Panel 19-One Size Does Not Fit All: Cooperative Collection Development within the Borrow Direct Consortium

June 17, 2015, 8:30 am-10:00 am, East Pyne 027, Princeton University, Princeton, NJ
Moderator:        Lynn M. Shirey, Harvard University
Rapporteur:         Joseph Holub, University of Pennsylvania

Panelists:
Jill Baron, Dartmouth College
& Fernando Acosta-Rodríguez, Princeton University
Divide and Conquer Brazil: A New Approach to Cooperative Collection Development within the Borrow Direct Consortium

Rebecca K. Friedman, Princeton University
Ivies+ Art & Architecture Group: Tackling Contemporary Art Publications from Latin America

Thomas Keenan, Princeton University
Eastern Europe, the Former Soviet Union and the Challenges of Inter-Consortial Cooperative Collecting

Darwin F. Scott, Princeton University
The Borrow Direct Contemporary Composers Cooperative Collection Plan

Jill Baron (Dartmouth) and Fernando Acosta- Rodríguez (Princeton) described the agreement of a number of Borrow Direct libraries to share coverage of the academic publishing output of Brazil. The focus on Brazil stems from the country’s status as the largest Latin American country, the ninth largest publishing country in the world, and a growing interest in Brazilian studies. The libraries’ major Brazilian vendors have estimated that the country produces approximately 5,000 academic (or titles of interest to academic libraries) titles annually.  Meanwhile, an analysis of Borrow Direct holdings using OCLC showed that Harvard, which acquires the largest number of Brazilian titles of all members of the Borrow Direct group, has been capturing about half of Brazilian titles. The numbers were compared to peer institutions, including New York Public, Texas Austin, and the Library of Congress, and they were found to be far fewer than those acquired by the University of São Paulo. Overall, US libraries do not approach comprehensiveness in their Brazilian collections.

The Brazil Borrow Direct group participants include Brown, Columbia, Cornell, Dartmouth, Duke, Harvard, Princeton, the University of Chicago, the University of Pennsylvania, and Yale. The group aims to increase the diversity and depth of their combined Brazilian book collections, improve coverage of small publishers, reduce lacunae and redundancy, and make long-term commitments to the program. It does not specifically aim to reduce duplication, however. Each institution commits to working with a vendor of its choice (there are effectively two major vendors for Brazilian academic books) to cover a specific state or group of states. The group felt that using more than one vendor will help support the diversity of their acquisitions and, in any case, the freedom to use a preferred vendor was an incentive for each institution. Vendors provided estimates on academic publishing and costs for each state. For each state the library will acquire all books of an academic nature that fall within agreed upon subject limits (primarily monographs in the social sciences and humanities), although libraries are free to collect beyond those boundaries. Only the cities of Rio de Janeiro and São Paulo are excluded from the agreement, since these are the two largest publishing centers of the country and their output has been more consistently acquired than other cities, states and regions. The libraries had to make estimates of what they would be able to spend as well.

The Borrow Direct Memorandum of Understanding (MoU) for Brazil was signed in 2014; all libraries agreed to start collecting from their state(s) starting with 2015, but were free to acquire earlier years. The libraries are committed to good preservation practices, including replacing lost or damaged items. It is still too early to assess the success of the program, and there are some concerns about the potential for cataloging backlogs.

The Brazil project has taken its inspiration from a number of other collaborative collection activities undertaken by Borrow Direct librarians. Rebecca Friedman (Princeton), who is Assistant Librarian of the Marquand Library of Art and Archaeology and Librarian for the School of Architecture Library, explained the details of the 2012 agreement developed by the Ivies Plus Art and Architecture Group. Collaboration was impelled by the realization that no one collection could keep up with an increasingly globalized art scene, and collections data showed slow growth collecting outside traditional areas. They sought to expand their collections beyond the art of North America and Western Europe. The first initiative of the group has been to focus on the visual arts since 1975 in Latin America, as each of the five participating institutions (Columbia, Harvard, Johns Hopkins, Princeton, Chicago) took responsibility for individual countries. Their evaluation was that Latin America represented a less complicated first step in collecting outside traditional areas than, for example, Africa. The focus has been on contemporary art. They excluded architecture and design, which are more difficult to divide by country. The country(ies) chosen by each library is generally consistent with the already existing focus of the library.

A number of the libraries were already using Karno Books for their Latin American acquisitions, but they are investigating other vendors in order to diversify collections, including using more than one vendor (contrary to current trends) for the same institution. Collective responsibility is a positive aspect of the project, but there are some questions about to how to adapt to the addition of new members. There is also a question whether this group is best situated for covering Latin America. For example, it would be helpful to compare holdings to some known for the strength of their Latin American collections: the Museum of Modern Art, the Houston Museum of Fine Arts, the University of Texas-Austin – and it might make sense to work with one or more of those libraries.

They used the Borrow Direct Music group as a model in composing the Memorandum of Understanding (MOU). Each group member commits to an internal annual report. The members are committed to timely acquisitions and preservation, but there are cataloging challenges and a need to track initiatives.  Assessment at this juncture is difficult, and they need to develop metrics for evaluation. Meanwhile, web archiving is another likely project for the group.

Thomas Keenan (Princeton) described the collaborative activities of librarians in what is known as the SEEES (Slavic, East European, and Eurasian Studies) fields.  The area covered includes 27 nation states and 28 major languages (from eight different language families) and corresponds to the area of the old Soviet Union and the Soviet bloc. It is difficult for any one institution to cover such a wide area, and the difficulty is compounded by the fact that the focus of the librarians and the collections has typically been Slavic or Russo-centric. As research interests in SEEES change, including more interest in areas where non-Slavic languages are spoken, collections are unable to keep pace. There is a need to collect in languages other than Russian, especially the non-Slavic languages, and to focus on low-demand items and free up those that collect idiosyncratic materials. Some of this interest comes from students from the old Soviet republics or from Eastern Europe who want to work in those areas and in those languages. Russo-centric scholars, too, sometimes develop interest in non-Russian topics.

Keenan said that when he came to Princeton two years earlier, there was already discussion of collaborative activities to encourage more specialized collecting and reduce redundancy. The BorrowDirect SEEES group has been in discussions, but have not yet been able to initiate an agreement, in part because of the many variables involved, including personnel changes. As BorrowDirect increases its membership, a single copy distributive plan is no longer sufficient (the goal would be 2-3 copies within the group).

The discussion occurred not only in Borrow Direct, but in other cooperative platforms, such as ReCAP, the Research Collections and Preservation Consortium (which includes a storage facility located near Princeton) shared by Princeton, Columbia University, and the New York Public Library. Plus, the Cornell-Columbia shared bibliographer experiment had been underway since 2009. It has been easier to work within the smaller group, which came up with a single copy plan for lower demand monographs for the four institutions (NYPL, Princeton, Columbia, plus Cornell). Higher demand items published in Moscow, St. Petersburg, and parts of Ukraine are excluded from the single copy plan. The program also employs a lead-institution model, so that the institution with a strong collection and/or a high level of scholarly activity will acquire the bulk of titles in a specific area. For example, New York Public Library, because of its historically significant Baltic collections, collects most monographs originating in the Baltic republics. Two libraries have also cooperated on some subject areas of interest to both (e.g., archaeology shared between Princeton and Cornell).

There has also been SEEES cooperation within MaRLI (Manhattan Research Library Initiative), which is a project of the New York Public Library, Columbia University Libraries, and New York University Libraries, that seeks to expand collections.

A major challenge in all collaborative ventures is to produce an MoU (Memorandum of Understanding) that can satisfy all institutions – a handshake is not sufficient – the administrations and general counsels. Despite the larger size of the Borrow Direct group, it offers a shared discovery and delivery mechanism that does not obtain for ReCap and the MRL initiative. For the moment cooperation with Borrow Direct partners will be conducted informally, and there is consideration of bringing in Yale and Brown on discussions with Columbia, Cornell and Princeton.

Darwin Scott (Princeton) described the Borrow Direct Music Librarians Group, which pioneered the model for subsequent Borrow Direct collaborations. There was a strong foundation for the project in the Music Library Association, which includes regional groups. Scott also sees a predilection for collaboration among music librarians that comes out of the experience of musical performance. Borrow Direct librarians began meeting at the MLA as early as 2004-2005, and later decided to focus on contemporary (post 1975) music, with particular emphasis on second-tier composers, whose work had been duplicated in many cases, or not collected at all. They had found that nearly every library was buying the same works by a second-tier composer, but none acquired the composer’s other works. Thus, it was decided that each library would collect specific composers comprehensively.

Between 2009 and early 2012 the group put together a list of ca. 1500 composers, most active after 1975, and used approvals with Theodore Front and Harrassowitz to implement the collecting strategy. Scott emphasized that this cannot work without a cooperative vendor. In 2011 the group accommodated Harvard and MIT as they joined Borrow Direct, and in 2013 the University of Chicago and Johns Hopkins (with Peabody and its extraordinary scores holdings) joined and, later, Duke.

The Memorandum of Understanding of 2012 specified the collecting of scores by 20th and 21st century composers. There have been some tweaks since. Some libraries had to cut back their collecting, some composers are collected comprehensively by 3-4 libraries, and younger composers have been added to the list.

In 2013 the group saw the launch of CCWA (Contemporary Composers Web Archive) hosted at Columbia and with Mellon support. The idea for CCWA came from a presentation of Columbia’s Human Rights Web Archive. The composer archiving project fit into the infrastructure already developed at Columbia.  Fifty-six sites are already in the archive, which Columbia catalogs in OCLC – and are loaded into the Princeton catalog in turn. A mechanism is in place to fast-track the archiving of websites when composers die. The group is facing how to continue funding, which may involve every member contributing to Columbia’s housing and management.

Scott added a recommendation to the group to let OCLC know how important WorldCat is to collection development work, which would be threatened by OCLC’s new discovery system, a potential disaster for collection development.

Denise Hibay (New York Public Library) praises the reports and reassures Thomas Keegan that the development of the discovery layer for the ReCap collection is proceeding and hopes to have it running in three years. There are new grant proposals in motion that, if successful, can help provide the infrastructure to create a consistent approach to these kinds of agreements. She also has a question for the Brazil project about its stated position that it does not aim to reduce duplication and about the need to preserve unique titles. Jill Baron noted that some are including tags in the catalog records that flag the Borrow Direct items to keep their relative scarcity in mind when making preservation and deaccession decisions.  Acosta-Rodríguez  added that there is no requirement to add cataloging notes and the language of the agreement is unspecific, but there is an assumption that each institution will be responsible to the group for the materials it acquires. Lynn Shirey pointed out that, if the group sought to radically reduce duplication, it could damage our vendors’ viability.

Miguel Valladares (University of Virginia) said that he was fairly familiar with all the projects except the SEEES agreements described by Thomas Keegan. He asked that, if reaching a 100% collecting level is the objective of collaborative acquisitions programs, how can a small program, such as ReCAP, be adequate. Keegan responded that there was no expectation that the four institutions in ReCAP would approach 100%. It is viewed as a first step, but one part of the plan specifies that no participant is reducing its collecting. In fact, participants are expanding their collections. Working within BorrowDirect can improve coverage further, although Keenan reiterated his belief that BorrowDirect is too large for a single-copy model. Valladares also asked if ASEES (Association for Slavic, East European, and Eurasian Studies) is similar to SALALM. Keenan responded in the affirmative and added that there is also AATSEEL (American Association of Teachers of Slavic and East European Languages), as well as regional organizations.

David Magier (Princeton) added that he does not encourage speaking of a goal of acquiring 100% — or “everything” — of all research relevant publications. He prefers to ask what we can do to expand our collections. We should think of expanding collections, rather than comprehensiveness, as success. There is a question, too, of finding a balance between duplication and diversifying holdings. Any collaborative program must also take into account political issues, e.g., faculty might not accept reducing the collection of duplicates if it means not getting works by one or another author or a specific subject. He also points out that we have to be concerned about overspending in the quest to expand collections. As for preservation, he thinks we should not worry too much: we need to trust in the responsibility of research libraries when making decisions about old, fragile items. He trusts that these institutions will take care of unique items.

Pedro Huayhua (Ventara – Librería García Cambeiro) reminded everyone that the booksellers are participants in the collaborative process. His company is the supplier for a number of the institutions signatory to the Brazil project. He pointed out how the changing book trade environment has affected the vendors’ ability to work within the parameters established by the new agreements. In the past the vendor could sell 30-40 of any one title. In the past ten years 5-7 copies are more typical. He sees BorrowDirect’s goals to be preservation and the expansion of coverage. He suggested that 60,000 books are published in Brazil annually, but only  ten percent are useful to academic libraries. The consortium should have those 6,000 books, but the largest library in the group is only acquiring 2500 titles and the group about 4000. It is difficult to acquire the remaining 2000.

 

Panel 22-Access and Description: Current Trends

Moderator: Bronwen K. Maxson, Indiana University-Purdue University Indianapolis (IUPUI)
Rapporteur: Viviane Ferreira de Faria, University of New Mexico

Presenters:
Daniel Schoorl on behalf of Orchid Mazurkiewicz, Hispanic American Periodicals Index (HAPI)
Lost in Translation/Traducción/Tradução: Building a Trilingual HAPI

Wendy Pedersen, University of New Mexico
Discovery through Acquisitions: Colonizing WorldCat with WMS

Timothy Thompson, Princeton University
Descrever é preciso: Adding Item-level Metadata to the Leila Míccolis
Brazilian Alternative Press Collection at the University of Miami Libraries

Presentation 1
Daniel Schoorl presented on behalf of Orchid Mazurkiewicz. The moderator presented Daniel Schoorl’s biography and Orchid Mazurkiewicz’s biography. They have been working together since 2009.

Daniel introduced the presentation by presenting a short description of HAPI. Last fall HAPI’s new version was launched in English, Spanish and Portuguese and the new indexing is inspired by the American Model.

Daniel provided the description of the 1st version of HAPI online, launched in 1997. He also provided a description of the 2nd version, launched in 2007. As he compared the two versions, Daniel established that the 2007 version of HAPI online, with interface changes in Spanish and Portuguese, had the same to offer in terms of subject headings plus the terms in Spanish and Portuguese as the version of 1997, redirecting to the English subheadings. They added a new heading and also modified all headings.

Then, Daniel moved on to presenting the new version, which is also trilingual. This version allows for the trilingual search with autocomplete prompts. It also has a smaller amount in French, German and Italian.

The presenter stated that the way people used HAPI drastically changed, thus the trilingual version change was driven by a desire to provide greater content accessibility to Spanish and Portuguese users. According to the presenter, the new HAPI provides Spanish and Portuguese translations of the main subject headings. Apart from being trilingual, the major shift in this new version involves translations of complete subject thesaurus, making it now possible for trilingual subject searching. Thus, in whichever language version, it will seek all the three languages versions of the subject heading. You can search any of the subjects in one language – autocomplete prompts – and you will see the subheading in any of those languages.

As their work showed, the real shift resides in doing away with English as a dominant language and creating this trilingual subject file, with translations of all subject headings and subdivisions. Considering the international standards for developing multilingual thesauri and, when we discuss these standards, there are basically three types of issues to be addressed: administrative, linguistic and technological. The creation of a multilingual thesaurus involved providing equal treatment of all languages. It should be a fully developed thesaurus, structured with all  semantic relationships as prevalence, affinity and hierarchy. The idea to create this was to build a thesaurus in each language without reference to the terms or structure of an existent thesaurus. In this sense, the source language becomes the dominant language with a result of the target languages adequately reflecting it (the dominant one) in the target cultures. As a monolingual thesaurus is always culturally biased, the straight translation might be considered a form of cultural imperialism. It’s a management decision, and often the choice made is to use the already existing thesaurus for obviously economic reasons. There is an English thesaurus with a number of translations for main terms, but when it comes to terminology, when languages have equal status, every preferred term in one of those languages should be matched by a good one. Thus, there are decisions to make to avoid literal translations from the source language into meaningless expressions into the target language.

The presenter reinforced the importance to take the following issues into consideration: prevalence issues (for instance, when the target language does not contain a term that corresponds in meaning to the source language) and technological issues (because a developer might say that, when it comes to technology, almost anything is doable and it is just a question of what you can afford). In the light of such considerations, their project aimed at the creation of a text structure that could provide the maximum flexibility that they could afford.

In 2013, a new editorial platform for HAPI was created: HAPI Central. The system completely transformed the way that data and the editorial process were managed. Daniel showed the record for political campaigns with Portuguese and Spanish translations. Since the indexing was done into only one language, there was the need to identify terms in every language and apply them separately, but at the same time it allowed for multilingual searching and across all three languages as the terms are all connected. So for example, someone doesn’t have to be in a Spanish version of the database to successfully perform a search using Spanish subheadings.

According to the presenter, the weakness of the structure is that it offers little flexibility in dealing with issues when there is no one to one equivalence between terms. The data structure is relational, so each index article points to the subject heading record associated with it and the trilingual display is very simple. Daniel showed an example containing the same article in three layers of HAPI Central.

Daniel described the process for creating subheading translations. He also exemplified the complexity of the process by highlighting the existence of numerous headings for specific indigenous groups. The process to create these subheadings involved consulting the Brazilian National Library (Portuguese Language); Mexican National libraries (Spanish Language) and the Library of Congress (English Language) as well as the and lsch-es.org website. Their team had to make decisions among the different options and they come up with headings of their own, they looked for literature they found at HAPI and terminology found on the web. They  had a list reviewed by a translation company that uses native speakers. HAPI staff then reviewed the list. Overall the process took 5 to 6 months to translate around 3000 headings, including subdivisions.

Daniel also touched on a couple of issues that posed difficulties during the process. For instance, the presenter mentioned that the standard does not require structure, but the HAPI system does. The presenter used the term land reform (agrarian reform) as an example of duplicating and creating a circular reference through non preferred direct translations. He also used the small business term ‘pequenas e médias empresas’ to demonstrate the comprehensive approach of HAPI to the translations. Another example is the case of ‘biomass energy’ (biofuel and biogas) whose translation (‘biocombustíveis’) in the HAPI update is supported by crossing information with the Brazilian National Library. In another example, they decided to use the Spanish term ‘comunidad andina’ as the preferred heading instead of using the original term ‘Indian community’ in the old system. It was advantageous to change the original heading to the English version, now there are three different versions of the term and they found all references associated with the term.

The presenter closed with a brief overview of what is ahead for HAPI. With a browse subjects option, one can search for different keywords and see the preferred or used headings as well as redirect for non-preferred terms (eg: from Healthcare to Health).

Presentation 2
Wendy Pedersen, University of New Mexico
Discovery through Acquisitions: Colonizing WorldCat with WMS

Wendy Pedersen was introduced by the moderator and presented her biography.

The presenter introduced the topic of the presentation by defining WMS – WorldShare Management Systems: a web/cloud-based system that no longer requires a local server, filing updates nor overlay docs imports. WMS was acquired for a consortium of 17 libraries to replace III Millennium, which was client-based and maintained on servers at UNM.

According to the presenter, the change to WMS has required the UNM librarians to internalize certain changes to the vocabulary of acquisitions and cataloging. Wendy used a comparative approach to provide the correspondence of vocab between the old system and WMS. For instance, Integrated Library Services platform (ILS) is now Library Services Platform (LSP). Another change regards the transition from having a catalogue record to utilizing metadata instead. Also, in the new system, receiving is cataloging and cataloging is receiving.

As Wendy pointed out, when it is necessary to make an order, one performs a search in the backend interface, discovering items and searching WorldCat. The system comes up with various options and, with some luck, the item will immediately be available in WorldCat. And, once the item is found, one can just add it to the order. Moreover, the acquisition ordering staff are trained to pick the best record, and it is very much like copy cataloging. According to Wendy, there are several things that the new system allows the acquisition ordering staff to do, for instance: they can add it to a purchase order, apply  a template when necessary, add fun, change the process entirely from zero to monograph, put in the shelving location if it is known, etc. However, WMS will not provide information regarding the date in which the book/item was actually received. Because the term ‘receiving’ means something else in WMS, Wendy and her team had to think of other ways to express it, especially when the physical pieces came into the building. As the situation surfaced at times, they called it ‘checking in’.

Wendy stated that, in the catalog, the receiving function actually pulls up the record and gives you a code number. Thus, when you put in the barcode and hit enter, you are in the catalog and you are done. From then on, Wendy walked us through the process of changing the location of an item in WMS if need be. She also explained how to verify whether the record being displayed is correct or not. The presenter also showed that the system allows for messages to be added as short or longer local Public notes. Hence, the presenter was able to demonstrate a few tools of WMS, and possible “hiccups”, showing how easy it is to navigate the system.

In the next segment of the presentation, Wendy pointed out that difficulties might arise when Latin American books do not have a record on WorldCat. As her statistics showed, 25% of the works received on approval plans from Latin America are not found in WorldCat at the time of receipt. The lack of such records hinders the generation and payment of approval invoices; and the creation of a purchase order. Thus, in order to be added to a purchase order, each title needs to exist in WorldCat. There is no such thing as a temporary or masked record since WMS is Live! So, the presenter provided an example of how to go about making an item/book discoverable in case its record is not available.

The presenter highlighted some results based on UNM’s catalogers’ experience since WMS was implemented – about a year ago. Among these results, the presenter stated that her team has created over eleven hundred records for Latin America monographs that were not otherwise ‘discoverable’ yet. She also mentioned that, with WMS,  the UNM Latin American Technical Services team can make better original contributions to WorldCat in the ordering process, from the creation of  more substantial K level records to the subsequent upgrade to full level by their own catalogers after the backlog has aged 2-3 months. Wendy also mentioned that, in the past year, over 1,100 Latin American works have been made discoverable to the broader community via UNM’s use of WMS for acquisitions.

The presenter also proposed some takeaways from the application of WMS. On one hand, this system might be good for business since it creates efficient workflows for acquisition of mainstream materials; it streamlines cataloging and item creation processes; it updates catalogs automatically to latest bibliographic enhancements; and it forces discoverability for less common library materials. On the other hand, the use of WMS might not be so good for the catalogers’ profession since its interface is all point-and-click with dropdowns; there is more work for acquisition of less mainstream materials; non-catalogers can alter records or delete holdings; and it populates WorldCat with a certain number of junk records, leaving the professional cataloging to “someone else”.

Wendy closed her presentation on the UNM’s migration to WMS by suggesting further reading of the following articles:

1)      Sever Bordeianu and Laura Kohl, “The Voyage Home: New Mexico Libraries Migrate to WMS, OCLC’s Cloud-Based ILS”, to be published in Technical Services Quarterly (v. 32, no. 3).
2)      Claire-Lise Benaud and Sever Bordeianu, “OCLC’s WorldShare Management Services: A Brave New World for Catalogers”, Cataloging & Classification Quarterly, DOI: 10.1080/01639374.2014.1003668        http://dx.doi.org/10.1080/01639374.2014.1003668

Presentation 3
Timothy Thompson, Princeton University
Descrever é preciso: Adding Item-level Metadata to the Leila Míccolis

Brazilian Alternative Press Collection at the University of Miami Libraries

Timothy’s biography was introduced by the moderator.

Timothy started by disclaiming that the presentation was initially designed to be a “Roda Viva” presentation.

Firstly, the presenter showed an outline of his project about the metadata. The outline was divided into 5 parts: Background; Timeline; Approach; Metadata enhancement and Data Transformation and Analysis.

Thus, Timothy started with the project background by introducing Leila Miccolis, a Brazilian poet and activist whose career in the 70s and 80s was quite productive. The poet was involved in the Zine scene in underground networks during the dictatorship. The collection spreads mostly from the 60s to the early 90s, but there are some recent materials too. It also comprises a Brazilian Alternative Press Collection Publication sample, where works such as ‘Lampião da Esquina’ and ‘Opinião’ can be found.

The presenter read the statement of the mission of the Collection and its description.

Then, the timeline for the project was briefly presented. In 2006, the acquisition, processing and inventory of individual publications phases took place under the guidance of the University of Miami Library. Timothy presented a sample of a pdf, which gave a bit of information about the collection, but did not really make the publication accessible to users. In 2010, the University of Miami and other institutions around the Caribbean were involved in a project called the Collaborative Archive from the African Diaspora. In 2013, the LM collection metadata enhancement was funded by a grant using the Collaborative Archive from the African Diaspora funds and the metadata enhancement focused on the representation of Afro Brazilian identity within LM’s collection.

When explaining the approach to the project, the presenter highlighted the reigning paradigm in archival conventions: more process, less product. This paradigm applies to archivists, who seek to make their collections quickly available for people to have some kind of access to researches that already exist, do not spend a lot of time providing a higher level description of each folder, each piece, etc. The focus is to put the collection out there so people have immediate access to it; and, when they have time, they go back to the files and add to the metadata. Based on insights provided by this paradigm, Timothy described his own experience in working with metadata with minimal resources in a sustainable way. The presenter affirmed that this project may serve as a foundation for a model of metadata handling with limited funding. Thus, the introduction of the concept of Archival Context and Thematic Focus – metadata librarians to complement archival research – was concluded.

In the following segment of the presentation, Timothy provided the Metadata Enhancement Template he utilized in his project. The template had a streamlined metadata format, 54 elements for things like title, creator, contributor, description, publisher, dates – the bare bones, core elements that are necessary for discoverability. They used the pdf inventory as a basis, and split that up into individual records in this template. The template was given to a student to fill in by hand. This work was done 10 hours per week and the student recruited to perform this task was Brazilian and took classes with Professor Butterman for her major in Gender.

The presenter also described the Metadata Enhancement contents. The collection is very large, containing about 120 boxes, focused on thematic approach to African Brazilian identity. They looked for individual poems or articles or special issues that had some relation to or some representation of African Brazilian identity. This was not necessarily systematic, it was skimming the public issues and looking for things, but whenever the student found something relevant, she provided in-depth descriptions for the issues or titles. She would include all the contributors to that issue as well as the contents which were related to their thematic focus (geographic information, etc.) with core metadata that was not available in the inventory. She would also add the role of the contributor to the entry Timothy then showed an example of contributors for a publication.

Timothy presented a breakdown of the Data Transformation and Analysis by showing ‘finding aids’ container list to provide a sample of the entries, with controlled vocabulary provided by the student. The presenter demonstrated how the Archive manager software works and explained that the student created her own controlled vocabulary, what was helpful because the nature of these publications. This is of extreme importance, since there may not have been adequate headings in the Library of Congress subject list, for example. Timothy also pointed out the importance of social network analysis and the relationships in the data. For the presenter, the social networks are fascinating and contribute to the advancement of several forms of resistance, mentioning the Network Graphs in Gephi. The presenter referred to an article that is of interest for everyone who would like to have more technical information about this network graphs: Modeling Afro-Latin American Artistic Representations in Topic Maps: Cuba’s Prominence in Latin American Discourse Digital Humanities Quarterly 7.1 (2013).

The presenter closed his presentation by drawing some conclusions regarding the project outcomes, limitations and a quick demo for the Network Analysis Gephi. As for the outcomes of the project, Timothy highlighted the opportunity to provide enhanced access to individual publications; the rich learning experience the project is (blog post); the opportunity to collaborate with faculty (Professor Butterman); the cultivation of donor relationship (Facebook page shared the project achievements with with Leila Miccolis); the has been a lot of follow up work since her original acquisition; and the opportunity to explore and analyze new dataset. The presenter also pointed out some of the limitations of the project such as the use XForms rather than oXygen; the point that EAD profile (Archon) cannot accommodate enhanced item-level data and the fact that controlled vocabularies have not been reconciled.

As for the quick demonstration of Network Analysis Gephi, Timothy concluded that the software has a powerful analytical tool that connects the information and links it by affinity as is established by its settings. During that demonstration, Ruby Gutierrez from HAPI asked if the software shows where the notes contributors are located. Timothy clarified and showed how the graph works for the African Brazilian Identity and Leila Miccolis project. São Paulo, for instance, is highlighted as having its own network; some authors are identified as LM collaborators. It is a data laboratory that allows you to look at the numbers. There are some different view possibilities, layouts and options to save as PDF, etc. The presenter stated that, by utilizing this tool, one can get a higher level enhancement of metadata that has many different potential outcomes and uses.

Questions:
●       Jessie Christensen from BYU asked Wendy to elaborate on the relationship between acquisition and cataloging. Wendy affirmed she couldn’t give any solid conclusions since the boundaries between cataloging and acquisitions are fuzzier than ever. They have a lot of shelf-ready stuff that comes in already and that has enhanced the disconnect there. The people in acquisitions that are ordering have had to be trained to recognize what is acceptable record and what is not an acceptable record, and they don’t know how well that is really going. She affirmed that they get stuff in cataloging that needs attention. And, through some exemplification, Wendy said that everyone is trying to find out their roles.
●       Bark Burton from Notre Dame asked Wendy about the K Level record creation. Wendy said that she starts from scratch, puts it in the back log, lets it age for about 2 months and then goes back to it to perform the enhancement. Probably a quarter of the books she created in the K Level record book, she had to come back and enhance them, either completely or to finish off what somebody else started on top of what she had done.
●       Erma (…) from MLA asked Daniel about the timing of the project he presented. Daniel described the timeline and Ruby added to it. Daniel elaborated on the language (Portuguese, Spanish) records being searchable at some point.
●       Ruby Gutierrez from HAPI asked Daniel if the English version will pull up the records for the Portuguese language. Daniel answered that they will.
●       Timothy asked Daniel about working with translation companies and ongoing translations. Daniel said that, in the past, translation companies were involved in the HAPI online project; but, now, they prefer to recruit in-house by actively adding native Portuguese and native Spanish speakers to the staff.
●       Timothy asked Daniel about making the thesaurus and dataset open to download in order to provide collaboration. Daniel said that, in the future, it is a desirable move. Ruby elaborated on the answer, using the example of the old website being open, but not sustainable. She said it is possible to do dumps and that Orchid would be willing to develop it. The databases is MYSEQUEL.
●       Timothy asked Wendy who the vendors she works with are and if they are approvals and if the vendors provide cataloguing information for her records. Wendy listed the vendors and what sort of info they provide to aid her creation of records.
●       Timothy asked Wendy if it becomes the master record. Wendy responded that it does and that people should be upgrading the record she creates.
●       Diana Restrepo from a library in Colombia talked about the experience in cataloging in Colombia and how they are tackling buying and cataloging books from all over Latin America. Ruby asked where they are getting their terms from. Diana talked about the process (multi-meetings, policy decision, develop own terms).
●       Daniel asked Wendy: What kind of training is provided by LCLC? Wendy says that they are very supportive and provided great training. The mechanics of the system was different from a 30-year usage of database and both acquisition people and circulation people received quite a lot of training.
●       Brenda Salem from the University of Pittsburgh asked Daniel: What did you do about the additional descriptors in HAPI, as they need a lot of indexing in English. He said that they maintained their policy of keeping them in English. Even though the Portuguese and Spanish headings are for the record view, the English descriptor key words are still appearing. They just maintained that consistency.

Panel 23- ETHNICITY AND IMMIGRATION HISTORY STUDIES ON BRAZIL: SOURCES AND RESEARCH TRENDS

Moderator: Teresa Chapa – University of North Carolina
Rapporteur: Alexia Shellard – Susanne Bach Books from Brazil and Universidade Federal do Rio de Janeiro

Gabriel Mordoch is a Brazilian PhD student at Ohio State University. It was his first time in SALALM and he presented a paper entitled Os Diálogos das Grandezas do Brasil [1618] de Ambrósio Fernandes Brandão e os cristãos-novos no Brasil colonial.  The work discusses three main questions: who was Ambrósio Fernandes, why has his text remained important and what was distinct about this narrative, compared to other colonial writings. Ambrósio Fernandes Brandão was a New-Christian and in his “Dialogues” – as opposed to most of other contemporary texts – there is not a clear allusion to traditional Christian values. He structures the narration as a dialogue between Brandoni and Alviano, in which the former defends the greatness of the colony while the latter offers more criticism. The text presents rich descriptions about landscape, natural diversity, weather, etc. Mordoch emphasizes the importance of Jewish culture for the development of American colonies and works on two hypotheses: either Brandão adopted the strategy of refuting and avoiding classical Catholic allusions in his “Dialogues” to reinforce his Jewish identity or he was performing an embryonic kind of secular speech reflecting the perceptions of someone who, removed from  ebrew origins for generations, hadn’t been integrated into Catholicism as a religion.

Ricarda Musser has a PhD in Library Science and History and works at the Ibero-Amerikanisches Institut, in Berlin. Currently, she is involved with three projects related to Portugal, Brazil and Latin-America, one of which was presented in Panel 23, entitled “Immigration Guides as Source Material for Immigration History: The Example of Brazil”. Musser showed numbers and statistics about Germans who left Europe for America throughout the 19th and the first decades of the 20th century. Through the analysis of “immigration guides”, the purpose of the project is to examine quality information such as: conditions of life in the destination, perspectives in the German colonies, as well as details about the weather in Brazil, Brazilian laws related to immigration, etc.

Daniel Schoorl is an Associate Editor at the UCLA Hispanic American Periodicals Index (HAPI) who presented the paper: “Arab Ethnicity in Brazil: An Overview of Recent Literature and Research”. The paper deals with recent literature – published after 2005 – which focuses on or includes the studies of ethnic identity in Middle Eastern-Brazilian communities. Immigration from the Middle East to Brazil has been widely studied as has the successful integration of these communities into Brazilian society. Researching mainly 19th century docs, Schoorl presented two important conclusions: most Arab immigrants went to urban locations, working in different kinds of business and, secondly, most of the Arab population was perceived by Brazilian people as Turkish in times of the declining – but still powerful – Ottoman Empire.

The panel was really very good, evoking interesting questions and problems. Ruby Gutierrez (Associate Editor at the UCLA Hispanic American Periodicals Index) questioned Musser about the position of a socialist regime in regards to slavery, which according to Musser, they intended to abolish. Gabrielle Winkler (Special Collections Assistant at Princeton University Library) then raised the question of nature and indigenous populations on the immigration guides. Although some Germans might have been impressed by the wild nature of Brazil in times of cultural Romanticism, the immigration guides faced both nature and indigenous people as elements to be fought and defeated.

Peter Johnson (from Princeton) wanted to know about immigrant civil organizations, if they existed or not, if they helped or not, and if they stimulated immigration or not, a question which both Musser and Schoorl were able to address: there were migrants networks, and those did indeed help to increase the immigration flows. Winkler asked about the religious pattern in German immigration, while Gutierrez asked about the destinations in Brazil for Arab people. According to Schoorl, the Arab immigrants were spread all over the country, but there were two important poles: the Amazon and the area where Argentina, Brazil and Paraguay have the triple frontier. Lastly, Mordoch was asked about the recent versions of “Dialogues”, which were last published in English and also if the New-Christians had ever returned to their original faith – this question, he said, is still to be researched.

Panel 24 – Brazilian Culture and Society in North American Library Collections

Moderator: Gayle A. Williams, Florida International University
Rapporteur: Jade Kara Mishler, Tulane University

Presenters:
T-Kay Sangwand, University of Texas at Austin
A procura da batida perfeita: The Art of (Collecting) Brazilian Hip Hop

Suzanne M. Schadl & Viviane Ferreira de Faria, University of New Mexico
Borderlands Reinvented and Revisited: Third Space Intersections of Portuguese Language Literature in Print and Image

Sócrates Silva, University of California, Santa Barbara
Samba, choro, baião: Documenting Early Brazilian Sound Recordings at the UCSB Library

Donald M. Vorp, Princeton Theological Seminary Library
Studying Brazilian Christianity in Princeton

T-Kay Sangwand presented on collecting Brazilian hip hop at the University of Texas.  She spoke about the historical trajectory of hip hop and identified trends and gaps in the scholarly conversation. T-Kay explained different ways in which she has obtained Brazilian hip hop materials for the library.  She has had success working with vendors.  LC Rio had been particularly amenable to acquiring a subscription to “Rap Nacional,” a key Brazilian hip hop journal.  Through acquisitions trips T-Kay was able to attend hip hop shows, buy directly from artists and access the underground hip hop scene.  T-Kay has worked directly with graduate students and faculty to identify materials of interest.  Lastly, T-Kay recognized potential challenges that collecting hip hop presents.   She spoke about audiovisual material being published on the internet through blogs, websites, and youtube, as well as important hip hop groups that function primarily on Facebook.  She asked, “How can the library capture these types of material and provide access to them?”

Suzanne M. Schadl and Viviane Ferreira de Faria presented on two art exhibitions they curated: “AfroBrasil: Art and Identities” in August 2015 and “Borderlands Reinvented and Revisited: Portuguese Language and Literature in Print and Image” in fall 2015.  Viviane explained that they designed the exhibitions with the following users in mind: the academic community, library users, the local community and the international community.  Both exhibits were comprised of library collections, including special collections, canonical texts, cordeis, cartoneras, graphic novels, and films. They creatively used the space. Local musicians were invited to the opening reception of the “Borderlands” exhibit.  The “AfroBrasil” exhibit included Candomblé altars.

Sócrates Silva presented on two current initiatives at the UCSB Library to document music production.  The first, Discography of American Historical Recordings (DAHR), is a database that documents the output of American record companies during the 78rpm era.  DAHR includes more than 100,000 master recordings (matrixes).  There are 467 Brazilian Victor recordings in the database that were added from secondary sources.   In 2012 the USCB Library received a $239,600 grant in order to Catalog 18,000 78s from Argentina, Brazil, Cuba, France, Mexico, Peru, Portugal and Spain from the 1900s-1960s (the bulk of them are from 1900s-1940s).

Donald M. Vorp presented on the Princeton Theological Seminary Library and their collections. The Seminary Library houses more than a million items and is considered one of the premier theological research centers. In the 1970’s Latin American and Iberian materials started being collected at the Seminary Library.  There are now more than 25,000 volumes in Spanish and Portuguese and 1,300 current and historical periodicals from Latin American and the Iberian Peninsula. Donald explained that the Seminary Library has numerous collections of interest for the study of Brazilian Christianity/Christianities.  Of Special note are the microfilm collections, such as the Iglesia en Brasil collection.  The library also has relevant journals, such as “Estudos Biblicos,” “Revista de Interpretação Biblica Latino-Americana,” and “Estudos de Religião.”  Some Brazilian theologians are active participants in the Global Network for Public Theology that was founded at the Center of Theological Inquiry in Princeton in 2007.  The Global Network is associated with the “International Journal of Public Theology,” which devoted a special issue in 2012 to “Public Theology in Brazil”.

Jade Mishler asked Suzanne M. Schadl and Viviane Ferreira de Faria if putting together scholarly and popular resources and working with the public at large was an idea born in the library or if it was directly related to a larger university mission.   Viviane said that these ideas were generated out of the library.   They wanted to make the special collections more accessible, visible and to integrate them.  Suzanne said it came out of trying to challenge a healthy collection budget with materials that are primary in scope, and could be utilized by students, community members, graduate students and faculty members.   She said that there is an ongoing administrative-level and faculty level conversation at UNM about community engagement.

Carlos Navarro (University of New Mexico) asked if there is hip hop coming out of favelas in Rio.  T-Kay said that Baile Funk came out of Rio and is similar to hip hop in some ways.  She contrasted the drug trafficking and consumerist lyrics in Baile Funk  with more politically conscious hip hop lyrics.  T-Kay said that there is some politically conscious hip hop coming out of Rio.  There are community centers that are trying to attract members with hip hop.

T-Kay asked Donald if there are music ethnologists or theologians looking at the evangelist messages in Brazilian gospel rap.  Donald said he wasn’t aware of any theologians working on that.

Gayle Williams asked T-Kay if she’s seen Cordel Literature that is about hip hop or hip hop that mentions Cordel literature.  T-Kay said she’s not that familiar with Cordel literature and isn’t sure.  Viviane said that Cordel literature tends to react to everything and she wouldn’t be surprised.   Suzanne said that some Samba artists were featured in the Cordel literature in their exhibit.

Viviane asked Donald how he has perceived the ascendance of Evangelism in Brazil with both the people and within congress.  She asked if Donald could foresee the election of an Evangelic president within the next two elections.  Donald said there are internal conflicts among the Brazilian evangelicals  and it’s been interesting to see how one group ascends over the other.  He said there are a growing number of evangelicals trying to engage with social realities in Brazilian culture, which leads them to political engagement.

Panel 26: Digitization of Primary Resources: Libraries Sharing their Treasures

Date:  Wednesday June 17, 2015, 10:30 am to 12:00 pm
Moderator: Rafael E. Tarragó, University of Minnesota
Rapporteur: Christine Hernández, Tulane University

Presentations:
Sarah Buck-Kachaluba, University of California, San Diego and Lynn Shirey, Harvard University
The Genesis and Evolution of the Digital Primary Resources Subcommittee

Luis A. González, Indiana University
Archivo Mesoamericano: An International Collaborative Video Digitization Project

Antonio Sotomayor, University of Illinois at Urbana-Champaign
Digitizing the Conde de Montemar Letters (1761-1799): A Beginner’s Impressions on Multi-Departmental Collaborations and Digital Humanities

The moderator, Dr. Rafael E. Tarragó, begins the session by introducing the panel of presenters and reminding the audience of the rules for the session.

The panel began with the presentation by Antonio Sotomayor about the digitization of the Conde de Montemar letters held by the University of Illinois.  Antonio gives a brief background to the project now entering its third year.  The Conde de Montemar collection is a large holding comprised of family correspondence dating to between 1761 and 1799 of a noble family of the Peruvian viceroyalty.

The theme of Antonio’s presentation is that of the importance of inter-departmental collaboration in a library digitization project.  He begins with the groundwork phase of the project where discussions with several groups of experts were vital to the development of the proposed content and technical execution of the project.  These experts included faculty members with expertise in the subject areas that would directly benefit from digital access to the Conde de Montemar letters.  Discussions with digital librarians and technical support staff helped to make clear the multitude of models for digital humanities projects and the kinds of questions that need to be asked and answered in order to choose and develop a database model appropriate to the primary sources to be digitized.  In the end, Antonio notes that two of the most important questions to be addressed are which disciplines will derive the most benefit from this project and what will investigators need for their research.

Along with these discussions, Antonio notes that he had to do a fair amount of research on the materials themselves and on the literature concerning digital humanities projects, in general.  He also discussed the process of evaluating various models taken from other digital humanities projects for use with the Conde de Montmar letters.  The goal for the University of Illinois project was always to create a resource that would be something more than just published digital images of letters.

Additionally, collaborations with appropriate departments on campus and off-campus were essential to the project.  Care had to be taken not to tread on inter-departmental politics or feelings of territoriality.  Antonio notes also that with some aspects of the project there was a steep learning curve and storage space and maintenance for the database needed to be procured and negotiated.

Antonio then goes on to describe the general workflow for the project.  The letters are digitized, then metadata records are created, and finally a transcription will be made of each letter.  Sotomayor notes that each step entails a series of decisions to be made and funding to be secured.  Staff support at each step is critical as well.  The digital platform chosen for the project is eXtensible Text Framework (XTF).

Antonio concludes the presentation with a brief overview of the current work on the project.  This stage includes interacting closely with the IT department and securing funding to create transcriptions of the letters.  Project staff will work with faculty members to assess the digital products created and to help the project team to further develop the digital materials into a teaching tool.

The next presentation was given by Luis A. González concerning the Archivo Mesoamericano project.  Luis begins with thanks to the panel organizers for the invitation to present.  He introduces the Archivo Mesoamericano as a resource.  It is an archive of video materials that is freely accessible online and fully searchable using Spanish keywords.  The project is international in two senses:  the first, being that two of the partner institutions are located outside of the United States; and two, that the records in the Archivo Mesoamericano are in both Spanish and English and are searchable using Spanish search terms.  The institutions involved in the creation of the Archivo Mesoamericano include the University of Indiana and two other partners which are the Institute for the Historia de Nicaragua and Central America (IHNCA) and the Museum of the Word and the Image (MUPI).

Luis continues with a discussion of the history of the project.  It began in 2005 when two separate databases CAMVA and CLAMA were merged to form the Archivo Mesoamericano.  The consortium of partners included the University of Indiana (CLACS and DLP), CIESAS, IHNCA, and MUPI.  Jeffrey Gould was an early founder of the Archivo Mesoamericano as he created the original consortium from a network of protest projects in California.  The project was funded with a TICFIA grant.

The goals of the Archivo Mesoamericano project are the following:  1) preservation of a wide range of video content and video sources; 2) dissemination and access to video resources made freely available for educational purposes.  The archive’s materials are indexed, annotated, and are discoverable via WorldCat; and 3) to be technologically innovative.  An annotation tool was developed at the University of Indiana for use on the video materials in the archive.  Although the tool is proprietary, training workshops were provided for all partner institutions.  The content of the archive would be of interest to those who study indigenous languages, conditions and conflicts in rural communities, and rural guerrilla conflicts.

Luis then gave a demonstration of how to navigate to the Archivo Mesoamericano webpage, how to enter the database via the browser interface, how to search for video materials, and what kinds of video material a user can expect to find.

Luis concludes with a brief summary of the highlights of the Archivo Mesoamerica which are the following:  the Archivo is a searchable digital archive, it is an open access archive, it provides a unique teaching and research resource, titles are currently being catalogued, the Archivo will provide long-term preservation of its content as the University of Indiana will sustain the database, and there is institutional cooperation involved in the development and long-term sustainability of the current database

The final presentation was that of Drs. Sarah Buck Kachaluba and Lynn Shirey concerning the foundations for establishing the Digital Primary Sources Subcommittee within SALALM.  Lynn Shirey begins with a brief background discussion.  She explains that numerous researchers based at small institutions were having difficulty finding and gaining access to primary resources necessary to their studies.  Their needs prompted the start of a project to create a finding aid for primary sources.  An early version was drawn up by combining multiple lists, creating a bibliography, and adding webpage links.  A sub-committee of two people who would also serve as an editorial board was established and they made an early effort to secure funding and which was subsequently provided initially from SALALM.

The moderator, Dr. Rafael Tarragó and current sub-committee chairman, interjected at this point to add that the sub-committee now numbers at more than 25 people and it held its first official meeting at the current annual conference of SALALM.  He gave a brief summary of the results of the first sub-committee meeting and a demonstration of the webpage and current listing of primary resources.

Sarah, Lynn, and Rafael conclude the presentation with a series of needs for how the sub-committee and the current primary source list could be moved forward.  These efforts include:  help with cataloging and organizing the list; securing more funding; and providing more depth to the current listing of primary sources beyond the immediate needs expressed initially be a select number of researchers.  A final comment was interjected by panelist Luis A. González that the current listing of primary sources comes only from members of SALALM and asks whether there would be an opportunity to open it up to materials held by institutions outside of SALALM.

The Question and Answer period began with a comment from Dr. Sarah Aponte of the Dominican Studies Institute directed to panelist Antonio Sotomayor.  She describes a “Spanish paleography tool” that is used at the Institute and she has found it very helpful for teaching people how to read paleography.  She suggests that it may be helpful to Antonio with his Conde de Montemar Letters digitization project.  Panelist Luis A. González of the University of Indiana and moderator Rafael Tarragó of the University of Minnesota affirm the tool’s usefulness.

Diana Restrepo Torres of the Biblioteca Luis Ángel Arango poses a question to Luis A. González of the University of Indiana:  When you say “searchable” [in reference to the Archivo Mesoamericano], what do mean?  Is it searchable only by the title or for content within the films as well?

Luis A. González responds that both title and content are searchable and shows several examples searching on keywords, dates, and places.  He explains that the all of the scenes in each film are annotated and catalogued using proprietary software developed at the University of Indiana.  The software was originally used to analyze and index folk music videos and has since been re-tooled for use with the ethnographic videos in the Archivo Mesoamericano.  One of the reasons for developing this software was to provide multi-lingual access to the materials.

Maria Torres of the Universidad de Puerto Rico poses a question to Luis A. González of the University of Indiana about the language used to create the descriptive texts and subject headings in the videos contained in the Archivo Mesoamericano.

Luis A. González responds that the vocabulary used for the Archivo Mesoamericano metadata was adapted from that used by UNESCO for describing cultural subjects.

Luis A. González of the University of Indiana poses a question to Antonio Sotomayor of the University of Illinois:  Antonio, based on your descriptions of letters in bundles and their orientation, what are you thinking of doing [with respect to representing the original physical orientation of the texts on pages of letters].

Antonio responds with a demonstration of the vertical orientation of the texts in one letter, but the spatial orientation of the letter’s texts does not necessarily correspond with the train of thought conveyed in the reading of the letter.  A graduate student familiar with the texts of colonial folios was brought in to help decode the structures of the letters.  He points out that this is one example of why the Conde de Montemar Letters project must be a collaborative one.

Lynn Shirey of the Library of Congress adds that the project could endeavor to show how the writing in the letters can be re-orientated.

Antonio responds that this could be tricky to do.  It shows how essential it is to know well the nature (both physical and content wise) of the materials being digitized in order to best structure the resulting database.  He notes that it takes more time to plan a database structure than to actually build it.

Rafael E. Tarragó of the University of Minnesota comments that paper was expensive and very important during the Colonial period, so people would economize when it came to filling the space on pages of paper.

Antonio Sotomayor of the University of Illinois comments that the goal of the project is to capture the whole essence of each letter in reference to watermarks on the papers because this may be of interest to researchers.

Christine Hernández of Tulane University adds that there are visualization tools that can be used in a database of images to convey orientation and position of database items in a series.

Antonio Sotomayor of the University of Illinois replies that the project begins with adding informative essays about the viceroy’s family to explain provenience and structure of the letters and to explain the cultural context of the entirety of the collection.

Rafael E. Tarragó of the University of Minnesota ends the session at 11:45 am.

SALALM LX – Townhall Meeting

Princeton University – Wednesday, June 16, 2015

Welcome (3:20pm)

Committee Reports/Announcements: Last year there was discussion of recommendation of candidates for honorary memberships. Membership Committee accepted three new recommendations:

David Block

Richard Phillips

Dan Hazen

Hortensia Calvo (Tulane University):

Total of 335 members

Last year 325 members

250 total person members

85 institutional members

23 sponsoring

2 new sponsoring institutions, Digitalia, and U. of Virginia

Thanks to Martha Mantilla for completing report on SALALM 58 in Miami

Teresa Chapa (U. of North Carolina Chapel Hill): ENLACE committee

Tonight at libreros is the raffle and there is a great selection of prizes. People are encouraged to buy tickets.

Luis González (Indiana University): Reminder that ENLACE is funded by the participation of all SALALM members.

Peter Johnson (Princeton Emeritus)—Finance Committee:

SALALM operates on a number of different income streams:

Membership

Conferences

Donations (to scholarships and endowments)

Other income stream—interest, dividends and capital gains managed by TIAACREF managed (overall moderately conservative investment strategy)

50% Bonds

47% Treasuries & Equities

3% in Cash

We are running in the black.

Memberships and donations are tax deductible since it’s an exempt organization

New initiative for SALALM named in honor of Dan Hazen: The Hazen Fellowships – these will be for SALALM members in good standing and awarded based for such activities as scholarly work and/or professional development.

An ad hoc comm will define details of Hazen Fellowships and procedures for awards which will begin to become available in early 2016

These scholarships will be intended for mid-career scholars to help deepen their knowledge and for specialized professional development opportunities.

More information will be on SALALM website

Luis González: Next year SALALM meets at U. of Virginia (2016)

Invitation to Paloma and Miguel to speak

Paloma Celis Carbajal (University of Wisconsin—Madison): Proposed Theme: Nuestro norte es el sur: mapping resistance and resilience in Latin American and Iberian Studies (May 9-13 Mon-Fri 2016) at University of Virginia,  Charlotesville, VA.

The focus will be on the many ways institutions are facing globalizing trends

Miguel Valladares (University of Virginia—Charlottesville): We will be ready to welcome everyone to Charlottesville. Info about Charlottesville— Only campus in US that is UN Heritage Site. Many activities related to Thomas Jefferson are planned (Monticello, etc.).

Questions?

1 suggestion Miguel received is to organize a nursery for children of SALALM members.

Email Miguel with your requests

About the Charlottesville hotel—

Charlottesville has an airport, direct flights from many cities. People may also want to consider flying into DC for a vacation and afterwards there is a convenient train to Charlottesville.

Rooms will be approx. $140 a night

More emails with details will follow in the fall.

There may be some preconferences (perhaps a digital humanities theme?)

Weekends on either side will be kept free from scheduling to facilitate enjoying the sights.

Luis González: Reminder of PRI committee meeting. They are waiting for resolutions; the deadline to submit is the end of Townhall meeting. Three PRI members are at Townhall so please contact them.

An homage to Dan Hazen

Lynn Shirey Comments about Dan Hazen:

Photo of Dan’s office (absolutely covered in stacks of papers)

30 years ago this month I met Dan for the first time—at SALALM XXX, here at Princeton. So did my colleague Nancy Hallock, and several others in this room. And here we are again–but this time, without Dan.

He was President of SALALM that year, and working at UC Stanford as Latin American Bibliographer. He wore a white polo shirt, and large glasses. He made a joke about N.J. and got away with it, because he’d spent part of his childhood there, as had I.

Several job changes later, I found myself working for him at Widener. I knew him first as a leader among SALALMistas; then later as a colleague, an internationally respected expert, a boss, and as a friend. His loss is enormous in all of these categories, and is being felt far and wide.

Over the past few days I have seen dozens of messages from library directors, archivists and historians from Argentina, Peru, Nicaragua and beyond. Closer to home, a Harvard faculty member  described him as: Generous but humble, brilliant without ever having to show it.

Dan will be remembered and celebrated at Princeton over the next few days.  We will miss him here always.

I would like to invite others to share their memories of Dan.

Message from Debra Jacob (read by Lynn Shirey):

Dan Hazen was a great and innovative thinker and leader, and made innumerable contributions to the world of libraries.  I admired him very much, appreciated his energy and his wisdom.  We are all grateful for his intellectual legacy.  Think how different and how much poorer our field would be if there had been no Dan Hazen.  And think how much we have lost with his passing.

Dan was my closest collaborator and one of my very best friends.  We had almost identical career paths, both Latin American historians who became librarians and found it to be a very rewarding and practical way to remain engaged with Latin America while building collections, assisting students and scholars with research, and developing cooperative programs for libraries in the US and beyond, such as the Program for Latin American Libraries and Archives (PLALA), which Dan created and which has done so much good in the region.  We both worked on ARL’s Global Resources Program, and organized conferences and collaborative library ventures.  We would run drafts of papers by one another, and we co-authored publications.  I counted on him for his advice, and he was a wise and astute critic.  We shared a dedication to global collaboration among libraries in support of scholarship.

As a friend, there was no one better than Dan.  He was generous, interested in my life and my family.  He knew my two sons and my husband and they remember him fondly.  Again, I could always rely on him for solid, thoughtful advice and empathy.  I tried to be that kind of friend to Dan too, and we shared the minutiae of our lives in near-daily emails in a way that you do with a good friend who is caring, never judgmental, and always willing to lend an ear.  Of course he could also be very funny and irreverent and he often lightened my work day with that wit.

In fall 2014 he complained via email from time to time of “this stomach thing I can’t seem to shake.” Before long he received the diagnosis of duodenal cancer, which had begun to spread to his liver.  He endured chemo, which at first seemed to be shrinking the tumors, but soon that proved ineffective and, after a stronger round, which left him weak and weary and worse off, he chose palliative care.  Even through this terrible ordeal, his emails were upbeat.  He and his wife Ruth took a trip to southern California to visit his father, and had planned also to visit Maine with family.  But, once in California, Dan declined rapidly.  He died late on the night of June 1.  I am grateful to his family for making it possible for me to talk to him on the telephone on May 30 and 31. He couldn’t speak but he knew who it was and they told me he responded with a smile and a nod as I told him all the things I most appreciated about him, as I told him goodbye.

Now that Dan is gone I have lost my collaborator and friend, and I am trying to adjust to the empty place, the silence.

Deborah Jakubs

Duke University

(Powerpoint slideshow) A memorial for Dan Hazen created last week at Harvard. Pictures of the many projects in which Dan was involved over the years.

Request for Dan’s friends to contribute their memories of Dan.

Paula Covington (Vanderbilt University): I first knew Dan when I was president and he was local arrangements coordinator. 30 years ago at Princeton I wanted to create a guide to LA collections throughout US. At the time there wasn’t email or databases, everything was in paper, thus, no way of readily identifying who had what. About 25 SALALM members agreed to work on project. Dan agreed to be associate editor along with Peter Stern, David Block, and Barbara Valk. Dan gave enormous time to read through manuscripts, recruit new volunteers, and contribute to collaborative effort.

I find myself looking for Dan and missing his smiling face. I see his collarborative spirit, humor and spirit is still with us.

Denis Hibay (NYPL): I have very vivid photos of Dan. I thought I had many photos of Dan but they were memories. My first SALALM was 1988 and Dan was heading local arrangements. Dan and Debra have been mentors through all of these years. As I moved into collection development, Dan was there for me and especially helpful because he could ‘think big,’ holding my hand as I navigated this new system and role.

One of my memories is when we had SALALM in Puerto Rico. We did a field trip where I went with Eduardo Sano and who should show up but Dan and David, and Dora Loh. Dan noticed as we were walking the trails that Eduardo was tired. Dan was so gentle and helpful in getting Eduardo back to the car.

There was one thing Dan couldn’t do, dance. At a SALALM I coaxed him onto the dance floor and he was game for 5 minutes of dancing. A memory I’ll cherish

Gail Williams (Florida International): I’ve been going to SALALM since 1979. I’m not sure which one I met Dan at but it just seems like I’ve always known Dan. We became better acquainted in 2000 when I became affiliated with LARRP on the first TICFIA grant. Once that was done and I thought I was through I was asked back by Dora Loh to serve on second board and found out that Dan had insisted on my participation. That was a point at which I felt I’d made a mark, that recognition in Dan’s eyes. In 2009 I had an idea for a paper to give at the Title VI 50th anniversary conference and Dan was the person I emailed for advice and he encouraged me to pursue it. As admin of LALA-L I’m collecting the messages about Dan to send to his widow.

A little over a year ago I lost my partner of 14 years, Don Perry, and I received so many kind and loving words from friends at SALALM. Dan’s message was particularly thoughtful and caring. I saw him last year at the LARRP advisory board committee meeting and I had the chance to tell him privately how much his message meant to me—again, all of the messages were wonderful, his just had a particular presence that was comforting. I’m so glad I got to do that since it was the last time I saw him.

Alfredo Montalvo (Libros Andinos): Several years back, my son got caught up in drugs when he was about 20 years old. I blamed myself and it seemed like the end of the world. I wrote and called Dan and he called everyone, including my son, and including the judge. I don’t know if that letter was the cause, but the judge offered my son probation. My son is older now, married and he has made me a proud grandfather of a lovely grand daughter. She came to me last week in tears because she’s didn’t make straight A’s. That was the spirit of Dan and I keep him in my heart.

Jana Krentz (Yale University): My first SALALM was in Costa Rica. In those days there weren’t ribbons, mentoring programs, etc. I didn’t know anyone but Dan came up to me and engaged me in conversation said, “let me take you out for lunch.” Every person I’ve told this story to says, that’s just the kind of guy he was.

I was working on a workshop at Indiana U. last week and I discovered that all over the materials cited in the syllabus was the name Dan Hazen. He was so instrumental in bringing us together. His absence is going to be a huge hole in our professions and in our lives.

Luis González: As Indiana University we have been doing interdisciplinary studies with colleagues in different areas of study. I’d like to recognize one of those colleagues in attendance at this SALALM, Akram Khabibullaev. He is the librarian for Middle Eastern and Central Asian studies. Please take the opportunity to welcome him.

Request for issues to be brought before the Townhall group—

Luis González: I know one of the ideas that we implemented this year was for conference buddies. How is that going?

Melissa Gasparatto (Rutgers University): Of 15 generous SALALM buddy volunteers 8 or 9 were taken up on their offer. Thank you to them.

Jesus Alonso-Regalado (University of Albany): I’m a SALALM buddy and it turns out that my mentee is from Chile. I have a sabbatical in Chile and I’ve been learning so much from her. It’s a two-way process of learning and I highly encourage others to participate in this opportunity.

Luis González: Any other issues or ideas to be brought up for consideration?

Paula Covington (Vanderbilt University): The last time we had a conference in VA a lot of people from LA didn’t show up because of confusion about Charlotte and Charlottesville. This is something we’ll want to be sure to clarify for the upcoming meeting.

Jennifer Osorio (UCLA): Last year’s SALALM was over Mothers’ Day and this years was the day after Mothers’ Day. We may want to consider having activities after the conference rather than consistently schedule so close to Mothers’ Day.

Luis González: Invitation to Fernando for more info on libreros reception

Fernando Acosta-Rodriguez (Princeton University): On the back of the Libreros Reception invitation there’s a map. It will be held inside of Whitman because of chance of rain (shows location on map with projector). “I just don’t want you to get lost.”

Thank you to Libreros who will be hosting

Finance comm is in East Pyne 111.

Luis González:

Meeting is officially ended (4:16pm)

Executive Board Meeting I

SALALM 60
Sunday, June 14, 2015, 4:00-6:00pm
East Pyne 010

Present Executive Board: Luis A. González, Paloma Celis-Carbajal, Roberto C. Delgadillo Hortensia Calvo, Peter T. Johnson, Daisy Domínguez, Melissa Gasparotto, Sócrates Silva, Teresa Chapa, David Dressing, and Suzanne M. Schadl and Craig Schroer (Rapporteurs).

Also present: Sarah Buck-Kachaluba, Melissa Guy, Miguel A. Valladares, Paula Covington, Fernando Acosta-Rodríguez, John B. Wright, Ruby Gutierrez, Ricarda Musser, S. Lief Adleson, Michael Scott, Bridget Gazzo, Barbara Alvarez, Nerea A. Llamas, Mary Jo Zeter, Phil MacLeod , Gayle Williams, Georgette Dorn, Rafael E. Tarragó, Peter Stern, Mei Méndez, Manuel Ostos, David Woken, Betsaida Reyes, Alison Hicks, Sarah Aponte, Nelson Santana, Diana Moronta, Tracy North, Molly Molloy, Adán Griego, Lisa Gardinier, Antonio Sotomayor, Tim Thompson, Talia Guzmán, Ryan Lynch, Ellen Jaramillo.

I. The meeting was called to order at 4:07 PM with President Luis A. González presiding.

II. The minutes distributed via e-mail in advance of the meeting on June 10, 2015 required the following changes, noted in the attached revision:

1).Under section 2: Constitution & Bylaws Committee, “working with members to approve changes to the bylaws” should be changed to “working on the operational handbook to align wording with the approved bylaws.”

2). Under D. Interest Groups the following edits were recommended:

Under 3. Libreros, “Fix Lief reporting for Alejandra” should be changed to “Lief Adleson reporting for Alejandra Cordero Berenguer”

Under 4. Affiliated Groups:

“LANE, Fernando Fix” should be changed to “LANE: Jesus Alonso Regalado”

“MOLLAS, Fix Paloma” should be changed to “MOLLAS, Paloma Celis-Carbajal”

3). Before Future Meetings, New Business should be added and it should include the following text “Paul– presenting findings” should be changed to:

“Paul Losch and Daisy Domínguez presented findings from SALALM Conference

Member Satisfaction Online Survey, which was administered by the Members-at-Large (2013-2014) and which was distributed to the board prior to the meeting. Daisy Domínguez noted that the board could use the survey to identify how best to ensure member satisfaction.

Paloma Celis-Carbajal presented the possibility of a joint conference with the Consortium of Latin American Studies Programs (CLASP) which Paul Losch noted would be exciting — since the group is a small area studies group, more manageable than LASA.”

III. Reports

A. Officers

1. President: Luis A. González extended a welcome to all and thanks to Fernando Acosta-Rodríguez and everyone working on Local Arrangements. He concluded by expressing his excitement for a great conference.

2. Vice-President/President-Elect, Paloma Celis Carbajal: No report.

3. Past President: Roberto Delgadillo reported slow but steady progress on publication of the conference proceedings from Salt Lake City, noting that a transition to the 16th Edition of Chicago Manual of Style was taking some additional time. He also thanked Fernando Acosta-Rodríguez and Luis A. González for organizing the current venue and what looks to be a promising conference.

4. Executive Director: Hortensia Calvo reported on membership statistics to May 30, 2015. The fiscal year ends August 31, 2015, so the year-end numbers will be slightly different. As of this date, SALALM had 242 personal and 84 institutional members, including 23 sponsoring institutions, with Digitalia and University of Virginia as new members. This total of 326 members overall is higher than last year with a total of 227 personal and 91 institutional members, including 19 sponsors, for a total of 318. Calvo noted that an increase in membership suggests SALALM is going against trends and she praised the Membership Committee. She also commended members who paid membership renewals on time, noting that early payment aids conference planning by making available funds apparent early in the planning process. Calvo also reported that up-to-date Executive Board decisions have been added into the existing Code of Executive Board Decisions which can be found at http://salalm.org/about/organization/code-of-executive-board-decisions/. She asked the Board to sign the Whistle Blower and Conflict of Interest survey. In addition, Calvo introduced two new agenda items: 1). the necessity for a parliamentarian and archivist, a position Roberto Delgadillo volunteered to occupy, and 2). a question of how to proceed with the SALALM collections survey.

5. Treasurer: Peter Johnson noted his recent circulation of Money Matters 5 which explains SALALM income and expenses. He highlighted FY revenue totaling $189,256 with expenses of $129,206. Total assets in various bank accounts, including endowments amount to $1,015,195. The 59th Annual Conference in Salt Lake City received $24,690 in income and had $20,066.75 in expenses, excluding the Libreros’ reception (event given by the Libreros and not SALALM). He reported that monetary contributions for the Endowment, Scholarship and ENLACE amounted to $4,029 with an additional estimated value of $1,000 from the ENLACE raffle prizes.

6. Rapporteurs General: Suzanne Schadl & Craig Schroer reported that they would be looking for a replacement for Suzanne Schadl for 2016-2019. Craig Schroer will continue as Co-Rapporteur.

7. Members-at-Large:

Wendy Pedersen: no report

Daisy Domínguez: no report

Melissa Gasparotto: no report

Sócrates Silva: no report

Teresa Chapa: reported that she had been asked by some in the membership to address the possibility of using third party organizations to plan future conferences. Adán Griego followed with a brief commentary, noting ALA was contracting with companies in San Francisco to handle details. Roberto C. Delgadillo suggested that it would be useful to identify a task force to address the issue. Teresa Chapa said she was willing to pursue the question informally. S. Lief Adelson iterated that planning in some cases could be an arduous task for members with no prior experience, resulting in higher rates. John B. Wright cautioned, noting that in such contracted cases, all profit tends to go to the third party. Paula Covington noted that the Secretariat does have experience resulting from many years of working closely with organizers; but no harm could come from researching possibilities. Hortensia Calvo added that San Francisco is a very expensive city and is not the norm.  Nonetheless, in some particularly expensive venues contracted help might be an advantage. Fernando Acosta-Rodríguez suggested giving hosts the option. Luis A. González asked that an action item be identified and he asked Teresa Chapa to investigate and come back to the Board.

David Dressing: no report

8. Executive Board Committees

Local Arrangements: Fernando Acosta-Rodríguez thanked office and staffing at Princeton’s conference services for their great work and reported 142 registrations, 11 of which were students and 9 of which were one day registrations. He felt the conference would be a financial success. To date, he noted seven onsite registrants and 36 exhibitors. Ruby González directed attention to the 60th anniversary T-shirt and asked if they could be purchased electronically. Hortensia Calvo suggested the secretariat could work with Local Arrangements to distribute revenue properly. Adán Griego thanked conference planners for free printing and helpful reference assistance.

Bylaws: John B. Wright stated the Committee would get bylaws posted on website and that by August, the first section of the Handbook would be posted as well. Periodic additional uploads throughout the year would enable them to get the whole document posted by next year.

Policy, Research & Investigation: Ellen Jaramillo invited members interested in establishing new committees to speak with John B. Wright, Gayle Williams, or herself before the deadline Tuesday June 16, 2015.

Editorial Board: Paula Covington reporting for Orchid Mazurkiewicz stated that the conference proceedings from SALALM 58 had gone out and the SALALM 59 papers were in process. She added that the Bibliographies begun in 2010 would also be out soon and that Melissa Gasparotto is working with the Latin American Information Series, and anyone with short bibliographic projects should contact her. Additionally she praised Tim Thompson’s steady work with the online repository.

Membership: Adán Griego reminded members of the new member orientation that evening and highlighted a steady increase in membership, which he noted defied trends. He commended Barbara Alvarez’s work on the mentoring program, which made eight matches last year and five this year. Additionally he reminded the membership of his and Roberto C. Delgadillo’s workshop at ALA, suggesting they would like to add one additional SALALM member. He also noted that, due to structural problems with the online membership forms, members renewing three years may not have been able to identify committee preferences. He reported that several members had been nominated for honorary memberships and that the Board would be revisiting guidelines for this honor.

Scholarship: Mary-Jo Zeter reported growth in scholarship funds and interest in this fourth year, with conference travel rather than cash awards. The Committee awarded 5 (out of 14) applicants with travel scholarships this year. She added that A.J. Johnson and Nathalie Soini would be co-chairing this Committee next year. Paloma Celis-Carbajal asked if the Board needed to announce new Committee chairs and Roberto C. Delgadillo clarified that they would need to be appointed by the vice-president as part of the town hall announcement of the officers.

Finance: Paula Covington reported on the positive status of finances and the endowment, and offered praise to Peter T. Johnson for the incredibly time-consuming work he does to secure financial solvency. She noted a profit of $5,000 from Salt Lake City and suggested an expected profit from Princeton. As part of SALALM’s financial success, the Finance Committee was able to approve 5 conference fellowships; and the Committee was considering a potential memorial for Dan Hazen. She reported that Sarah Buck-Kachaluba will take over as the new chair and encouraged anyone with budget requests to contact her. Luis A. González opened a discussion of a fellowship in Dan Hazen’s name and noted that Peter T. Johnson would address the issue. A discussion ensued on the intention of the scholarship to foster a new generation, and several members noted that support for existing members to conduct research and maximize opportunities for professional development would round out that mission. Initial awards could come from interest from the endowment. Paloma Celis-Carbajal supported the establishment of an advisory committee to establish this fellowship by December.

Outreach/Enlace: Betsaida Reyes reported there were 3 ENLACE conference awards rather than 2 this year thanks to a generous gift from Susan Bach Books. She noted that finances were good thanks to donations and previous raffle success. She encouraged members to buy raffle tickets. As ENLACE looks to celebrate its 30th year anniversary, the Committee is considering some commemorative action. Some discussion followed about ideas for keeping ENLACE award winners engaged with SALALM after the conferences. Peter T. Johnson suggested offering a half-priced membership, but needed to determine how to make that possible. Teresa Chapa suggested changing the membership model, and looking at other models for membership fees, such as ALA. Luis A. González encouraged ENLACE and Membership to get together, determine a course of action, and report to the Executive Board.

José Toribio Medina Award: Peter Stern reported that requirements for the award are in a state of flux and that an award will be announced this year.

Nominations: Phil MacLeod reported that he would be cycling off the Committee and that nominations should be sent along to the Committee. He wanted to clarify that SALALM has transitioned successfully to electronic balloting and that should be noted in the Operational Handbook. Also important for the Handbook is the stipulation that nominees be members in good standing.

Communications: Melissa Gasparotto reported on the success of the webpage, gaged through visits and links pushing SALALM into diverse spaces. She commended Adán Griego, Tim Thomson and Alison Hicks for keeping the page fresh with blog posts that invite multiple site visits. She noted an increase in visits from Brazil recently. She raised the question about the possibility of a YouTube channel to further bolster traffic to the site. Peter T. Johnson and Hortensia Calvo recommend that the Committee submit a formal proposal. Peter T. Johnson noted the importance of ensuring that any media use pass legal muster.

9. Interest/Topical Groups

HAPI: Ruby Gutiérrez reporting for Orchid Mazurkiewicz noted that a price change announcement has gone out and that the HAPI webpage offers a breakdown. Like other databases, HAPI fees would be based on student enrollment. She added that they were working to secure public memberships as well as community college memberships. She reminded members that the new site is searchable in Spanish and Portuguese and noted that usability testing is demonstrating positive usage. She closed by recognizing and commending Joseph Holub on 25 years of HAPI indexing

2. LAMP, Suzanne Schadl reported a successful (less than two hour) meeting with four funded projects; 2 microfilm and 2 digital.

3. Libreros, Oscar Puvill offered no report.

4. Affiliated groups

CALAFIA, Adán Griego reported they had met and had no substantive issues to report.

LANE, Michael Scott reported that pragmatic questions about institutional similarities and differences had inspired discussion, which he hoped would continue.

LASER, Philip S. MacLeod reported on a discussion of potential collaborative collection development, and suggested it could be best accomplished across groups.

MOLLAS, Rafael E. Tarragó reporting for José Díaz noted that targeted questions had opened discussion that will continue within the group.

ALZAR, Suzanne Schadl reported that the group had met and that discussion and plans for improving on the current delivery of resources were underway. She noted that Roberto C. Delgadillo would be spearheading that effort as the new Chair for ALZAR.

ISiS, Miguel A. Valladares Llata reported that ISiS had decided to change their name to SIS.

5. LARRP, Melissa Guy reported that LARRP had heard and discussed several proposals and invited recommendations, noting that the board would vote late in the summer or in early fall.

10.  Ad Hoc Groups

Webinar Pilot Project Working Group: Luis A. González reporting for Orchid Mazurkiewicz asked if we could table this discussion for the time being.

11. Future Meetings

In 2015, we will be in Charlottesville, VA from Many 9-13, hosted by the University of Virginia; Miguel Valladares Llata is serving as chair of Local Arrangements. The topic of the meeting will address resistance and resilience in Latin American Studies; and rooms will be available in the Omni Hotel for approximately $130/room.

Barbara Alvarez at the University of Michigan-Ann Arbor has developed and is presenting a proposal to host SALALM 62 in Ann Arbor, utilizing campus and spaces central to the university. El Colegio de México has also developed and is presenting a proposal to host SALALM in 2017.

12. New Business

The Membership Committee submitted three proposals for honorary membership and the Executive Board met in closed session to discuss these proposals.

The meeting was adjourned at 6:04 PM

 

Closing Business Meeting and Executive Board Meeting II

SALALM 60
Wednesday, June 17, 2015 1:30-5:00pm
East Pyne 010

Present Executive Board: Luis A. González, Paloma Celis-Carbajal, Roberto C. Delgadillo, Hortensia Calvo, Peter T. Johnson, Daisy Domínguez, Melissa Gasparotto, Sócrates Silva (late), Teresa Chapa (late), David Dressing (late), and Suzanne M. Schadl and Craig Schroer (Rapporteurs).

Also present: Sarah Buck-Kachaluba, Daniel Schoorl Miguel A. Valladares, Fernando Acosta-Rodríguez, John B. Wright, Ricarda Musser, Peter Altekrüger, S. Lief Adleson,  Barbara Alvarez, Nerea A. Llamas, Mary Jo Zeter, Phil MacLeod , Gayle Williams, Rafael E. Tarragó,  Mei Méndez, Pedro Esteva, Manuel Ostos, David Woken, Betsaida Reyes, Alison Hicks, Sarah Aponte, Nelson Santana, Diana Moronta, Tracy North, Molly Molloy, Adán Griego, Lisa Gardinier, Antonio Sotomayor, Tim Thompson, Talia Guzmán, Ryan Lynch, Ellen Jaramillo, Laura Shedenhelm and Jesus Alonso Regalado.

The meeting was called to order at 1:42pm with President Luis A. González presiding

Luis A. González expressed his appreciation to the hosts, to the Local Arrangements committee; including Fernando Acosta-Rodríguez, Timothy Thompson, Michelle Horgan, Rebecca Hoefler, Liam Marsh, Juan Polanco, Nicole Marvin, Robin Dunham, Francisco Fonseca, Jean Moyer, Mary Elizabeth Stroman, Gabriel Swift, Rosalía Rivera, Damaris Zayas and Kristian A. Kauker for their friendliness, helpfulness and effectiveness. He also thanked the Secretariat for help with guidelines and procedures and for maintaining such a strong membership. He extended thanks to members for developing and presenting interesting works. He closed by reporting that the Executive Board had approved three new honorary members: David Block, Dan Hazen and Richard Phillips.

Call for Reports:

Officers

  • President-Elect, Daisy Domínguez: No report
  • Past-President, Luis A. González: No report
  • Executive Director, Hortensia Calvo: No report
  • Treasurer, Peter Johnson: No report other than to say,  for those who could not attend either Executive Board meeting, that the organization is healthy financially and that we are thankful to those who support membership, ENLACE, scholarships and the endowment.
  • Rapporteurs General, Suzanne Schadl & Craig Schroer: No report

Members-at-large:

  • Wendy Pedersen: Absent
  • Daisy Domínguez: No report
  • Melissa Gasparotto: No report
  • Sócrates Silva: No report
  • Teresa Chapa: Absent
  • David Dressing: Absent

Executive Board Committees:

  • Local Arrangements: Fernando Acosta-Rodríguez thanked the staff of Princeton’s Conferences Services for their great work and session and noted 183 SALALM 60 participants, 34 exhibitors, 31 first time attendees (12 of them students).
  • Bylaws: John B. Wright No report
  • Policy: Research & Investigation:  Ellen Jaramillo reported pride in having a number of new members and first time attendees at their meeting committee shopping. PRI introduced their role and passed around an organizational chart which had been requested by the Membership Committee to help new members better understand the organization. The PRI Committee invited new members to comment on this document.
  • Finance: No report
  • Membership: No report
  • Scholarship: Alison Hicks stated that scholarship winners seemed to have a really good time this year.
  • Enlace: Daniel Schoorl reported a successful raffle, a pilot program offering three years of membership to ENLACE recipients, and some ideas for next year’s 30th anniversary, like merchandising and storytelling. Betsaida Reyes reported the benefits of having ENLACE awardees help sell raffle tickets.
    • Medina Award: Luis A. González reported on behalf of Peter Stern that the 2015 award went to Suzanne Schadl with co-author Marina Todeschini: “Cite Globally, Analyze Locally: Citation Analysis from a Local Latin American Studies Perspective.” College & Research Libraries 76 (2).
    • Nominations: No report
    • Communications: No report
    • HAPI: No report
    • LAMP: No report
    • Libreros: No report
    • Regional Groups: Luis González noted they had reported at the first Executive Board meeting
    • SIS: Miguel A. Valladares reiterated that they want to be a Subcommittee.
    • LARRP: No report

Future meetings:

Hortensia Calvo notes there will be a further report at the Executive Board meeting but one important change is that Michigan is proposing for 2017 and Colegio de México is inviting for 2018.

Luis A. González called for New Business. Having none, he passed the torch to Paloma Celis-Carbajal.

Paloma Celis-Carbajal thanked the following outgoing committee chairs and announced their replacements:

PRI thanks to Ellen Jaramillo. Gayle Williams will take over as chair
Membership: Thanks to Adán Griego. We are waiting confirmation of a new chair.
Scholarship: Thanks Mary Jo Zeter and Alison Hicks. AJ Johnson and Nathalie Soini will co-chair
Nominations: Thanks to Phil McCloud. We are waiting confirmation of a new chair.
Finance: Thanks to Paula Covington. Sarah Buck-Kachaluba will take over as chair.
Acquisitions: Thanks to Ruby Gutierrez. We are waiting confirmation of a new chair.
Library Operations and Services: thanks to Gayle Williams. We are waiting confirmation of a new chair.
E-resources: Thanks to Michael Scott. We are waiting confirmation of a new chair.
Audio Visual: Thanks to Miguel Valladraes. Daisy Domínguez will take over as chair.

Vice President/ President-Elect is Daisy Domínguez
Luis A. González (President) congratulated incoming SALALM president, Paloma Celis-Carbajal and Vice-President, Daisy Domínguez

The Business meeting was adjourned at 2:05, Wednesday June 17.

SALALM Second Executive Board Meeting

I. New President Paloma Celis-Carbajal called the meeting to order at 2:10 directly after the Business meeting on June 17, 2015.

II. Conference Reports:

Officers

Past-President, Luis A. González: No report
President-Elect, Daisy V. Domínguez: No report
Executive Director, Hortensia Calvo: No report
Treasurer, Peter Johnson: No report
Rapporteurs General, Suzanne Schadl & Craig Schroer reported that Nelson Santana would be serving with Craig Schroer for 2016-2019.

Members-at-large:
Wendy Pedersen: Absent
Daisy Domínguez: No report
Melissa Gasparotto: No report
Sócrates Silva: No report
Teresa Chapa: Absent
David Dressing: Absent

Executive Board Committees:

  • Local Arrangements: No report
  • Bylaws, John B. Wright: No report
  • Policy, Research & Investigation:  Ellen Jaramillo presented the following resolutions to be voted on by the Executive Board:

Resolutions for SALALM LX

  • Be it resolved that SALALM thank the Sponsors of the Book Exhibit Coffee Breaks:
    • Casalini Libri
    • Digitalia
    • e-libro Corp.
    • HB Books Publicaciones Chilenas
    • Howard Karno Books, Inc.
    • Iberoamericana Editorial Vervuert, S.L.U.
    • Libros Argentinos para Todo el Mundo
    • Libros de Barlovento
    • Puvill Libros, S.A.
    • RettaLibros
  • Be it resolved that SALALM thank the Sponsors of the Libreros’ Reception:
    • Books from Mexico
    • Casalini Libri
    • Digitalia
    • E. Iturriaga y Cía., S.A.C.
    • e-libro Corp.
    • Esteva Servicios Bibliotecarios
    • Gavilanes Books from Indoamerica
    • HB Books Publicaciones Chilenas
    • Howard Karno Books, Inc.
    • Iberbook-Sánchez Cuesta – Iberoamericana de Libros y Ediciones
    • Iberoamericana Editorial Vervuert, S.L.U.
    • Kaaterskill Books
    • The Latin American Book Store, Ltd.
    • Librería Linardi y Risso
    • Libros Andinos
    • Libros Argentinos para Todo el Mundo
    • Libros Centroamericanos
    • Libros de Barlovento
    • Libros de Todo México
    • Libros Latinos
    • Libros Peruanos, S.A.
    • Puvill Libros, S.A.
    • RettaLibros
    • Ventara – Librería García Cambeiro
    • Vientos Tropicales
  • Be it resolved that SALALM thank Susanne Bach Books from Brazil for their generous gift to the ENLACE Travel Award Program in 2015.
  • Be it resolved that SALALM thank the Local Arrangements Committee, Timothy Thompson and chair, Fernando Acosta-Rodríguez, for their tremendous work in arranging this conference.
  • Be it resolved that SALALM thank Michelle Horgan of Princeton University Conference and Event Services and her account representatives who staffed the tables throughout the conference: Rebecca Hoefler, Liam Marsh and Juan Polanco, as well as Nicole Marvin for computer and audiovisual support.
  • Be it resolved that SALALM thank the following individuals who generously contributed to the organization of the SALALM LX Conference:
  • Princeton University Library: Robin Dunham, Francisco Fonseca, Jean Moyer, Mary Elizabeth Stroman.
  • Gabriel Swift Program in Latin American Studies: Rosalía Rivera, Damaris Zayas.
  • Office of Information Technology: Kristian A. Kauker.
  • SALALM Secretariat: Carol Avila, Hortensia Calvo.
  • Libreros President: Oscar Puvill.
  • Be it resolved that SALALM thank the Fundação Biblioteca Nacional for allowing the video “Pedal to Discover Brazil” to be screened at this conference, and thank Debra McKern (Director, Library of Congress, Rio Office) and Carla Maia (Chief Librarian, Acquisitions & Cataloging Section, Library of Congress, Rio Office) for secur­ing a copy of the video.

The Executive Board passed these resolutions unanimously.

III. Motions:

Ellen Jaramillo also presented the following motions:

  • From Teresa Chapa, Chair of the Access & Bibliography Committee, to approve that ISIS (Iberian Studies in SALALM) no longer be a “Topical Group”, but instead become a Subcommittee under the Access & Bibliography Committee. In addition, they propose changing their name to “SIS” (SALALM Iberian Studies), given that the name ‘ISIS’ is now associated in a negative manner that does not benefit the proposed subcommittee.  President Paloma Celis-Carbajal asked the Executive Board if there were any discussion of the motion for change from ISIS to SIS. There was none. She called for a vote, which was unanimous. Her call for a vote on SIS becoming a Subcommittee under the Access & Bibliography Committee was also passed unanimously.
  • Paloma Celis-Carbajal seconded the motion and called for discussion. Having none, she called on the Executive Board to vote.  The vote passed unanimously.
  • From Bronwen Maxson and Barbara Alvarez, to approve a new Topical Group with the name of DiScoLA (Digital Scholarship on Latin America).  The specific purpose of this group is to explore what digital scholarship means in Latin American studies, to build skills and share knowledge about projects, tools and methods within the SALALM community, and to raise SALALM’s profile in this emergent area. The co-chairs of this topical group would be Bronwen Maxson and Barbara Alvarez.  The group includes nine other interested members. President Paloma Celis-Carbajal asked the Executive Board if there was any discussion of the motion. Roberto Delgadillo seconded the motion and Celis-Carbajal called for discussion.
    • Questions ensued on the topical nature of this group: would it be an affinity group or an interest group. Hortensia Calvo asked for additional information on this group and how it relates with others or fills voids for members of the organization.
    • Alison Hicks noted that the group does fill a current void addressing digital humanities which many SALALM members are charged with in their jobs. She also spoke to the uniqueness of this group.
    • Jesus Alonso Regalado explained his vision for this interest group to explore ideas and options in the digital humanities and decide the necessity for changes in the nature of the group after that exploration. Gayle Williams suggested that the conundrum is that scheduling conferences with multiple groups might necessitate looking at connections between this group and Digital Primary Resources or Electronic Resources which could shift evolution.
    • Antonio Sotomayor supported such a combination and Alison Hicks agreed to consider connections.
    • Paloma Celis-Carbajal reminded everyone that the recent purchase of GoToMeetings could facilitate meetings previous to the conference and alleviate an already tightly-packed conference program.
    • Miguel A. Valladares notes that we work throughout the year as working groups shortening time needed at the conference.
    • Hortensia Calvo suggested the questions underscored the notion of a necessity for an interest group as an option to explore.
    • Peter T. Johnson called for a vote on the motion and the board voted unanimously in favor.
  • Editorial Board:  No report
  • Membership:  No report
  • Scholarship: No report
  • Finance: Sarah Buck-Kachaluba: Thanked Peter T. Johnson, Hortensia Calvo, and Paula Covington for mentoring her into this chairmanship. She reported that the Finance Committee endorsed the University of Michigan proposal to host SALALM in 2017. The Committee recommended that the proposal from Colegio de México stay on the table for 2018. Hortensia Calvo provided an overview of the budget reporting process, circulated the budget to the membership, and noted changes for an added upgrade for repository software — an allowance for establishing a Dan Hazen fellowship and some additional funding for scholarships. Also noted were funds budgeted for GoToMeeting. Some questions for clarification followed and those regarded publicity and related travel, as well as telephone costs. The questions were answered and the board was asked to vote on the budget as presented. It passed unanimously. The Executive Board also voted to endorse the University of Michigan proposal to host SALALM 2017. It passed unanimously.

Hortensia Calvo noted that the Finance Committee had invited the Colegio de Mexico, for whom they had too many unanswered questions this year, to present a revised proposal for 2018. She suggested we could agree to hold their place until budget-related issues had been addressed. She noted she would be in Mexico in October and would be willing to consult with them on venues and budgets. Peter T. Johnson suggested it would be appropriate to tell them we appreciate their interest and we need to follow organizational procedure in reviewing the budget and proposal. We should tell them we will hold 2018 until they resolve issues in the coming months. Hortensia Calvo reiterated the importance of holding SALALM in Latin America. Peter T. Johnson moved that we accept the Finance Committee report to review a revised budget and hold 2018 on behalf of the Colegio de México while they resolve budget related issues in the coming month. David Dressing asked that we also move to indicate to the Colegio de México that we intend to hold their space for 2018. Paloma Celis-Carbajal called for vote on sending this proposed communiqué to Colegio de México, and it passed unanimously.

Sarah Buck-Kachaluba presented motions approved by Finance to extend membership for three years to ENLACE awardees. Laura Shedenhelm called a point of order and asked if the Executive Board needed to vote to approve this change. [Office1]

Sarah Buck-Kachaluba presented a motion from the Libreros to charge a single bundled cost of 800 for exhibitors, with half going to the cost of exhibit tables and half to receptions and coffee breaks. She noted there would be some possibility for modification, and that the host institution and the Secretariat would consider discounts for smaller vendors where applicable. Miguel A. Valladares asked for clarification because he understood a reduced price proposal for long standing Librero members. Hortensia Calvo pointed out that he was correct; the discussion was that long-time members among the Libreros would pay $675, $275 for exhibit tables and 400 for receptions and breaks. Pedro Esteva confirmed. Peter T. Johnson cautioned not to lock the organization into a specific amount of money and recommended a doubling of whatever fee is established for exhibition tables. Lief Adelson asked if there were legal issues attached to different prices for different organizations. Paloma Celis-Carbajal suggested tabling the issue since there were too many questions surrounding this proposal. The Finance Committee took the motion off the table in order to review the details with the Libreros and then resubmit the motion for approval via e-mail.

  • José Toribio Medina Award: No report
  • Nominations: No report
  • Communications: Melissa Gasparotto No report

Substantive Committee Reports:

Teresa Chapa reported that

  • Access and Bibliography had 36 or 37 attendees who discussed Latin American and Caribbean digital primary sources and maintenance of the lists they keep on their webpage. They addressed changing the visual format of entries to make it easier for the hosting institution to obtain recognition.
  • Cuban Bibliography enjoyed a presentation from Holly Ackerman presenting on behalf of Lynn Shirey who is working with Casa de las America on ideas for a future SALALM. They are currently planning trips for SALALMistas to Cuba.
  • Electronic Resources discussed federated search options for their materials listed on the webpage.

Gayle Williams reported that:

  • The Research and Instruction Subcommittee had 28 attendees. They discussed sustainable committee leadership models and chose to continue with co-chairs, D. Ryan Lynch and Bronwyn Maxon. Attendees discussed various projects with presentations from Antonio Sotomayor, Jana Krantz, Miguel Valladares, Alison Hicks, and Jesus Alonso Regalado. They will be using GoToMeetings throughout the year.
  • Cataloging and Bibliographic Technology had 19 attendees. They discussed linked data and BIBFRAME terms as well as developing an interface for entering metadata as linked data. Brenda Salem will step down as chair and Tim Thomson will replace her.
  • Audiovisual reported that Miguel A. Valladares will be handing over chairmanship to Daisy Domínguez. Their session welcomed a presentation for Joanne Edwards on Save our Sounds, a British Library program to preserve sound heritage.
  • Interlibrary Cooperation Committee addressed the appointment of a new chair and the Collecting Latin America book project. Some felt that recruiting a new chair might be hindered by the commitment required of the SALALM Collections Survey. The group suggested that the chair delegate the responsibility and develop a survey of the membership to determine why so few institutions are responding. The Collecting Latin America is behind schedule. Gayle Williams hopes that a sabbatical will enable her to edit.

New business

  • Hortensia Calvo noted that we need a Parliamentarian. While the Executive Board notes this position was held by Jane Garner, there is no mention of such a position in the Bylaws. Hortensia Calvo brought the question: is it important to establish the position formally and determine a replacement? Jane has been retired for some time. Roberto C.  Delgadillo has volunteered to serve this position in the interim. Hortensia Calvo asked if there were additional volunteers.
  • Hortensia Calvo also brought a question regarding an official archivist: The Benson Latin American Collection at the University of Texas – Austin is currently holding the SALALM papers. David Block reorganized this collection and created a guide which is accessible via the SALALM webpage. Questions ensued regarding access to physical SALALM materials at the University of Texas and about audio files from the conference. Roberto C. Delgadillo also volunteered to look into the question of an archivist and archiving this material. Betsaida Reyes noted that LANIC had agreed to archive the webpage but digitally born archiving post-LANIC remains unclear. Laura Shedenhelm asked if Parliamentarian and Archivist would be separate positions and she suggested they require different skills and levels of commitment to the actual conference dates. While the Parliamentarian must be present at the conference the Archivist can serve the organization remotely. She also asked if there is a deed of gift signed between SALALM and the Benson. Hortensia Calvo clarified that the agreement was documented in SALALM meeting minutes. Paloma Celis-Carbajal reiterated that Roberto C. Delgadillo had volunteered to serve as Parliamentarian and research the position of Archivist. Roberto C. Delgadillo suggested that if SALALM were to decide to formally create these positions, they should forward proposals go to the PRI. Hortensia Calvo asked if the Executive Board could approve Roberto C. Delgadillo as Parliamentarian. Luis A. González seconded the motion and noted that we could move also to invite Delgadillo to research the position of archivist. Hortensia Calvo amended the motion to name Roberto C. Delgadillo as interim who is also charged with researching to role of archivist. Paloma Celis-Carbajal called for the vote and it was approved unanimously.
  • Hortensia Calvo opened a discussion of the SALALM collections survey. She noted that many institutions use the information from this survey and it is the only instrument we have as an organization for comparative studies. She stated it is important to determine how to keep it alive and she volunteered to administer and disseminate the survey from the Secretariat as the Interlibrary Cooperation Committee transitions to a new Chair and addresses some of the problems with the survey– such as its lack of nuance regarding fund codes, its requirement to count full collections annually, its timing vis-à-vis budget cycles and high volume service periods.
  • Paloma Celis-Carbajal discussed another effort on the part of the SALALM Acquisition Trends Taskforce to better understand acquisition trends in changing environments. Some discussion of the differences developed. Luis A. González Luis mentioned the success of CIL (Computers in Libraries) statistics and suggested SALALM look at the kind of data collected there to see if there is something that could be adapted. Hortensia Calvo suggested we think about adapting them to ALA statistics. She stressed the importance of statistics and reiterated the Secretariat’s willingness to distribute the survey and disseminate its results this year.
  • Paloma Celis-Carbajal reminded all present that GoToMeeting has been funded by the organization, as recommended by the Finance Committee, and is available to committees working together throughout the year. She encouraged everyone to check the rules, for example a requirement that the meeting be for the purpose of the organization. She also announced that Peter T. Johnson will be leading a task force to establish a Dan Hazen fellowship and that task force members include: Angela Carreño, Alison Hicks, Mary Jo Zeter, Daniel Schoorl, Fernando Acosta-Rodríguez, Jesus Alonso Regalado and Hortensia Calvo. The task force will be moving forward with the goal of awardees by the next SALALM.

David Dressing moved for a round of applause for the host and organizers.

Paloma Celis-Carbajal adjourned the meeting at 4:07 p.m.


[Office1]How did this end?