Christian College Librarians, Inc.

Annual Meeting Minutes 2009

May 22, 2009

Harding University, Brackett Library

President Tamie Willis called the meeting to order at 3:05 p.m.

Secretary Henry Terrill certified that a quorum was present.

Willis asked Chris Rosser, of Oklahoma Christian, to lead the opening prayer.

Willis introduced special guests and first time meeting attendees: Geneva Hoover (OC) as a special attendee; Dara Tinius (OC); Elizabeth Heffington (Lipscomb); Whitney Norwood (NC Central Univ.); Anna Moss (Lipscomb); Chris Rosser(OC); Don Simpson (ACU); Bob Turner (new to the HUGSR was unable to attend the meeting). All were welcomed with a round of applause.

Willis called for the approval of the 2008 meeting minutes as posted to the web site at http://www.faulkner.edu/o/ccl/. Motion by Ann Dixon, second by Rebecca Vickers. With no discussion, the motion carried by voice vote.

Terrill presented the financial report (attached) and explained about the opening of a TIAA-CREF account for the Hoover Endowed Scholarship funds. The RSI funds report (from ACU) included an opening balance on May 1, 2008 of $3425.97, income of $824.24, expenses for publication of the cumulated volume of $1663.38 for an ending balance on May 18, 2009 of $2586.83. Motion by Carisse Berryhill and second by Jim Womack. After discussion the motion carried on a voice vote.

Willis gave the Executive Committee Report which included suggestion that all be thinking about some types of fund raising activities for the Scholarship Fund and updating of the web page by Angie Moore at Faulkner University. There would be a small fee involved for software to upgrade the web site and the specific software to be used is under discussion with Moore. No action taken on the report.

Willis asked for the Standing Committee Reports.

Ken Gunselman gave the Scholarship Committee Report and recommended that Chris Rosser from Oklahoma Christian be awarded the 2009 scholarship. He is attending the University of Oklahoma. Willis announced that Lisa Burley would be the new member to the committee for a three year term. (Sec. Note: Dickey will be the Chair for 2010 and J.J. Compton continues on the Committee.)

Berryhill gave the Restoration Archives Committee Report and explained about a plan for grant funding of a joint project to digitize resources and support staff activities to implement several initiatives. Don Simpson would be a key person in this effort. She was confident that some action would be forthcoming by spring, 2010. No action was required.

The Restoration Serials Index Report was postponed until later in the meeting.

In Old Business the conference site for the 2010 meeting was confirmed by Faulkner University in Montgomery, AL. The dates will be set soon and announced through the listserv. Tentative invitations were presented from Lubbock Christian in 2011, Lipscomb University in 2012 and Gordon University (Wenham, MA) 2013.

In New Business:

Willis noted that the dues structure must be approved by the membership each year. The dues structure adopted in 2006 was proposed unchanged for the 2010 membership year. Motion by Karen Hendrick, second by Holly Hebert. The motion carried by voice vote. (See the attached)

Willis noted that there are several Bylaws changes needed to clarify the current practice of the organization. Some were suggested from the Workshop Terrill attended in the fall 2008 sponsored by the IRS for small non-profit groups. These minor changes would continue as current practice now, but would be officially enacted, if approved by the vote of the membership as Bylaws changes, in the next few months:

1. The fiscal year has been the calendar year since we were officially designated as a non-profit group, but it is not specified in the bylaws.
2. The membership year is also calendar year, but it is not specified.
3. Changes in the bylaws may be voted upon by “mail”, and e-mail (or electronic ballot) has been understood to be acceptable, but it is not specified.
4. Currently there is an even number of members (4) on the Board of Directors (Executive Committee) and general practice is for an odd number of members on the Board.
5. Terrill has suggested that the organization split the office of Secretary from the office of Treasurer in order to give an odd number (5) on the Board of Directors and to give another member the opportunity to serve in the capacity of secretary.

Motion by Marsha Harper, second by Burley to authorize electronic ballot as needed for CCL functions. After discussion the motion carried by voice vote.

Willis gave a summary of the past historical record of the CCL meetings and pointed out that we are losing our organizational history since the “volunteer” designation of the host institution of each meeting has not functioned very well. She then appointed the Ad Hoc CCL Historian Committee to consist of 1 member as designated by the host institution of each annual meeting and two additional members to serve 3 year and 2 year terms respectively. Compton to serve a 3 year term and Burley a 2 year term. We will evaluate the functioning of this arrangement and decide in the future if this structure, or a modified one, should be come a Standing Committee.

In a related matter Willis led the discussion of placing the CCL Meeting presentations online in the form of an open source journal of “proceedings”. Oklahoma Christian would donate the cost of the subscription to the “source” software for 2-3 years and all presentations would be presented there as presented at each conference. If successful, the funding may pass to CCL in the future. Motion by Willis, second by Lee Anne Paris. There was no discussion. The motion carried by voice vote.

Willis continued with a few remarks about the closing of the campus of Cascade College in May, 2009. She explained that there was much sadness and much prayer concerning the decision. There had been two Boards of Trustees and much effort, but the effort never reached sustainability. She requested prayers for Michael Clark (librarian) and other faculty members. Some of the library collection would be shipped to OC and other parts of it would go to several foreign campuses. The Christian school in Portland (preK-12) is in the process of making some arrangement to use the campus facilities.

The Restoration Serials Index (RSI) Committee Report was given by Mark McCallon. It was a marathon meeting of the RSI Board on Thursday. There is much commitment and continued work by the RSI Board members, interested individuals and the RSI indexers.

The following will clarify the membership on the RSI Board (a chart will be added to the CCL Website with this information).

McCallon to complete Lindsay Hoffman's term (1 year). McCallon has served as Chair this year.

Three RSI Board members to serve 3 year terms are09/10- Sheila Owen, Myron Shirer-Suter and Mark McCollum. McCollum will continue as Chair.

Brooke Ward and Jim Womack have served 1 year 08/09 and have 2 more years to serve. Womack will continue as Secretary.

Ex Officio members are Harper and Berryhill from ACU.

Wade Osburn (Freed-Hardeman) serves as Managing Editor and Craig Beard (Univ. of Alabama-Birmingham) serves at Technical Editor. Don Haymes (CTS) is an Ex Officio consultant.

RSI has funds on account at ACU but, since RSI will no longer produce any bound volumes it was suggested that those funds be used for future program/software development. Motion by Compton, second by Anna Moss. The motion carried by voice vote.

There are some 50 titles being indexed and some titles need indexers along with some additional indexers needed help in entering the backlog of entries for part of several titles. VOLUNTEERS ARE NEEDED! NOW! Contact Osburn at wosburn@fhu.edu

Suggestions for new titles and the selection Guidelines for new titles will be added to the web page.

Some former titles in print but now in online “only” may be dropped from indexing.

The Christian Scholars Conference presentations have been “difficult” for a number of years. Hopefully they will be more controlled and available if ACU can get the content into the Center for Restoration Studies website.

RSI program enhancements might include video streaming sources within RSI, links to Christian Chronicle content and other such sources. Willis mentioned an effort at OC to use video streaming for their lectureships instead of tapes, CDs or a printed volume.

The program and software improvements proposed in 2002/3003 and several years afterward did not get accomplished according to plan. The change from ACU to the ALC (Abilene Library Consortium) for hosting the data is still on hold. ACU has agreed to reimburse CCL for the fees paid for the program/software improvements ($1200.) that were not completed.

The new director of ALC is reviewing all the arrangements, contracts, equipment, software and support structure either proposed or now in place with ACU and the RSI data. ACU's IT department is still the current hosting site. Numerous discussions are now underway on many levels.

An assessment is underway by Jeff Leving , a software design consultant in Abilene, to determine the current situation and programming options for the future of RSI.

The Center for Restoration Studies and the ALC, or ACU may be the hosting site depending upon which of Mr. Leving's recommendations are accepted. The remaining RSI funds will be used for these improvements, but CCL may be asked for additional funds to complete the changes needed to run RSI and update the functionality that many users of RSI have requested.

There was a motion by Dickey and 2 nd by Burley to proceed with the RSI software assessment and improvements. The motion carried by a voice vote.

Upgrades and improvements to RSI online are making progress and it is hoped that 2009 and 2010 will show some definite progress.

All members expressed appreciation at the progress made by the RSI Board and indexers, and especially ACU staff to make RSI continue to be a quality resource.