Minutes of the meeting of the Professional Committee

Held in The Hague, Netherlands, 25 and 27 March 2002

Present:

Winston Tabb, Chair; Cristóbal Pasadas, Chair Division I; John Meriton, Chair Division II; Ia McIlwaine, Chair Division IV; Mary Jackson, Chair Division V; Wanda Dole, Chair Division VI; Marian Koren, Secretary Division VII, Rashida Begum, Chair Division VIII; Kay Raseroka, President-elect; Claudia Lux, Governing Board Member; Jianzhong Wu, Governing Board Member; Sjoerd Koopman, Coordinator of Professional Activities and Josche Neven, Communications Manager (rapporteur).

Apologies had been received from John Day, Chair Division III and Ross Shimmon, Secretary General.

At agenda item 02-05 the following persons joined the meeting:

Sissel Nilsen, member of the Governing Board; Sally McCallum, Member of the Governing Board; Alex Byrne, Chair, FAIFE; Sara Gould, Acting programme director, UAP; Birgitta Sandell, Programme director ALP; Marie-France Plassard, Programme director, UBCIM, Marie-Thérèse Varlamoff, Programme director PAC and Susanne Seidelin, Programme director, FAIFE.

M02-01 - Welcome

Winston Tabb opened the meeting, welcoming all present.

Sjoerd Koopman reported on Ross Shimmon’s condition.

M02-02 - Approval minutes December meeting

Jianzhong Wu asked for the wording at item M01-9.8.3 + 9.8.4 to be changed to:

Jianzhong Wu commented that it was sometimes hard to feel comfortable at the other SC meetings, since the language barrier and cultural gap are often very large and there is hesitation to speak out.

The minutes were then approved.

M02-03 - Matters arising

3.1 Action Sheet, December 2001

01-9.9 Appraisal System Sections

Josche Neven and Winston Tabb would work on this.

01-13.2 Best Poster Session Award

IFLA Headquarters would work on this.

Other Action Items were discussed at the appropriate agenda items.

3.2 Other matters, not elsewhere on the agenda

It was decided to defer agenda items 5.1 through to 5.6 to the meeting on Wednesday 27 March.

M02-04 - IFLA’s Professional Programme and Structure

4.0 IFLA Professional Units (DOC 02-004)

Winston Tabb introduced the document and explained that the transition from Round Tables into Sections would come into effect after the Glasgow meeting.

It was determined that Discussion Groups would end at the close of the conference in the year of termination.

The Professional Committee approved, subsequent to the meeting in March, that the User Education Round Table will continue as the Information Literacy Section after the Conference in Glasgow, August 2002.

No news to report.

4.1.2 Strategic Plans for approval (DOC 02-005)

The mission statement was missing from the Research Services for Parliaments Section Strategic Plan.

The other two Strategic Plans from this Division were approved.

No news to report.

4.2.2 Strategic Plans for approval (DOC 02-006)

There had been no reply from the Science and Technology Section.

The other Strategic Plans from this Division were approved.

Information and Documentation Discussion Group, Action Sheet item 01-9.2.7

John Meriton had sent e-mails to the proposed convenors, but hadn’t had a reply.

He would continue to seek contact and to get information about the future of this Discussion Group.

No news to report.

4.3.2 Strategic Plans (DOC 02-007)

The Public Libraries Section had not approved the changes suggested by Ia McIlwaine. It was decided not to approve this Strategic Plan until this was resolved.

The Library Services for Multicultural Populations Section had not replied to the comments made by Ia McIlwaine.

It was decided not to approve this Strategic Plan until this was resolved.

The other Strategic Plans from this Division were approved.

Lioba Betten had prepared a final document for the Books For All project. The project would end at the Glasgow Conference. It was decided that a time would be found during this conference to honour Lioba Betten and her work for this project.

INTAMEL

Winston Tabb reported that this Round Table would cease to exist as a Round Table at the end of the Glasgow Conference. INTAMEL would take a decision on its future status its their meeting in Stockholm in September 2002.

ROTNAC

Sjoerd Koopman had telephoned the Chair Mogens Braband Jensen and informed him once again, confirming the call in writing that the Round Table would cease to exist as a Round Table at the end of the Glasgow Conference. No reply had been received.

International conference on Electronic Resources. Definition, Selection and Cataloguing. Rome, Italy. November 26-28 2001 (DOC 02-037)

For information.

No other news to report.

4.4.2 Strategic Plans (DOC 02-008)

All Strategic Plans from this Division were approved.

No news to report.

4.5.2 Strategic Plans (DOC 02-009)

The Strategic Plan for the Acquisition and Collection Development Section was not approved.

The term ‘educational tools’ from the Government Information and Official Publications Section needed more clarification.

The other Strategic Plans for this Division were approved.

4.5.3 Additional Members SC Reference Work (DOC 02-010)

No discussion on this item. The added members were approved.

4.6.1 News

No news to report.

4.6.2 Strategic Plans (DOC 02-011)

All Strategic Plans from this Division were approved.

No news to report.

4.7.2 Strategic Plans (DOC 02-012)

All Strategic Plans from this Division were approved.

No news to report.

4.8.2 Strategic Plans (DOC 02-013)

The mission statement was missing from the Latin America and Caribbean Section.

The other two Strategic Plans from this Division were approved.

Winston Tabb concluded that Ia McIlwaine would make an overview of the missing and/or incomplete Strategic Plans. She would also draft letters to ask for the missing information, which would then be sent via the Chairs of the respective Divisions.

It was decided to publish the approved Strategic Plans on IFLANET.

The others would be ‘Pending’ until the Strategic Plans were completed and approved.

IFLA Headquarters would check the accuracy and uniformity of format of Section names in the Strategic Plans before posting on IFLANET.

Ia McIlwaine would write Guidelines for Strategic Plans, including a format, which would be added to the next issue of the Officers Handbook.

IFLA Headquarters would contact the Chairs of the Sections with approved Strategic Plans and ask them to publish the Plans in their Newsletters.

They would also remind the Officers to update their action plans at the SC meetings in Glasgow.

4.9 Prioritising the Professional Priorities

It was decided to combine this with agenda item 5.7 Procedure for inviting and approving additional Core Activities.

After the PC discussed what a Core Activity exactly is, and whether IFLA should actively seek new Activities, WT summarized the discussion as follows: it was decided to initiate a process for implementing new Core Activities. Questions to be addressed in this process are "What is a Core Activity?" and "Where are the gaps in Activities advancing IFLA's professional priorities?"

WT would draft a working paper on this for discussion at the December meeting.

Meanwhile IFLA should deal with proposals that come up on an ad hoc basis.

Area’s that needed attention were UAP, UBCIM and UDT.

M02-05 - IFLA’s Core Activities

Winston Tabb introduced the discussion, referring to EB DOC 00-032.

He informed the meeting of the fact that all Core Activities would be evaluated at the end of this 3-year period.

5.1 ALP (DOC 02-014, 02-038 and GB02-012)

There were no comments to the Annual Report.

Clarification was needed on items 2.3, 4.1 and 5.2 of the Strategic Plan.

5.2 CLM (DOC 02-15 and GB02-013)

There were no comments to the Annual Report.

Clarification was needed on items 1, 4 and 5 of the Strategic Plans.

5.3 FAIFE (DOC 02-16 and GB 02-014)

There were no comments to the Annual Report.

The Strategic Plan for FAIFE was approved.

5.4 PAC (DOC 02-017 and GB02-015R)

There were no comments to the Annual Report.

Clarification was needed on items 1.2 and 2.2 of the Strategic Plan.

At item 3 more specifics on action should be added to the Plan.

After a question about the activity of PAC in Asia it was decided to recommend to the Governing Board to add Jianzhong Wu to the PAC Advisory Board.

5.5 UBCIM (DOC 02-019 and 02-40)

Ia McIlwaine introduced the two documents and explained why there was only a Strategic Plan for UNIMARC and not for the other activities of UBCIM.

Marie-France Plassard would retire in Spring 2003 and only for UNIMARC a possible solution has been found. The National Library of Portugal has offered to take on UNIMARC, but no solution has been found for the UBC part:

• Development and Promotion of Standards
• Authority Control (FRANAR, Interparty)
• Publications Programme (UBCIM series and ICBC Journal)

IFLA Headquarters had not received a firm proposal about the financial arrangements with Portugal and UNIMARC. It was decided that this was needed before this transition could be approved.

It was decided that the Professional Committee supported the continuation of UNIMARC and would look for a solution for UBC and UDT in the mean time.

5.6 UAP (DOC 02-018)

There were no comments to the Annual Report.

Mary Jackson reported on her visit to UAP. Her conclusion was that there still is a critical need for the Voucher Scheme and the bi-annual Interlending and Document Supply conference. The other activities of UAP wouldn’t necessarily need to continue in their current form. The Standing Committee on Document Delivery could take over the selection role for the bi-annual conference. The local planning team would then needs to assume a greater role in all aspects of the conference organization and execution..

One option that needs to be looked at is to see whether IFLA Headquarters could take over the Voucher Scheme. It might mean an extra revenue stream from the interest generated from the account. Other options should be explored as well since this option would have a staffing impact on Headquarters.

Winston Tabb summarised the discussion on the Strategic Plans.

It was decided to approve the Strategic Plan for FAIFE and to approve the actions for UNIMARC.

Other options for the Core Activities would be discussed in the Governing Board Meeting.

All Core Activity Directors were asked to send the Strategic Plans to Ia McIlwaine electronically, within 2 weeks after the meetings. She would then do editing to them.

Claudia Lux commented that the Publications Committee would really like to see more visibility for IFLA from the Core Activity Publications. Make it clearer that they are made under the IFLA umbrella.

It was decided that this would be discussed at the PC meeting in December 2002.

M02-06 - Finances and Projects

6.1 Financial Year 2001 (DOC 01-053R)

For information.

6.2 Additional requests for funding 2002

6.2.1 FRANAR (DOC 02-020 + 02-020R)

The request for additional funding of 3500 EUR was approved.

6.2.2 Round Table on Library and Information Science Journals (DOC 02-021)

The Financial Reports for 2001 had been received in good order and the Professional Committee approved 325 EUR administrative funding for 2002.

6.3 Budget 2002 (DOC 01-056R)

For information.

6.4 Financial Year 2002 (DOC 02-036)

For information.

M02-07 - Conference Programmes

7.1 Glasgow 2002

7.1.1 Poster Sessions (DOC 02-022)

It was decided to approve all Poster Sessions except No. 40 and No. 53.

A message would be sent to Alan Hopkinson to inform him that this would be the last time a Poster Session with regard to the Alexandria Library could be held. This was done after concerns were expressed about the fact that this was a ‘fundraising’ Poster Session.

The Guidelines for Poster Sessions (Ia McIlwaine) would be sent out to the presenters of all approved Poster Sessions.

John Meriton would chair the jury for the Best Poster Session Award.

7.1.2 Workshops Glasgow (DOC 02-023)

For information.

The University Library and Other General Research Services Section was planning a workshop on the 15^th of August.

It was commented that this was before the conference and that there wouldn’t be any conference delegates in Glasgow at that time.

Cristóbal Pasadas then proposed to invite librarians from the region to attend this session.

This was not approved. The session was approved as a closed workshop on the 15^th of August, off-site.

7.1.3 Preliminary Programme 2002 (DOC 02-024)

A number of corrections were made which would be incorporated by IFLA Headquarters. The draft programme would be sent out to all officers in the second week of April.

7.1.4 IFLA 2002 Red Thread (DOC 02-025)

For information

7.1.5 Other (DOC 02-033, 02-034, 02-041, 02-042, 02-43)

The Art Libraries request to change their half-day workshop into a full-day off-site workshop was approved.

The Professional Committee approved a half-day on-site workshop on Metadata, to be organised by the Asia and Oceania Section.

The Professional Committee decided that the maximum time for a half-day on-site workshop would be 3,5 hours in Glasgow.

That way there would be two time-slots for workshops on Thursday 22 August.

The times would be 08.30-12.00 and 12.15-15.45, to end in time for the bus transport to Edinburgh.

The Genealogy and Local History Section had asked for funding for one of their speakers. Since they were the first and at that time the only Section for Division II to ask for this provision this was approved by the John Meriton, Chair of Division II.

Both Open Sessions for the Committee on Copyright and other Legal Matters were approved.

Sjoerd Koopman introduced DOC 02-041.

It was decided to offer Herman Liebaers the Plenary Session on Monday 19 August and call it the IFLA Anniversary Plenary Session.

Seamus Heaney, keynote speaker at the Opening Session, had offered to do a poetry reading in the afternoon.

This would be scheduled after the ‘IFLA Anniversary Plenary Session’ in the afternoon on Monday.

7.2 Berlin 2003

7.2.1 Satellite Meetings (DOC 02-026)

It was decided to approve all Satellite Meetings with the following comments:

• If the Cataloguing Satellite Meeting would be a ‘by invitation only’ session then it would not be approved as Satellite Meeting and therefore not advertised as such
• More clarification was needed for the FAIFE Satellite Meeting on who the ‘FAIFE Members’ are, targeted as audience.
• A number of Satellite Meetings hadn’t given the dates yet, and there were a few that had dates not corresponding with the start and end dates of the conference. IFLA Headquarters would contact the following groups to ask them to change the dates for the Satellite Meeting: Library and Research Services for Parliaments, Geography and Map Libraries, Acquisition and Collection Development, Newspapers, Library Theory and Research with FAIFE, Government Information and Official Publications, and Women’s Issues. Approval of these Satellite Meetings is subject to correct dates.
  The Satellite Meetings should end no later than 1 August 2003 and start no earlier than 9 August 2003.

It was decided that all approved Satellite Meetings would have to make a link from their web-site to IFLANET and make references to it on any printed material. It was also decided that a full list of participants should be sent to IFLA Headquarters.

It was proposed to charge the Satellite Meeting a fee for using the IFLA name.

Derek Law would discuss this at the Executive Committee Meeting.

Since there wouldn’t be a scheduling problem for ‘workshop day’ in Berlin it was decided to leave the arrangements as they have been.

After some discussion the Professional Committee decided that the time for Open Sessions would be limited to 2 hrs.

That way scheduling could become clearer for the delegates.

There was some discussion on this item and suggestions were made for various solutions for late arriving papers.

No decision was made.

Liaison Persons (DOC 02-039)

The list of Liaison Persons was approved.

The Professional Committee recommended to the Berlin NOC to ask for the Liaison Persons to attend the respective CB meetings on the 16^th of August and possibly the SC meetings on the 17^th to introduce themselves.

M02-08 - Relations with other organisations

8.1 International Council on Archives (DOC 02-028)

For information.

8.2 UNESCO Projects (DOC 02-029)

Sjoerd Koopman reported on the progress.

8.3 NCLIS (DOC 02-030)

For information.

Winston Tabb reported that NCLIS had received no funding from the US Government and would not have any funds for foreign projects in the near future.

8.4 World Book Capital (DOC 02-035)

It was decided that the Publications Committee would recommend an IFLA representative for the selection committee.

M02-09 Recent and Planned IFLA Publications (DOC 02-31)

For information.

M02-10 IFLA’s 75^th Anniversary 2002 (DOC 02-032)

For information.

There were no items.

Not minuted in the ‘public minutes’.