Minutes of the 1999 CS-SIS Business Meeting

1999 CS-SIS BUSINESS MEETING ATTENDEES

Minutes of the business meeting of the Computer Services Special Interest Section

Held on July 20, 1999 at 5:00 p.m. in Washington, D.C. at the AALL annual meeting.

Ken Hirsh called the meeting to order. The minutes of the 1998 business meeting were approved as posted on the CS-SIS web page. Liz Glankler read the treasurers report and it was approved. As of the end of May, we have $16,182.73 in our bank account. Ken suggested approving a budget that would include $4,000 for recruitment and promotion give-aways, breakfast meetings, evening outings, etc., as well as a social event substantially underwritten by the CS-SIS at next year's meetings. This suggestion was based on the overwhelmingly positive reaction to the freebies we handed out at the Conell Marketplace as well as our table in the SIS exhibit area, and the high interest in the breakfast to take place tomorrow morning (July 21st). Some lessons learned for next year's Conell Marketplace: 1) we need three people to staff the CS-SIS table; 2) we need to pass out flyers listing our SIS meeting times and places at the annual meeting; 3) lots of freebies to give away attracts a lot of positive attention to us-the flingers, keychain flashlights, mints, and phone calling cards all went over well. Darin Fox suggested an outing planned at AALL to be subsidized for next year. This would be similar to the outings we have at CALI. It passed unanimously.

Ken gave an overview of what was done this past year:

The Draft of the CS-SIS Strategic Plan was completed on time and was adopted by the Strategic Planning Committee. It is to be voted on today.

The Newsletter, Automatome, probably will not be resurrected in a print format. Darin was offered an opportunity to have a regular committee on computing in the Spectrum. We think we can reach CS members and AALL members using this medium. This could be our primary means of communicating in print. If there isn't enough space in the Spectrum column for the full article, the full version could be on our web site. Darin has expressed an interest in taking the lead on this, and Dominick Grillo is willing to assist him. The content of successive columns could vary; e.g., an "ask the Guru" piece, something called "InfoBytes," etc., but it might also be useful to have a consistent feature or component to the column... "Topic of the Month" was tossed out as a possible title for this consistent component.

At last year's meeting, a motion was approved to award 2 grants to attend this meeting, but this didn't get done.

Lyonette Louis-Jacques gave the Education Committee report. The Education Committee had a meeting at the CALI conference this year, after preliminary discussions on programs via e-mail, and sorted through ideas. Lyo listed the program proposals being contemplated. The theme is "Gateways to Leadership." We have lots of ideas. Some are: A four-part series of technical tips, Web, Windows, Word, and networks; moving from CD's to the web; a replay of the workshop we did in Baltimore, "The 'Compleat' Internet Researcher"; some sort of breakfast program; the leadership role of CS-types as trainers; and a half-day workshop on web design. August 16 is the deadline for proposals. Jean Willis suggested saving extra ideas for 2001. Mary Cornaby offered a computer lab at Villanova in which to hold sessions.

In Sheri Lewis's absence (due to her father's passing, Sheri had to leave the conference early), Ken recognized Don Arndt who delivered her Strategic Planning Committee report. A copy of this report appears as Appendix 1 to these minutes. Jean Willis asked why Directive 1, Action 1? Kris asked who is on the board. Discussion followed. A motion to adopt the draft strategic plan carried unanimously and the plan was adopted. A copy of the Strategic Plan is on the Web at (http://www.usc.edu/dept/law/cs-sis/stratplan.html).

Terry Cullen chaired the Adaptive Technology committee and created a web page. Leo will put it up on the web.

Ken introduced the new SIS chair for the 1999-2000 year, Lyonette Louis-Jacques. Lyo thanked the outgoing chair, and acknowledged Sheri Lewis (in absencia) as the new Vice Chair and introduced Don Arndt as the new Secretary/Treasurer. The new officers assumed their seats at the head table. Lyo thanked the Nominating Committee (herself as chair, Juliet Smith and Sandra Braber-Grove) for their hard work.

Lyo asked for old business. There was discussion of Mary Grace Huhn's Technology Competencies Committee. We want and need to address the issues raised in the Research Instruction Caucus's working draft, "Core Legal Research Competencies: A Compendium

of Skills and Values as Defined in the ABA's MacCrate Report". These issues relate to the changes resulting from the migration from print to electronic formats and the impact this is having on the relationships between law librarians and end users, attorneys and others. The word "disintermediation" has been used to describe the increasing use of digitized information directly by the end user without benefit of an intermediary, a role traditionally filled by the librarian. This can lead to flawed research by the end user, and a reduced role for our profession. RIPS has already done a great deal of work on this topic, and we should as well.

New business:

Liz Glankler asked what to do with the leftover chocolate mints (we still had about a thousand that weren't scarfed up at Conell or at our table in the exhibit area.) Most everyone present took handfulls and started eating them. That still left about 700. It was suggested that we bring them to the breakfast tomorrow morning and ask those present to fill their pockets as they leave the room.

Ken Hirsh proposed that the CS-SIS adopt a resolution regarding membership of AALL, to be read by Lyo on behalf of our membership at the general business meeting on Wednesday. Dominick Grillo proposed an amendment to it. Jim Milles called for discussion on how librarians whose job description changes would be affected. Ken made a persuasive pitch for his position. Discussion followed, but agreement was elusive. A motion to recess the meeting (on this issue) until tomorrow's breakfast meeting was seconded and approved.

Other new business:

A web-masters' roundtable breakout session was attended this past Sunday evening by many people who were interested in Web site Design. They want a SIS of their own. At the breakout session there was some concern among non-CS-SIS members about the "geeky" image of our SIS. They appear to want to form a separate caucus rather than join us because they don't see themselves as geeks. Discussion followed. Ken proposed that we do what we can to encourage them to form a roundtable within CS-SIS, but acknowledged that if they decide to be separate from us, there's not much we can do about it. One idea raised was for us to sponsor a program for them at AALL next year. Perhaps one on web design (not html coding, but rather a more general program on what makes a web site good.) It was generally agreed that we should do what we can to help them whether or not they decide to form a separate caucus. More discussion followed. The issue points out that we have a serious public relations problem. Lyo asked for specific implementation ideas. Ideas for solving this included: 1. An article in the Spectrum emphasizing our diversity; and 2. Sponsoring two hands-on labs (one practical and one theoretical) at the Philadelphia annual meeting. Mary Cornaby said we could use Villanova's computer lab for two days during that conference, on either Friday, Saturday, or Sunday. Ken said that Duke is providing the web folks with a listserv. Jeannie Kasha (not a member of CS-SIS) suggested that we let them on our list for immediate help with web problems. Dominic Grillo suggested we implement an "ask the guru" forum to respond to this need, and do this soon. Sandra Braber-Grove agreed, and pointed out that an "ask the guru" column in the Spectrum was raised at a discussion among CS-SIS members on Sunday evening as an alternative to a CS-SIS newsletter, an idea which all present at that discussion agreed with. It should be noted that the other two scheduled breakout sessions on Sunday evening never got off the ground due to lack of interest.

Dominic moved that out of respect for Sheri Lewis, the CS-SIS should send a card to Sheri expressing our condolences on the passing of her father this week. The motion was seconded by Liz, and carried. Liz volunteered to get a card which could passed around at tomorrow's breakfast meeting. Don suggested passing the hat to collect money for a memorial gift to the Jewish War Veterans of America, an organization that Sheri's father was involved with and cared about. Everyone agreed with this idea.

Don mentioned Ann Jeter's request for a Systems Librarian job description since her firm is thinking about creating such a position, and raised the idea of putting together a list of various computing-related library job descriptions and posting it on the CS-SIS web site as a service to the law library community. Everyone agreed that this would be a good idea. Lyo volunteered to spearhead this and asked for folks to send her job descriptions. (In later e-mail conversations, Don volunteered to take this responsibility and Lyo agreed. Don will work with Dominic Grillo and Robert Linz on this project.)

The meeting was adjourned at 6:30 p.m., to be reconvened at tomorrow morning's breakfast meeting.

The meeting was reconvened at 7:35 a.m. in the Burnham Room of the Grand Hyatt, at the CS-SIS sponsored breakfast.

Lyo welcomed all new & non-members and told them about committees that they could get involved in:

Ken gave the background on the action he's proposing regarding our SIS's response to AALL's move to restrict membership. Ken offered an amended version of his proposal from yesterday. As amended, the proposal read as follows:

*****

Resolution adopted by the Computing Services Special Interest Section of the American Association of Law Libraries at its meeting of July 21, 1999.

Whereas, law librarians and legal information services professionals dealing with computing technology and serving the legal information needs of lawyers, law students, faculty, courts and the public are on the leading edge of a changing profession; and

Whereas, such librarians and information professionals believe the American Association of Law Libraries is the professional organization that best represents their interests and affords them the best opportunities for professional growth and leadership; and

Whereas, restrictions on the rights and privileges of law library and legal information services professionals will deny the AALL the leadership services of the next generation of these professionals;

Therefore, Be It Resolved, that the Computing Services Special Interest Section recommends adoption of a by-laws amendment granting all rights of membership, including the right to serve in all elective offices, to all its members who further the objectives of the organization in their professional capacity.

*****

If adopted by the CS-SIS, it would be read into the record by Lyo at this afternoon's AALL business meeting. Basically, it doesn't recommend any of the proposed membership amendments currently on the floor, but rather it broadly advocates expansiveness. Discussion followed. Ken moved for adoption. Jim Milles seconded. Lyo called for a vote. The motion carried.

The meeting ended at 7:55 a.m.

Appendix 1

Report of the 1999-2000 Computing Services SIS Strategic Planning Committee

Members:

Committee Work

The Chair began soliciting volunteers for the committee in July 1998 prior to, during, and after the AALL Annual Meeting in Anaheim.

Some members of the committee met briefly in Anaheim on July 15, 1998 after the CS-SIS business meeting.

The committee was charged with preparing a draft strategic plan by the 1999 AALL Annual Meeting in Washington, D.C.

The committee began its work with information gathering. In August, the committee began a review of various documentation and information resources. The Chair distributed the following items to all committee members:

The Chair requested that all committee members review the above items, and two additional items (the CS SIS web site and a summary of the CS SIS Survey from 1997-1998 in the April 1998 issue of the Spectrum). The committee was asked specifically to consider the above by October 1, 1998 with respect to (1) what additional information needed to be gathered about the section, (2) which issues for the section should be addressed by the plan, and (3) which, if any, of the plans would make good models for the CS SIS plan.

The Committee identified the following general issues to be addressed by the plan: (1) increase involvement, (2) outreach to members, (3) revitalize governance/leadership, (4) publications and/or media, (5) develop/explore knowledge base of section as a resource, (6) develop/improve socializing opportunities.

The Committee considered the following features to be desirable for the CS SIS strategic plan: (1) mission or vision statement; (2) brevity, 1-3 pages; (3) clear goal/strategic directives; (4) specific/realistic time frame; (5) tiered elements for each goal/strategic directive (e.g. specific action, implementation, time frame, rationale).

In late October 1998, the Committee decided to begin the initial drafting of the plan. Two small work groups were formed, one to work on a mission statement and another to work on drafting goals/strategic directives. The work groups aimed at completing their initial drafts of each of these by mid-December.

The work groups worked on drafting and revising the mission statement and goals/strategic directives over the next two months and had a draft plan combining the two in mid-February. This initial draft of the plan was circulated to all committee members and members of the CS SIS executive board for comment by March 1.

The draft plan was well received by the committee and section officers. Some additional tinkering was then done by the committee.

The draft plan was posted on the CS SIS web site in mid-March. Ken Hirsh announced the draft plan on the CS SIS listserv at the end of March.

The Chair received several favorable reactions to the plan. Dominick Grillo (Suffolk) suggested that the section consider setting up a database, similar to that of NELLCO's, for specific action #1 of strategic directive #2.

The committee conducted its work primarily by e-mail, snail mail and telephone. The California contingent of the committee had at least one power lunch.

Respectively submitted,

Sheri Lewis, Chair, CS SIS Strategic Planning Committee

July 20, 1999