Minutes
of CEAL Executive Committee Meeting I
Wednesday,
March 26, 2003 9:00 a.m.-12:00 noon
Hilton Hotel,
New York City
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 (Columbia) [Technical Processing]; Wooseob Jeong (Wisconsin at
Milwaukee) [Library Technology]; Sharon Domier (Massachusetts) [Public
Services]; Hyokyoung Yi (Washington) [Korean Materials]. Jim Cheng was a guest for the first part
of the meeting.
I. AGENDA REVIEW – Bill McCloy
Three
items were added to the agenda: a presentation from Zhijia Shen about the Luce
Summer Institute, and announcements about the JEAL editor and the statistics
coordinator.
II. CEAL DIRECTORY ON-LINE – Jim Cheng
Jim
Cheng reported that the process of putting the CEAL Directory on-line is now
complete and that the work of the ad hoc committee formed for this purpose is
completed. The committee was therefore disbanded.
Wen-ling
Liu reported that there are still quite a number of people, both vendors and
CEAL members who would like to have the CEAL Directory available also in print
form. This issue was to be discussed at the Meeting II under new business.
III. LUCE SUMMER INSTITUTE – Zhijia Shen
The
University of Pittsburgh has received grant funding for a three-week institute,
the Luce Summer Institute for East Asian Library Management: China Focus, to be
held in July and August of 2004. The fee will be $300; the prerequisites are at
least three years of professional experience and 2 letters of recommendation.
Twenty people may register. Help is needed from CEAL in recruiting faculty and
setting the curriculum. A survey asking for input on the curriculum was to be
circulated at the plenary session. [This was done].
IV. JEAL EDITOR AND CEAL
STATISTICS COORDINATOR – Abraham Yu
Gail
King has accepted reappointment for another three years as JEAL editor. Vickie
Doll will continue as CEAL Statistics Coordinator and still has the help of
Calvin Hsu and Fung-yin Simpson.
V. APPROVAL OF MINUTES – Doris Seely
The
minutes of the 2002 meetings were approved.
VI. TREASURER¡¯S REPORT – Wen-ling Liu
The
Treasurer¡¯s report was presented and is appended to these minutes.
VII. CEAL ELECTION RESULTS – Doris Seely
Noguchi
and Seely counted most of the CEAL ballots before the meeting and a few more
during the Plenary Session. The following new officers were elected:
Secretary:
Joy Kim
Treasurer:
Sarah Elman
Executive
Committee Members-at-Large: Bob Felsing and Kris Troost
McCloy
asked if we might want to use electronic ballots in the future and post the
candidates¡¯ statements on the Web. Seely found that mailing the statements with
the ballots makes for a very bulky mailing and delays the mailing process while
we wait for statements to be written. The bulky mailing can be taken care of by
using larger envelopes. Delaying the mailing to wait for statements is a bigger
problem, since CEAL is habitually late in starting the nominating process and
always in a great last minute rush to get the ballots out in time so that
people can return them before the CEAL meetings.
Morimoto
said he knows from the returns he got of CEAL dinner reservation forms mailed
with the ballots that there are still a quite a number of people who have no
electronic access to CEAL and for whom the ballot mailing with the meeting
schedule and dinner reservation form is the only notice they get of the CEAL
meetings. We would need to continue sending paper ballots to these members.
There was discussion of security considerations and how we might profit from
the experience of the OCLC CJK Users¡¯ Group in electronic voting.
VIII. RECOGNITION OF
OUTGOING MEMBERS – Bill McCloy
Outgoing
Secretary Doris Seely, Treasurer Wen-ling Liu, and Members-at-Large Hsi-chu
Bolick and Sachié Noguchi were recognized and thanked for their services.
IX. INTRODUCTION OF NEW
MEMBERS/CEAL SLIDE SHOW – Vickie Doll, Abraham Yu
Vickie
proposed to Abraham that she could take pictures on Wednesday and Thursday and
then present a slide show along with the introduction of new members at the
CEAL Fellowship Dinner on Thursday evening. There were no objections to this
proposal.
X. CEAL STATISTICS STATUS
REPORT –
Vickie Doll
Retrospective
CEAL statistics are now being put on-line.
The statistics people would like to see a special issue of JEAL devoted
to statistics. They are willing to do the writing.
XI. PRECONFERENCE WORKSHOPS – Hideyuki Morimoto
The
preconference workshop on cataloging of Buddhist materials was a great success;
there was something to be learned by everyone from novices to the most
experienced catalogers. There were 28 participants and many more applicants who
could not get in. The hope is that the workshop can be repeated for those who
were disappointed this time.
XII. CEAL AD HOC BYLAWS
COMMITTEE STATUS REPORT – Bill McCloy, Abraham Yu
The
10th revision of the proposed new bylaws had been distributed before
the meeting and is appended to these minutes. Abraham Yu was to report on it to
the Plenary Session and request member input. [Done.]
XIII. PRESIDENT¡¯S TERM UNDER
NEW BYLAWS
– Bill McCloy
In
the draft of the new bylaws it is proposed to change the president¡¯s term from
one year to two years as Vice-President/President-Elect, three years to two
years as President, and one year as the immediate Past President. There was some discussion as to whether
the proposed new term should apply to Abraham Yu, but it was recognized that we
cannot implement bylaws that have not yet been approved and no action could be
taken.
XIV. REPORT OF THE AD HOC
CEAL TASK FORCE ON ALTERNATIVE FUNDING – Wen-ling Liu
The
report was distributed before the meeting and is appended. It proposes five ways of obtaining more
funding: 1) grants from foundations for specific projects, 2) ads in JEAL, 3)
publish only on-line and save printing and mailing costs, 4) charge even more
for institutional subscriptions than we do already and call them memberships,
5) charge a registration fee for the CEAL meetings.
The
rationale for charging more for institutional subscriptions was that this would
serve as a membership fee to defray the costs of collecting statistics from smaller
institutions. Seely objected that,
first, we can¡¯t go against the AAS rule that only people, not institutions, can
be members; and second, no small, under-funded and understaffed collection will
pay an exorbitant fee for the privilege of filling out the CEAL statistics
survey. They will consider it a chore, not a privilege, and if we really want
their statistics, we would do better to make it as inexpensive and easy as
possible to respond. Noguchi pointed out that in many libraries the only people
interested in reading JEAL are CEAL members who have their own subscriptions,
which makes an institutional subscription a luxury that no one can afford,
especially in these times of huge budget shortfalls.
McCloy
suggested that grants, registration fees and donations seem the most likely
sources.
XV. CEAL GRANTS TO COMMITTEES – Bill McCloy
CEAL
committees would like to be able to pay for the CEAL dinners of non-members who
are speakers at the various CEAL committee meetings. The question is how this
funding should be arranged. This year the Committee on Chinese Materials had
some grant money left which was used to pay for guest speakers¡¯ dinners. Should
CEAL then also reimburse the guest speakers of the Committee on Japanese
Materials? If so, how should this be arranged? What should the future practice
be? Might individual committee members donate to a hospitality fund to be used
for this purpose? The questions were posed but no decision at this time.
Submitted
by Doris Seely
TREASURER¡¯S REPORT – Wen-ling Liu
As of February 2003, the CEAL account held
$12,260.1, a net increase of $3,074.36 over the previous year's final
total. We are in good health
financially, with a balance of $13,515.68 as of March 24, 2003, due to the
recent membership drive. In
addition, the sub-account established for the Committee on Korean Materials has
a balance of $1,037.78. The
sub-account for the Committee on Chinese Materials has a balance of $446.44. We can continue to support Committee
programs and, at the same time, look for methods of fund-raising.
As of March 24, CEAL has 248 members listed as JEAL
subscribers (I didn't check with their AAS membership status) and 130
institutional subscribers. In 2002,
we had many cancellations due to retirements and budget cuts, but we also
recruited 28 new individual subscribers and 5 institutional subscribers. As a result, there is a decrease of
eleven individual members from last year and a slight increase of 3
institutional subscribers.
DRAFT BYLAWS
OF THE COUNCIL ON EAST ASIAN LIBRARIES
Members: David Hickey, Zhijia Shen, Amy Tsiang,
Abraham J. Yu (Chair)
The 10th revision of the proposed new
bylaws is available at:
http://sun3.lib.uci.edu/~ajyu/ceal/ceal_bylaws03.htm
ALTERNATIVE
FUNDING TASK FORCE SUB-GROUP ON GRANT AGENCIES
Members:
Kuniko Yamada McVey (Chair), Joy Kim, Gail King
The
Alternative Funding Task Force, chaired by Wen-ling Liu, gave the Task Force
Sub-group on Grant Agencies the charge to investigate not-for-profit
foundations and agencies that might be possible sources of funding for the
Council on East Asian Libraries.
The work of investigation was divided as follows:
Kuniko
Yamada McVey—Japan-related grants
Joy
Kim—Korea-related grants
Gail
King—China-related grants
A union report of the pooled results of the possible
agencies follows.
Foundations
Chiang
Ching-kuo Foundation – conference and workshop grants, publication subsidies, Chinese culture and society
Dae
San Culture Foundation (promotes Korean literature, book grants to several
libs)
Dae
Woo Foundation (supplies books)
Freeman
Foundation – interest in projects that support understanding of Asia
Japan
Foundation
Korea
Culture and Art Foundation
Korea
Foundation
Korea
Research Foundation
Luce
Foundation – grants promoting understanding between Asia and the U.S.
SBS
Munhwa Chaedan (has supported library and other cultural projects in the US)
Seonam
Foundation
Technological
Innovation and Cooperation for Foreign Information (library projects; grants
every 3 years)
Toyota
Foundation
William
Bingham Foundation – grants in fields of health, arts, education
Yon
Am Foundation (library projects; has supported at least one US library)
Yon
Kang Foundation
Other potential sources
Vendors
and publishers are possible sources of funds for CEAL, through advertising in
the Journal of East Asian Libraries,
if the organization decides to adopt this means of generating revenue. Some possibilities are listed below.
Academic publishers on Asia, for example
Asian
Culture Press
Chinese
University of Hong Kong Press
East
Bridge Books on Asia
Lynne
Rienner
University
of Hawaii Press
Used
and antiquarian bookstores specializing in Asia
Bookstores
in Korea
Eulyoo
Kyobo
Panmun
(Gave CKM two $1,000 grants)
Taehaksa
Conclusion
The
sub-group wishes to emphasize that in order for CEAL to receive any kind of
consideration for a grant or funding from any of the above foundations or
funding agencies, it is essential that we first have a demonstrated need for
it. That is to say, we must first
have a worthwhile project we propose to undertake, one that will in a concrete,
specific way improve understanding of Asia, based on our abilities and
capacities as an East Asian library group, and then look for funds to make the
project possible.
Report prepared by Gail King
February
24, 2003
ALTERNATIVE
FUNDING TASK FORCE SUB-GROUP ON JOURNAL ADVERTISEMENT AND OTHER FUNDRAISING
ISSUES RELATED TO JEAL
Charge:
This sub-group will consult with other not-for-profits that have ads in their
publications to see how they handle this issue.
Sub-group
members: Vickie Doll (Chair), Annie Lin and Wen-ling Liu
Method
used:
I.
Examine 24 AAS affiliates that are similar to CEAL in size and nature
(East Asia concentrations)
II.
Three members each were assigned 8 publications to research their
advertisement practices and to contact editors for their advertisement policies
and strategies on fundraising.
We
were able to collect 11 replies out of 24 organizations/publications. Among the 11 respondents, one doesn¡¯t
have a publication.
Conclusions
of findings:
Recommendations:
A.
Carry advertisements:
1) We
found that there are no concrete and
profitable advertisement plans among peer publications. However, CEAL can explore the
possibilities and develop a policy plan to carry advertisements for C, J, K
materials publishers/dealers (list can be supplied by C,J, K committees). If JEAL will allow advertisments, and if
the Board chooses to explore this possibility, the outcome should be evaluated
after a one-to-two year period. We may apply for the status of a tax-exampt
charitable organization as was the case of the Japan Art History Forum listed in the appendix.
2) The same advertisement policy should apply to
the web edition of the JEAL. This
needs to be negotiated with BYU archive.
JEAL may have to follow BYU archive guidelines.
B. Publication completely online:
3) JEAL can eliminate the hard copy publication
format to save printing and distribution costs.
C. Membership*
restructuring: individual and institutional memberships
4) According
to JSTOR and a few other aggregated e-journal databases, one of the major
criteria in selecting a journal is based on ¡°the
number of institutional subscribers a
journal has. ¡°[1]
We recommend the Board and the Bylaws Task Force
consider the addition of CEAL institutional membership. We should invite all CEAL libraries to
join institutional membership and benefit through the JEAL subscription.
There are at least 70 East Asian collections in North America, and 50 of them have regularly submitted
annual CEAL statistical surveys. A
formal institutional membership is necessary to enforce the goals and
objectives of CEAL among CEAL libraries and to strengthen the quality of JEAL. The insititutional membership will
promote CEAL's work especially for the many smaller collections, which have
limited resources. The JEAL will be
a supply of information for those institutions and for new personnel in the
field. 50
institutional memberships would be helpful in the current situation, and
presumably the institutional membership fee would be higher than for
individuals. At the current time,
there is no difference.
5)
To better communicate with CEAL
membership, a conference registration and a small fee to cover the conference
cost would be helpful to enlarge the money base.
Items
A-D do not contradict each other.
The board may adopt any, or combinations of a few, or all
recommendations to pursue a strong financial situation.
Appendix of
AAS Affiliates and publications
List
below was extracted from AAS affiliates page at:
<http://www.asian-studies.org/affiliates.htm>
1 Asian
Librarians Liaison Committee (ALL)
Richard
Richie, Sterling Memorial Library, #307
Yale
University, PO Box 208240, New Haven, CT 06520-8240
Tel:
(203) 432-1858
2 ASIANetwork
<http://www.asianetwork.org>
3 Association
for Teachers of Japanese (ATJ) <http://www.colorado.edu/ealld/atj>
4 China
Missions Group
Kathleen
L. Lodwick, 2218 Springfield Drive, Chambersburg, PA 17201
Tel:
(610) 285-5107; E-Mail: KLL2@psu.edu <mailto:KLL2@psu.edu>
5 Chinese
Business History Research Group
<http://www.einaudi.cornell.edu/eastasia/publications/cbh/home.htm>
6 Chinese
Historians In the United States (CHUS)
Qiang
Zhai, Department of History
Auburn
University at Montgomery, Montgomery, AL 36124-4023
Tel:
(334) 244-3221
7 Chinese
Historiography Study Group
Murray
Rubenstein
57
Horton Hollow Road, Putnam Valley, NY 10579-1801
E-Mail:
maruby1@ix.netcom.com <mailto:maruby1@ix.netcom.com>
8
Chinese Language Teachers' Association
(CLTA)
<http://clta.deall.ohio-state.edu/>
9 Committee
on Korean Studies (Publisher of the Korean
Studies Newsletter)
Charles
Armstrong, Dept of History, Fayerweather Hall
Columbia
University, New York, NY 10027
Tel:
(212) 854-1721; E-Mail: cra10@columbia.edu mailto:cra10@columbia.edu>
Supported by the
Center for Korean Studies at the University of Hawaii, which has assumed
responsibility for publishing and mailing the newsletter. There is no
advertising--over half the newsletter is about the Korean Studies at Hawaii,
since Hawaii has the largest number of Korean Studies professors of any
university in the US or Canada.
10 Committee
on Teaching About Asia <http://www.ucis.pitt.edu/asp>
Diana
Marston Wood, 4E05 Forbes Quadrangle
University
of Pittsburgh, Pittsburgh, PA 15260
Tel: (412) 648-7411; E-Mail:
dmwood@ucis.pitt.edu <mailto:dmwood@ucis.pitt.edu>
No advertising or fund-raising plan. All questions about funding go to Ann
Beard at the AAS.
11 Conference on
Chinese Oral/Performing Literature (CHINOPERL) –NO ESPONSE
Joseph
Lam, Dept. of Music, 402 Burton Memorial Tower
University
of Michigan, Ann Arbor, MI 48109-1270
Tel:
(734) 647-9471; E-Mail: jsclam@umich.edu <mailto:jsclam@umich.edu>
12
Early Modern Japan Network
<http://emjnet.history.ohio-state.edu> (Publisher of
Early Modern Japan: An Interdisciplinary Journal)
Philip
C. Brown, Department of History, Ohio State University
230
W. 17th Avenue, Columbus, OH 43210
Tel:
(614) 292-0904; E-Mail: brown.113@osu.edu <mailto:brown.113@osu.edu>
No advertising plan.
13 The
Historical Society for 20th-Century China
<http://www.lcsc.edu/hstcc/default.htm>
No publication
14 Independent
Scholars of Asia, Inc. <http://www.hypersphere.com/isa>
No advertisement
included in the Newsletter and books.
15 Japan Political Studies Group
Ray
Christensen, 730 SWKT, Dept of Political Science
Brigham
Young University, Provo, UT 84602
Tel: (801) 378-5133; E-Mail: ray_christensen@byu.edu
<mailto:ray_christensen@byu.edu>
JPSG is in the
middle of changing its fund-raising methods. Previously, they relied almost entirely
on a subscription fee from their members to cover the costs of printing and
mailing out the newsletter once a year. The membership fee was very low, $5.00,
but the cost were also very low. As
a result, the organization was able to survive on this source of revenue,
without relying on advertising.
At present, they
are moving away from fund-raising altogether! They have stopped collecting subscription
revenues, and at the same time will eliminate the printing and mailing costs by
publishing the information that used to go in our newsletter on the web. The
Chief Editor is currently getting help from his university in the form of a
graduate student assistant, who is being paid by the hour.
16 Japan Art History Forum
Patricia
J. Graham, 1641 Rhode Island Street
Lawrence,
KS 66044; Tel/Fax: (785) 841-1477; E-Mail: pgraham@ku.edu
<mailto:pgraham@ku.edu>
The editors have
discussed accepting advertisements on the journal¡¯s web site, which is under
construction now, but no one has agreed to coordinate the effort, so nothing
has come of this so far. As the web site is proving expensive to run, they hope
someone will volunteer once it is made public. They charge members of their
list $10 per year and simply ask for tax-free donations over this amount, and
they've received quite a few. Several years ago they hired an attorney and
accountant, and officially went through the tedious process of becoming a
tax-exempt charitable organization so that such donations could be tax
deductible. At present that's all
they do.
17 Midwest
Association for Japanese Literary Studies (MAJLS)
<http://www.sla.purdue.edu/fll/PMAJLS/>
18 Sino-Japanese
Studies Group
Joshua
A. Fogel, Dept of History, University of California
Santa
Barbara, CA 93106
Tel:
(805) 893-4065; E-Mail: fogel@humanitas.ucsb.edu
<mailto:fogel@humanitas.ucsb.edu>
The editors put together the journal, and the home department helps with
the expense. It's incredibly cheap
these days with desk-top publishing.
They charge $15 (individuals) or $25 (institutions), and with a bit of
help from the department with mailing costs, it's been very easy to
survive.
19 Society
for Asian and Comparative Philosophy (SACP)
<http://www.missouri.edu/~sacp/>
20 Society
for East Asian Archaeology (SEAA) <http://www.durham.ac.uk/SEAA>
21 Society
for Ming Studies
Kim
Besio, Dept of East Asian Studies
Colby
College, 4400 Mayflower Hill
Waterville,
ME 04901
Tel:
(207) 872-3393; E-Mail: kabesio@colby.edu <mailto:kabesio@colby.edu>
The situation with Ming Studies
is very simple. The journal charges subscribers ($25 individuals, $40
institutions) for subscriptions. This covers our printing and mailing charges.
The editorial work is not reimbursed. The University of Minnesota supplies an
office, a student worker, and some overhead. Beyond this we have no
fund-raising device. We have carried a couple of ads, but they do not generate
revenue because our circulation is too small to make us a good advertising
venue.
22 Society
for the Study of Early China <http://humanities.uchicago.edu/easian/earlychina>
Donald
Harper, East Asian Languages & Civilizations
301
Wieboldt, University of Chicago, 1050 E. 59th St., Chicago, IL 60637
Tel: (773) 702-1255; E-Mail: dharper@uchicago.edu
<mailto:dharper@uchicago.edu>
SSEC does not generally engage
in fund-raising activities other than to sell its journal and monographs. Advertisements in the journal Early
China are either of our own monographs or are by reciprocal exchange with other
journals (such as Asia Major).
23 Society
for the Study of Chinese Religions (SSCR)
<http://www.library.wisc.edu/guides/EastAsia/SSCR/>
24 Society
for the Study of Japanese Religions
(SSJR)
<http://www.wfu.edu/Organizations/ssjr/>
We do not do any fundraising per se. We ask for nominal membership dues once
a year, with the understanding that paying them will ensure that one receives
regular Bulletins (twice a year) and an annual Supplement (once a year). All of the above are now in electronic
form. Only about 10% of our listed membership pays dues.
*Membership fee
1. We suggest that CEAL change the ¡°CEAL subscription fee¡± to a
"membership" fee so we have no confusion as who is a member and whose
intention was only to subscribe to the journal. Many libraries subscribe to JEAL, and
the individual benefit of membership is confusing. Let's make it clear that institutions
have to subscribe through the institutional fee (ex. $60 a year), and individual
membership could be $30 (with JEAL as a membership benefit). More subscriptions will make JEAL a more
prominent scholarly publication (the criteria of evaluation of a professional
journal). There are many cases now
when an individual never subscribed to JEAL (therefore not a member) but argued
that the institution subscribed to JEAL, so there is no need for individual
subscriptions, etc.
2. If we are a formal organization, we should charge an institutional
"Membership" fee instead of a "subscription" to JEAL. To collect annual statistics, we need to
have official institutional members with the right to ask for statistics and
list them as CEAL libraries in the statistics. Now the situation fluctuates every
year. We call them CEAL libraries;
however, there is no formal relationship, and many smaller collections didn't
even know our existence when we asked them for statistics. They don't have a copy of JEAL, and
didn't know how to get into the community.
3. We would like to make it
clear which library is a CEAL member library and which is not. We don't need to spend time to collect
their information (lots of work) if they are not institution members.
Prepared by Vickie Doll
3/21/03
[1] On the JASTOR home page : ¡°How Journals Are Selected¡±: The titles included in JSTOR have been selected based on the following criteria: 1) the number of institutional subscribers a journal has, 2) citation analysis, 3) recommendations from experts in the field, 4) the length of time that the journal has been published. http://www.jstor.org/about/selected.html accessed March 17, 2003.