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:

  1. 10/10 have no fundraising plans.  One did in the past, and then decided to move away from it.
  2. All depend on membership fees or subscription fees to cover costs.
  3. 3 carry ads of members’ publications or reciprocally exchange ads. Due to the small subscription base, even some commercial ads don’t generate revenue. 
  4. 3 moved to web-based e-publishing to eliminate printing and mailing costs.
  5. 3 university/departments cover supplies, GRAs and overhead cost.
  6. 2 have separate fee categories for individuals and institutions.

 

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. 

 

D. CEAL annual conference registration and fee

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.