Minutes of the 16th Annual Meeting of the
Association of Seventh-day Adventist Librarians
Sunday, June 30
Executive Committee met and formed recommendations to take to membership for discussion and possible approval.
Introductions by Margaret von Hake. Remarks and blessing by Lyn Bartlett, V.P. for Academic Administration at CUC. Meal included tacos, cheese whiz things, burritos, lemonade, blueberry pie and carrot cake. Video tape "Paul McCall" by Rick Swarzwelder was shown.
Adu Worku gave opening remarks. Committees were created from nominations and votes from the membership. Results are as follows:
Resolutions Committee: Marilyn Crane, Loranne Grace, Joel Lutes.
Nominations Committee: Belvina Barnes, Keith Clouten, Mark Copsey, Mineola Dixon, Margaret Von Hake, Annette Melgosa.
Monday, July 1
What it means to live everyday and manage our time? Told story of a wealthy businessman who had a son. He told his son he would take him fishing at a particular point in the future, and the son greatly looked forward to this event. When time came they went fishing, and trip was one of highest points of son's life. When they got home, dad carried son to bed. Son wrote in diary that it was the best day ever. Years later after his did died, the son read in his father's journal that it had been a "wasted day." Rick noted that Jesus was king was wasted days, and read from John 14.
Margaret Von Hake, Coloe Foutz and Lee Wisel gave announcements, welcome, and thanks. It was announced that the conference would be at CUC again in 1998.
Ruth Stickney had resigned. There is no award this year, and the current arrangement has not worked well. It was discussed if some would volunteer to serve on this committee. When the group was polled for volunteers there were too few to form a committee.
MOTION: That the Literary Committee be discontinued. CARRIED.
MOTION: That we hold an international conference every 5 years with interim meeting possible as needed. CARRIED.
MOTION: That next year's conference be international in scope. PASSED.
It is customary to have nominating committee meet at conference. Should it be standing committee (to provide extra time)?
MOTION: That we ask the constitution and by-laws be changed so that we have standing committee for nominations. CARRIED.
She put together selection procedures at University of Maryland. Cited problems with printed serials such as title changes, rising costs, et. Electronic journals have problems too. Same definition applies to electronic serials as printed serials, such as being published on a regular ongoing basis. Examples given from Expanded Academic ASAP which allows for full text retrieval. Overheads were used to demonstrate search techniques and results. Serials actually published in electronic format were discussed. Examples included Bryn Mawr Medieval Review for which there is no paper counterpart. Reviews ship by e-mail when ready. Works like a listserv. It is possible to subscribe or obtain from website. Early Modern Literary Studies is one example and includes ISSN and is a refereed journal. Hyperlinks to other resources are available. Postmodern Culture, published since 1990 contains an ISSN, and includes film clips as an audio-visual resource. Some advantages of electronic journals include publication in advance of printed copy by several weeks, hyperlinks, and graphics. Some other examples were listed. Project Muse published electronically gives a price of 80% of printed price. Emily Dickinson Journal is $50 in print, and free in electronic format. Also mentioned Nineteenth Century Literature and AMS (American Mathematical Society) journals. With AMS journals it is possible to click on individual titles, many of which are secured. Science Online gives table of contents online, with only some full text available. Globetrotter was given as an example of an e-magazine which is put together by hackers and is essentially a popular newsletter. Some journals also have e-mailed comments and may look different in six months. It is suggested that electronic journal selection be treated like print materials, with criteria in many ways the same. Quality is more likely assured in refereed journals. Permanence and continuity are less clear than for printed journals. Staff costs must be considered for finding materials and teaching users, equipment, and cataloging/acquisitions issues. Information my be stored locally or remotely, with possibilities of archiving locally. An E-mail account can be used for journals. Also noted were permanence, slow response, pricing models (many free, site licensing available for some, or pay per use) and staff training. Questions included which ones to use? (U. of Maryland went with EBSCO Host, which was a hard decision.) Best approach is as a consortium as better prices can be obtained.
Can we find common things to agree on?-- we had a good start at meeting in Loma Linda. There is potential for international consortium. Probably initiate consortium with 8 libraries. Looking at price and quality. Assumptions include sharing databases over internet, noting if VT100/Mac/Windows interfaces available, and availability next school year. Loma Linda has special needs, will want to mount Medline locally. Financial considerations. -- How are fees divided up? What is fair share? Will probably use our own model. Based on enrollment or weight enrollment? There may be a phase in period related to existing renewal times. How many simultaneous users will there be? It may be necessary to charge extra for a contingency fund. Several vendors were examined including EBSCO, IAC, etc.
| Requirements | How met |
|---|---|
| 1. Limited to SDA Institutions | 1. No problem |
| 2. Global | 2. Flexibility |
| 3. Choice (needs and size varies) | 3. Project based |
ALICE ----- Council
____|____
| |
CINAHL Medline
|
|
| 4. Administrative expenses | 4. No salaries. Projects administered by particular library |
| 5. Fair methods of apportioning costs | |
| 6. Geographical diversity | |
Reviewed document which included Purpose, Definitions, Organization, Membership, Projects, Term agreement. Discussion included international and elementary/secondary concerns.
Questions raised concerning use of "library" and "SDA" in 1.1.
MOTION: Amend 2.1 to include "institutional" before "libraries" CARRIED.
Question-- Should 3.1 be library directors, or others such as system people?
MOTION: add "establish committees as necessary" to 3.8 prior to "and establish ..." CARRIED.
Question regarding 3.4. Should it read North American?
MOTION: "outside of North America" be deleted from second sentence in 3.4 CARRIED.
MOTION: add "and define duties of" after "appoint" in 3.5 CARRIED.
MOTION: Change "Managing Secretary" to "Coordinator" in document. CARRIED.
MOTION: Rewrite 3.8 to read: "The council may adopt and amend policies for the operation of ALICE, set fees for membership or services, establish committees and elect officers as may be necessary, and establish accounts in the name of the Cooperative." CARRIED.
MOTION: 3.7 be added to 3.6 as additional sentence. Renumber 3.8 to 3.7. CARRIED.
MOTION: Omit all of 5.4. CARRIED.
MOTION: Change "Memorandum" to "Proposal" in 5.2 and 5.3. CARRIED.
MOTION: Split last sentence in 5.3 into two separate sentences. (remove comma, replace with period. remove "and", and capitalize P in participate.) CARRIED.
Wednesday, July 3
Discussed Critical thinking. Told story of Baalam in Numbers 23. Related about Matthew Arnold speaking of Edmund Burke. Spoke of "living by ideas" and changed thinking. Internet-- how to select and critique and combine with values. Told story of student that needed elective to graduate that took ornithology.
Would like to add more materials and make available on internet. Project is non-profit. LDS project can be viewed at http://www.infobases.com, SDA project's home page can be seen at http://www.andrews.edu/other/apl, Dwight's E-mail is dduffie@netbox.com and general communications to APL@netbox.com.
Directors: Note for resolutions committee, retirees Lorraine Sweetland and Bob Cooper. New GC librarian, Alan Hecht. Need expressed for ways to evaluate library staff and systems staff. Send evaluations to Margaret von Hake. On a related note, accrediting agencies require many to do quality assessments. Please send instruments used to determine quality to Margaret von Hake. A special request from Montemorelos who needs volunteers for organizing a library science curriculum, specifically in developing two week seminars in library science in areas such as cataloging, reference, etc.
Public Services: Discussed bibliographic instruction and interlibrary loan.
Technical services: Shared horror stories and commiserated with each other.
School librarians: Chatted and shared frustrations and ideas. What might be in next year's conference? Also discussed automation for school libraries and how to classify E. G. White books in Dewey.
Systems: Discussed creating a listserv, electronic SDA bibliography, web page, scanning ILL and archive materials, creating union catalog, document delivery, and conference attendance.
MOTION: Remove Article VI, Section 7 of Bylaws. CARRIED.
MOTION: Remove Standing Rule #22. CARRIED.
MOTION: Remove Standing Rule #15. CARRIED.
MOTION: Remove Standing Rule #3. CARRIED.
MOTION: Remove Article IV Section 8 of by-laws. CARRIED.
MOTION: Add a new standing rule: "The fiscal year of the Association shall run from June 1 through May 31." CARRIED.
MOTION: Amend the Bylaws Article IV, Section 7 to read that the newsletter editor "shall publish the newsletter three times annually." CARRIED.
MOTION: Amend Article IV (Election of Officers) to add "one or" before "two individuals ..." CARRIED.
MOTION: Amend Article IV (Election of Officers) to end last sentence at "committee vacancy" and delete "or select a slate of candidate to be approved for the vacant positions." CARRIED.
MOTION: Amend Article IV (Election of Officers) to change "spring" to "winter." CARRIED.
MOTION: Amend Article IV (Election of Officers) to move last sentence "The Nominating Committee ..." to just before "A candidate ..." CARRIED.
MOTION: Add to the sentence that states that "The President shall count the ballots." so it will read "The President shall count the ballots and formally announce the results at the annual conference." CARRIED.
MOTION: That we accept Article IV (Election of Officers) as amended. CARRIED. For clarity it is presented here in its entirety.
"A slate of candidates shall be presented to the Association by the Nominating Committee in the winter issue of ASDAL Action. The Nominating Committee may nominate one or two individuals for each office and committee vacancy. A candidate is elected upon receiving at least 51% of the vote. The President shall count the ballots and formally announce the results at the annual conference."
MOTION: That we add to the Bylaws, Article VI (Nominating Committee): "The Nominating Committee shall consist of five members, representing different institutions. Its purpose is to nominate the officers and committee members of the Association according to the provisions of the Bylaws, Article IV, Section___" CARRIED.
MOTION: Add new Standing Rule: "Ballots must be received by the President on or before May 31."
Note that the Constitution and Bylaws Committee needs to examine the section relating to membership coordinator.
MOTION: That Standing Rule #21 be deleted. CARRIED.
| ASSOCIATION OF SEVENTH-DAY ADVENTIST LIBRARIANS ANNUAL FINANCIAL STATEMENT for June 15, 1995 to May 31, 1996 presented July 1, 1996 |
|||
|---|---|---|---|
| Balance on hand June 15, 1995 | $4,875.73 | ||
| INCOME: | |||
| Dues | 1355.00 | ||
| subscriptions | 60.00 | ||
| scholarship | 2248.00 | ||
| '95 Conference | 355.10 | ||
| Interest | 60.25 | ||
| TOTAL: | 4078.35 | $4,078.35 | |
| $8,954.08 | |||
| EXPENSES: | |||
| '94 Conference | 35.00 | ||
| '95 Conference | 103.09 | ||
| ACTION | 1605.51 | ||
| Supply | 63.75 | ||
| Hilts Scholarship | 2000.00 | ||
| Transfer to Savings | 240.00 | ||
| TOTAL: | 4047.35 | $4,047.35 | |
| Balance on hand May 31, 1996 | $4,906.73 | ||
| Lincoln SDA Credit Union - 3-31-95 | $3,673.29 | ||
| Transfer from Checking | 240.00 | ||
| Interest | 154.56 | ||
| Lincoln SDA Credit Union - 3-31-96 | $4,067.85 | ||
MOTION: "In view of the expenses incurred with sending out the Conference Proceedings with ASDAL Action, we will no longer publish Conference Proceedings." CARRIED.
MOTION: That we accept the "Introductory Statement" that "ALICE functions as a service of the Association of Seventh-day Adventist Librarians (ASDAL) and reports to each annual meeting of ASDAL." CARRIED.
MOTION: That the term "honorary Secretary/Treasurer" be changed to "Executive Secretary". CARRIED.
MOTION: ASDAL treasurer shall be Chief Financial Officer. CARRIED.
MOTION: Amend 4.8 to add sentence: "Make Executive Secretary Chair of Projects management Committee." CARRIED.
MOTION: Amend 7.1 to replace "the date by which it is signed by all parties" with "September 1, 1996."
MOTION: That we accept Keith's "Adventist Library Information Cooperative (ALICE) Agreement" as originally moved Tue. July 2. CARRIED.
| SCHOOL | % of total enrollment |
EBSCO | IAC |
|---|---|---|---|
| AU | 19.5 | $22,425 | $23,400 |
| CUC | 6.2 | $7,130 | $7,440 |
| LSU | 11.5 | $13,225 | $13,800 |
| LLU | 23.7 | $27,255 | $28,400 |
| PUC | 12.4 | $14,260 | $14,800 |
| SC | 10.7 | $12,190 | $12,720 |
| UC | 3.4 | $3,910 | $4,080 |
| WWC | 12.6 | $14,490 | $15,120 |
All library directors or official designees of those those libraries interested in participating in ALICE as well as ALICE committee members shall meet today at 7 PM in the Writing Center in the library.
MOTION: Program Planner/President Elect in consultation with Local Site Coordinator will determine conference schedule. CARRIED.
MOTION: Have ASDAL after ALA next year. NOT CARRIED.
Report document handed out. Sent survey to 61 SDA college, university and secondary libraries outside of North America. 30 out of 61 responded (thought to be perhaps good response since many were small and did not use English as their primary language). There was great diversity in their needs. Greatest needs included money for library materials, for computers, and for more staff. ASDAL could help small libraries by helping them first to acquire computers, second, to help with selection of library materials, and third, in circulation of duplicate lists. Larger libraries would like first of all, help with acquisition of library materials and an SDA consortium for sharing electronic resources and secondly, coordination in circulation of duplicate lists and have regional seminars for training library staff. Keith Clouten then read the Conclusions and Recommendations.
MOTION: That the above report on ASDAL Taskforce on International Cooperation be received. CARRIED.
MOTION: That the Taskforce Committee continue in existence and be charged with implementing the recommendations in the above mentioned document. CARRIED.
Some changes in board membership were noted. The Index has made improvements with stability, being now "leaner and meaner" and has a balanced budget. Efficiency has increased considerably. Retrospective conversion of print indexes is underway, and has been assisted with two $1000 donations, each from La Sierra and Loma Linda Universities. The print edition pays for itself and is expected to continue. It is needed by institutions that do not have internet access. Money and labor are welcome.
They have recommended that: 1997 be at La Sierra University, 1998 at Columbia Union College, 1999 at Southern College, 2000 at Andrews University, and that 2001 be international and that a committee be created to choose the site.
MOTION: To accept the recommendation regarding ASDAL sites. CARRIED.
MOTION: That Keith Clouten, Annette Melgosa, Lee Wisel an Adu Worku be the above committee. CARRIED.
Discussed difficulties with changes of names of Division and Conference entities. Note that we must depend on see references. LC was contacted about correcting the subject "Seventh-Day Adventists" to "Seventh-day Adventists." They said they would not change the term. Questions were raised about how to handle offshoot groups. Revisions are underway and an update should be forthcoming.
Thursday, July 4
Presentation given by Harvey Brenneise regarding the World Wide Web. He showed how simple graphics can be used to set up a home page. To set up a home page, look at other home pages, and keep yours simple. Consider what you want to say about yourself, and how your page will look.
REPORT OF RESOLUTIONS COMMITTEE
Be it resolved that Lorraine Sweetland and Bob Cooper receive letters of thanks for their many years of service to denominational libraries.
Be it resolved that Lee Wisel, Margaret von Hake, and Stan Cottrell be sent letters of gratitude for preparing and hosting the ASDAL Conference at the last minute.
Be it resolved that the Washington Adventist Hospital be thanked for allowing us to use their facilities.
Be it resolved that Lee and Margaret be thanked for providing a pleasant Sabbath afternoon at Mt. Vernon.
Be it resolved that Rick and Lee be thanked for hosting us for a pizza dinner and then sharing their secret stash of chocolates with us.
Be it resolved that we ask our felon librarian to break into Lee's house and steal the remaining chocolates and equally divide it among all the members still present.
Be it resolved that Rick be thanked for getting the van started again on Sabbath and that he be encouraged to teach a class in emergency auto skills.
Be it resolved that Chris Cicchetti receive a letter of gratitude for arranging an excellent school librarians' program.
Be it resolved that Keith Clouten receive a letter of gratitude for creating the working draft for ALICE.
Be it resolved that the Andrews University librarians be thanked for creating SAIL.
Be it resolved that the General Conference Communication Department be thanked for a very thorough tour.
Be it resolved that the Rick Blondo receive a thank you letter for the tour he and his volunteers provided us.
Be it resolved that we request that the governor of Tennessee pardon Peg Bennett (after she steals the chocolates, of course) so she can serve on committees again.
Be it resolved that The Cooperative Information Access Committee be thanked for all of their hard work.
Be it resolved that DJ be thanked for driving us around Baltimore.
Be it resolved that the President and Vice President of Academic Administration receive letters of gratitude for hosting ASDAL.
Be it resolved that the program planner for 1997 plan a coronation of Chloe as Queen Mother of ASDAL.
Be it resolved that Dunbar Henri, Nancy Kim, Gilbert Abella, Chris Cicchetti, Paulette McLean, Rick Swartzwelder, Betty Day, Debbie Brown, Dwight Duffie, Marilyn Crane, Carolyn Gaskell, Barry Casey, and Harvey Brenneise receive letters of gratitude for their presentations.
Be it resolved that Cynthia Helms and Lauren Matacio be thanked for preparing the ASDAL Membership Interest Form.
Be it resolved that Marilyn Crane receive an honorary doggie bag since she truly did "eat it all" at Haussner's.
Be it resolved that we thank the Taskforce on International Cooperation for their excellent report.
Be it resolved that the representatives from the GC and NAD departments of education be thanked for their interest in ASDAL's consortium.
Be it resolved that the Secretary be congratulated for his tremendous modesty.
Be it resolved that Lee Wisel be awarded an ornery certificate for successfully completing Chloe's course on "How to Be Heard by Everyone".
Be it resolved that the Lee Wisel be thanked for scheduling the pre-4th of July fireworks that weren't such a "dry run" after all.
Be it resolved that all future printed programs include times for all time zones so Chloe can be on time no matter which watch she wears.
Be it resolved that all future Presidents be chained to the gavel at all times so it will be present at all business sessions.
Be it resolved that we give three cheers for Lee Wisel, Stan Cottrell, and Margaret von Hake for job very well done!
Be it resolved that we adjourn from this very successful and historic ASDAL session.
VOTED: Resolutions be accepted as presented.
Respectfully submitted by James Walker, ASDAL Secretary
Last Revised February 12, 2001
