f. Membership Steve Brantley (for Maureen Tripp) 312 members on official list.

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1 Approved 1/24/09 Video Round Table Membership and Executive Board Meeting ALA Annual Meeting Monday, June 30, 2008 When: 6/30/2008 Monday 08:00 am - 12:00 pm Location: Disneyland Hotel (DIS) No. Exhibit Hall Mtg. Rm. I 1.) Call to Order, Steve Brantley 2.) Introductions a. Congratulations to the new Executive Board members Johan Oberg, Vice Chair/Chair Elect, Meghann Matwichuk, Secretary Sarah Beasley, Treasurer ) Additions to Meeting Agenda 4.) Minutes from the Midwinter meeting, Reading & Approval Barb Bergman approved 5.) Treasurer s Report Mary Konkel a. see attached b. Printing expenses Mary Konkel s institution has been generous with allowing much printing during her term as treasurer. She will still print gala posters for Chicago Members were asked to find out if their institution is willing to donate photocopying and/or mailing costs. 6.) Reports from Standing Committees: a. Publications / Communications Justin Wadland i. VRT Communications Committee Discussion of membership and charge Lisbeth Goldberg will chair committee. Draft of proposed bylaws that would better reflect actual committee activities was shared (no formal vote on changes at this time). Responsibility for Membership brochure belongs to Membership committee, not Publications. ii. Items related to VRT website Transition of VRT Webmaster to Eric Pasteur VRT wiki discussion (How best to use it?) goal to better develop content. Would like to have it be open and unmediated so that any VRT member can add info. Justin Wadland will create a generic login (such as VRT/VRT) YouTube Video Welcome from Chair (What do people think?) members present thought this was a good idea, especially because of our media focus. Listserv administration: Steve is currently the adminstrator; agreed that webmaster should be added as an administrator as well. b. Gala committee Mary Konkel Planning for Chicago 2009 is well on its way. Gene Siskel Film Institute now has a non-profit rental rate that is ½ of normal fee, making it more affordable for us.

2 Gala will be on Sunday, July 12, from 6:30-9:30pm, with film screening at 7:30pm. Mary Konkel will arrange for catering from same excellent service used last time. Total cost should be approximately $4,000. We agreed to make 100 tickets for the 200 seats available for ticketing through ALA. This way it will be listed in the preliminary program and increase visibility. Program will be Laurie Block, the filmmaker who made Through Deaf Eyes and is now working on Becoming Helen Keller which will air on PBS in PBS is looking to develop and promote extensive accompanying educational materials relating to Helen Keller s life. Planning committee is Mary Konkel, Lisbeth Goldberg, Mary Laskowski, Nell Chenault, Joan Skowronski, Rhonda Rosen, plus Johan Oberg (as chair-elect is responsible for fundraising). Anyone who talks to a vendor about sponsorship should let Johan know. c. Bylaws Carleton Jackson, Nell Chenault General note on bylaws: keep them simple in order to avoid need for frequent changes. Avoid including details such as specific procedures. Preparing a draft of changes, had questions for the group. It was agreed that bylaws should establish that there be Gala and Program committees in place for next 2 annual conferences (ex, Chicago 2009 and Washington 2010), not just the upcoming conference. Also agreed that sub-committees should not have meetings that require attendance at all ALA conferences. Plan is to distribute draft of proposed revisions before Midwinter January 2009, ask members to comment before or during Midwinter Meeting, and add to formal ALA ballot in the Spring. d. Program committee Claire Stewart Sunday s program went well. About 100 attendees. We made last minute change and combined with ACRL media program rather than have 2 similar programs at same time. Speakers were Jim Neal about copyright section 108 paper, Carrie Lough, and Howard Besser. e. Notable Videos for Adults Meghann Matwichuk Reminder that nominations are being sought. Film s release date must be within past two years (October 2006). Committee uses WorldCat entry date if isn t clear. Only librarians can nominate a film; vendors cannot. Form is on VRT webpage. Choice plans to publish a 10 th anniversary article about the history of the Notable Videos list. Committee is putting together info for them under Steve Switzer / Nora Dimmock s direction. Due in Fall; article will be published sometime after that. f. Membership Steve Brantley (for Maureen Tripp) 312 members on official list.

3 Ongoing problem of not getting current list and updates. Only about 200 VRT members are on the VRT listserv. Roundtable space at the ALA Membership Pavilion in Exhibit Hall was very nice. Next time, we want to be sure to sign up to give a mini-101 presentation in the pavilion theatre. We collected business cards to do drawing to giveaway the screener DVDs. DVD and VRT info will be mailed to winners after conference. 7.) Old Business a. Digital Media Discussion Group Meghann Matwichuk Good attendance at last Midwinter session. Digital rights are clearly a hot topic right now (Mentioned that there will be a 4 hour discussion session at the upcoming National Media Market). New technology such as Blu-ray, mp3 players, Playaway books, generate much discussion also. Carleton will lead DMDG in Denver (Jan 2009). a. Copyright and Fair Use for Media Librarians Nell Chenault Shared working group handout. More info is on the wiki. Center for Social Media and other pro-fair use folks are on board to assist with creating best practices statement. Group has begun surveying VRT membership about copyright issues/ common scenarios. Center for Social Media has just issued a position statement for online film producers is a different focus than for libraries and education, but still of possible interest to us. 8.) New Business: a. Program Many good ideas discussed. Leading ideas were to highlight 10 years of Notable Videos list or to do something with Chicago Film Archive and/or minority filmmaking. (PLA is doing Viewer s Advisory, so was eliminated from our discussion). Committee: Claire Stewart, Sarah Beasley, Richard Leigh, Nell Chenault. (Mary Konkel, Steve Brantley, Claire Stewart are local and can assist.) For Program 2010 new cataloging rules are being developed; 2010 would be good time to do a practical session on what RDA and FRBR mean for AV for the non-cataloger. Good opportunity to partner with OLAC and/or ALCTS. b. Executive Board Meetings between conferences Justin Wadland. Idea was supported. Decided to aim for bimonthly (August, October, December), with first meeting in August. Info will be sent out to members so all have opportunity to participate. Will be done via means such as online- or phone-conferencing. c. Scheduled committee meetings during annual and midwinter, and quarterly reports to executive board. Bylaws, Article V. section 4: "Working meetings of all standing VRT Committees shall take place during the Midwinter Conference of the

4 ALA. Special committees or special meetings of standing committees shall meet at the discretion of their chair." 9. Liaison Reports as available ACRL ARTS FABS: Kris Brancolini ACRL ARTS: TBA volunteers? ACRL Media Discussion Group: Johan Oberg Advocacy: Gary Handman, ALA BARC: Mary Konkel, Budget crunch and economy is affecting ALA as well. ALA is delaying new hires. They project conference revenue to be less than in previous years. To reward those members who routinely come to both conferences, they will bundle registration again (2,500 members took advantage this year) and are looking at the possibility of also bundling housing. ALA communication initiatives to redesign website, improve dialogue and engagement, and create a data-driven dashboard for members to access and manage ALA stats is in the pipeline. Future conference ideas include virtual poster sessions; a confab for members who don t have programs to go to with the group determining subjects to discuss; and 1 day scholarships for ALA Chicago to under-represented high school students, using Spectrum Scholars as guides. ALA Copyright & Committee on Information Commons: Howard Besser ALA Intellectual Freedom: Cecilia Hurt ALA Liaison(s): (non-voting member) Danielle M. Alderson, Dponton@ala.org ALA RTCA (round table coordinating): Justin Wadland ALA plans to shorten conference by one day; decrease number of sessions allowed at 10:30am and 1:30pm; increase number of 8:00am and 4:00pm sessions ALCTS PARS: TBA volunteers? Consortium of College and University Media Center (CCUMC): Alan Rough IFLA Audiovisual and Multimedia Section: Howard Besser George Abbott noted that papers from the Joint Technology Assembly are online, search JTS 2004 or JTS Next JTS meeting planned for Oslo Howard Besser (through 2011) main topic has been discussions about mandatory national repositories for audio-visual materials. For U.S., if registered with

5 Copyright Office, is then sent to Library of Congress. Because registration is not required for copyright to be valid, only 60% of materials are sent in for registration. We need to put forward a nomination for rep for term. We will nominate George Abbott. Steve will also put out call for nominations from other mediarelated groups. National Media Market Carleton Jackson September 2008, Lexington, Kentucky NMRT: Mary C. Aagard, maagard@purdue.edu Online Audiovisual Catalogers (OLAC): Mary Konkel konkel@cod.edu The joint Online Audiovisual Catalogers/Music OCLC Users Group Conference Rocking the Metaverse: AV Cataloging in a Web X.O Environment will be held September at the Renaissance Cleveland Hotel, near the Rock and Rock Hall of Fame. More information on the OLAC website: PLA AV Liaison: Adele Bellinger abellinger@nypl.org Preconference focused on audiobooks was held at PLA conference (Minneapolis, March 2008), so did not have an ALA program this conference. For Chicago, program will be on viewer s advisory. Noted that PLA is restructuring committees into less formal communities of practice. SSRT: TBA volunteers? YALSA Select Films for Young Adults: Jim Scholtz Upcoming ALA Conferences and Meetings: 2009 Midwinter Meeting, Denver, CO: Jan 23 28, Annual Conference, Chicago, IL: July 9 15, Midwinter Meeting, Boston, MA: Jan , Annual Conference, Washington, DC: June 24 30, 2010

6 Treasurer s Report Video Round Table ALA Annual, Anaheim, California June REPORT (attached) ALA Performance Report April 2008 (most recent available) 2. VRT ACCOUNT STATUS April 2008 Balance: $ 11, Projected Balance: $ 12,500 NOTE: If membership remains at current level, we should realize about $1,000 more in revenue, which is reflected in the above projected balance. If however, we do have to pay for some of the conference equipment rental expenses for our Anaheim program, our projected balance will be reduced. There will also be some minor photocopy expenses as well. As I understand, exhibiting in the ALA Membership Pavillion is free. 3. TREASURY HISTORY HIGHLIGHTS San Diego Boston San Antonio Seattle Philadelphia Orlando Chicago New Orleans Wash D.C. Anaheim, CA REVENUES (to date) Membership Dues $ 3, $ 3, $ 3, $ 4, $2, Donations , , Tickets , no Gala no charge Gala no Gala EXPENSES ALA overhead/bank $ $ $ $ $ Facility rental , no Gala 3, no Gala Meals ,172, , no Gala Speaker honoraria Printing/Mail/Supplies ? Conference Equip 2, , , TREASURY ISSUES No real source of revenue other than memberships Overhead to ALA is 10% of our dues, which pays for our liaison s time and equipment Conference equipment rental remains a major cost issue for treasury; use of laptops for Notables and booth have saved significant expenses; as did exhibiting in ALA Membership Pavillion, rather than renting a separate exhibit space Our events generally operate at a break-even rather than revenue-generating Dues increase ($5) went into effect FY08; now $20 ALA members; $30 non-members Vendor donations critical and essential to Gala financial success Going electronic with publications has greatly assisted treasury Library/Institution printing donations for membership brochures and flyers have had a positive effect on printing expenses

7 5. GALA EXPENSE HISTORY 2001 San Francisco Ferry Ride + $ 3, Atlanta Fox Theatre - ($ 2,779.69) 2003 Toronto NFB Mediatheque + $ 3, Orlando (Willful Infringement) - ($ 2,652.39) 2005 Chicago Gene Siskel (Urban Poet) - ($ 3,110.22) 2006 New Orleans (no Gala) 2007 Washington D.C. (The War) -($ ) 2008 Anaheim, CA (no Gala) 6. Accounting Reminder Please alert the VRT Treasurer of any expenses or revenue (real or anticipated) and they will correspond directly with our ALA liaison, Danielle Alderson. This includes routine expenses such as postage, mailing lists, supplies, photocopying, conference booth/equipment rental, etc. All requests for contracts and deposits must go through the ALA Office c/o Danielle. We are not permitted to sign contracts without going through ALA Legal Dept. I also have donor forms if anyone gets leads as well as a list of previous donor contacts, tax exempt certificate (we are under ALA umbrella). This will keep the Treasurer informed and better able to provide an accurate accounting of the treasury. Respectfully submitted, Mary S. Konkel, VRT Treasurer (until June 2008) (630) Voice (630) Fax konkel@cod.edu Sarah Beasley, VRT Treasurer (as of July 2008) Manager, Film and Audio Department Carnegie Library of Pittsburgh 4400 Forbes Avenue Pittsburgh, PA v f beasleys@carnegielibrary.org