37th meeting of the Executive Board- Washington, D.C., March 4-6, 1999 - Round Table for the Management of Library Associations

The Chair announced that a letter went to Brazilian Library Association closing the Model Library Association Project. The remaining funds were reallocated to the seminar held in St. Petersburg, Russia in April 1998 and the Starter Kit, also called the Library Association Resource Kit.

The Financial Report was approved as presented. The Chair thanked Roger for the excellent job he had done.

6. Progress Report on RTMLA Procedures Manual

At the Helsinki meeting, a need for an RTMLA procedures manual was noted. As a beginning, the Chair passed out an explanation of the types of RTMLA membership and a detailed description of the Medium-Term Plan, defining the goals, actions and results. These goals will be reflected in the new RTMLA membership brochure, also passed out in draft form for final edits.

Discussion ensued about membership and changing the status of the RTMLA.

It is the desire of the the RTMLA to remain a Roundtable.

7. Survey Concerning Faltering Library Associations Report

Norma Amenu-Kpodo reported there were not as many responses to the survey as she had hoped. Of the 61 questionnaires sent out, only 33 were returned. She found some answers were contradictory and felt people did not want to see their associations as faltering. She then summarized some of her findings, including the need to reduce the cost of IFLA membership, assistance in fund raising and obtaining current technology, support for people attending IFLA conferences, assistance with copyright/CAIFE issues and support for training. The report will be ready by the end of September, distributed to RTMLA members and discussed at the next RTMLA meeting in March 1999.

The Chair thanked Norma for all her work on this project.

8. Progress Report on changing the structure of membership fees

Discussion took place on ways to assist with IFLA membership fees for library associations in emerging countries. These associations cannot fully participate in IFLA because of an unaffordable fee structure. The discussion did not support a total payment of dues or other fees for it was felt that in cases where this has occurred, less than an enthusiastic response has been made by the recipients. The Chair will discuss the ideas presented with Leo Voogt and report back at the next RTMLA meeting.

9. Report on Seminar in St. Petersburg, Russia, April 1998

The seminar was very well received, with the Russian Library Association doing a great deal of the planning. The most valuable aspect was colleagues from throughout Russia coming together. It was felt that more seminars should be planned and the Russian Library Association's Secretary General promised to look for funds for more meetings. A notice was also distributed about Crimea '99 Libraries and Associations in the Transient World: New Technologies and New Forms of Cooperation, a conference planned for June 1999 in the Ukraine.

10. Report on 1999 IFLA Bangkok Open Session

Ross Shimmon offered to chair the session. So far, two people indicated interest in participating in the meeting. The RTMLA is hoping to co-sponsor the Open Session with the Thai Library Association.

11. Report on 1999 IFLA Bangkok Workshop

Virginia Walsh passed out and discussed a proposal for a workshop on the management of library associations, particularly aimed at library associations in the Asia\Pacific region. The proposal has the Australia Library and Information Association acting as coordinator and includes some funding for planning and development of it. Proposed is that ALIA and the RTMLA co-host the workshop, working with the IFLA Regional Standing Committee on Asia and Oceania.

ALIA already has some materials that can be used and translated. Materials from the RTMLA Starter Kit project could also be incorporated into the workshop. The materials pulled together for the workshop can become the product of the RTMLA Starter Kit project. Karen Mueller suggested we use a Fact Sheet format instead of brochures. ALIA will look for more money to support participation and the Chair will try to obtain additional funds. The discussion closed with the RTMLA fully supporting the proposal.

12. Progress report on rewriting the "Guidelines" on political advocacy to support implementation of the CAIFE report

The Chair passed out the draft brochure "Expanding Advocacy in the Library Community: A Guide for Developing Government Relations without Borders," created to enhance the implementation of the CAIFE report and encourage non-partisan political advocacy. The Chair asked for comments by December 1, 1998 and promised to incorporate them and have the pamphlet printed for the next mid-year RTMLA meeting. This brochure ties in with the CAIFE document and also the old UNESCO/RTMLA "Guidelines for the Management of Professional Associations in the Fields of Archives, Library and Information Work."

The discussion then moved to the updating of the Guidelines document.
At the Helsinki meeting, there was agreement that although the Guidelines document was a valuable resource, it would not be updated. There are no longer copies available from UNESCO. After some discussion, it was decided to provide the information in other formats.

However, the group felt it was still a valuable document, although outdated and it was sad that it was going to die. Ross Shimmon offered to make some copies for distribution at the Bangkok meeting.

The Chair gave a great acknowledgment to Russell Bowden for his work on this document and for convincing UNESCO to publish it.

13. Starter/Resource Kit Project Report

The idea was presented three years ago, but has not been completed. The group decided to generate materials for the Bangkok workshop, with an eye toward using then for the content of the Starter Kit. Additionally, Muller suggested that we might pull together some the recent papers presented at IFLA meetings to incorporate into the Starter Kit project.

To this end, it was moved (Muller) and seconded (Cohen) that a specific amount, to be agreed upon by the Chair and Treasurer, but at least $2,000. be allocated for making materials for the Bangkok workshop. Motion passed.

The group agreed that before we start making more brochures, there should be a process set up to determine and coordinate the topics.

14. History of the RTMLA

Russell Bowden is interested in writing a history of the RTMLA. The group discussed the feasibility of doing a history now. It should be done in a way that it could be useful for several purposes. The Chair was asked to discuss the idea with Russell, with the cost not to exceed a US $500.

15. Twining/Mentoring Project Report

Christina Stenberg and Soren Moller shared responsibility for this project. Soren did a small survey which indicated not much twining going on between library associations. Ross Shimmon suggested that we do an article for the RTMLA Newsletter. There was discussion as to the role of the RTMLA in coordinating twining activities. Christine and Ross will write something for the RTMLA Newsletter and pull together some ideas for discussion at the Bangkok meeting.

16. Report on RTMLA Newsletter

Duane Webster, the Editor requested RTMLA members to please send articles for inclusion in the RTMLA Newsletter. He had hoped to issue it quarterly, but that did not happen this year. The Editor welcomes suggestions for changes or improvements. The Chair expressed appreciation to the Editor for his work.

17. Directory of Library Associations

Karen Muller reported that the information generated from the survey responses of the 40 library associations will become part of a WWW page, with links to their individual WWW pages. It is no longer feasible to published a paper directory with so many library associations now having WWW pages of their own.

18. Report on plans for the RTMLA Mid-year meeting in Washington, D.C.

The Chair reported that the RTMLA mid-year meeting is scheduled for March 4-6, 1999 in Washington, D.C. The meeting will be held all day on Friday (March 5) and half-day on Saturday (March 6). One night lodging and dinner on March 4 will be provided for delegates.

19. Other Business and Reports

Christina Sternberg suggested that we have 2 RTMLA meetings in Bangkok.

Duane Webster was appointed Information Coordinator by the Chair.

A motion was made (Duane Webster) and seconded (Karen Mueller) to approve a resolution celebrating the Library Association of the United Kingdom's Centenary of receiving its Royal Charter. The motion passed and the resolution will be presented by the RTMLA Chair at the celebration on December 8, 1998 in London at the British Library.

The Chair thanked all for their attention and closed the meeting.

David Bender
Chair

Arlene Cohen
Secretary

Latest Revision: May 5, 1999