Members:
Christine Deschamps, President, who chaired the meeting, Kay Raseroka, President-elect, Derek Law, Treasurer, Winston Tabb, Chair, Professional Committee, Rashidah Begum, Alex Byrne, John Day, Wanda Dole, Mary Jackson, Marian Koren, Claudia Lux, Sally McCallum, Ia McIlwaine, Jerónimo Martínez, John Meriton (first meeting only), Sissel Nilsen, Ingrid Parent, Cristóbal PasadasUreña, Ellen Tise (except for item M 02-40), Jianzhong Wu (first meeting only), Ana María Peruchena Zimmermann.

Guests:
Ian McGowan and Bob McKee, Co-Chairs of the NOC for IFLA Glasgow 2002 and Janet Liebster, CILIP Enterprises (for item M 02-39).

Staff:
Ross Shimmon (minutes), Sjoerd Koopman, Josche Neven, Kelly Moore, Sophie Felföldi.

The President welcomed Ian McGowan and Bob McKee, Co-Chairs of the IFLA 2002 NOC, and Janet Liebster, Managing director of CILIP Enterprises. Ian McGowan reporting on the arrangements for the conference, said that they were very pleased with the level of registrations. More had registered on-line than had been expected. They were especially proud of the 'red thread' of papers and events directly related to the conference theme. He expressed delight at the response to the exhibition.
Janet Liebster presented some statistics. At that stage, 3,900 people were expected to attend. She noted especially the high number of accompanying persons, the success of the 'flying visitors' innovation, and the bursaries funded by the Scottish Executive which would allow about 90 additional Scottish attendees. It was expected that 117 countries would be represented. Nearly 11,000 hotel room nights had been booked.
Bob McKee said that it was estimated that the conference would contribute GBP 2.5 million to the local economy. He emphasised the distinctive nature of the organisation of this conference. There was only one body responsible; CILIP. It was the host association, but it was also the conference organiser, through its business arm, CILIP Enterprises. This led to accountability and transparency, he said. He indicated that there was one unforeseen problem. The local train service had been suspended because of flooding. It would be replaced by a special bus service for conference participants.
The President congratulated the conference team on attracting so many participants and members wished them well for the success of the conference.

Ingrid Parent, Chair of the Conference Planning Committee (CPC) introduced this item. She said that the CPC and the Executive Committee had held a joint meeting the previous day. Members had discussed whether, in the light of recent economic difficulties in Argentina and the security situation in that country, the earlier decision to hold the IFLA General Conference in 2004 in Buenos Aires should be confirmed. She said that, after considerable debate, the joint meeting had decided to recommend that the Board should confirm the decision. Board members asked a number of questions on the handling of registration fees, sponsorship from the US and ways of working within the region. The Treasurer reported on the site visit undertaken by himself, Jerónimo Martínez and Josche Neven in May. He said that the Buenos Aires Book Fair was taking place at the time of the visit. It is the third largest in the world and was clearly successful. The professional organisers of the IFLA conference engaged by the IFLA 2004 NOC were also the organisers of the fair. The view of the visiting party was that the conference should go ahead in Buenos Aires. The financial risk was understood, however most of the revenue would be in US Dollars. The security risk was impossible to estimate at this stage, as a lot could happen in two years. The deterrent effect of further troubles was also difficult to estimate. Board member and President of ABGRA, the conference host, Ana María Zimmermann, thanked members for their concern and the opportunity to make the case for confirming the decision. She said that holding the conference in Buenos Aires would be very important for IFLA's position in South America. She was confident that it would be a successful conference. She distributed copies of the First Announcement. She also said that Marta Díaz, Director of the PCO, would be present at Glasgow and would meet with the CPC. The President asked about the difficulties experienced by ABGRA in paying its IFLA membership fee. She reminded her that full payment of fees was a criterion for acceptance of a bid to hold the IFLA conference. Ana María Zimmermann explained that it was a problem caused by government currency regulations. ABGRA had the money and would pay when the restrictions were lifted. Part of the fees would be paid while the delegation was in Glasgow. She then left the meeting while the Board made its decision.

There was further discussion, at the end of which the President asked members to indicate if they were in favour of confirming the decision to hold the conference in Buenos Aires in 2004. In a show of hands, all members present voted in favour. None voted against. There were no abstentions. The Board therefore confirmed Buenos Aires as the venue for the IFLA conference in 2004.

Ana María Zimmermann returned to the meeting and was informed of the decision by the President.

The President explained the process involved in making a decision on the venue for the IFLA General Conference in 2007.

Presentations were made separately on behalf of the two short-listed candidates. Members asked a number of questions, including the level of security, the quality, range and prices of hotels, the existence of ministry and other official support, the percentage of local librarians likely to attend and the transport facilities. Discussion also took place on possibilities for satellite meetings, the cost for exhibitors and the likelihood of local exhibitors, the nature of the conference facilities, the cost of living, possible social events, financial support and the benefits to IFLA of holding the conference in each the two candidate cities. Discussion also took place on the possibilities for bursaries to assist attendees from developing countries. After each presentation the team making the presentation left the meeting.

The President asked Ingrid Parent, as chair of the CPC, to convey the committee's recommendation. Referring to the summary reports of the two site visits, previously circulated, she said that both candidates were clearly capable. Both held good conferences of their own. Both had a wide range of accommodation available, with good local support. There were pro's and con's for each city. In the end the committee's recommendation was to choose Durban, especially in the light of IFLA's intention to become a truly global organisation.

Further discussion took place, at the end of which the President called for members to indicate which city they preferred as the venue for the conference in 2007. All present voted in favour of Durban by a show of hands. There were no abstentions. The Board therefore decided that Durban would be the venue for the IFLA general conference in 2007.

The decision of the Board was conveyed to the teams representing the two candidates at later, separate meetings. It was stressed to both teams that the decision was to be kept confidential until the official announcement during the conference closing ceremony on 23rd August.

The Treasurer introduced a document , which set out some options for new methods of calculating the membership fees of National Association Members. He explained the intricacies and disadvantages of the present system. The paper had been distributed to National Association Members and was scheduled to be discussed with them at a meeting to be held during the conference. He stressed that there was no intention to make a hasty decision. After full consultations, a firm proposal would be presented to the Board and to Council. His report was noted.

The President adjourned the meeting at 13:00 until 09:00 on 24th August.

M 02-42 Apologies

45.1 Round Tables
Winston Tabb reported that an excellent solution had been reached for the Round Table on National Centres for Library Service (ROTNAC). It would become a separate organisation with consultative status. It would have a representative on the Co-ordinating Board of Division III (Libraries Serving the General Public), it would be accorded meeting space and a programme slot at the annual conference and space on IFLANET. It would present proposals on its structure to a meeting of the Co-ordinating Board. It would have a status analogous to that of CDNL. These arrangements were approved.
There was no progress to report on the INTAMEL Round Table (International Association of Metropolitan City Libraries). It was noted that it had a meeting scheduled for September, although it had no presence in the Glasgow conference. The Secretariat was requested to continue to work with INTAMEL to seek a solution. It was further noted that it had ceased as an IFLA Round Table with effect from the close of the Glasgow conference.

45.2 Conference programming
A discussion took place on the impact on programming of conference sessions of the decision to translate most Round Tables into Sections. It was noted that the consequent escalation in the number of parallel meetings and sessions threatened to limit the choice of possible conference sites. It had been suggested that open sessions should restricted to two hours each and that meetings of Section Standing Committees and Co-ordinating boards should be limited to 1.5 hours. It was further suggested that only one meeting of each Standing Committee might be necessary during the conference instead of two. But there were conflicting views about the relative importance of the first and second meetings. After discussion it was agreed that members with opinions on these issues would get in touch with Ingrid Parent and Winston Tabb. Marian Koren said that there would be formal resolutions coming from Division VII (Education & Research). The Treasurer reminded members that about 800 people attended the business meetings and up to 4,000 the conference itself. It was agreed that Josche Neven would prepare a paper on the options for discussion in the CPC and the Professional Committee in order to resolve the matter in December.

45.3.1 CDNL Report
The preliminary report of the CDNL review of IFLA Core Activities and the comments on the report by the Secretary General were considered, together with a report on the decision of DANIDA to withdraw its support for the ALP and FAIFE core activities. Alex Byrne said that the report did not provide solutions to the current problems. He believed that the long-term solution would be to consolidate some positions at IFLA HQ, where administrative functions could be shared. Other members agreed. The President reported on the meeting with CDNL earlier in the week. She believed that IFLA itself had to find solutions to try to secure the future of the work carried out by the core activities. The Treasurer said that the revenue streams should go via HQ. Sissel Nilsen said that one problem was that it was easier to secure funding from development agencies for projects rather than offices. She suggested strengthening the IFLA Regional Offices. Winston Tabb argued for more centralised control and branding of current work at little or no cost to IFLA. The way forward would be to make a positive approach to CDNL with specific proposals. After discussion, it was agreed to thank CDNL for its report and to indicate that no further work along those lines was necessary.

45.3.2 UBCIM
The Board considered the proposal from Die Deutsche Bibliothek (DDB) to host an IFLA core activity on 'Universal Bibliographic Control and Interoperability Standards' from 2003. Winston Tabb reported that the Professional Committee had discussed the proposal. It considered that it needed more detail. The Secretary General pointed out that it would require an annual contribution from IFLA central funds of EUR 25,000, compared with the current year's allocation of EUR 15,429 for UBCIM. Winston Tabb reported that, as a result of discussions during the week, he expected a revised proposal to emerge from the Digital Issues Working Group of CDNL. He also expected that a meeting between Wim van Drimmelen, Elisabeth Niggemann, Ross Shimmon and a representative of the Library of Congress would take place in The Hague to discuss the proposal. This was noted. It was also noted that UBCIM would close in February 2003 on the retirement of the Director, Marie-France Plassard. Arrangements would need to be put in place to continue the distribution of publications and retain the archives. It was noted that the original UBC archives were held at University College, London. The Board agreed that appropriate recognition of DDB and Marie-France Plassard should be made.

45.3.3 UNIMARC
It had previously been agreed to try to continue the maintenance and development of UNIMARC, whatever the future of UBCIM. The Board considered a proposal from the National Library of Portugal to host UNIMARC and a further proposal to take over the responsibility for the journal 'International Cataloguing and Bibliographic Control'. Ia McIlwaine, chair of the UBCIM Advisory Board, reported on a meeting of the board which had taken place the previous day. The Advisory Board had fully supported the proposal. The Secretary General pointed out that this proposal, although very welcome, did require an annual contribution from IFLA central funds of EUR 22,000, which exceeded the current year's allocation to the whole of UBCIM. The Board agreed to the proposals for a three-year period beginning in 2003, if the National library of Portugal would accept a contribution from IFLA of EUR 15,000, plus the sum received from OCLC for this purpose. It was noted that it would not be appropriate to describe the UNIMARC programme as a 'core activity'.

45.3.4 ALP
The Board considered the future of ALP, in the light of the withdrawal of grants by DANIDA. The withdrawal would mean the end of the DANIDA travel grants for IFLA conference attendance by librarians from the Third World. It also represented a reduction of about a third in the funds available for running the office and in the availability of funding for projects in the three IFLA regions. The Secretary General said that he would be attending a meeting of the Nordic Support Group of ALP to be held in Uppsala in October. Claudia Lux, a member of the ALP Advisory Board said that the Board would be seeking ideas on ways to find alternative sources of funds. The Board agreed that efforts should be made to try to secure the future of ALP, by seeking a broader funding base.

45.3.5 UAP
It was noted that the British Library was prepared to continue to host the UAP office until March 2003 on the understanding that the activities would be wound down or transferred. On the proposal of Winston Tabb, it was agreed that the UAP core activity would be closed. The Board also agreed to thank the British Library for its support of many years. It agreed to ask for a final report celebrating the achievements of UAP in time for its meeting in March 2003. It also agreed that steps should be taken to make arrangements to continue the voucher scheme. Mary Jackson said that a meeting of the task group on the scheme, set up at the last meeting with her in the chair, had met briefly during the conference. It was looking at various options, including possible new hosts, the introduction of handling charges and expiry dates for the vouchers. But no conclusions had been reached. The Treasurer said that there might be some money available in the scheme's funds, which could be used to help find a solution. Ingrid Parent asked that Sara Gould, acting Director of UAP, be consulted when the future of the scheme was discussed. This was agreed.

45.3.6 UDT
It was noted that this core activity had closed in December 2001. The hosting of IFLANET had transferred successfully to INIST, in France. The agreement provided for one-off costs of new software to be paid for by IFLA, but no annual financial contribution was required. Any new features required by IFLA would be subject to separate agreements. The contract was for three years, beginning in May 2002. There were, however, substantial extra costs involved, because there was now a full-time Web Manager at IFLA HQ. This was noted.

45.3.7 PAC
Sissel Nilsen, chair of the PAC Advisory Board, reported that renewal of the current contract, which was due to expire at the end of 2002, was in prospect. The annual current contribution from the IFLA Core Activities Fund was EUR 35,000. It was expected that similar annual contributions would be needed if the contract were to be renewed. The Advisory Board recommended renewal. With the concurrence of the Treasurer, the Board agreed that negotiations to renew the contract for a further three-year period, at the same level of contribution, should proceed.

45.3.8 CLM
Mary Jackson, chair of the CLM Advisory Board, said that it might be possible for the CLM secretariat to stay at the BL for a further year after the closure of UAP. The Secretary General said that much of the work of the secretariat was already being handled by IFLA HQ. The main problem was the secretarial work relating to the meetings of the committee, which took place at the conference. This might have to be done by committee members themselves. Ingrid Parent, chair of the IFLA/IPA steering Group stressed the need for expertise at HQ. Ross Shimmon agreed that it was highly desirable to have a further professional staff member at HQ, preferably with expertise in this area. But the resources were not available. Sally McCallum asked whether CLM needed secretarial support or expertise. The answer was both. It was agreed that the secretarial support would be provided from HQ, with effect from the closure of UAP, except for that relating to the meetings of the committee. Claudia Lux reported that a meeting of the IFLA/IPA Steering Group with WIPO officials had taken place recently. She believed that it was important to establish better representation at WIPO meetings. It was also agreed to investigate the possibility of more permanent representation at WIPO meetings with the assistance proposed by members from Switzerland.

45.3.9 FAIFE
Alex Byrne, chair of the FAIFE Committee, reported that the withdrawal of the DANIDA grant left a funding gap of approximately EUR 24,000 for 2003, approximately half of the running expenses of FAIFE. It was not unexpected, because as with other core activities, it was dangerous to rely on a narrow funding base. A staff member at his institution would be able to do some research on broadening the sources of finance. A funding campaign was being prepared. Meanwhile, he was grateful that SIDA and the Swedish Library Association amongst others had made generous donations. Winston Tabb asked if the office could transfer to The Hague. In principle it was desirable, but there were practical difficulties. In answer to a question, he said that the present Director's contract would run until December 2003. It was agreed to write to DANIDA thanking them for the support of ALP and FAIFE. It was also agreed that more thought needs to be given to a general fund raising campaign.

45.3.10 Other matters
Winston Tabb asked for information about the role of the Regional Managers and Regional Offices. It was agreed that a report on their roles and responsibilities be prepared for the next meeting.

46.1 Appointment of new Secretary General
Kay Raseroka presented her report. Members expressed their appreciation of the document. It was agreed to approve the general outline. Some matters were discussed such as the need or otherwise for the full Board to conduct the final interview. It was agreed that delegation to a smaller group was preferable. Board members were asked by the President to make further comments by email to Kay. She would then make the final decisions on the procedures and the composition of the Selection Committee and report to the next Board meeting in December.

46.2 Other matters
The President, as chair of the Executive Committee, reported that the committee had recorded its thanks to Sjoerd Koopman for his period as Acting Secretary General, during Ross Shimmon's absence. The committee had agreed to pay a bonus to him and the other IFLA HQ staff, to compensate for extra work and responsibilities during this period. The imminent retirement of Jos de Block, Secretary to the Co-ordinator of Professional Activities and Dini Verschoor, Financial Assistant, was reported. Both had been on the staff for well over twenty years. The Board decided formally to record their thanks and good wishes for their retirement. Arrangements were in hand for a suitable celebration. The Committee had noted the satisfactory conclusion of new agreements with K G Saur for IFLA Journal and the Publications Series. A signing ceremony had taken place during the conference. The Treasurer had reported on the financial situation, which was good, apart from the core activities fund. The President's report was noted.

55.1 Libraries and Conflicts: proposals
Alex Byrne introduced the document 'Libraries and Conflicts' and referred to the document 'Please Help the Czech Libraries', an appeal following the severe flooding in the Czech Republic. The first document had been prepared jointly by himself and Susanne Seidelin of IFLA/FAIFE and Marie-Thérèse Varlamoff of IFLA/PAC. He proposed the establishment of a Work Team consisting of a representative each of: the Professional Committee, IFLA/FAIFE, IFLA/PAC, and IFLA/HQ. The tasks would :

• Clarify the roles of IFLA central, IFLA/FAIFE, IFLA/PAC and the Blue Shield as well as that of other bodies such as National Libraries
• Investigate the possibilities of establishing an IFLA Investigation and Coordination Capacity
• Develop an IFLA policy on the issues
• Develop an action manual
• The proposals arising from this Work Team would be presented to the Board in March 2003, with final presentation at Council in August 2003.

After discussion, the proposals were adopted. It was agreed that Alex Byrne would put a proposal by email to the Board for the composition of the Work Team.

55.2 Flooded libraries in the Czech Republic
After discussion of the appeal in document 'Please Help the Czech Libraries' it was agreed to publicise the appeal as much as possible, and to refer it to UNESCO, IFLA/PAC and the International Committee for the Blue Shield. Members commented that the plight of the libraries in the Czech Republic served to demonstrate how ill-equipped IFLA was to respond to such problems.

The Board considered a draft document, which listed committees of the Board, in answer to a request made at the previous meeting. The following changes were suggested: correction of the initial term of office to run from August 2001 to August 2003; the addition of the Professional Committee; the addition of the CLM and FAIFE committees; the addition of the Advisory Boards of the Core Activities; and the addition of Cristóbal Pasedas Ureña and Stephen Parker to the President-elect's Planning Group. Winston Tabb said that there should be clearer distinction between the respective responsibilities of the Professional Committee (PC) and the Conference Planning Committee (CPC) in respect of the conference. He believed that the CPC should be concerned with technical issues, while the PC concentrated on programmatic matters. It was agreed that the IFLA side of the IFLA/IPA Steering Group had delegated powers to authorise joint statements on behalf of IFLA, provided adequate consultation had taken place beforehand. The Board requested a revised version of the document for its next meeting.
Alex Byrne requested that the Board replace Georg Ruppelt on the FAIFE committee with Barbara Schleihagen for the remainder of his term until August 2003. This was agreed.
The Board recorded its thanks to the 75th Anniversary Planning Group, and its chair Marian Koren, for its hard work and achievements in making the arrangements for the celebrations. The Board noted that the Group had completed its business and it was therefore stood down.

The Board noted that the following resolutions had been adopted by Council:

64.1 Proposals by the Italian and Swiss Delegations
The Board considered tabled documents, in which both the Italian and Swiss delegations offered to provide a fall-back venue if IFLA had to withdraw its conference from an approved venue for any reason. The Italian proposal was for a ten-year period, the Swiss for a five-year period. After discussion, it was decided to accept both proposals for a five-year period. In the event of a withdrawal both delegations would be approached and negotiations would take place to decide on the best venue in the prevailing circumstances, including other options.

64.2 A Second Proposal from the Swiss delegation
The Board considered a further proposal. This was an offer to identify Swiss librarians who could represent IFLA at UN bodies located in and meeting in Switzerland. The Board considered that this was a very helpful offer, which it would take up as the need arose.

64.3 Indigenous Traditional Knowledge
The Board considered a tabled resolution on indigenous traditional knowledge, submitted by LIASA on behalf of the Standing Conference for Eastern, Central and Southern African Library Associations (SCECSAL). The Board was requested to endorse the resolution. Alex Byrne supported the resolution in principle, but he believed it needed some re-wording to make it suitable for the IFLA context. After discussion it was agreed to endorse the resolution in principle and to ask Alex Byrne, Ellen Tise and Kay Raseroka to bring a revised text to the next meeting.

64.4 Legacy for Books for All
The Secretary General reported that Lioba Betten, Director of the Books for All project, which had celebrated its completion at the conference, had received a legacy notification from a firm of solicitors in South Africa. It appeared that the project had been left USD 300,000. It was agreed on the Treasurer's recommendation that steps be taken to ensure that the legacy was correctly dealt with and that legal advice be taken. [It was subsequently discovered that the solicitors did not exist and that the notification appeared to be an attempt at fraud].

64.5 Conference Programming
Marian Koren said that many people were coming up with ideas for the conference. She appealed to them to put them in writing so that they could be submitted to the December round of meetings. She was particularly concerned with ideas on how best to relate to the conference theme (the 'Red Thread'), avoidance of overlapping and competition. This was noted.

64.6 International Council of Scientific Unions (ICSU)
The Secretary General announced that the ICSU had appealed for nominations to its committees, including the Special Advisory Committee on Dissemination of Scientific Information. The President suggested that Board nominate Francis André of INIST. This was agreed.

64.7 The Governing Board: method of working
Marian Koren suggested that members reflect on their experience of membership of the Board during its first year of operation and consider at the next meeting the need for any changes. This was agreed.

65.2.1 Professional Committee
65.2.2 Executive Committee
65.2.3 Membership Development Committee
65.2.4 Conference Planning Committee
65.2.5 Publications Committee
65.2.6 IFLA 75th Anniversary Planning Group
65.2.7 President-elect's Planning Group
65.2.8 IFLA/IPA Steering Group
65.2.9 Meeting with UNESCO, IPA, June 2002
65.2.10 ICBS meeting, Paris, April 2002
65.2.11 Financial Matters: Financial statements, 2001

There being no other business, the President closed the meeting 15:35.