclusion from that report is that the walls are down and we need some Nehemiah's to lead in the rebuilding.
To rebuild these walls Information Resource professionals need to become significant partners and leaders in institutional decision-making.
BREAK
INFOMINE is a collection of scholarly Internet resources created by librarians to assist faculty, students and staff in locating useful Internet sites. Instead of each library creating and maintaining individual lists of useful sites, INFOMINE is an example of how libraries and librarians can cooperate to create a tool that can benefit not only local libraries but libraries all around the world. View the presentation online at www.asdal.org/minutes/Infomine.htm
Marilyn's report covered the foundation years of the Index. During the 1930's to the end of the 1960's Theofield G. Weis (former library director of Columbia Union College) and D. Glenn Hilts (former library director of Union College, Atlantic Union College and La Sierra College) paved the way for the first phase of what we now call the SDA Periodical Index. Weis created the SDA Retrospective Index covering the years 1865 to 1969 for ten Seventh-day Adventist journals. Hilts saw the need for subject headings uniquely suited for Adventist topics and created a set of heading to represent Adventist materials.
Keith's report covered the birth and growth of the baby. In 1971 George Summers (former library director of Loma Linda University) provided the zeal, courage, and creative budgeting to make the dream a reality. The journey through the 1970's was a very rocky one for the index. Survival hung by a thin thread. During the 1980's ASDAL was formed and the organization took on the survival of the index. About half of the funding for the index now came from the GC providing stability, but by the end of the 80's this funding was eliminated. A new decade brought on another funding crises. The Index Board had to make some quick decisions. A new financial plan and relocation of the Index from Loma Linda to Andrews University provide a new lease on life. The Index has made it through the 90's and survived thirty rocky years.
View Marilyn Crane's presentation online at www.asdal.org/minutes/cranesdapi1.html
View Keith Clouten's presentation online at www.asdal.org/minutes/cloutensdapi2.html
In November 1926, E.I. Mohr arrived at River Plate College in Argentina to serve as science and math teacher. He was also appointed College Librarian when it became known that he had worked in the Enterprise Academy Library as a student and had taken an introductory course in librarianship. Although Mohr's preferences were focused in the sciences and teaching, he transformed three bookcases of old books into a functional, well-organized library. Sixty years after his departure from River Plate College there is still a significant legacy of his work as a librarian.
LUNCH
Lauren gave a brief history of the official publication of the Association of Seventh-day Adventist Librarians (ASDAL Action). The current publication was preceded by The Library Clock in 1948 and the Seventh-day Adventist College Library Newsletter in 1957-1981. Margaret von Hake, the first editor of ASDAL Action, is the originator of the name for the publication. ASDAL Action has gone from an eight page publication done on the typewriter to an online web version. The growth and development over the past 20 years has been amazing. Thanks to the invaluable leadership of all the editors, the input from various members on design and layout, as well as the many scholarly articles and columns, the publication is one we can all be proud of. A quiz sheet on ASDAL Action facts was given to everyone. All past ASDAL Action editors were invited to the front for an informal response session. Each editor was given a certificate of appreciation for their term of service. Margaret von Hake the first editor and the one who gave the publication its name received an engraved award.
Cynthia's presentation focused on the trends within ASDAL and SDA Libraries. Adventist Resources has been the main focus of the association. Articles on Adventist Heritage and EGW Resources date back to the beginning of ASDAL Action. Cooperative ventures produced such programs as SAIL (Services to Adventist Institutional Libraries) and ALICE (Adventist Library Information Cooperative). Concern for rank & tenure for college and university librarians, as well as school librarians has persisted over the years. International SDA Libraries are now an integral part of ASDAL. There have been many articles on technology, collaboration and cooperation, new buildings, disaster planning, recruitment and retention. See the full presentation at www.asdal.org/minutes/trends-archives.html
Maynard emphasized the importance of fund raising for our institutions. Fund raising helps build relationships. Americans give three percent of their income to charity, however Adventists are 25th on the per capita giving list of US denominations. Previously donations to religious institutions received the largest share of donations, but that is no longer so. Private foundation giving is now ahead. Some reasons for giving include: belief in the mission of the institution, fiscal stability of the institution, community responsibility and civic pride, respect for the institution in a wider circle.
Librarians do have an important role to play in encouraging donors to give to the institution
See the presentation at www.asdal.org/minutes/fundraising.pdf
Breakout sessions
Business Session I
Gilbert Abella, President, brought the session to order. He announced that as VOTED by the Executive Committee, Steve Sowder is the parliamentarian for the Business Session.
Secretary's report - Violet Maynard-Reid moved that we accept the minutes as printed in the Fall 2000 issue of ASDAL Action. VOTED.
ASDAL Action Report - Lauren Matacio and Cynthia Helms. Lauren mentioned that she would be happy to take suggestions for articles. She encouraged everyone to continue submitting materials. ACCEPTED and VOTED.
2001 Election Ballot Results - presented by Gilbert Abella.
Membership Coordinator - Gilbert announced that the Executive Committee elected Genevieve Steyn as the Membership Coordinator.
Nominations for the Nominating Committee
Motion that nominations cease. Moved and seconded. VOTED
VOTED members for the Nominating Committee
Nominations for the Resolutions Committee
VOTED members for the Resolutions Committee
D. Glenn Hilts Scholarship - Gilbert gave a donation and will follow up with two other donations over the next two years. A group of SDA library directors will be giving a total of $5,100. The goal is $20,000. However because we do not have a 501C3 letter of exemption the Association is unable to issue receipts for donations over $199.99. A Donor Advised Fund is the best option. $8,000 has been raised so far in pledges and donations. If each member gives $100 the goal would be realized.
Adventist Resources Working Committee - Jim Ford reported that the following changes have been made in the committee:
Jim also reported that the periodical Adventist Heritage has been resurrected. It currently resides at La Sierra University.
ALICE Council - Carolyn Gaskell reported that the ALICE web page will shortly be improved. The Council also approved an added section to the ASDAL Bylaws governing the current ALICE structure.
Chloe presented the proposal for the ALICE bylaws.
ALICE has been functioning since 1996, but had never been added to the Bylaws. VOTED to add as Section 8 under Standing Committees the description of ALICE (with slight modification from their Bylaws)
{The Adventist Libraries Information Cooperative (ALICE) functions as a service of the Association of Seventh-day Adventist Librarians (ASDAL) and reports to each annual meeting of ASDAL}
Changed to: "The Adventist Library Information Cooperative (ALICE) is a consortium of SDA institutional libraries and functions as a service of ASDAL
"The purpose of ALICE is to provide member libraries with enhanced database access opportunities at reduced prices through collective efforts and resource sharing within the cooperative.
"SDA institutional libraries which were signatories to the ALICE agreement on September 1, 1996 are inaugural members. Application for membership in ALICE may be made by other SDA institutional libraries. Approval is by ALICE Council. Member libraries are governed by the ALICE agreement.
"ALICE is governed by the Council composed of the directors or empowered representatives of member libraries. The Council elects its own chair.
"A Fiscal Agent shall be appointed by the Council for a five-year term which is renewable.
"The Secretary/Treasurer is appointed by the Council and shall be located at the institution acting as fiscal agent.
"The Council shall appoint a Project Manager whose function it is to coordinate and implement projects, including negotiation with vendors. The Project Manager shall be appointed for a two-year term
"The Council shall meet at least annually, normally in conjunction with the annual conference of ASDAL. A quorum of 2/3 of NAD members shall be necessary to transact business."
Moved and seconded. VOTED
SDA Periodical Index Publication Board - Keith Clouten reported that they currently index 43 journals and magazine titles. The Index is barely scrapping by financially. It was voted by the Board to return to Innovative as the search engine to run the online version of the index.
ADJOURNED
Banquet with after-dinner presentation "Beyond Vintners and Tourists - Profiles the People who Live and Work in the Napa Valley" Tom Turner - Professor of Art, PUC
Thursday, June 21
All day tour to:
Friday, June 22
Devotional - Greg Schnieder, Professor of Behavioral Science, PUC
BREAKOUT REPORTS:
Systems Librarians - Joel Lutes reported that Systems Departments are still evolving. It all depends on the institution and budgets.
Public Services - Cynthia Helms reported on what SDA libraries are doing about information literacy. There are web sites, articles, ACRL standards and the Immersion Seminar sponsored by ACRL. One library developed a competency test based on the ACRL standards. A course on the web "Living on the Information" by Marty Parsley was recommended. We need to do needs/outcomes assessment.
How do Public Services librarians teach the intelligent use of information and electronic literacy? Start with the faculty: communicate and collaborate, work with the liaison librarians, do new faculty orientations, librarians must develop one-on-one relationships with teaching faculty. Invite the faculty to the library on a social basis, give short presentations to departmental faculty meetings, and provide current awareness programs. Note was also made of the importance of publicity. Most have done away with freshmen orientation. Course-related instruction works better.
Technical Services - Catalogers are now faced with various types of electronic materials. How are these materials cataloged and made available to the campus? Most catalogers have no answers, but they have CORC that allows anyone to catalog the web.
Library Directors - Carolyn Gaskell reported that directors discussed mentoring future leaders:
On another topic most directors in attendance reported that space issues were a major problem.
Joyce outlined the background, mission, funding and structure of the central Alberta library consortium NEOS and Canadian University College library's transition into full partnership. Joyce outlined the costs, commitments and benefits of membership in NEOS which is part of a Province-wide consortium called The Alberta Library or TAL. NEOS has provided the CUC library with access to a large range of databases that would otherwise be out of their reach. Membership has proved to be very beneficial in many ways, with one of the most significant being sharing in a library automation platform. See Joyce's full report at: www.asdal.org/minutes/consortium.html
BREAK
Marge and Pat gave detailed information on the process their library went through in developing a web site for library services and resources. For their full report and slide show go to: www.asdal.org/minutes/mckeewebsite.html
Marilyn laid out the difficulties that JWL has with periodical subscriptions, the strategies they decided on, the implementation and success of the process. View her powerpoint presentation at www.asdal.org/minutes/Periodicals.htm
LUNCH
Stephanie brought to our attention the fact that electronic or digital books have been around since 1971. The Materials Research Lab at the University of Illinois under the direction of Michael Hart developed the first electronic books and documents. This project later became the Project Gutenberg database. The materials included in the database fall in the public domain and were published prior to 1923. See Stephanie's full report at www.asdal.org/minutes/ebooks.html
BUSINESS SESSION II
Chloe read letters from George Summers, Larry Onsager and Harvey Brenneise
REPORTS:
Treasurer - Lee Wisel presented the Annual Financial Statement for May 31, 2000 to May 31 2001 (See copy at end of this report).
SDA Classification Advisory Committee - Stan Cottrell reported that this year the main emphasis has been on updating the schedule with the various changes made at last year's General Conference Session. Marilyn Crane continues her fine work as Editor. In the coming year the plan is to put a copy of the schedules on the ASDAL web page in Adobe PDF format, so they can be viewed or downloaded by anyone who needs a copy.
Site Planning - Loranne Grace
Statistics - Peg Bennett reported there were no changes or additions to report.
Constitution & Bylaws Committee - Chloe Foutz reported that changes will be updated on the web version.
In 1994 there was a long discussion on when the statistics form should be returned to the secretary. It was voted at that time to suspend that section for two years. The question was not brought up again until this year and the Constitution and Bylaws Committee referred the question to the Directors' Break-Out Session. The Directors voted November 30 as the deadline. This means that their availability would be announced in the Winter issue of Action.
Article IV. Section 5. Secretary
Old wording (4th sentence)
The Secretary shall collect statistics for the previous fiscal year from the Seventh-day Adventist academic libraries in North America
during the month of September....
New wording - VOTED
The Secretary shall collect statistics for the previous fiscal year from the Seventh-day Adventist academic libraries in North America by November 30.
Old wording (5th sentence)
The results of this survey shall be distributed by the first week in November to the directors
New wording - VOTED
The results of this survey shall be distributed to the directors
Old wording (6th sentence)
A notice of their availability shall be printed in the fall issue of ASDAL Action
New wording - VOTED
A notice of their availability shall be printed in the winter issue of ASDAL Action
The SDA Periodical Index Board recommended several changes to Section 4 of Article VI. VOTED to divide the question and vote on each part separately. Two changes in wording passed, two parts of the question failed and one part passed as amended. The motion to table also failed.
Article VI. Section 4. Standing Committees
Old wording (1st paragraph, last sentence)
Ordinarily the board will invite the editor to its meetings
New wording - VOTED
The board may invite the editor to its meetings.
New sentence added (2nd paragraph) - VOTED
The library director of the host institution serves as the chairperson
Old wording (2nd paragraph, 2nd sentence)
The board shall elect a chairperson and secretary from among the four elected board members.
New wording - VOTED
The board shall elect a secretary from among the four elected board members.
Old wording (2nd paragraph, 4th sentence)
Meetings are held twice per year, a winter meeting at Andrews University and a summer meeting at the annual conference.
New wording - VOTED
Meetings are held twice year, a winter meeting and a summer meeting at the annual conference.
Old wording (2nd paragraph, 5th sentence)
Those elected to this board should expect to be in a position to attend these meetings, particularly the winter meeting.
New wording - VOTED
Those elected to this board should expect to be in a position to regularly attend the meetings of the board.
Old wording (2nd paragraph, last sentence)
The term of service on this board is five years, with one new member being elected each year on a rotating basis.
New wording - VOTED
The term of service on this board is five years, with one new member being elected when a term expires.
Article VII. Chapters says that "Chapters may be formed", but the Chapters were not listed. VOTED to list the Chapters and the geographical areas which they cover.
Article VII. Chapters
ASDAL Europe (inactive)
ASDAL Inter-America: Anguilla, Antigua and Barbuda, Aruba, Bahamas, Barbados, Belize, Bonaire, British Virgin Islands, Cayman Islands, Columbia, Costa Rica, Cuba, Curacao, Dominica, Dominican Republic, El Salvador, French Guiana, Grenada, Guadeloupe, Guatemala, Guyana, Haiti, Honduras, Jamaica, Martinique, Mexico, Monsterrat, Nicaragua, Panama, Puerto Rico, Saba, St. Eustatius, St. Kitts-Nevis, St. Lucia, St. Maarten, St. Vincent, Suriname, Trinidad and Tobago, Turks and Caicos Islands, United States Virgin Islands, and Venezuela
ASDAL South America: Argentina, Bolivia, Brazil, Chile, Ecuador, Falkland Islands, Paraguay, Peru, and Uruguay, with adjacent islands in the Atlantic and Pacific Oceans
Ad Hoc Committee on Distance Education - requested that its term be extended for one more year. One member will be retiring and the Committee requested that two members be added:
Suggestions for members were Lynda Baildam from Newbold College and Nancy Kim from Redlands Junior Academy. VOTED to grant the extension and the two new members.
Scholarship Committee report - Paulette Johnson reported that the committee is on hold.
Publicity Coordinator report - Paulette Johnson reported that there was nothing to report.
Overseas Coordinator report - Keith Clouten reported that SAIL has been very active and there are over 40 overseas librarians who are members. There are some 30 active members. Books are constantly being sent out.
Web Coordinator's Report - Stan Cottrell reported that several people and committees helped to create new content on the website. He mentioned that Ralph Köhler had provided web addresses for Adventist libraries in Europe. Jim Ford is working on a list of Adventist resources, and Marilyn Gane provided resources for those interested in distance education.
Password protection has been added to make the membership list more private, and also protects access to the latest issue of ASDAL Action. Plans are to scan in older issues of Action in the coming months. Other plans include updating the ALICE page as information becomes available.
Conference Planning Committee - Cynthia Helms gave the dates for the next ASDAL conference, June 27 - July 1, 2002, which will also include ARS. The conference will be in Argentina. Buenos Aires will be the airport for International arrivals. From the airport it is a 7 hour trip by bus to Parana. No dorm rooms will be available for the conference.
Pre/Post tour - Keith Clouten announced that if enough people are interested he would be will to do a South America tour, either before or after the ASDAL conference.
ADJOURNED
Vespers at Elmshaven with James Nix, Director, Ellen G. White Estate
Sabbath, June 23 - Adventist Heritage Tour (Healdsburg, St. Helena and Napa)
Sunday, June 24
Welcome by Paulette Johnson
Devotional by Nancy Lecourt, Professor of English at PUC
Topics discussed included:
BREAK
It was announced that tapes of all the ASDAL sessions are available at $2.00 per tape
Business Session III
The session was opened by Gilbert Abella
Resolutions Committee report
Resolutions for ASDAL 2001
WHEREAS the PUC Food Service sacrificed a week to serve our needs,
and WHEREAS they provided a magnificent banquet, BE IT RESOLVED that the president of ASDAL send a letter of appreciation to
the PUC Food Service for keeping us well feed and watered.
WHEREAS this was the hottest June in 20 years for Napa County, BE IT RESOLVED that ASDAL warn the government and residents of Napa County prior to our return to celebrate our 40th anniversary.
WHEREAS the name tags were not delivered in a timely fashion, BE IT RESOLVED that the ASDAL Systems Librarians develop an improved tracking system for a certain delivery company, the Public Services Librarians find alternative methods of delivery, the Directors authorize the costs involved, and the Tech Services Librarians learn how to communicate with other people so they can learn everyone's name without the need for written documentation.
WHEREAS many were concerned about the banquet tickets and many more experienced a "senior moment" forgetting their tickets, BE IT RESOLVED that ASDAL develop an E-Ticket system.
WHEREAS the following individuals have contributed greatly to the success of SDA librarianship, BE IT RESOLVED that the secretary of
ASDAL, Violet Maynard-Reid, send a letter to each expressing our gratitude for their dedicated, professional service:
Peg Bennett for service to Southern Missionary College, Southern College of Seventh-day Adventists and Southern Adventist University, all
without changing her place of employment.
George V. Summers and Mary Jane Mitchell for their initiative and unflagging zeal in keeping the SDA Periodical Index alive during uncertain
times and for its eventual publication in 1971.
Aletha Fletcher for her service as editor of the SDA Periodical Index during a difficult transition and for preservation of the Index's papers
for that period.
Maynard Lowry for his initiative in getting the D. Glenn Hilts Scholarship on solid footing.
WHEREAS Paulette Johnson exhibited Zen like patience and wisdom and evangelic like enthusiasm in directing a multitude of activities and a multitude of confused professionals, BE IT RESOLVED that Paulette be make honorary ASDAL Camp Counselor.
WHEREAS all 5 librarians with their luggage traveled from San Francisco in a sub-compact, BE IT RESOLVED that Southern increase their travel budget so next time the librarians will enjoy a stretch SUV limo.
WHEREAS Jim Nix was instrumental in the organization and development of the Adventist Resources Section, yet never held any elected office in ASDAL, BE IT RESOLVED that he be appointed Chair Emeritus of the Adventist Resources Section.
WHEREAS PUC stands to make a ton of cash off the sale of 200 acres, BE IT RESOLVED that Adu use some of this wealth to purchase vibrating, reclining chairs and to install an enclosed & air conditioned moving walkway between Winning Hall and the Dinning Commons before our next meeting at this location.
WHEREAS the members of the Winning Hall staff responded quickly to our comfort needs, BE IT RESLOVED that ASDAL let them know that we are fans of their fans.
WHEREAS Adu successfully blamed the weatherman for the uncomfortable conditions, BE IT RESOLVED that Adu be made Official in Charge of Climate Control for future ASDAL meetings.
WHEREAS Hernan and Freddy travel so far to get here, BE IT RESOLVED that ASDAL provide for them transportation to next year's ASDAL Conference.
WHEREAS we all waited patiently on the bus while Ralph took a few more pictures, BE IT RESOLVED that prior to next year's conference, Ralph take a class in speed photography and purchase a pair of track shoes.
WHEREAS Chloe Foutz has attended all ASDAL Conferences for the last 20 years, BE IT RESOLVED that Chloe be awarded ASDAL's first Purple Heart and BE IT ALSO RESOLVED that she be mentioned by every Resolutions Committee from now on.
WHEREAS the members of the Local Arrangements Committee, Adu Worku, Paulette Johnson, Patrick Benner, Trevor Murtagh, and Gary Shearer; and the members of the Ad Hoc Anniversary Committee, Chole Foutz, Keith Clouten, Marilyn Crane, Norma Greaves, and Annette Melgosa did such an excellent job of making our stay here enjoyable and profitable, BE IT RESOLVED that they be invited to arrange all future ASDAL Conferences.
WHEREAS those who planned the conference arranged, on the final full day, a visit to a hospital, a retirement home, and three cemeteries, BE IT RESOLVED that the final tour next year NOT remind us of our age and condition, but focus instead on life, joy, and a long abundant future.
WHEREAS we have run out of resolutions and you have run out of patience, BE IT RESOLVED that we desist and that you depart immediately.
Gilbert accepted the report by acclamation.
Motion by Ralph Köhler that there be support and encouragement from ASDAL to set up a chapter meeting in Europe.
Moved and seconded. VOTED that this item be referred to the Executive Committee.
Lee Wisel gave a thank you and tribute to Gilbert for his work as ASDAL president this year. He was presented with a plaque.
Motion by Ralph Köhler that there be more information added in the SDA Yearbook about each of the SDA libraries.
Moved and seconded. VOTED to refer this item to the Executive Committee to work out details.
Motion by Joel Lutes that an ad hoc committee be formed consisting of five members made up of directors, systems librarians and public service librarians to explore the next levels of cooperation ASDAL needs to move toward.
Moved and seconded. VOTED
Gilbert then gave his closing comments. He spoke about mentoring and leadership skills. He made a plea to all members to serve when asked to be an officer of ASDAL. Serving was one of the best ways to learn leadership skills. He closed with a story that talked about passion for service. Gilbert handed the gavel over to Annette and declared the business session adjourned.
Closing Ceremony
Chloe Foutz then had the closing ceremony. She read a letter to the group from Charles Davis who was unable to attend ASDAL. Chloe told some humorous stories of incidents that happend over the years at ASDAL conferences. She also asked for participation from ASDAL members and several people spoke, either recalling interesting stories or mentioning mentors and how they have made a difference in their careers.
The last item for the agenda was viewing a half hour video "Into the Future."
ADJOURNED
ANNUAL FINANCIAL STATEMENT
For May 31, 2000 to May 31, 2001
Presented June 22, 2001
| Balance on hand May 31, 2000 | $7,403.44 | ||
| INCOME: | |||
| Dues | 1,190.00 | ||
| Subscriptions | 20.00 | ||
| Scholarship | 683.00 | ||
| Interest | 70.67 | ||
| TOTAL INCOME | 1,963.67 | ||
| TOTAL | 9,367.11 | ||
| EXPENSES: | |||
| ACTION | |||
| Supplies | 38.75 | ||
| Administration | 128.79 | ||
| Contributions | 1,517.00 | ||
| TOTAL EXPENSES | 1,684.54 | ||
| Balance on hand May 31, 2000 | 7,682.57 | ||
| Lincoln SDA Credit Union - March 31, 2000 | 6,601.54 | ||
| Interest | 256.59 | ||
| Lincoln SDA Credit Union - March 31, 2001 | $6,858.13 | ||
Last Revised April 18, 2002
