Participants:
Bruce Royan (chair, Scotland), Monika Cremer (secretary/treasurer and information coordinator, Germany), Kirsten Rydland (Norway), May Yu, Livia Borghetti (Italy), Gregory Miura (France), Nieves Iglesias (Spain), Carmen Velazquez (Spain), James Turner (Canada), Sanja Vukasovic-Rogac (Croatia), Hanna de Vries (Netherlands), Samira Samaiano (Uruguay), Susanne Rothe (Germany), Marwa El Sahn (Egypt), Tahere Tamery (Iran), George Abbott (USA), Arian Guiti (Iran), Harry C. Campbell (Honorary Member of IFLA, Canada), Mircea Regneala (Romania) Lourdes Feria (Mexico), Paulina Machuca (Mexico), Eva Fonss-Jorgensen (Denmark)

1. Welcome

The chair Bruce Royan welcomed the present members and guests. The section has now 52 members from 32 countries.

2. Approval of the minutes of Glasgow meetings

3. Approval of annual and financial report

4. Officers elections

There have to be elections of the chair and the secretary/treasurer of the section this time. The current chair Bruce Royan (CEO of Concurrent Computing, Edinburgh) is willing to continue in this position, if there is nobody else who wants to take over this task.

Monika Cremer's (SUB Goettingen) term as secretary/treasurer ends with this conference. She has taken over new tasks in her library and cannot continue in this position. Gregory Miura (Bibliothèque Nationale de France) is willing to stand as a candidate. The Section members elect Bruce Royan as chair and Gregory Miura as secretary/treasurer of the section. Monika Cremer will continue as information coordinator.

It was reported that Nancy Gwinn from the Smithsonian Institution and chair of Preservation & Conservation Section is the new Division VI chair.

5. Reports from the PB and Division Meetings

IFLA intends start a formal review of the IFLA structure, beginning with the core programmes. The review of the sections will follow afterwards and should be completed by 2007. There are 8 elements for review:

• Results compared with action plans
• Outcomes compared with goals
• Financial situation
• Impact of the section on IFLA as an organisation
• Impact on professional librarianship
• Ongoing need for the section
• What are the program priorities
• Financial (business) plans

The first five elements should be reviewed by the section itself and a report prepared, afterwards the section will be reviewed by an external group which is involved with the subject matter of the section.

At the Buenos Aires conference and for the future the section will have only one "programme" (two hours), replacing the possibility of a three hour open session and a half day workshop during the conference. The sections can choose to organise their two hour slots as a workshop or an open session, but either will be called programme

For the Oslo conference Liv Saeteren will be the liaison officer for Division 6.

The president elect Kay Raseroka had arranged a brainstorming meeting on the Wednesday morning and looked for facilitators from the sections. The chair invited volunteers to attend, but unfortunately also other meetings and sessions had also beenn arranged for that time, so that the response was poor. Next time the President elect's session should not overlap with other activities.

For the section's meeting point at the IFLA booth on Tuesday George Abbot and Gregory Miura agreed to assist the chair and the outgoing secretary.

6. Berlin Conference 2003

1. Shaping Oceania's libraries: library training as an agent for change
   Façonner les bibliothèques d'Océanie : la formation en bibliothèques comme un acteur du changement
   Ozeaniens Bibliotheksentwicklung: Bibliotheksausbildung als Motor der Veränderung
   PAULA H. JONES (School of Humanities and USP Library, The University of the South Pacific, GPO Suva, Fiji)
2. Teaching the use of publicly-available formats for multimedia as part of a library school curriculum: the vision and the reality
   L'enseignement d'outils multimédias publics dans le cadre d'une école de bibliothéconomie et des sciences de l'information : la vision et la réalité
   Training zum Gebrauch von öffentlich zugänglichen Formaten für Multimedien als Teil des Bibliotheksschulcurriculums : Vision und Wirklichkeit
   JAMES M. TURNER (Ecole de bibliothéconomie et des sciences de l'information, Université de Montréal, Montréal, Canada)
3. The UNESCO chair on new information technologies: empowering library resources
   La chaire UNESCO sur les nouvelles technologies de l'information: renforcer les ressources documentaires
   Der UNESCO-Lehrstuhl für neue Informationstechnik: Bessere Nutzung von Bibliotheksmaterialien
   Cátedra UNESCO en Nuevas Tecnologías de Información: Fortaleciendo los Recursos Bibliotecarios
   LOURDES FERIA B. and PAULINA MACHUCA (University of Colima, Colima, Mexico)
4. Audiovisual and multimedia contents on the curriculum of Library an Information Science at the University of Leon (Spain)
   Los contenidos audiovisuales y multimedia en el curriculum de Biblioteconomía y Documentación de la Universidad de León (Spain)
   BLANCA RODRIGUEZ BRAVO and ANGELA DIEZ DIEZ (Universidad de León, Facultad de Filosofia y Letras, León, Spain)

This session had simultaneous translation and was attended by about 100 delegates.
The discussions showed an intense interest in this subject.

The following second part of the theme organized by ETS unfortunately was not in the same room (or indeed the same building!). During the transfer we lost about 40 people. We will recommend for the future that such cooperation programs should stay in the same room.

The consultative workshop about the latest draft of the "Guidelines for audiovisual and multimedia materials in libraries" was scheduled for Thursday morning. The chair proposed to have several breakout sessions for group discussions guided by section members during his presentation of the guidelines. Volunteers to gather these feedbacks are: Livia Borghetti, Marwa ElSahn, Gregory Miury, Kirsten Rydland, James Turner. Monika will include the results in the new version as soon as possible.

7. Buenos Aires conference 2004 (20th to 27th of August)

Each section can do only one program of 2 hours. There was a brainstorming session to establish possible themes, which included:
Heritage from Latin America in archives in the Old World, repatriation of Latin American heritage (Mexico has a digital collection of 2000 pieces of Mexican art derived from physical collections all over the world), protection of moral right in ethnic materials, digitisation (cartographic material is digitised in Brazil and Cuba), Digital library for Latin America and the Caribbean (300 documents available), changing technology (carriers), music on the internet (music is an important feature in Latin America), adequate storage equipment, technology for preservation, standards for AVM work rooms (in cooperation with Library Building & Equipment Section and IT Section: perhaps for a later conference).

Cataloguing of AVM materials should be a theme to work out in cooperation with the Cataloguing section and Classification & indexing section for another conference.

The Sections finally agreed to plan a program together with the Preservation and Conservation Section entitled: "Sights and sounds: preserving the new media" (working title). All papers have to be available in English and in Spanish (with help from the section members), Both sections will try to persuade HQ to schedule (in the same room!) a session of 4 ½ hours for 6 speeches and a round table discussion. The section is looking for a speaker for the initial speech, which should be inspirational and conceptual on why it is necessary to preserve AVM media. This should be followed by an overview of best practice how to do that. There is a colleague at the Smithsonian Institution who may be able to do this. Next should follow a state of the art review of what is done in Latin America (which should be of interest to the developing world). There should be no more than 3 short case studies (e.g. about materials of Latin America preserved in Spain etc.). At the end a final round table discussion (of the speakers) should primarily consider what has to be done in the future. The organizing committee/contact persons for the Buenos Aires program will be: Mark Roosa of the Library of Congress (for the Preservation and Conservation Section), Livia Borghetti helped by Marwa ElSahn for the AVM Section.

For the case studies there should be a call for papers. One proposal is likely to come from the National Library of Spain (Nieves Iglesias and Carmen Velazquez) about Latin American collections in Spain.

• there should be a poster session for the Guidelines of AVM materials in libraries (with distribution of paper copies of the guidelines, if possible).
• Livia proposed a project for operas done in Italy (you can hear the sound and read the music at the PC).
• Survey about AVM legal deposit (based on results of the new project below)

For Buenos Aires we need a short flyer in Spanish with the Mission Statement of AVMS, contact persons and how to become a member. Lourdes Feria volunteered to translate this.

For translations of the papers into Spanish from English and vice versa volunteers are: Lourdes Feria, Samira Samaiano, Carmen Velazquez. Gregory Miura will try to find collaborators for the French translation.

For the section presentation at the IFLA booth in Buenos Aires the name of the section should be visible.

8. Oslo 2005

New buildings for AVM .The building theme could be done there in cooperation with Library Buildings and Equipment Section, networks and security (IT Section) should also be included. The new Oslo public library will hopefully be finished in 2004 and could be an example.

9. Projects

Guidelines
The Guidelines for AVM materials in libraries should be finished at the end of the year and should be translated immediately into Spanish (Lourdes, Carmen, Iglesias). It was agreed that if possible the guidelines should be translated into all official IFLA languages: German (Monika et al.), French (Gregory), Russian (Gregory will look for help). In addition, Livia Borghetti will promote an Italian translation and Marwa ElSahn will look for help for an Arabic one. The guidelines have to be disseminated to the Library Associations via Management of Library Associations Section and the National Libraries Section.

AMIA/Library of Congress MIC cooperation
Research to investigate the possibilities for extending the AMIA/LoC -MIC (Moving Image Collections) Project beyond North America to cover Developing Countries. Project group: Samira (leading the project), James, Marwa. Lourdes offers the server at Colima (Mexico) to collect the internal documents. The report should be ready for Buenos Aires to decide than how to go on (and whether funds are needed). The report should be circulated among the section members for comment before the Buenos Aires conference.

Survey about AVM legal deposit
Such a survey does not exist yet, but would seem very helpful. In former years Peter Hall (ex University Librarian, Nottingham) has established a list of legal deposit (Bruce will contact him). Gregory will gather the European regulations, Marwa the Arab world, Samira takes over Latin America. Here could also be included the practice of national libraries bibliographies to include or not AVM materials (Agnès Colnot, France will help).

For establishing these two surveys the use of the software "Infopool"($450) could be helpful. The funding was rejected by the Division, as there were insufficient funds to pay for it, and Divisional members said that use of this software to develop surveys was free of charge, while the cost of the full copy to analyse the results would be more than $450. One Divisional member offered to check whether we could use Oxford university's copy of the software free of charge, or it was suggested that the number of survey responses would be small enough to be analysable by less sophisticated means. If there is still a funding need, AVM will try again next year.

10. Strategic Plan 2003 - 2005

11. Other business

Eva Fonss-Jorgensen (Denmark) is the new Secretary-General of IASA. She was welcomed to our SC meeting and promised to work to improve the dialog with the section.

• simultaneous interpretation was better than last year.
• At the opening session audiovisual materials were not at all mentioned, only books. This is not the reality confronted by libraries and their readers nowadays.
• Only one library visit was allowed, not 2 as in former times
• Updating of registration was sometimes a bit too late
• Overall, however, it was a well-organised and very enjoyable event

Submitted by: Monika Cremer