CEAL Executive Committee Meeting Minutes
Minutes of CEAL Executive Committee Meeting I, held 9:00 a.m. to 12:00 p.m., Wednesday April 3, 2002 at the Marriott Wardman Park Hotel, Washington, DC.
Present: Bill McCloy (Washington Law) [President]; 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); Sarah Elman (UCLA); Sachié Noguchi (Pittsburgh); Anna U (Toronto); Karen Wei (Illinois at Urbana Champaign); Committee Chairs: Yuan Zhou (Chicago) [Chinese Materials]; Hideyuki Morimoto (NYU Berkeley) [Japanese Materials]; Joy Kim (USC) [Korean Materials]; Abraham Yu (UC Irvine) [Technical Processing]; Rob Britt (Washington Law) [Library Technology]; Cathy Chiu (UC Santa Barbara) [Public Services].
I. AGENDA REVIEW – McCloy
We added a report by Joy Kim on the manual Korean Librarianship outside Korea under old business and in the same section, under CEAL Directory on-line, we added the question of character sets.
II. CEAL ELECTION RESULTS – Sachié Noguchi
Noguchi and Seely counted the CEAL ballots before the meeting and Noguchi announced the election of the following officers:
Vice President/President Elect: Abraham Yu
Chair, Committee on Chinese Materials: Karen Wei
Chair, Committee on Japanese Materials: Kuniko Yamada McVey
Chair, Committee on Korean Materials: Hyokyoung Lee
Chair, Committee on Technical Processing: Hideyuki Morimoto
Chair, Committee on Library Technology: Wooseob Jeong
Chair, Committee on Public Services: Sharon Domier
Executive Committee Members-at-Large: Zhijia Shen and Amy Tsiang
Executive Committee Member-at-Large to serve out the remaining two years of Karen Wei’s term, since she will resign to devote her attentions to the Committee on Chinese Materials: David Hickey
III. RECOGNITION OF OUTGOING MEMBERS – Bill McCloy
Outgoing Executive Committee members Sarah Elman, Anna U and Karen Wei and outgoing committee chairs Yuan Zhou, Hideyuki Morimoto, Joy Kim, Abraham Yu, Rob Britt and Cathy Chiu were recognized and thanked for their services.
IV. APPROVAL OF MINUTES – Doris Seely
The minutes of the 2001 meetings were approved.
V. TREASURER’S REPORT – Wen-ling Liu
The Treasurer’s report, circulated before the meeting, was approved. It was agreed that Liu would give a short report at the Plenary Session and urge members to renew their membership. Liu will resume the sending of CEAL renewal invoices, which should be sent to both personal members and institutional subscribers who subscribe directly whenever their subscriptions expire, which usually means every year.
In the past, most CEAL subscriptions ran from June through February, so the most practical way to distribute the invoices was by enclosing them with the June issue of JEAL. Now there are so many exceptions perhaps another mode of distribution would serve better.
VI. PRECONFERENCE WORKSHOPS – Abraham Yu
The preconference workshops on East Asian art cataloging, questions and answers on Chinese and Japanese rare book cataloging and Korean romanization issues went very well. There were 137 participants, 92 from CEAL and 45 LC staff members. McCloy will send letters to LC to thank them for their contributions to these preconferences.
VII. KOREAN LIBRARIANSHIP MANUAL STATUS REPORT – Joy Kim
The manual Korean Librarianship outside Korea has been completed and 400 copies printed. 350 of these have been ordered and will be supplied free to those who requested them. About 100 of these were to be distributed at the CEAL meetings to expedite the process and save shipping costs to the East Coast and overseas. The remaining 50 copies will be sold at $20 each, plus shipping and handling.
VII. CEAL GRANTS TO COMMITTEES – Bill McCloy
Cathy Chiu asked that CEAL reimburse Frank Shulman’s expenses for his CEAL presentation even though he is a current CEAL member, since he is now retired and receives no institutional support for his CEAL activities. This was approved and Cathy will submit the bills to Wen-ling Liu, CEAL Treasurer, for reimbursement.
VIII. Joy Kim needs money to cover shipping costs for the Korean manual. It was approved that she request a check for $500 from Liu. Any money not used for postage will be returned to CEAL.
McCloy presented a draft of procedures for processing grants to committees, which was discussed, revised and approved. These procedures will be posted on the CEAL Web site.
PROCEDURES FOR DISBURSING FUNDS TO CEAL COMMITTEES
1. A maximum of one CEAL-funded grant per committee will be given within each three-year period, i.e., each regular election cycle.
2. Committees may seek and accept additional grants from outside CEAL. Normally these funds will be deposited in CEAL accounts and designated for use according to the donor’s request.
3. Grants will be for $500 or less, this amount to be reassessed periodically in relation to the financial health of CEAL.
4. Requests for funding must be submitted by the chair of the requesting committee to the Executive Committee for approval and must be tied to a specific project and budget. The deadline for submissions of requests shall be December 1. The deadline for decisions by the Executive Committee shall be December 15.
5. Allowable uses for grants include, but are not limited to, honoraria for speakers, committee publications and workshop expenses. Travel support and honoraria may not be provided to current CEAL members, except for retirees and members from outside North America.
6. One or two grants will be funded per year. In some years, no grants will be awarded.
7. Proposals will be evaluated on their merits and the schedule of rotation.
8. Schedule of rotation – Any committee chair is eligible to apply any year, but two designated committees per year will have priority. Rotation shall be in alphabetical order:
2002/2003 (2003 Conference) – Chinese, Japanese
2003/2004 (2004 Conference) – Korean, Library Technology
2004/2005 (2005 Conference) – Public Services, Technical Processing
2005/2006 (2006 Conference) – Chinese, Japanese
9. If a committee has received a CEAL-funded grant of any amount outside the normal rotation schedule, no more grants will be awarded during that three-year regular election cycle.
10. These guidelines and the schedule of rotation will be published on the CEAL Web site with the dates and amounts awarded and the projects to which they relate. The schedule will be updated as needed.