Libraries Serving Disadvantaged Persons Section

Minutes of the Standing Committee Meetings
Berlin, 2 and 8 August 2003

Members present: John Day (Chair), Vibeke Lehmann (Secretary/Information Coordinator), Ka-Jo Carlsen, Margaret Forrest, Birgitta Irvall, Misako Nomura, Teresa Pagès Gilibets, Nancy Panella, Dominique Phaneuf, and Bror Tronbacke.

Guests: Ruth Bature (Nigeria), Lea Giles-Peters (Australia), Al Kagan (USA), Ludmila Popow Mayrink da Costa (Brazil), Helle Mortensen (Denmark), Gerhard Peschers (Germany), and Pat Wand (USA).

John Day welcomed all SC members and guests. All present introduced themselves to the new SC members, Margaret Forrest and Dominique Phaneuf. The SC welcomed the new members and the guests present.

John Day reported that apologies had been received from José Díaz Roque, María José López-Huertas, Claudie Guerin, Joanne Locke, Obianuju Mollel, and Yougsook Lee.

The agenda was approved after the addition of item 4.5.

John Day announced that he was resigning as member of the Standing Committee, thereby allowing the committee to co-opt another person to fill his seat for the remaining two years of his term. Nominations for Secretary and Chair were solicited.

Joanne Locke had nominated herself as Secretary, and the SC elected her unanimously to that office, which she will combine with the charge of Treasurer.

Vibeke Lehmann agreed to be co-opted to fill John Day's seat and subsequently serve a Chair, provided this arrangement would be legal under IFLA rules. [Between SC I and II, John Day obtained green light from IFLA Coordinator of Professional Activities to go ahead with this arrangement].

Margaret Forrest volunteered to take over the office of Information Coordinator and to become the Editor of the LSDP Newsletter. Vibeke Lehmann and Margaret Forrest will work out the gradual transition of these responsibilities.

Appointment of corresponding members

José Díaz Roque was reappointed as corresponding member, and Nancy Panella, Misako Nomura, Teresa Pagès Gilibets, and Misako Nomura, outgoing SC members, were appointed as new corresponding members.

The minutes from the meeting were approved.

John Day reported on financial report requirements & deadlines; plans for Div. 3 Open Forum in Berlin; format and deadline for 2003-2004 Section Strategic Plans; new process for conference program planning & development; the August 1 Division 3 CB meeting; IFLA Core Activities; IFLA President Elect's priorities; the 2007 planned review of the effectiveness of IFLA sections; other issues from the March 2003 Governing Board meeting. (Full text of Chair's Report is attached to these minutes).

Joanne Locke,Treasurer, submitted a written financial report:

¹ Administrative supplies USD 129.07 @ 1.5694 = CDN 202.56 plus CDN 5.00 for money order = CDN 207.57 @ 1.6947 = EUR 122.53
² Newsletter #55, USD 50.00 @ 1.4879= CDN 74.40 plus CDN 5.00 for money order = CDN 79.40 @ 1.5273 = EUR 51.987
³ Data Entry, USD 105.00 @ 1.4879 = CDN 156.23 plus CDN 5.00 for money order = CDN 161.23 @ 1.5273 = EUR 105.56
⁴ Anticipated expense not yet deducted equals EUR 340 for translation of Dyslexia Guidelines from English to Russian.

John mentioned that he needed to receive the complete final 2003 financial report for the administrative account & projects by October 1. Action: Joanne Locke to submit by deadline.

The draft of the plan, developed at the mid-year meeting in The Hague was discussed. A few language changes were made but the substance of the plan remained as written. The final version was approved by the SC. Discussion followed on future projects under the various goals and on the possibilities of cooperation with other IFLA units. The plan must be submitted to the Professional Committee for final approval. Action: Vibeke to submit to IFLA Hq by October 15 deadline.

Translations of guidelines: The committee reviewed the status of translations; no news had been received from Claudie Guerin on the status of the French version of the hospital patients library guidelines. Action: Nancy Panella will follow up with Claudie Guerin.

Revised edition of Guidelines for Library Services to Prisoners: Vibeke Lehmann reported that the revision of the guidelines continued during the year. Several articles and documents identified during a literature search have been translated into English and distributed to members of the working group. The bibliography is completed. The project director has at this time completed about 2/3 of the revisions to the text and has drafted a new format. The Working Group expects to have a final draft completed by the end of December, 2003. This project has been delayed due to work reassignment of the project director.

Gyda Skat Nielsen and Birgitta Irvall proposed a new project: Development of a checklist for accessibility to libraries. This guide/checklist would be useful for all types of libraries to ensure accessibility for all people. Accessibilty will be defined in broad terms, including physical access to buildings, access to services and programs, and the availability of assistive devices and technology. This guide/checklist is a logical conclusion to the series of guidelines for library services to various disadvantaged populations groups, which has been developed by the LSDP Section. The SC agreed to request 600 EUR for this project.

• Information coordinator's report: Vibeke Lehmann reported that this year's program on prison libraries had elicited substantial pre-conference media interest. The PR & press relations agency retained by IFLA for the Berlin WLIC Congress had contacted Vibeke and requested various background materials for publicity. Vibeke also promised to furnish information to IFLA Express about an additional discussion session to follow the program on library services to prisoners.
• Newsletter: The high costs of printing and mailing the newsletter were discussed. The SC thanked Bror Tronbacke and the Swedish Easy-to-Read Foundation for covering these costs over several years. With the termination of Bror's service on the SC, this support will come to an end. It was agreed to mail paper copies only to those Section members who specifically request a hard copy. "Complimentary" copies to non-section members will no longer be available. Since the web version of the newsletter is posted on IFLA's web site, it is expected that most members can access it through the Internet. Margaret Forrest will be the new editor of the LSDP Newsletter; Vibeke and Margaret will collaborate on the Fall 2003 issue, after which Margaret will take over full responsibility. Vibeke again stressed the importance of submitting news items and short articles. Two new SC members, Dominique Phaneuf and Obianuju Mollel, have promised to send their biographical 'profiles" for the Fall issue.
  Action: All SC members to submit newsletter items by November 15.
• Section brochure: No action at this time.
• LSDP guidelines as electronic publications on IFLA's web site: Vibeke Lehmann will follow up with Sjoerd Koopman on the process/requirements for making this a reality.
  Action: Vibeke to contact Sjoerd after Berlin conference.

Berlin 2003: The LSDP program is called "Library Services to Prisoners: Accepting the Challenge and Making it Happen." The program will look at the growing number of prison libraries being established around the world. The speakers will illustrate what makes an effective prison library service and will describe the obstacles they had to overcome in order to make their library successful. The program has simultaneous translation. Speakers are:

1. "ABC" and the Italian prison libraries
   "ABC" et les bibliothèques carcérales italiennes
   EMANUELA COSTANZO (University of Milan, Milan, Italy)
   
2. Prison Libraries in Italy
   MARIA ANGELA BARLOTTI (Bibliotecari Fuori di Se, Province of Ravenna, Italy)
3. Library services to prisoners in the State of Rio de Janeiro
   LUDMILA POPOW MAYRINK DA COSTA (School of Library Science, University of Rio de Janeiro, Rio de Janeiro, Brazil)
4. Bibliotheksarbeit im Justizvollzug in Deutschland am Beispiel Nordrhein-Westfalens - Gefangenenbibliotheken als Portale begrenzter Freiheit zur sinnvollen Freizeitgestaltung für Inhaftierte
   GERHARD PESCHERS (Justizvollzugsanstalt Münster, Münster, Germany)
5. Planning and implementing prison libraries: strategies and resources
   VIBEKE LEHMANN (Department of Corrections, Madison, USA)

Buenos Aires 2004: The conference theme is "Libraries: Tools for Education and Development."

The new conference structure allows each section only one two-hour slot for programs. Additional time is available for joint programs with other units. The Section of Libraries for the Blind has suggested presenting a joint workshop with the LSDP Section on copyright restrictions that prevent access to timely content and the sharing of information and resources globally. The intent is to have publishers and WIPO representatives participate in the workshop. The LSDP SC agreed to cooperate on the planning for this workshop. Birgitta Irvall will be the LSDP designated contact person for this cooperative venture. Birgitta and Vibeke will work with the Helen Brazier and Marijke van Bodengraven (Section of Libraries for the Blind) on program specifics.

The LSDP SC agreed to work with the Section of Libraries for the Blind and local Swedish and Norwegian libraries in organizing a two-day pre-conference in Göteborg, Sweden, on accessibility and "inclusive" models for providing library services to print disabled clients. This event would include demonstrations of the latest technology and visits to "showcase" libraries. Birgitta Irvall is closely involved in the planning and distributed a draft of the conference plan. She will also make a site visit to Göteborg later this autumn.

13. Membership matters

Total membership of LSDP stands at 75 (September 2003). Standing Committee now has only 11 members, down from 15. There are 4 corresponding members. Vibeke will contact selected LSDP member organizations and institutions which have for years been members without having representatives on the Standing Committee. She will encourage them to nominate candidates for the 2005 election. Action: Vibeke to contact members and report at next mid-year meeting.

14. Correspondence: Nothing of significance to report.

Other business: None.

Mid-Year meeting place: The next mid-year meeting will be held at IFLA HQ in The Hague on March 11-12, 2004

Minutes by Vibeke Lehmann, LSDP Acting Chair.
October 21, 2003

APPENDIX

LSDP Chair's Report: August 2003

New LSDP Standing Committee Members:

Ms Dominique Phaneuf
Archambault Institution, Correctional Service of Canada
242 Montée Gagnon
STE-ANNE-DES-PLAINES, Que. JON 1HO, Canada
Tel. +(1)(450)4785960 ext 8505
Fax +(1)(450)4787655
E-mail: phaneufdo@csc-scc.gc.ca

Ms Margaret Forrest
Health Promotion Library Scotland, Health Education Board of Scotland
The Priory, Canaan Lane
EDINBURGH, EH1O 4SG, United Kingdom
Tel. +(44)(131)5365582
Fax +(44)(131)5365502
E-mail: margaret.forrest@hebs.scot.nhs.uk

Young Sook Lee
National Library of Korea
San 60-1, Banpo-dong, Secho-gu
137-702 SEOUL, Korea, Republic of
Tel. +(82)(2)5900548
Fax +(82)(2)5900546
E-mail: ysooklee@nl.go.kr

Obianuju Mollel
John W. Scott Health Sciences Library, Walter c. Mackenzie Health Sciences Center
EDMONTON, Alberta T6G 2B7, Canada
Tel. +(1)(780)4922752
Fax +(1)(780)4926960
E-mail: uju_mollel@yahoo.com

We have gained a few new members and are now up to 76 (+1 since March)! The magic number is 81

Vibeke has done an outstanding job of putting our program on Prison Libraries together.

All of the papers were duly received, edited, and are now on the web: http://www.ifla.org/IV/ifla69/prog03.htm

Plans are underway for some co-operations; however, the SC needs to discuss program

The Mission Statement, Goals, and Actions developed in March were put into the proper format and distributed in July.

(GB 03-030)

It was decided that Headquarters would prepare the preliminary programme in January in the future, based on the Forms P, due in November of the preceding year. It would be sent out by for consultation by e-mail to the Professional Committee members, after which it can be published on IFLANET.

The forms asking for Programme Information (P, O and W and all other conference related forms) would have clearer instructions:

Officers returning the forms are requested to make 3 copies; 1 to be sent to IFLA HQ, 1 to be sent to the Division Representative on the Professional Committee and 1 for Section Archive purposes.

IFLA Headquarters would prepare a matrix of which information was received at the time of the deadline and publish that in a separate section of IFLANET. This tool could then help the PC members to chase any sections that hadn’t sent in information in time.

(GB 03-079)

It was decided that the form needed stronger reference to the Professional Priorities. It would be better to list the priorities A-K with their titles, similar to the Conference Programme enquiry forms.

It was decided that when sections update their plans in ‘year 2’, any finished actions should remain in the list as ‘done’, and not be removed.

2 good plans would be used as examples and the forms would have the option to list actions as ‘Fulfilled’ and ‘To be done’.

John Day reported from the Coordinating Board meeting held earlier in the week, that the CB of Division III were dissatisfied with the future conference plans and the late announcement of them. They would prefer the changes to start at the Oslo Conference in 2005. This would be further discussed at agenda item A03-09.

John Day reported on the situation. A letter was sent to ROTNAC and they replied that they would like to be considered to become a Body with Consultative Status to IFLA. They had also decided to change their name to Association of National Library Centers (ANLC)

The Professional Committee would make a recommendation to the Governing Board to appoint the ANLC as a Body with Consultative Status.

No news to report.

Representatives of the former INTAMEL would have a conference session of 2 hrs in Berlin to discuss the kind of affiliation with IFLA they might like in the future.

The UBCIM Core Activity had now ceased to exist.

UNIMARC had successfully moved to Portugal. Ia McIlwaine reported that there was a recommendation to extend the term for the membership of the Permanent UNIMARC Committee for another year. Establishing a new committee at this time could possibly damage continuity.

The Professional Committee accepted this recommendation and would bring it forward at the Governing Board meeting.

No further news. The arrangements for the Voucher Scheme were on the agenda of the Governing Board.

Kay Raseroka expressed her gratitude for all who contributed to the report on the Brainstorming Session, especially Stephen Parker.

As a theme for her Presidency she had chosen: Life Long Literacy.

It was decided to try to incorporate this theme in the conference themes of the 2 forthcoming conferences.

John Day reported from the Division III Coordinating Board meeting that they would prefer the new conference schedule to be postponed until the 2005 conference. Planning for the conference in 2004 was already in process and most of the Sections in Division III were planning to have an Open Session and a Workshop.

After some discussion it was decided to continue with the proposed changes; every Division, Section and Core Activity would only have 1 programme slot at the conference in Buenos Aires in 2004, but there would be a limited number of special slots available for sessions that were already well along in the planning or that covered issues of great urgency or importance to IFLA. Allocation would happen on quality/necessity basis.

Special attention would be given to relevancy to the President-Elect’s theme.

It was decided that the fixed number would be the total number of Professional Conference Sessions, regardless of off-site or on-site sessions.

To clarify: 68 sessions are 68 sessions, even if 30 sessions are planned off-site.

It was decided that provided it was available, the Discussion Groups could also make use of this facility.

Niels Ole Pors, Royal School of Library and Information Science, Denmark, proposed a new method for the evaluation which could generate a better return rate. The new method would involve two kinds of surveys – a very simple one that would be given to all delegates; and a more detailed one that be given to delegates selected through a statistically-sound model. After some discussion the Professional Committee approved the new format for evaluation.

This new format would be evaluated in a couple of years.

Libraries: Tools for Education and Development.

For information

Winston Tabb and John Day reported on the discussion at the Conference Planning Committee and reported on the recommendation to change the dates of the conference to be able to use the Colon Theatre and to keep to the newly approved conference schedule. This would mean that the conference would start on Monday with the Opening Session and the Council Meeting in the morning and would end on Friday afternoon with the Closing Session and the Council meeting in the afternoon.

The first Standing Committee Meetings would then be held on Sunday instead of Saturday (as was done in the past) and the second Standing Committee Meetings would be held on Saturday instead of Friday.

The Professional Committee approved this recommendation.

A review would be carried out of all Sections in 2007. The timing of the review took into account that the new Section Standing Committees would only begin to operate from the end of the 2005 congress. A letter had been sent electronically to all Sections, announcing the review and encouraging them to think of possible mergers before that date. This was noted.

The Committee had considered document GB 03-033. It had decided on the referral of all the recommendations of the former discussion Group to specific professional units within IFLA. In doing so it was requesting each unit to address the SRDG’s recommendations in their strategic plans and to report the outcome(s) during the course of 2004. This was noted.

The Committee had reaffirmed its decision of the future structure of the Congress as set out in document GB 03-094. It would be a five-day conference. Each Section would normally be entitled to no more than one programme slot. There would be some extra slots available which could be applied for. Joint sessions could have double slots. These changes were part of the drive to achieve a shorter, higher quality congress. This was noted.

John Day said that the Committee had discussed the processes concerning the selection of the venue and its announcement. It had concluded that it was too secret and that it should be more transparent. The Committee therefore wished to recommend that an announcement should be made of the valid expressions of interest that had been received, followed by an announcement of the short list, once that had been decided. The final decision would, as before, be kept secret until the announcement during the closing ceremony. These proposals were agreed. The Secretary General was requested to write to the two candidates for 2008 explaining the decision.

John Day referred to document GB 03-082. The Treasurer introduced the proposals. He said that it was desirable for IFLA to diversify its conference activity. He believed that IFLA centrally should formally take responsibility for the Interlending and Document Supply Conference (ILDS) and the International Congress on Medical Librarianship (ICML). IFLA HQ should discuss the transfer with the Sections concerned, which would retain responsibility for content. Consideration should be given to involving Congrex in the management of the two events as appropriate and beneficial. This was agreed. It was also agreed to include these two events in the next call for expressions of interest.

Claudia Lux, Chair of the Publications Committee, … was pleased to report that ‘The Public Library service: IFLA/UNESCO Guidelines for Development" was being translated into 26 languages from Albanian to Turkish. " The School Library Guidelines" was attracting similar levels of interest. She reported that the new layout of IFLA Journal had at last been agreed with the publisher and the first issue for 2003 would appear shortly in the new format. It would now appear four times a year with same number of pages in total for the year. The new layout was reflected in the version published on IFLANET, where it was accompanied by a new bookmarks panel enabling quicker access to individual articles.

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