President Susan Bressert called the meeting to order at 7:00pm. Those present introduced themselves.
Approval of minutes of April 20, 1994
The minutes of the April 20, 1994 Executive Committee Meeting as published in the June-Sept. 1994 Start of Message were
approved.
President's Report / Sharon Bressert
Sharon discussed the HSOCLCUG tax status with Ginger Saha during year and will present that report later in the meeting.
Sharon reported on the OCLC Users Council Meeting that she attended. The Council discussed cataloging Internet resources, which the OCLC representative will speak more about at his session Thursday; he also will encourage Health Science Library participation in the project. The Council also discussed bibliographic format integration and how OCLC will proceed Sharon sensed a larger move on OCLC's part toward reference services, especially full text and reference sources. There is an increasing number of consortium memberships in OCLC. Council response to OCLC's request for guidance on what it should be and do emphasized customer service-type activities.
Administrative Secretary's Report / Karleen Darr
Karleen's flight was arriving too late for her to attend the Board meeting. Her report will be presented at the business meeting.
Editor of Start of Message Report / Cindy Fedders
Cindy published two combined issues in 94/95. She hopes to publish four issues in the coming year. Brief discussion on possible
articles for SOM followed. Suggested topics included HSOCLCUG history (e.g., past presidents, past meeting sites) and
highlights of HSOCLCUG's accomplishments.
Archivist's Report / Susan Beck
Susan was unable to attend the meeting. She submitted a report that stated one linear foot was added to the archives during the
past year. There were three contributors (Bob Pisciotta, Frances Lynch, Carrie Willman) and three requests for information.
Reports of Standing Committees
A. Program Committee Report / Monica Unger
Sharon will be moderating the Past Presidents panel on Friday 4/28. Thirteen people registered for the CE course "Hard Choices:
How to Be a Fearless Employee..." held earlier in the day; twelve attended.
B. 1995 Local Arrangements Committee Report / Sandy Arnesen
There were 49 registrants (including speakers) for the 1995 Annual Meeting. Registrants reserved 34-36 sleeping rooms. The
Committee had planned for 35, which was an excellent guess.
C. Nominating Committee Report / Susan Banoun
Susan was unable to attend the meeting but submitted a report. Eight members were invited to run for Vice-President, President-Elect and two accepted: Carole Francq and Barbara Tysinger. Four members were invited to run for Recording Secretary and two
accepted Christine Hunter and Mary Ann O' Daniel. Of 148 ballots mailed out,61 or 41 % were returned. Carole was elected Vice-
President, President-Elect; Mary Ann was elected Recording Secretary.
Reports of Appointed Committees
A. Ad Hoc Committee on Tax Status Report / Ginger Saha
Ginger was unable to attend the meeting. Sharon presented her report.
The HSOCLCUG Executive Board needs to vote to incorporate in Ohio. Ginger volunteered to be the incorporating agent Paper work that needs to be filed includes: SS4 for an IRS EIN (employer identification number); 1023 application for 501c3 exemption; five years of financial reports. The HSOCLCUG bylaws have already been changed to reflect IRS requirements. A motion to incorporate HSOCLCUG in Ohio was made and seconded. It passed unanimously. The issue will now go to the general membership for a vote.
B. Membership Committee Report / Michael Rissinger
There was nothing new to report.
Old Business
A. Policies and Procedures Manual
Leslie reported that the Policies and Procedures Manual is in its last editorial review. The Board expressed gratitude and
congratulations to her and her committee for the work put into the revisions.
B. HSOCLCUG Listserv
Leslie reported that there had not been much traffic on the list, which had been established primarily for Executive Board use.
Discussion followed regarding whether the $200 per year to support the list was still needed and whether the list should be opened
up to a broader group. Leslie replied that the limiting factor is not the monetary cost but the human cost in managing email address
changes. She would need assistance if the list were expanded. In an aside, she reminded everyone that email address additions
and changes, as well as phone number changes, should be sent to the Administrative Secretary (Karleen Darr). The Executive
Board decided to continue to fund the HSOCLCUG listserv and to restrict subscriptions to Board members while allowing anyone
to post messages to it.
C. HSOCLCUG Directory
Michael will investigate putting the HSOCLCUG Membership Directory on the World Wide Web.
New Business
A. SOM Editor Position
This position was to be open because Cindy ' s commitments prevented her continuing as editor. However, her circumstances have since changed and she is able and willing to continue.
B. Meeting sites for 1996 and 1997
A proposal was made at the 1985 Birmingham, Ah meeting and agreed to at the 1986 Gainesville, Fla. meeting that annual
meeting sites should alternate east and west of the Mississippi. Under this scheme, the 1996 meeting should be east and the 1997
meeting west of the Mississippi. Mention was made of HSOCLCUG being overdue an NLM site; however, there is no one at NLM
to deal with us at this time.
New York City was proposed as the 1996 meeting site. Michael choose the sites that SUNY/OCLC uses for meetings and surveyed the cost of meeting rooms at three of them. Generally, the HSOCLCUG annual meeting uses a main meeting room and several break-out rooms. It was noted during the discussion that meeting room rates are lower if the hotel food service is used.
The results of his survey were the following:
Discussion followed regarding costs. Some reservations were expressed about charging higher registration fees, especially since housing will be more costly in New York than other areas. Countering the expense of New York meeting space is the larger number of members who are within a day's drive, which may result in a larger number attending the conference.
The Board agreed to announce at the business meeting that New York City is under consideration for the 1996 meeting and that
the registration fee likely will be higher than usual.
Other points discussed concerning the 1996 annual meeting arrangements included:
The Board briefly discussed holding a future annual meeting immediately before MLA in an effort to draw more attendees and exploring joint programs with the MLA Technical Services Section.
C. Auditor for 1995
HSOCLCUG needs an auditor for 1995. Candidates will be solicited at the business meeting.
D. Parliamentarian
Leslie agreed to be parliamentarian for the conference.
E. MeSH Load Resolution
HSOCLCUG passed a resolution in 1990 asking OCLC to load MeSH, but to no avail. In a conversation with Karen Calhoun of
OCLC in the previous week, Leslie learned that OCLC may be more willing now to load MeSH. The Board agreed that it is time
once again to bring a HSOCLCUG resolution to load MeSH before the membership. Leslie has prepared a resolution to that effect,
which she will present at the business meeting.
No other new business being raised, the HSOCLCUG Executive Board meeting adjourned at approximately 8:30pm.
Respectfully submitted,
Approval of minutes of April 22, 1994
There were no corrections or additions to the minutes of the April 22, 1994 Business Meeting as published in the June-Sept.
1994 Start of Message. It was moved and seconded that the minutes as published in SOM be approved. The motion passed.
President's Report / Sharon Bressert
Sharon began with a brief update on HSOCLCUG's tax-exempt status. She reported that Ginger Saha has worked through
IRS documentation to see what needs to be done. Ginger's report will follow later.
Sharon then reported on the OCLC Users Council Meeting that she attended. She referred to Don Muccino's OCLC Update at the HSOCLCUG Meeting earlier in the day. One issue discussed at Users Council was "just in time" vs. "just in case" name authority records and whether authority records should be created for every name heading on the first occurrence. Approximately 50% of authority records have more than one record attached. OCLC surveyed the Council on what OCLC should be in the short-term future (now until 2000). The Council gave great weight to basic services, documentation, and user support.
Administrative Secretary's Report / Karleen Darr
This was a transition year for the office of HSOCLCUG Administrative Secretary. Karleen applied for the office when
President Carrie Willman announced B.J. Schorre's resignation as Administrative Secretary in the winter of 1994. Karleen
was appointed to the office at the April 1994 Annual Meeting.
In June 1994, $2,000.00 was transferred from the University Credit Union in Birmingham, Ala to an interest earning checking account at the University and State Credit Union in Davis, Calif. After the audit for the previous year was completed, B.J. forwarded the remaining account, $5,827.03 to HSOCLCUG's new account.
During the year, Karleen familiarized herself with HSOCLCUG's database software used for the membership files, set up financial records, and arranged the printing of stationery for the organization. Her goal for the next year is to acquaint herself with HSOCLCUG's financial software program.
Membership renewal letters were sent in June 1994 to 160 members on file. A second renewal letter was sent in January to 42 members who did not respond to the first notice. The current membership totals 154 members, which represents a 3.75% drop in membership since last year.
| The membership breakdown | |
| Personal | 100 |
| Institutional | 52 |
| Gratuitous | 2 |
Karleen prepared a membership directory, which she brought to the Meeting. She encouraged everyone to pick up copies for themselves and colleagues who are members and couldn't attend.
Karleen thanked B.J. for her assistance during the transition year. She closed with the financial report
| Checking account balance June 1994 | $2,000.00 | |
| INCOME | ||
| Interest | 50.44 | |
| Transfer of Remaining Account | 5,827.03 | |
| Membership Dues | 1,995.00 | |
| TOTAL INCOME | $9,872.47 | |
| EXPENSES | ||
| Administrative Secretary - stipend | 250.00 | |
| Administrative Secretary - supplies | 220.74 | |
| Administrative Secretary - postage | 58.20 | |
| Archivist Stipend | 100.00 | |
| Start of Message | 513.15 | |
| Start of Message - stipend | 250.00 | |
| Listserv | 200.00 | |
| Conference - printing | 97.99 | |
| Bank Charges | 22.41 | |
| TOTAL EXPENSES | $1,712.49 | |
| TOTAL ASSETS | $8,159.98 | |
Sharon reminded everyone to notify Karleen of any name, address, and email changes.
Archivist's Report / Susan Beck
Susan was unable to attend, so Sharon gave her report. In 1994-1995, approximately one linear foot was added to the
archives. Contributors were Bob Pisciotta, Frances Lynch, and Carrie Willman. Susan responded to three requests for
information. HSOCLCUG archives now occupy approximately three linear feet. Susan requested that any old HSOCLCUG materials, including photographs, be sent to her for the archives.
Editor of Start of Message Report / Cindy Fedders
Cindy published two joint issues in the fall and March of 94/95. The last issue included contributions from members. Cindy
encouraged more member contributions, which may be submitted via email.
Reports of Standing Committees
A. Program Committee Report / Monica Unger
Monica summarized the financial status of the Annual Meeting.
There were 13 registrants for the CE course on Wednesday; 12 attended. Disbursements were $350.00 for the speaker, approximately $75.00 for the room and refreshments. The registration fee was $50.00 per person. This puts the organization ahead approximately $225.00 for the CE course.
There were 49 registrants for the Meeting. The corporate sponsors, who are listed in the program, contributed $900.00. The speakers requested no honoraria.
Monica thanked other members of the Program Committee for their hard work Laura Kane (Sharing Sessions Coordinator), Valerie Gordon (CE Coordinator), Lisa Plymale (Vendor Support Coordinator), Karleen Darr (Authority Control Session Coordinator), Sharon Bressert (Past Presidents Panel Moderator), Sandy Arnesen (Local Arrangements Coordinator), Kristin Louden (Local Arrangements), Cooper Wood (Local Arrangements), Vicki Varga (Registration).
B. 1995 Local Arrangements Committee Report / Sandy Arnesen
Sandy graciously welcomed the group to Colorado.
C. Nominating Committee Report / Susan Banoun
Susan was unable to attend but did submit a report The Nominating Committee comprised Susan and Lynne Bowman.
They contacted four members to run for Recording Secretary. Two accepted the nomination: Christine Hunter and Mary
Ann O'Daniel. Eight members were contacted to run for Vice-President/President-Elect. Two accepted the nomination:
Carole Francq and Barbara Tysinger.
Of 148 ballots mailed out, 61 or 41% were returned. Carole was elected Vice-President/President-Elect. Mary Ann was elected Recording Secretary. Candidates were notified of the results April 21.
Reports of Appointed Committees
A. Ad Hoc Committee on Tax Status Report / Ginger Saha
Ginger was unable to attend; Sharon presented her report. The effort to obtain tax-exempt status for HSOCLCUG is in its
final phase. One of the remaining steps is to incorporate in a state. Ohio was suggested, as Ginger has volunteered to be the
statutory agent and she resides in Ohio. There is an incorporation fee of $25.00. All that remains is the vote to incorporate.
A motion was made and seconded to incorporate HSOCLCUG in the State of Ohio. It was passed by a voice vote.After incorporation, the Executive Board must sign off on an IRS Employer Identification Number (EIN) application and apply for a Recognition of Exemption.The incorporation and application for tax-exempt status will have no implications for the HSOCLCUG bylaws, which were amended earlier in anticipation of incorporation.Sharon expressed her appreciation for all the effort Ginger has expended and will continue to expend on incorporating HSOCLCUG and obtaining tax-exempt status for it.
B. Membership Committee Report / Michael Rissinger
The Committee was not active this year.
Old Business
A. Policies and Procedures Manual
One of the responsibilities of the Immediate Past President is to review the Policies and Procedures Manual. Carrie Willman,
who was unable to attend the Meeting, is reviewing the manual and will send it to the incoming President, Monica Unger.
There was no other old business.
New Business
A. SOM Editor Position Availability
Sharon announced that Cindy will continue as editor of SOM.
B. Meeting sites for 1996 and 1997
Sharon opened with a reminder that the Annual Meeting is to alternate between sites east and west of the Mississippi. Under
this scheme, the 1996 meeting will be back east. She announced that Mira Myhre and Michael Rissinger have agreed to host
the 1996 meeting in New York City. It will be an expensive site, but she hopes some creative planning will help keep the
cost down. The Executive Board is still looking for a site for 1997, if anyone would like to volunteer.
Sharon noted that attendance is down at this year's Annual Meeting. One reason may be that earlier dates for the Medical Library Association Annual Meeting this year caused scheduling conflicts. Given the difficulties for many health science librarians to attend both HSOCLCUG and MLA, Sharon asked whether HSOCLCUG should be scheduled in conjunction with MLA. She also raised the question of joint meetings with the Technical Services Section of MLA. She invited members to send comments to the Executive Board listserv or to email, phone, or snailmail individual Board members.
C. Mission of HSOCLCUG
Sharon also asked for ideas for expanding the perception of HSOCLCUG beyond catalogers. OCLC has expanded beyond
catalogers, but HSOCLCUG does not appear to be making many inroads into those other user populations. Discussion
followed, with one suggestion being to restate the Group's mission. She invited members to send comments and insights to
her.
The discussion led to reminders from Don Muccino's OCLC Update session. Those interested in participating in the OCLC internet cataloging project should check OCLC's Web site for more information. Libraries interested in OCLC adding medical book vendors to the PromptCat development queue should write a letter of interest (joint library/library or library/ vendor) to OCLC.
D. MeSH Load Resolution
During the OCLC Update, there was discussion concerning a resolution that OCLC load the MeSH file. Leslie Ann Bowman
presented the following resolution:
WHEREAS, OCLC is now using MeSH MARC tapes from the National Library of Medicine to correct existing MeSH headings in the Online Union Catalog, and
WHEREAS, an online MeSH authority file would enable member libraries to maintain more easily these corrected headings and would enhance the efficiency of member libraries performing subject authority work, therefore, be it
RESOLVED, that the Health Sciences OCLC Users Group urges OCLC to load the MeSH main and subdivision headings into the online authority file as soon as possible.
Leslie moved that this resolution be submitted to OCLC; the motion was seconded. Discussion followed on how the file would be updated with the annual MeSH updates. It was pointed out that OCLC is updating LC authority records now, so it should be able to process the MeSH updates. It was suggested that the resolution should state that the file needs to be maintained. An amendment was proposed to change the wording of the last paragraph of the resolution to read "... urges OCLC to load AND MAINTAIN the MeSH..." Another proposed amendment was to change the "into" in the same sentence to "in" so that the new paragraph reads:
RESOLVED, that the Health Sciences OCLC Users Group urges OCLC to load and maintain the MeSH main and subdivision headings in the online authority file as soon as possible.
The resolution with both amendments passed unanimously on a voice vote.
E. Auditor for 1995
HSOCLCUG is without an auditor. The appointed auditor, Darel Robb, became ill and died during the year. Sharon
covered his duties for the past year. A new auditor is needed for 1995. Anyone interested in the office should contact
Sharon, Karleen Darr, or Monica Unger.
There being no other new business, the HSOCLCUG Business Meeting adjourned at 4:30pm.
Respectfully submitted,
Last updated 28 March 1996, images and location changed, 27 March 2001