Special Collections Subcommittee meeting
February 10, 2004

Present: Toby Appel, Richard Boursy, Elisabeth Fairman, Tom Hyry, Ulla Kasten, Jae Rossman, Martha Smalley, Libby Van Cleve, Susan Walker, David Walls, Richard Warren

Guest: Tobin Nellhaus

Announcements:

• Jae announced that the corridor area in SML is reserved for a special collections exhibit May – June/July 2004, to coincide with the RBMS pre-conference. The theme of the pre-conference is “the movement of collections from the four corners of the earth to American repositories.” We should let Jae know if our repository wants to participate and she will divvy up the cases.

Special Collections Fair:

• Date of Fair is Tuesday, March 30^th, 12:00 – 4:00.  Beinecke mezzanine is reserved 10:30 to 4:30. 
• Jae is coordinating publicity with Diana Timlin, Dir. of Library Development and Communications.
• Elisabeth distributed a list of “giveaways” offered by repositories. Jae and Elisabeth will most likely make up “giveaway packages” of assorted items. There will also be free things available, e.g., postcards, posters.
• Ulla will make table tents for the exhibitors and for publicity.
• Richard Boursy has arranged live music for the event.
• David Walls asked re. the number of tables desired by each repository: 1 Divinity; 3 Music; 1 Babylonian; 1 Medical; 2 Walpole; 2 British Art; 2 Arts; 3 MSS&A; 2 Preservation. Beinecke? Map Collection? David will make a rough diagram of the positions of the various repositories’ tables and send it to Martha for inclusion in the photocopied handout. We will make about 300 handouts total.
• David will tell Doreen Powers of Beinecke how many tables and tablecloths will be needed.
• We discussed how to distribute the “giveaways” and agreed to have some of the photocopied handouts include a “You are a winner” box in the text. Martha will need to know how many copies of “winning” handouts to make, depending on the quantity of “giveaways” available.
• Brian Kupiec of Beinecke suggests that anyone desiring Internet access borrow a Beinecke computer for wireless access.

Discussion with Tobin Nellhaus re. Expenditure Codes

CDC has been working on revising the expenditure codes to make them more rational. Tobin asked for our input on whether all types of materials were represented in the spreadsheet that he distributed. Anyone who has comments for Tobin regarding this should email him directly at tobin.nellhaus@yale.edu.

Next meeting: Tuesday, March 23rd, 2004, 11:00 am.