Final Minutes RASD/MARS Executive Committee Saturday, February 4, 1995; 2-5:30pm Wyndham Ballroom C; Philadelphia, PA Members Present: Karen Diaz, Elliot Kanter, Bernie Pasqualini, Ann Jensen, Amy Tracy Wells, Laine Farley, Louis Drummond, Denise Bennett, Peggy Seiden Visitors Present: Becki Whitaker, Linda Friend, Patricia Iannuzzi, Carol Tobin, Pamela C. Sieving, Cindy Cunningham, Lyman Ross, Nancy Bodner, Kathleen Kluegel, Marcella Stark Handouts: Goals, Strategies, Objective 1995 MARS Handbook Revisions MARS Roster, Revised Agenda Memo from Hulin of RASD Publications "Caught in the Web" Draft Minutes LITA Information and Publications on the Net I. General Business A. Introductions B. Report of the Secretary: Karen Diaz No report C. Report of the Vice Chair: Denise Bennett - Denise will be working on committee appointments throughout the Spring. She is visiting various MARS committees at Midwinter to drum up interest. All committee chairs should check with their current committee members to determine who is interested in continuing their appointments, and whose appointments are up. - Denise also sent out the committee interest form via e-mail. She needs feedback on all appointment interests by March 1. -The MARS Logo is now available in Mac format from Denise. -Janice Simmons-Welburn is chair of the 1996 Program Committee. -Becki Whitaker is MARS' representative to the RASD nominating committee. D. Report of the Past Chair: Louis Drummond No report. E. Members-at-Large report: Bernie Pasqualini, Elliot Kanter, Laine Farley - They have received no response for the My Favorite Martian Award, and welcome all submissions. Nominations need only be 25 words or less. F. Scheduling Coordinator report: Ann Jensen - Ann thanked everyone for bearing with the process and indicated that she should be getting the room assignments for Annual soon. It was indicated that posting the schedule to MARS-L was a good idea. G. Report of Messages editor: Amy Tracy Wells - Amy needs ExCom and committee reports by February 8 for the next issue of RASD Update. Reports can be sent via e-mail to email@example.com. [NOTE: This has been changed to: firstname.lastname@example.org] - MARS-L began in October 1994 and now has 246 members. Amy sent messages to several listservs to announce it's availability. It is now listed on the Bailey list and will soon be on Diane Kovac's list. She is checking into making it available on Usenet, and is also looking to move it from Miami University to the ALA site. H. Reports and Actions of the RASD Board Meetings: Peggy Seiden - A motion was made to dissolve the Council of State and Regional Groups as no one is attending them. - The ALA Organizational Self-Study: there are no plans to get rid of divisions; careful attention is being given to new units. - RASD Panel Study: RASD is conducting a study on computer literacy. MARS should have a big say in this study. The current version of the user study is not very good. There will probably be an ad hoc group assigned to look at it. - RASD guide to Policies and Procedures: This is available at the RASD table and on the ALA gopher. -ALA Goal 2000: there will be more information available during the course of the conference. I. Handbook, General Info, Administrative Procedures: Peggy Seiden - Roster: All corrections should be sent to Peggy. Only include your home address if you want to receive MARS mail at home. - Handbook: This should not yet be sent for printing as several changes have not yet been made. There are several changes in Planning that need to be made. J. Reports from Committee Chairs: 1. 1995 Nominating: Carol Tobin All nominations are listed in Oct/Dec. 1994 RASD Update: For Vice-Chair/Chair elect: Peggy Morrison and Paige Weston; for Member-at-Large: Franklin P. Garett and Nancy Bodner 2. Planning: Louis Drummond "Goals, Strategies, and Objectives" document was distributed. If any committee is working on something not reflected in the handout, let Louis know. This follows the same structure that RASD is using, combining what we are doing with what we should be doing. Planning recommends using this document for making committee reports, referring to specific objectives that are being addressed by the committee. The July/Sept RASD Update addresses some issues. Concerns include: Awareness of libraries' roles in information sources and services; promotion of non-traditional sources in reference; building new service points for the future; service pattern analysis. 3. Awards Nothing further 4. Education, Training and Support: Marcella Stark They are moving their document away from vendor searching to end user searching. March 1 is the deadline for completion. Their next project will move away from online and towards the Internet. At summer conference they will define where to go next. 5. Local Systems: Cindy Cunningham At their meeting this morning discussion focused on Mosaic. They would like to publish a home page with guidelines for creating homepages. It would help creators evaluate what users are seeing and suggest including such information as: the scope, who's created it and why, whether or not the information is updated. They may possibly submit a publication to RQ that would lead readers to the URL. It was pointed out to the committee that this sort of effort would still have to go through the Publications Committee. It was suggested to the committee that this be presented as a model, rather than a standard. 6. Management: Janice Simmons-Welburn Committee is working on a checklist for introducing new products and services into a reference environment. They were not able to coordinate a forum on this topic for midwinter but were wondering if it could be done at annual. It was suggested they might work with the Managers in MARS discussion group. 7. Public Libraries: Nancy Bodner The glossary was introduced at Annual and has created a lot of response from librarians for help in educating public librarians on the Internet. The committee wants to further refine it, adding and deleting some parts. There is still a lot of education needed in public libraries and this will continue to help. It was suggested that there be a write-up of some anecdotes of the response to this glossary written for the pre-annual RASD Update. The glossary appeared in the April/June 1994 issue of RASD Update. It was also handed out at the June 1993 program. It was questioned what the final product actually was, and whether or not it needed to go to Publications. A charge was also given to the Publications Committee to decide what to do with items that start as handouts and get revised and formalized. 8. User Access to Services: Lise Dyckman No report on future direction. Committee meets later in the conference. 9. Hot Topics Discussion Group: Lyman Ross There is now a vice-chair. The topic for Monday's discussion is: Caught in the Web (see handout). 10. Managers in MARS Discussion Group: Ann Jensen Meets Sunday at 4:30. The topic of discussion is: Dancing as Fast as We Can" It will focus on manage- ment of new resources and how to keep staff current. The discussion will be written up for MARS-L. II. Old Business A. Organizational changes: Louis Drummond is 1996 Nominating chair. The RASD representative is not also MARS nominating chair, so a new MARS chair will be named. B. SilverPlatter SilverPlatter wants MARS input on their Search Advisor product. Peggy has asked several committee members to go and view the product which is and end user interface for CD- ROMs and their ERL. The meeting is at the PALINET at 3401 Market Street on Sunday at 12:30. C. ALA Gopher Not much has come to pass on plans for the ALA gopher. Amy has been asked to put some items there for MARS. Discussion on whether it should fall to MARS-L was tabled until Pat Hawthorne arrived. LITA has a lot of information there. Perhaps temporary information should go to MARS-L and more permanent information to the gopher. Cathleen Bourdon is the contact. III. New Business A. Role of RASD Legislative Liaison (Patricia Ianuzzi) - Jim Rettig is the new chair of this committee. The question has arisen as to whether the committee should even exist. If so, what is the role in light of the fact that an ALA legislative group exists and ALA has offices in Washington DC? - Patty argued that there is a role at the divisional level which this committee provides. For instance, many issues today affect electronic resources and services, e.g.: LSCA Goals 2000 Postal Service Kiosks NII's Green Paper (dealing with Interlibrary Loan. See February Educom Review for Peter Lyman's explanation of the implications of this issue.) - Grassroots has been the buzzword at ALA, and to have grassroots involvement, education at the divisional level is needed. Thus, the role of members of this committee might be to educate divisional chairs. - At this point, Patty is an appointee to the committee, and not a MARS representative, but she could recommend having a MARS rep. position. There will be more discussion on this issue at Monday's meeting. B. Pre-conferences for 1996 It was asked if any committees had topics of interest for pre-conferences in 1996. The topic of design of local electronic information was raised. It could be a 1/2 day workshop making use of hands-on. Would require Web access. Using the ALA Internet Room might be a possibility. Perhaps it could be a joint MARS/ LITA project. A motion was made to bring the idea forward at Monday's meeting. IV. Committee Reports continued A. Publications Committee: Pat Hawthorne - Approval of the User Access to Services Committee document as an RASD Occassional Paper was brought to vote. A motion to approve was made by Pasqualini and seconded by Bennett. The document was approved. - RASD Publications committee is seeking advice on the issue of publishing information electronically. A draft statement issued at ALA in New Orleans (see handout) is not an official guideline but is being used while the issue is in flux. No statement has been issued at the ALA level or by LITA. - Pat learned that the RASD Occasional Paper series is mostly on a cost recovery basis. For example, if 500 copies of a title are printed, ALA sells about 80% of those on its standing orders. No new copies are printed until the remaining 20% are sold, which is rare. User Access to Services may wish to consider this with their publication. - The Local Systems and Services committee document appeared in the Fall 1994 issue of RQ. - The logbook designed by the Education and Training Committee is in the hands of RASD and should be available at Annual. (This document was approved by MARS ExCom at Annual 1994.) B. RASD Nominating: Carol Tobin Carol read the nominees as printed in the Oct/Dec 1994 RASD Update: Vice-President/President-Elect: Dana Rooks and Kathleen Kluegel; Secretary: John Budd and Revecca Whitaker; Member-at-Large: Raymond Wright, Nancy Crane, Karen Liston, and James Cannon. Bennett moved to adjourn the meeting. The meeting was adjourned at 4:50 pm.