CEAL Executive Committee Meeting Minutes

Minutes of CEAL Executive Committee Meeting II, held 7:00 to 9:00 p.m., Friday April 5, 2002 at the Marriott Wardman Park Hotel, Washington, DC.

Present: Bill McCloy (Washington Law) [President]; Abraham Yu (UC Irvine) [Vice President/President-Elect]; Doris Seely (Minnesota) [Secretary]; Wen-ling Liu (Indiana) [Treasurer]; Executive Committee Members-at-Large: Hsi-chu Bolick (North Carolina at Chapel Hill); Vickie Fu Doll (Kansas); David Hickey (Florida); Sachié Noguchi (Pittsburgh); Zhijia Shen (Pittsburgh); Amy Tsiang (UCLA); Committee Chairs: Karen Wei (Illinois at Urbana-Champaign) [Chinese Materials]; Kuniko Yamada McVey (Harvard) [Japanese Materials]; Hideyuki Morimoto (NYU) [Technical Processing]; Wooseob Jeong (Wisconsin at Milwaukee) [Library Technology]; Sharon Domier (Massachusetts) [Public Services].

I. ASIAN LIBRARIANS LIAISON GROUP (ALL) MEETING – Bill McCloy

Sharon Domier agreed to attend this meeting on Saturday with Bill McCloy as the second CEAL representative.

II. APPOINTMENT OF EQUIPMENT COORDINATOR FOR CEAL 2003 – Bill McCloy

Sun Yoon Lee had already volunteered to serve as equipment coordinator again in 2003.

III. CEAL REPRESENTATIVE TO NCC – Bill McCloy

As Chair of the Committee on Japanese Materials, Kuniko Yamada McVey agreed to serve as CEAL representative to NCC.

IV. REPORT OF THE AD HOC CEAL TASK FORCE ON ALTERNATIVE FUNDING – Wen-ling Liu

The AAS Comptroller cautioned that because CEAL is a not-for-profit organization, we would need to consult an attorney about selling ads in JEAL or on our Web site. Ads would have to be in compliance with CEAL mission; revenues would be taxed. We would have to comply with AAS requirements for accounting for, banking, and dispersing such funds.

The safest ways to raise funds would be by asking for member donations or applying for grants.

We decided that the current task force would be extended and expanded and the members will look for agencies that we might approach for grants. Wen-ling Liu will revise the membership form to include a line for a donation to CEAL. They will consult with other not-for-profits that have ads in their publications to see how they handle this issue.

V. CEAL DIRECTORY ON-LINE

   JIM CHENG’S REPORT

   Jim Cheng has set up his MS Access tables for the on-line CEAL Directory and had a demo version ready for the committee members to try before the CEAL meetings. The directory will include East Asian libraries and their affiliated personnel, as well as JEAL subscriptions for institutional and individual subscribers.

   ISSUES OF PRIVACY AND INTEGRITY OF SUBSCRIPTION/MAILING LISTS

   There was a complaint about invasion of privacy when we published a home address in the Web version of the Directory. For this and other reasons, putting the CEAL subscription lists on-line will pose some challenges. There are about 150 home mailing address on the CEAL subscription list for individual members who prefer to receive their CEAL mailings at home. The challenge here will be to remove the 150 home addresses from the on-line Directory to protect privacy, while at the same time preserving them in the CEAL mailing list, so that these 150 members can continue to receive their CEAL mailings at home. We also need to identify those retired CEAL members or independent scholars who have no office address to substitute for a home address in the Directory and very much want their home addresses included, as opposed to those who do  not. For those individuals who receive CEAL mailings at the office, we need to keep in the mailing list those office addresses which we have there now, rather than substitute incomplete and sometimes inaccurate addresses from the Directory, since people at the same institution often have different mailing addresses.  The institutional subscription list includes dozens of mailing addresses which consist of an order number and the address of a vendor like EBSCO or Swets  Blackwell or a serial records department. These addresses are of no reference value in the Directory and probably should be deleted there, but must be maintained in the CEAL mailing list so that mailings of JEAL and JEAL invoices go to the proper destinations.

   In short, we need to make sure that we can put the subscription lists on-line for the Directory without invasion of privacy, but also without destroying their utility as subscription mailing lists.  The members of  the Ad Hoc Membership Committee assured us that they will address these issues.     

VI. JEAL ON THE WEB – Bill McCloy

Committee members had a chance to look at the test JEAL database mounted by Brigham Young before the CEAL meetings and were very favorably impressed. Both the Roman and the character texts looked good.

We agreed that Gail King and BYU should proceed with the project to mount all the back issues on the Web.  There should be a gap of one calendar year between publication and mounting on the Web. Some of the issues already mounted were in PDF and some in html; we preferred the PDF versions.

The issue of copyright was brought up. Since CEAL has never copyrighted any of its publications, we thought that this was probably not an issue. If anyone complains about anything in the back issues being mounted, we will delete that material. We will ask Gail King to get authors of new material to sign releases for mounting on the Web from now on.

Do we need an index? The question was raised in passing, but not discussed at any length.

VII. CHINESE RARE BOOKS PROJECT REMINDER – Hideyuki Morimoto

We are reminded once again that if we have records in RLIN that were created for this project and which are still in save mode, it would be good to change them to production mode.

VIII. BYLAWS COMMITTEE – Bill McCloy

Vice President/President-Elect Abraham Yu will chair this ad hoc committee and appoint other members. They will consider possible additions and changes to the CEAL Procedures:

Procedures for filling a vacancy among the Members-at-Large when someone resigns before the end of the  term of office.

Duties and responsibilities of the Secretary and Treasurer

Policy concerning CEAL Web site

Should JEAL editor continue to be a non-voting member of Executive Committee?

Should all committee chairs and memberships continue to turn over at the same time?

Should we ask for short statements from candidates for CEAL offices?

Should we have permanent nominating committee and membership committee?