Minutes of the 22nd Annual Meeting
of the Association of Seventh-day Adventist Librarians
Wednesday, June 26
Welcome - Hernán Hammerly, Onsite Coordinator
Devotional - Julian Melgosa, Dean, School of Graduate Studies, Adventist International Institute of Advanced Studies, Philippines
Tour
The tour began in Buenos Aires and ended in Libertador. It included stops at
Thursday, June 27
Welcomes to ASDAL and Universidad Adventista del Plata were given by Annette Melgosa, President, ASDAL; Carlos Steger, Academic Vice President, UAP; Cynthia Mae Helms, President-elect, ASDAL and Chair, Conference Program and Hernán Hammerly, Onsite Coordinator and Director, I.E. Mohr Library, UAP.
Cynthia welcomed us to the 22nd Annual Conference of ASDAL. She challenged us in a few areas. First, on how to replace retiring librarians. Second, on how to deal with shrinking budgets. Third, on how to deal with a changing technology. And fourth, she challenged us to share with each other. Those attending the conference for first time were asked to stand up and were given applause. New attendees gave their names and where they came from.
c Hammerly commented that he had worked very hard to provide a good conference and would continue working hard to make a good conference.
He expanded on thoughts from a book titled The Summer Morning, a book about a father's letter to his son. It was also about passion and how it affects our behavior. He hopes we have passion for books. A book is a door open to the world. He reported that E.G. White refers to books and reading books 450 times in her works.
Hernán Hammerly introduced Keynote Speaker Dr. Francisco Delich.
Dr. Delich directed our thoughts to the role of the librarian. The role of the librarian in the 21st Century is changing. This is the age of information. Not being in a network is the core of the problem for some libraries in the 21st century. It is a necessity to be in a network. We have changed from knowledge for just a few to knowledge that is available to everyone.
We have reached a limit for the expansion of books, and now we should be ready to think in a world without books. Knowledge and information are crossing borders. As librarians we have to think in this new term of crossing borders. We have a knowledge that allows us to be local and universal at the same time. The distance between cultures has shortened. He gave three missions for librarians. First, we should teach research and reading. Second, we have to rescue memory. Third, the library is part of the dialogue between cultures and we should protect that dialog.
He concluded by saying that those books that leave a mark on us were written to live. In this new century, with all the changes, we need to have in mind as librarians this lesson - books can live with us and we can find life in books.
BREAK
Sergio reported on the results of a survey he did comparing Adventist Institutions in Latin America. The results showed not only the need for information resources in the medical field but also the existence of language, financial, hemispheric and cultural barriers. The results were used as a basis for the preparation of a portal to Free Spanish and English Language Medical Resources on the internet for the E.I. Mohr Library website. Other academic libraries in developing countries can use this study as a model.
A group photograph was taken in front of the E.I. Mohr Library
LUNCH AND COMMITTEE MEETINGS
Business Session I
Annette Melgosa, President, brought the session to order. She made these corrections to the agenda. Page 1 Annette will announce who the parlimentarian is. Page 2 Business Section 2, in between # 5 and 6, should be listed as Report of Website Coordinator.
Annette announced that as VOTED by the Executive Committee, Chloe Foutz is the Parliamentarian for the Business session.
President's report - Annette reported on four important areas of accomplishment this last year. First, a decision about the D. Glenn Hilts scholarship was made to place it as an endowment fund. Second, Annette was invited to the Centennial Southern Asian Conference. All the Union Education directors, the presidents of colleges, the principles of the high schools were invited. Annette presented two one-hour sessions. She felt it was very helpful to be able to talk to people who hold the money. She hopes this will be a step forward to connecting with that part of the world. Third, this conference is the third International conference of ASDAL. Each time we are getting further and further away from North America. Fourth, a proposal from the Education Department of the General Conference was made to ASDAL. They are interested in ASDAL creating a library how to manual with them. They will put up the finances and asked for our expertise. We will see this on the agenda. We have had a productive year and hope to continue to have a productive year.
Annette stated that the secretary could not make it to the conference so Sandra Browning is filling in.
Secretary's Report - Sandra Browning moved that we accept the minutes as printed in the Fall 2001 issue of ASDAL Action. VOTED.
ASDAL Action Report - Lauren Mautacio invited everyone to participate in this part of the organization by sending in articles, book reviews, and news from your libraries. We can submit in any language. She gave us a quiz using the following questions.
Annette stated at this time, after asking Chloe, that we do not have to vote on all reports as long as we are consistent.
2002 Election Ballot Results - Presented by Annette Melgosa
Nominations for the Nominating Committee
Motion that nominations cease. Moved and seconded. VOTED
VOTED members for the Nominating Committee
Committee should get together to name a chair. Report is due in the January issue of ASDAL Action.
Chloe explained what the Resolutions Committee is. Resolution fulfills a variety of purposes.
Nominations for the Resolutions Committee
Motion that nominations cease. Moved and seconded. VOTED
VOTED members for the Resolutions Committee
D. Glen Hilts Scholarship - Chloe Foutz gave a report on the history and current status of the scholarship. She then gave the current status of this scholarship. In recent years, we have not given out a scholarship because Mrs. Hilts retired and could no longer contribute. After many discussions at ASDAL we came up with a way to continue the scholarship, because we wanted to get young and new librarians into the field to replace the graying of the current librarians. We could not find anyone to endow the scholarship so we decided to do it ourselves by contributing money out of our pockets. We selected The Community Foundation in Riverside, California to administer the endowment. When we selected The Community Foundation they were not charging us an administrative fee. Due to troubles in the Stock Market and in order to align us with the standard industry practices they decided to pass these fees on to us. The fees are charged directly to our fund. On January 1, 2002 the balance of the fund was $4,272.23 US. We received $1600 US in contributions that same period. The total income was $138.48 US. The administrative fee was $26.58 US, which leaves a balance of $5984.13. Because there is not enough money to fund the scholarship on interest alone, but only by invading the principle of the fund, there will not be a scholarship awarded in 2002.
The floor was opened to questions.
Q. How often will money be deducted?
A. It will be deducted quarterly based on how much money we have in the fund so
as the funding increases the administrative fee will go up. Since we placed money in this fund to
avoid an administrative fee, the committee may take another look as to where the money is placed.
Q. Are these funds tax deductible?
A. Yes, they are tax deductible.
Q. Does money go to Lee or to foundation?
A. Both. They can go directly to the foundation or to Lee who will forward them
to the Foundation where they will send a receipt.
Q. Where do we send donations?
A. Chloe has the address to The Community Foundation as listed below.
Mark that it is for the E. Glenn Hilts Scholarship
Community Foundation
3800 Orange Street
Suite 230
Riverside, CA 92501
or to ASDAL Treasurer
Q. How many years until we can award a scholarship?
A. In the world of investments we cannot know that. It is a decision the
scholarship committee will have to discuss and report to ASDAL.
One idea to increase donations is to improve our marketing.
ALICE Council Report - Carolyn Gaskell gave a definition of ALICE. She said ALICE had a busy year. ALICE had three major accomplishments
Items for other business
Annette Melgosa brought an item to floor. The General Conference wants ASDAL to develop a handbook for libraries around the world. Annette was serving on AAA Accreditation team in Asia, which is how this came about. The General Conference is willing to finance the handbooks but would like help from ASDAL because they feel we are the experts.
The handbook would be on the web or a hard copy would be available for those libraries which do not have adequate web access.
Their idea is as follows:
A handbook that is broken down into three parts.
Types of topics they would like covered:
The General Conference would like us to make this applicable to various situations around the world. It's a huge project, however it is one way we can make a difference in the libraries in our Adventist system.
A Motion to accept proposal for discussion. Seconded. Open for discussion.
Chloe Foutz spoke of 2 aspects
Margaret von Hake replied whether we have a manual or not we are still going to have secretaries and custodians wives be librarians.
Keith Clouten gave the thought that this is a wonderful opportunity we cannot afford to pass up. They are asking for a philosophy of Adventist librarianship and this is our opportunity to promote professional librarians. He strongly supports this. We can add to the document something about keeping professional librarians.
Cynthia Helms would like to see a formal written proposal on paper.
Annette Melgosa said they would like us to put a proposal on paper because we are the experts. They would also like to know the costs and what we would include in it. If we accept the proposal we appoint an AD Hoc Committee that Annette can work with.
Voting to end discussion. VOTED.
Motion is made that we accept the proposal by the Education Department of the General Conference to produce a manual for school and academic libraries around the world. VOTED.
Proposal: During breakout sessions each of the groups will appoint one member to a committee that will work with Annette Melgosa to create the document. The people selected should represent the various parts of the world. In the school sessions one member from each level of schools will be selected. Seconded. VOTED.
ADJOURNED
BREAK
Breakout Sessions
Sabbath, June 29, 2002
Crespo Campo Denominational Tour
Sunday, June 30, 2002
Devotional: "Blessed are Your Eyes for They See" by Nestor Alberro, Principal, IAP High School
Announcements
Lauren has been part of the Library Liaison Program for 5 years.
Problems:
Benefits:
We are now to the point where liaison programs are moving to the center and becoming the cornerstone or hub of the library.
There was a request to have this article reported in ASDAL Action. All presentations will be placed on the net.
See the full presentation at www.asdal.org/minutes/matacioliaison.html
BREAK
Business Session II
Annette Melgosa opened the session with announcements.
Jim Ford announced there were several spots that the Nominating Committee needed to work on filling for next year. He asked for volunteers for the following positions.
Annette asked us to please integrate ourselves with ASDAL by volunteering for committees rather than just coming to the conference.
Reports:
Treasurer - Lee Wisel did not bring the report with her. We have a good balance. We put $2000 in E. Glenn Hilts endowment. We paid a substantial amount of money to an attorney for help providing information on how best to set up scholarship. In order to make donations tax deductible we could have gone through the church, we could have gone through ASDAL as establishing itself as non-profit or we could establish a fund with the Riverside Foundation which is what we did.
Adventist Resources Section - Jim Ford reported the theme of the day was to try to inform all of us on the importance of restoring historical documents. There was a presentation how to collect and preserve Adventist materials. The Business session reported the resources available. Normally they conduct more business, but this session they only selected two members to the planning committee for next year. If there are any questions contact Jim Ford. He was reelected. Or you can contact one of the other members such as Ralph Köhler, Warren Johns, Gary Shearer, and Sergio Becerra.
SDA Classification Advisory - Loranne Grace reported that Marilyn Crane did an outstanding job in editing. It is now in process of being available on the web so everyone will have access.
SDA Periodicals Index - Jim Ford reported on what stellar contributions this group makes to scholarship. This document has a huge impact on librarians. The work done on the index is quite significant. Financially it's doing okay with a slight positive balance. A budget was set for next year that gives us a slightly positive balance next year. The presentation this year was Funding Options for the SDA Periodicals Index Subscription income from sale of CD provides about 13% of our income. The General Conference of North America provides 18% appropriations, 69% comes from institutional libraries and institutions. The biggest problem is the subscription portion is dropping. With the Internet we have easier access so people no longer want to purchase CD ROM. There has been a drop of well over $1000.00 Along with the drop institutions that support the index are finding it harder to come up with the money. We have an operating budget of a little less than $16,000 a year. About 90% goes to the editors salaries leaving about 6% for production and mailing to subscriber's and about 4% for supplies, travel, etc. There are six possible future funding options:
Overseas Library Coordinator - Keith Clouten reported
A couple of Initiatives that will contribute significantly to worldwide concept of ASDAL
Website Coordinator - Stan Cottrell reported that there was not a great deal to report. The ALICE portion was developed. Hopefully he can develop the scholarship web pages this year. Two large projects that will come up on the page very soon are the SDA Classification Schedules and all the back issues of ASDAL Action that he can find. He has most of a complete set and will have them up soon. The membership page was not updated this year so we did not receive new passwords and usernames. The current issue of ASDAL Action and the list of current members are protected by a password so only authorized paid members can get to it.
Announcement: Part of next business session will be reports from breakout sessions.
ADJOURNED
Bruce presented a list in both English and Spanish titled "99 ways to get those feet in the door" which was translated by one of his Costa Rican student's. His presentation is based on marketing systems that have been around for years that's why the title "Back to the Future." He illustrates that the marketing needs for libraries are universal and cross the border. All kinds of libraries have recognized the need for marketing.
To help us understand his perspective he pointed out the most important thing you put on everyday is the expression on your face. The smile. It's important to be positive. Make sure paraprofessionals and students know the mission of your library. Make sure they know the positive skills needed for excellent interaction with patrons. This should be listed in a job skills handbook. Also, it's important to advertise, advertise, and advertise!
He pointed out three elements of good service
The golden rules of his library are
See the full presentation at www.asdal.org/minutes/mcclayfuture.html
LUNCH AND COMMITTEE MEETINGS
Discussed three topics and how they relate to their libraries
Each of these librarians stated the two most basic needs of their library.
UAP
An integrated program
Cooperation program
Peru
More computers
Upgrading of database to MARC format
Chile
Enlarge the facilities
To hire a large number of trained librarians
Mexico
To prepare a handbook for skills development
Marketing for the wireless
Brazil
Trained professionals
To be able to work in cooperation
BREAK
Keith discussed academic libraries in the 21st century and how they face increasing competition for funds while at the same time they are struggling with changes brought about by information revolution. He discussed what library administrators can do in the face of budget reductions and how to keep employee moral up during these times. He used his own experiences in coping with budget loss in Adventist institutions to illustrate his points.
Business Session III
Reports:
Ad Hoc Committee on Distance Education - Carolyn Gaskell reported that Marilyn Gane could not make it but prepared a list of accomplishments from this last year. This committee has been in the second year of operation. There was a change of membership because of the retirement of Peg Bennett. They added Lynda Baildam from Newbold College and Nancy Kim from Redlands Junior Academy. This added an international and school perspective to our committee.
Results from a survey distributed to each library at ASDAL resulted in only seven replies and many were not complete. They don't have the information needed to complete their work. They were hoping to use the information from the survey to identify areas of interest or concern for the Column "From a Distance" in the ASDAL Action. This August the first online course catalog will be available through the North American Division Adventist Distance Education Consortium. The "From a Distance" column covered three major areas.
Does ASDAL want this committee to continue as an Ad Hoc Committee?
Site Planning Committee - Ralph Köhler reported that they cannot give us a place for the next meeting but are working on it. They have had several interesting suggestions. They will try and place it close to the ALA meeting June 19 through June 21. When this is resolved it will be put on the web. Ralph invited us to Germany.
South American Chapter - Hernán Hammerly reported that this chapter revived their section. The new person in charge is Sergio Becerra.
Sergio Becerra reported what they wanted to do with this section
Nominations for this chapter are:
They wanted national Representatives of the division in different countries so they could promote ASDAL and the division. The people have not been notified yet, so he will list the names later.
They are also considering developing a discussion list.
Break Out Session Reports
Public Services - Bruce McClay reported on what libraries are doing to retain and improve personnel.
As far as personnel goes they discussed how Reference is usually run by professionals and Circulation by paraprofessionals. No solutions.
Another common problem is how to get students to know when they have to ask for help. No solutions.
They discussed the graying of the profession and how to encourage students who are working in the library to go to library school. One solution is to present as positive an image as possible and to let students know we enjoy what we are doing. Also, point out it takes less work to get an MLS than it does to get other degrees.
They discussed how to increase the awareness of job opportunities. One problem is by only placing ads in the local denominational paper we are missing a lot of people. Two suggestions were made to address this.
The group also discussed how to cope with behaviors of certain patrons. A solution is to change our own belief about these patron behaviors. They may not know any better. This would help relieve the pressure of dealing with these patrons.
Another problem area in the library is having children in the library. One suggestion is to set age limits. Another suggestion was to have emergency children videos on hand and put children to work. Children are often willing to help because they feel useful.
We all have security problems with patrons stealing library materials. One possible solution is to have a guard posted at every doorway or video surveillance.
Marketing was discussed. A good marketing strategy is to work closely with faculty and get involved in campus activities.
Copyright issues were discussed. Assume patrons don't know any better and explain it to them.
The handbook representative for this group is Sergio Becerra.
Motion to have a menu added to the ASDAL Website to list job openings. Seconded. VOTED.
Bibliographic Services - Jim Ford reported the on the two problems the group faces and how ASDAL can help.
Discussed Acquisitions. There is not enough money, personnel, the better you do your job the more they think you can do. Outside activities may impede on the time they have to do their regular work.
With growth of electronic access on the Internet many patrons are requesting very obscure materials. It has become a great challenge for the librarians. Sometimes it's very hard to acquire information found especially if it comes from another country. Solution: Working on an authority list and SDA subject list and try to bring them up to date and make them available. To those that want them in Spanish may have to translate, but they will have something to start with.
Another suggestion is to provide the ASDAL directory and job type listings as well. An example would be where you could see all the catalogers, directors, etc. It is doable according to Stan Cottrell. No action on that at this point.
He will give the names elected for the manual to Annette later.
Library Directors - Jaime Vilcazan Quispe reported that the group discussed budget, technology, marketing, personnel, serving patrons, and legal matters with moral issues.
The Library in Peru was discussed. Donations were asked for that library through the Development Department. That need was fulfilled but there is still a lot of work to be done.
The library in Chile asked for funds on received money.
In Germany the academic library joined an association of libraries and asked for funding for the library from the government. The government was interested.
In Nebraska there is a consortium of libraries that function like ALICE does for ASDAL. They discussed how this consortium functions.
Other subjects discussed were who will replace the retirees, the exchange of books, how cooperation with other libraries is beneficial and how it is the way of the future, and fund raising ideas.
They discussed the problem of when the budget is prepared in the old fashioned way and does not reflect the present needs and situations and several other budget problems.
They discussed fines policies in the different libraries.
System and Databases did not meet
School Libraries - Katye Hunt reported that 5 school librarians met.
They selected 2 names as representatives for the library manual.
They discussed problems consisting of but not limited to budget, personnel, communication, administrative support or the lack of. The school librarians agreed the manual to be written could be used as a tool for evaluation. The school librarians decided on three different requests.
It's been difficult to get someone to lead out in this area. A motion will be taken to Executive Committee about this issue.
Other Business
A request was made by Eliethe Xavier de Albuguerque that we come up with an ASDAL song that identifies this association.
Motion that we come up with an ASDAL song. Discussion. Motion amended to have the executive committee take a closer look at it. VOTED.
ADJOURNED
Banquet and Final Business Meeting
Welcome to banquet by Hernán Hammerly
Prayer was given by Stan Cottrell
Business Session was opened by Annette Melgosa
Resolutions Committee Report - Chloe Foutz
Resolutions for ASDAL 2002
WHEREAS a very successful conference is just being completed the end result to extend sincere appreciation to Hernán Hammerly and his local arrangements team. For all your hard work in assuring that the 22nd Annual ASDAL Conference was a resounding success. And also for introducing us to Argentinean time.
Also, to President-elect Cynthia Helms and her committee for interesting and productive programs and worships often delivered to a group of very sleepy librarians.
To President Annette Melgosa not only for her leadership in the past year but in her special liaison role with the General Conference Department of Education and the Southern Asia Pacific Division.
To President and Mrs. Shulz of Unviersided Adventista del Plata and the entire University family for their superlative hospitality. And further appreciation to Mrs. Shulz for getting the right couples into the right rooms.
To the food service staff for the delicious meals they prepared throughout the conference. We are all returning home with a little more luggage then we came with.
To all of you who served and prepared the delicious box lunches on the bus. This was probably not included in their job description.
To the translators whose special efforts made the presentation understandable by all, even if they sometimes forgot what language they were translating from and which language they were translating to.
To the Bell choir, the Church Choir, and Music Cap who enhanced our meeting with heavenly music
To the courageous bus drivers who put up with a bus full of very weary travelers, one day for more than 14 hours, to rest stops, tours, and more rest stops.
To those who contributed to the D. Glen Hilts Scholarship in the past year and those of you who will contribute in the future.
For the positive role in encouraging your librarians to enter into the profession.
To those who demonstrated the most unsuspected talents and who were courageous enough to practice the tango.
In the midst of a group of very critical and often derisive colleagues Keith's inventive hop may revolutionize dance.
And Gilbert you must buy a hat just like the one you wore. Not only was it very dashing, it looked a bit like the Mafioso.
As a reward be it further RESOLVED to put pictures of this momentous performance on the ASDAL website.
And to Julian Melgosa for the encouragement, support, nurture and feeding of our current president. For his worship and Sabbath school presentation as well as his translations from Spanish to English, English to Spanish, Spanish to Spanish, and English to English.
Be it further RESOLVED that he be named as an honorary librarian and expected to attend all future ASDAL Conferences. Also to extend our congratulations on his new position as President of the Adventist Institute of Advanced Studies.
To the other husbands and wives who accompanied their spouses to the conferences thus fulfilling Ecclesiastes 4:11 - If two lie together they have warmth.
To Bruce McClay for acquiring a new name, but you are going to have to ask him about it.
Be it further RESOLVED that Jim Ford be encouraged to learn enough Spanish to know that Sin Gas is a kind of water to purchase and not a temptation for a Seventh-day Adventist Heritage Room Director.
And finally to all Latin American Librarians, whose libraries we visited, and to those who attended the conference, we sincerely commend you for your dedication and service, often in difficult economic circumstances. And for your delightful sense of humor when confronted by a group of often incomprehensible, very noisy and sleepy librarians from around the world.
And WHEREAS it has been suggested that Spanish may be the language of heaven those of you from Latin America will be very comfortable there. But be it further RESOLVED to extend to Hernán and all who worked on this conference find a quiet place by a beautiful river far away from other ASDAL members and a peaceful eternity to recover from this conference.
Respectfully submitted by Jane Carvalho, Keith Clouten, and Chloe Foutz.
Annette Melgosa gave thanks to all who planned, contributed to, and attended the conference. She also thanked the University and all the librarians in South America.
Annette turned her gavel over to the Cynthia Helms the new President-elect.
ADJOURNED
********
Minutes recorded and produced by Sandra Browning. (Many thanks to Sandy for filling in for the secretary--Violet Maynard-Reid, who was unable to attend ASDAL in Argentina)
ANNUAL FINANCIAL STATEMENT
For June 1, 2001 to May 31, 2002
Presented June 18, 2003
| Balance on hand June 1, 2001 | $7,682.57 | ||
| INCOME: | |||
| Dues | 1,735.00 | ||
| Subscriptions | 80.00 | ||
| '01 Conference | 10,678.30 | ||
| Hilts Transfer from Lincoln SDA Credit Union | 2,279.29 | ||
| Interest | 31.95 | ||
| TOTAL: | 14,804.54 | ||
| $22,804.54 | |||
| EXPENSES: | |||
| Action | 1,872.07 | ||
| Administration | 1,527.70 | ||
| '01 Conference | 7,549.73 | ||
| 20th Anniversary | 284.85 | ||
| Hilts Contribution to Foundation | 2,000.00 | ||
| TOTAL: | 13,234.35 | ||
| Balance on hand May 31, 2002 | $9,252.76 | ||
| Lincoln SDA Credit Union | |||
| Balance on hand March 31, 2001 | $6,858.13 | ||
| Interest | |||
| Balance on hand March 31, 2002 | $7,093.96 | ||
Last Revised July 17, 2003
