Minutes of the 17th Annual Meeting of the
Association of Seventh-day Adventist Librarians
Monday, June 23
Took note of scholarships and SDA classification system. He read from II Timothy where Paul asked for parchments, i.e. books, which he wanted sent to him, presumably to read. Warren also spoke of the history of papyrus and parchment. Paul was at the cutting edge of technology which suggests God's leading of humans. We should have courage to follow in new directions.
President: Per Lisle (elected in 1996)
President-elect: Randall Butler
Treasurer: Lee Marie Wisel
Overseas Libraries Coordinator: Keith Clouten
Publicity Coordinator: Jess Oliver
Adventist Resources Working Committee: Harvey Brenneise, Violet Maynard-Reid
Constitution and Bylaws Committee: Margaret von Hake
Scholarship Committee: Morris Iheanacho
School Librarians' Planning Committee: Nancy Kim
SDA Classification Advisory Committee: Carol Nicks
SDA Periodical Index Publication Board: Carolyn Gaskell
Site Planning Committee: Jannith Lewis
He indicated that document delivery is an international issue which impacts journal subscriptions, technology, budgets, negotiations, partnerships, and alliances. He can be reached at rmarcink@ix.netcom.com.
He gave a background of ALICE. In the near future ALICE hopes to add other types of libraries and databases. ALICE may allow institutions more for less, including campus wide access and remote access. Can ALICE survive the competition? Constant re-evaluation is necessary. What are the responsibilities of individual institutions to ALICE and other institutions? Keith provided the following summary of the paper:
ALICE came into existence on September 1, 1996, with ten North American college and university libraries as founding members. In the next four months the consortium signed agreements with four vendors totaling more than $168,000, providing nine member libraries with electronic access to up to ten databases, including two with substantial full text. This was an impressive beginning.
The future of ALICE needs to be studied in the context of three current developments:
Changes facing higher education in America include the rising costs of education, the impact of new technologies, and new attention to student learning. Librarians are key players in these changes, and ALICE may help SDA libraries offer more resources for less cost, and be better prepared to extend information service to distance education students.
Changes within Adventist higher education in the developing world are also occurring. The old era of "mission schools" has been replaced by a day in which overseas schools are receiving university charters and preparing to develop their own futures. The new role of "home field" institutions is that of counselor and consultant as needed or requested. Help with library growth will be needed to deal with the inadequacies of overseas libraries. ALICE may have an active role in making it possible for these libraries to gain access to electronic information which will offset the lack of traditional print resources.
Development of state and regional networks and consortia in America is proceeding rapidly, and many of these networks are offering databases at very low cost. ALICE may find it difficult to compete with these consortia. In the long term the role of ALICE may be limited to brokering databases which are specialized or unique enough that they are not likely to become available through the state or regional bodies.
Interlibrary loan has increased. Both amount and speed of delivery have increased. Suggests a consortium for interlibrary loan. With new electronic transfer of information, the ALA "100 mile" rule needn't apply. Student labor may provide way of providing information. One suggestion was that we could pay scholarship recipients to photocopy materials for interlibrary loans. Some libraries do not charge for ILL, including Andrews. Perhaps an ALICE document delivery service would be helpful. Advantages might involve a faster turn around time and less expense. Joel suggests that 5 or 10 years from now you will be able to print books from the net.
Minutes of last meeting noted as available in ASDAL Action and on the web. Approved.
Lee Wisel informed us that the balance on hand is $5,776.79 in the checking account and $4,486.27 in the savings account. Report approved as read.
| ASSOCIATION OF SEVENTH-DAY ADVENTIST LIBRARIANS ANNUAL FINANCIAL STATEMENT for May 31, 1996 to May 31, 1997 presented June 22, 1997 |
|||
|---|---|---|---|
| Balance on hand May 31, 1996 | $4,906.73 | ||
| INCOME: | |||
| Dues | 1045.00 | ||
| Subscriptions | 40.00 | ||
| Scholarship | 1190.00 | ||
| '96 Conference | 861.56 | ||
| Interest | 54.90 | ||
| TOTAL: | 3191.46 | $3,191.46 | |
| $8,098.19 | |||
| EXPENSES: | |||
| ACTION | 388.94 | ||
| Supply | 179.46 | ||
| Hilts Scholarship | 1000.00 | ||
| Transfer to Savings | 248.00 | ||
| Adventist Pioneer Library | 500.00 | ||
| Dues refund | 5.00 | ||
| TOTAL: | 2321.40 | $2,321.40 | |
| Balance on hand May 31, 1997 | $5,776.79 | ||
| Lincoln SDA Credit Union - 3-31-96 | $4,067.85 | ||
| Transfer from Checking | 248.00 | ||
| Interest | 170.42 | ||
| Lincoln SDA Credit Union - 3-31-97 | $4,486.27 | ||
Nominated were Morris I, Marissa S., Katye H., Clint A., Marley S., and Jon Hardt. Motion given that nominations cease. Carried. Voted were Marissa S., Clint A., Marley S., and Jon H.
Cynthia Helms thanked those who contributed to the Action with extra thanks for those that met deadlines. Efforts were made for international coverage and articles about students. Some professional articles were included. Coverage was broadened. A library director's column was introduced. Subscription problems should be addressed to Cynthia Helms and Lee Wisel.
ASDAL Action Europe is published about twice a year with contributions from several of the colleges or secondary schools. It is sent to nearly all the secondary schools and colleges in Europe. Language barriers are a problem.
Adventist Resources Section presentation given by Carolyn Gaskell.
VOTED: that ASDAL place in electronic retrieval format the manuscript list developed by Jim Ford and Merlin Burt for ARS.
VOTED: that ASDAL create an umbrella database that includes the SDAPI, Obit Index, SDA Dissertations Bibliography, and the Adventist Pioneer Library materials, and other appropriate materials.
School Librarian's Section given by Chris Cicchetti.
[Announcement that deadline for Fall ASDAL Action is Oct. 3. Further deadlines will be published in that issue.]
Scholarship Committee Section report given by Lee Wisel. Two of the candidates were very well qualified and a decision was difficult. Recipient who is WWC graduate is Karen Thompson.
Overseas Library Coordinator Report presented by Keith Clouten. He provides us with a summary of his report here: The past two years have been characterized by a greater awareness within ASDAL of the development and needs of overseas libraries, and an increasing interest in ASDAL on the part of overseas librarians. During the last twelve months the Coordinator has visited SDA libraries in South Korea, Jamaica, Peru, East Africa (Zimbabwe and Kenya), and Nigeria. The East Africa trip was made at the request of the East Africa Division and included conduct of a week-long seminar for the librarians of that Division. The librarians of that Division have asked that ASDAL approve an East Africa Division Chapter of ASDAL, and have also requested that the ASDAL Standards for Overseas Libraries be revised and updated.
The SAIL (Services to Adventist International Libraries) program at James White Library provides needed services to overseas libraries. Currently 23 libraries are members of SAIL (17 are actively involved). 12 libraries are purchasing books through SAIL, 4 have their periodical subscriptions handled by SAIL. During the most recent six months SAIL has shipped 108 boxes of library materials (more than 2 tons) to 13 libraries at their request. SAIL is willing to circulate lists of materials available at other North American Libraries, provided that the other libraries are responsible for distribution and shipping arrangements.
Site planning Report given by Keith Clouten.
Keith Clouten presented the following list:
1998 CUC, 1999 Montemorelos, 2000, AU, 2001 SAU, 2002 PUC. 1999 is a change from Southern; 2001 and 2002 are additional new sites. Montemorelos has expressed several times their willingness to host ASDAL. This needs a lot of planning on our side and involvement of Spanish-speaking librarians. Should we vote on each of these or as a group?
VOTED: that we act on this as a group.
There was a lot of discussion on the pros and cons of Montemorelos. It was thought that there must be some contingency if the Montemorelos plan falls through. There was a motion to amend the previous motion to have SWAU as a back up.
VOTED: to amend the motion that SWAU be a back up for Montemorelos.
VOTED: to accept the list of sites as a group with the final list being: 1998 CUC, 1999 Montemorelos/SWAU, 2000 AU, 2001 SAU, 2002 PUC.
The Heritage group (similar to the one we had at Newbold) will meet in AUC in 2000. We may want to consider joining them.
1999 Conference Planning Committee: Because of the need to do early planning for Montemorelos, the following names were nominated:
David Rios
Annette Melgosa
Gilberto Abella
Randy Butler
President (ex officio)
Treasurer (ex officio)
VOTED: to close the nominations.
VOTED: to accept the Conference Planning Committee as listed.
Keith Clouten reported that the 1996 index has been sent to the printer. Indexing has been done back from pre-print dates to 1979. Currently financially sound. We still will print copies. A question was raised regarding plans to index the WEIS index. Response was that subjects are incompatible.
Harvey reported on recommendations from the committee. The following changes were presented (and voted).
Article IV, Section 1--Officers.
VOTED: Change "The President will invite the Publicity Coordinator to meet with the Executive Committee as appropriate" to "The President may invite others to meet with the Executive Committee as appropriate."
VOTED: To add "Duties of the Executive Committee shall include: approval of the agenda for the ASDAL business session, oversight of the publications of the Association in all formats, and appointment of the coordinators."
Article VI, Section 1--Classification Advisory Committee
VOTED: Change "The Classification Editor is an ex officio member, and there are four elected members representing four different institutions which are using the scheme, including one form Loma Linda University" to "The Classification Editor and Publisher are ex officio members, and there are three elected members representing different institutions which are using the scheme. One member of the committee shall be from Loma Linda University."
VOTED: To add new Article XI (and change numbering on current XI and XII)
Article XI--Web Site Coordinator: The Web site Coordinator is appointed by the Executive Committee for a two-year term, and shall be responsible for the design and maintenance of the Association's web site.
It was clarified that the Nominating Committee serves a one-year term. After nominations were made, it was:
VOTED to close nominations.
VOTED that the following serve on the Nominating Committee: Stan Cottrell, Lorranne Grace, Kitty Simmons, Sharon Wion, Adu Worku
VOTED: that an ad hoc committee be formed to explore document delivery services. Nominated were Joel Lutes, Violet Maynard-Reid, Cynthia Helms, and Alberta Holman. It was:
VOTED to cease the nominations, and:
VOTED to accept the four as the ALICE Document Delivery Committee.
Wednesday June 25
Spoke about document delivery and how principles relate to our spiritual life. Spoke of running without message, running away from message, and delivering message.
Harvey Brenneise (moderator), Gilberto Abella, Marilyn Crane, Carolyn Gaskell discussed -----. We now have the ability to more easily know what other libraries have. Materials now listed in databases rather than just card catalogs.
Gilberto talked about content and what we might put in database. Notes that we already are adding scope to periodical index. Materials produced by departments of the church are hard to find, pamphlets, videos, etc. What about form? SDA Periodical Index with different name?, several separate databases? How are we going to go about doing this? Will ASDAL decide this? Who will do the work and how do we distribute it. Where will the database reside? How easy will it be to access the information? What about costs involved.
Marilyn notes that this needs to be a group effort. We each have our own unique resources to contribute. Wonders how we will handle things like memorabilia, charts, beasts, etc. Wonders how local databases will tie into bibliography.
Carolyn emphasized the cooperation necessary and the need to get our collections cataloged. We'll have to pick and choose what we want to do. Most of what has been done so far have come out of Adventist Resources Section.
Harvey notes that Words of the Pioneers has placed full text into database which could be included. Photographs are another issue, perhaps an index could be created.
Carolyn suggested that perhaps we could apply for grand funding. Certainly some of our materials have historical interest to others.
Harvey indicates that as a database gets larger it may be necessary to limited searches to portions of the database rather than the whole. If the database is correctly set up limiting should be possible. If we do a union list then we would need item records as well as bibliographic records.
Marilyn inquired about linking to outside sources for example those on John Harvey Kellogg.
Q. Shouldn't we be feeding OCLC this information? Marilyn notes that a "k" level record can be put in.
Q. OCLC doesn't have authority work done for many SDA authors. Could we create authority records, perhaps a list of our own?
Noted that we do need to prioritize, but must not forget projects that have lower priority.
Q. How will we make information available? Index articles are currently either ten cents per page or free. Tony at LSU charges $5.00 per obituary request. Perhaps a grant could be obtained for obituary index. Pictures could be included. Interest continued in authority work, as for picture index. Tony from LSU volunteered to do authority work. It would be helpful if authority records were available on the web, perhaps in the index. Or perhaps authority records could be placed on LC's authority database.
Harvey wonders what level of local cataloging occurs? He is largely opposed to local cataloging. Point made again that things can be placed on OCLC as "k" level records.
Perhaps we can pursue a combined authority in the Innovative system. There is a need to established a standard on the ASDAL level (rather than a local level). Perhaps a template. The technical service librarians could take up this issue in their breakout session. The early Adventist authors are a finite number and the project could be completed. LC can be difficult to deal with and changes can be difficult to make. Perhaps LC could be approached by ASDAL rather than by individual libraries.
SDA Classification schedule. Elected new chair. Made recommendations. Voted to accept revised classification scheme. Voted to accept classification scheme decisions to be used as guide.
Statistics-- It is requested that people get their information turned in in a timely manner. Information will be available upon request to those who need it quickly as it becomes available.
Discussion ensued about length of conference and arrangement of pre-conferences. Comments should be made on the evaluations.
Directors report given by David Rios. Discussed ... Ariel--ALICE consortium pricing-- perhaps 8 institutions are interested. Discussed networking printers and costs. document delivery. Decided to do a compilation of ILL policies. Discussed CGI scripting for ILL forms, reciprocal borrowing agreements for institutions in close proximity, staff development, health and safety laws, and training of student workers.
Public Services given by Cynthia Helms. Discussed ILL. Some see increase of ILL due to the availability of more databases whereas others see that increase in full text access may have long term affect of decreasing ILL. Discussed printing issues, some don't charge some do. Some patrons don't know how to print and some print too much. Trend toward centralized printing, 10-15 cents per copy with use of a copy card. ALICE databases discussed and growth of databases. Silver Platter slow. CD ROM version is good. Why do we have problems. Problems such as slow speed and poor connections referred to ALICE. Suggest that ALICE council push Silver Platter to improve its online product. Also suggested that we put a freeze on database evaluation/selection so we can teach what we already have, we need to be consistent. Periodical indexes-- print vs. electronic. Some libraries use both, most don't. Perhaps only Andrews and LLU need citation indexes. Library instruction affected by new and different libraries do it differently. Problems occur during training do to limited numbers of patrons that can log on at once during training. Comment made that Silver Platter seemed to work better on Webspirs than Winspirs.
School Librarians report given by Chris Cicchetti. Meeting was informal. Discussed buying items from Dick Proctor for west coast libraries. Discussed next years program. Liked pre session better than post session. Perhaps breakout session should occur earlier before school librarians leave.
Systems Librarians report given by Joel Lutes. Discussed circulation data, that it is not being used much. Bibliographic instruction is becoming more and more essential for librarians as well as students because things keeps changing. We wish more was communicated to administration regarding our accomplishments as a way of increasing budgets. Talked about who is doing HTML writing on campuses, which seems to be Reference or Public Relations. Students that are trained often go elsewhere where they can make more. Need to make librarians understand priorities of system needs. It is important to develop positive relationships with computer centers. One question raised referred to libraries developing into resources centers and it was wondered if this was happening on the SDA campuses. It was felt that this is not happening in a significant way in our institutions. In some libraries some computer resources may be placed within or adjacent to library space. There was some discussion of what other libraries do as well as whether the goals of computing and libraries are compatible.
Technical Services Librarians report given by Tony Zbaraschuk. Considerable discussion given to authority work for SDA database. It was thought that input standards may need to be created. Use of web and HTML discussed. Discussed collection development. Made two recommendations. One is that ASDAL should look into creating one central database such as perhaps the SDA Periodicals Index database. Second would like a pre-session devoted to authority work and SDA database.
Evaluation forms distributed and breakouts made for discussing such. (results follow)
One suggestion was that per-conferences occur on Monday and the regular conference on Tuesday through Thursday. This will avoid Sabbath travel.
(Interlibrary loan = Interlending) Three areas affect thought processes for change. These include thinking creatively, positively, and globally. We must individually develop a global perspective. In the United Kingdom, in postwar Britain, some collections had been destroyed or relocated out of London. After the war the national libraries were struggling to regroup. Each library invested heavily in its own library, and developed independently of each other. The National Central Library was the main collection in humanities and social sciences originally set up to lend to public libraries. It eventually wound up carrying only very specialized and expensive things. They started out with a union catalog which took resources away from lending items. The British Museum Library was a national research library and repository for the British Museum. In 1973 it became the National Library and became important in lending. The Science Museum Library, specializing in science and technology was a major lender of materials in these areas. By the 1950s it was difficult due to lack of funds to be both a research library as well as a lending library. Interlibrary loan became slow.
One man, Donald Erkhart who was a scientist changed interlending in Britain. Libraries were generally unwilling to make changes. He found himself in the museum science library prior to the war. He was eventually placed in the ministry of supply during the war. He learned how to analyze problems and make decisions. After the war he returned to the science museum library with a different perspective. In 1950s interlending was a problem all over Britain. Studies were undertaken to determine what might be done to improve things. With the postwar interest in science, they decided to start a new national lending library for science and technology fields. Donald Erkhart quickly planned and put this in place. The National Lending Library opened in 1962. Donald found 160,000 square feet of space, divided the SML collection, collected 300,000 volumes and 12,000 serials, and within two years processed 300,000 annual loan requests. How did he do this? He was not a librarian. He was creative. No catalog. Materials were shelved alphabetically. He hired scientists rather than libraries because of their analytical minds and managerial potential. Librarians predicted failure. They were wrong. Library was very successful. By 10 years later it became THE national lending library. It has become the largest single lending library in the world.
In UK interlending comes from this library rather than from cooperatives. The collection occupies 95 miles of shelving for its lending library, holds 250,000 serial titles, 3,000,000 books, conference papers, reports, British E.C., and US reports. Etc. http://www.opac97.bl.uk can be used to access bibliographic information. They are working with publishers to obtain journals electronically. CD Rom alerting services have been created.
In summary, creative ideas of one person changed the interlending practices of the whole country. In our own situation ALICE is an example. First goal was to serve customers, which was implemented as a result of positive thinking. This has led to growth as well. The BLDSC has over a million overseas requests and is serving a global population. Perhaps these thought processes will contribute to our own libraries and interlending.
Told story of women trying to decide what to wear. Finally chose black and white outfit. Went to meeting and gave address. After meeting man came up to here and told her that her dress was on wrong side out. Told her mother, who asked her what she learned. Her answer was that she needed to keep her sense of humor. Maynard Lowry introduced guests from La Sierra University (not Loma Linda University) Blessing given by George Summers.
Meal:
Maynard Lowry mentions three people who have advanced Adventist Librarianship. One is George Summers who is present with us this evening, Another was Glen Hilts, who is known as the Dean of Adventist Librarians. His wife is here tonight as our honored guest. She has been a devoted supporter of our ASDAL scholarship. Two of the scholarship recipients are here tonight, Chris Cicchetti and Stan Cottrell. Recipients were asked to write letters, some of which were read, and all were placed in a letter book and presented to Dr. Hilts. A presentation of a gift, a vase and roses was made to Dr. Hilts.
James Walker introduced Janine Goffar, the speaker of the evening. Janine wrote an index to C.S. Lewis's writings, which has been published by La Sierra University Press. Her experience as a nurse on a cruise ship gave her time to read, among other things, Surprised by Joy, by C. S. Lewis. As she continued her cruise ship work, she had read about everything he had written, being very impressed with his writing. Her talk is titled "A cruise through the C.S. Lewis Index." She told of his background, including his struggles with Christianity. Though he drifted away, he seemed to have a desire to have something, a sort of joy, which he eventually found in God. After his conversion he began a series of radio broadcasts and wrote a number of books. Though not always appreciated at Oxford and Cambridge, he became well known and appreciated elsewhere. Lewis died in 1963. After Janine quit the cruise ship here conversations with friends caused her to want to find quotes. She began to make notes of them, and eventually began to put these on the computer. She typed in all her favorite friends, including Hilda Smith. Her husband Dan asked her to start over and include what he wanted. She wound up starting over about five times. Its now 600+ pages, and is an idea index. It is an index to 15 of his theological works and is topically arranged. She used several overheads to illustrate material from the index.
Report of the resolutions committee:
Members of the Committee:
Jon Hardt, Chair
Clint Anderson
A. Marissa Smith
Marley Soper
VOTED: to accept the report of the resolutions committee.
Lee Wisel thanked Chloe Foutz for her years of service to ASDAL. Chloe was given a plaque which says."ASDAL, Chloe Foutz, President, Association of Seventh-day Adventist Librarians, 1996-1997. Treasurer, 1984-1994, 'Mother of ASDAL.'"
Chloe closed the meeting at 8:12 p.m., and presented the ASDAL gavel to Per Lisle.
Respectfully submitted by James Walker, ASDAL Secretary
Last Revised February 12, 2001
