Minutes of recent committee meetings
Committee Meeting
9 May 2006
Minutes
Present: Jenny Brine, Alan Cooper, Rose
Goodier, Marjory Lobban, Betty Lowery, Carol Marshall, Peter
Robinson, Penny Street
Kate Holliday attended as Conarls representative
Apologies for absence: Linda Cameron, Tracey
Jackson, Mike McGrath,
Nina Whitcombe
1. Minutes of the Previous Meeting on 10
January 2006 were agreed as a correct record.
2. Matters Arising
a. CILIP Update Jenny had not done an article for CILIP Update
yet. However, she had written on behalf of FIL in response
to a letter about interlibrary loan services in public libraries.
Action: Jenny to draft article
b. Event with OCLC/PICA There had been no action on a possible
joint meeting with OCLC/PICA in Birmingham.
3. Treasurer's Report: Nina had submitted
a preliminary report on FIL's financial position. The accountant
was drawing up the official accounts for 2005, which would
be sent to the Committee for approval in advance of the AGM.
The balance at 31 December 2005 was £30,051.81. There
had been small profits on the FIL/LNW BL Information Day in
December 2004 and the FIL/LIEM event in September. The 2005
Conference in Swansea had made a profit of £2795.05.
Unfortunately, Nina had uncovered a large number of unpaid
invoices from 2005, i.e. 46 membership subscriptions (£2300),
14 conference invoices (£3915) and 2 FIL/LIEM invoices
(£90). The committee agreed to ask Nina to chase up
payment on these invoices. Carol offered to help Nina with
the work.
The 2006 accounts would be made available shortly; it looked
as if the FIL@BLDSC Day would break even.
Nina suggested that in future the committee should monitor
the work of the Treasurer more closely. It was agreed that
the new committee should consider new procedures.
The committee thanked Nina for the enormous amount of work
she had done as Treasurer for FIL.
Action: Nina
4. Membership
a. Membership Report: Tracey had submitted a membership report,
noting that we now have 235 members. She had corrected and
updated membership records since the 2006 invoices had gone
out.
b. FIL Promotion Plan: Held over for next meeting. Meanwhile,
Kate would make publicity for FIL available through Conarls
and Carol would do the same for the Southern Interlending
Group.
Action: Carol and Kate
5. FIL Website: The FIL website had gone
live in January 2006, and had received favourable comments
from users. The Committee thanked Alan for his work in loading
the website onto the CILIP server, and for uploading corrections
and new material. It was agreed that one committee member
should be responsible for collating material for the website
and sending it to Alan at intervals. The committee had no
objection to commercial organisations such as Talis or OCLC/PICA
providing links to the FIL website.
6. Interlend 2006 Southampton: The Conference
programme had been finalised by mid-February and publicity
had gone out to all members and to lis-ill; Tracey had also
contacted everyone who attended the 2005 Conference. Bookings
were coming in slowly. Further publicity was required, including
an item in CILIP Update. The committee asked Tracey to arrange
this.
The committee finalised arrangements for chairing sessions.
It was agreed to book two tour guides for the Southampton
Walls walk, and to ensure that a baggage room was available
for early arrivals on Monday morning.
Tracey had asked for clarification on whether members of the
FIL committee had to pay to attend the conference. It was
concluded that FIL must pay for the Treasurer and the Chair
to attend, as that was required by the Constitution. FIL would
also pay for speakers, panel chairs and people organising
workshops to attend. However the rest of the Committee should
look to their institutions to cover their costs.
Action: Tracey and Conference Sub-committee
7. AGM Arrangements: There would be reports
from the Chair and the Treasurer, and elections for new committee
members. Linda and Nina had served for 4 years and so were
not eligible for re-election. Mike and Tracey had served for
two years and were eligible for re-election. There is 1 vacancy
on the committee, giving 5 vacancies in all. Members would
approach people not already on the committee who might be
willing to serve.
8. Interlend 2007 King's College London:
The committee confirmed that formal bookings could be made
with KCL.
Action: Jenny
9. Past Events
a. FIL@BLDSC: This had been an enjoyable and informative day,
and the feedback from those who had attended had been very
positive. Future events of this sort should be held earlier
in the financial year to enable more people from public libraries
to attend.
10. Future Events
a. LNW Lake District Event, 11 August 2006: Information on
this event had been circulated and it was agreed that Rose
would attend on behalf of FIL.
b. FIL Event in Hampshire: Carol proposed organising a low-cost
event aimed at interlending staff in public libraries. It
was agreed that FIL would be happy to support such and event
in every way possible, and Betty confirmed that the British
Library would be happy to be involved.
Action: Jenny to send Carol details of similar LNW events;
Carol to begin local discussions.
11. Union Catalogues: The committee updated
each other on their plans for union catalogue subscriptions.
It was clear that many institutions are maintaining links
with Talis Source and with UnityUK.
12. FIL Newsletter: The committee noted
that issue 46 had now appeared, and thanked Ros for organising
the successful layout of the issue. It had been printed and
mailed by Bristol University, as before. The committee agreed
to thank David Orman for all the work he had done on the Newsletter
in the past. Rose had received a satisfactory estimate for
having the layout of the next issue done by one of her contacts.
Marjory had attended a workshop for Newsletter editors, which
had been useful.
Ros had passed material for issue 47 to Marjory and Peter.
It was agreed to aim to have the next issue sent out at the
end of June. One suggestion was for a regular Q&A column
which might be called “Ask Doc Del”.
The committee agreed that previous issues of the Newsletter
could be made available on the FIL website; however the current
issue should be sent out in paper form to members only.
Action: Jenny to ensure Issue 45 is on website; Marjory
and Peter to work on next issue of Newsletter.
13. Orders for Stationery, Folders and Bags:
Jenny reported that she had obtained fresh supplies of FIL
folders and compliments slips. She had not yet found a supplier
for FIL carrier bags, and Kate and Marjory offered to make
enquiries.
Action: Jenny, Kate, Marjory
14. Book on Interlending and Document Supply:
Jenny reported that the book had been received well, and sales
seemed satisfactory. The editors were awaiting the publication
of reviews.
15. Relations with CILIP – OiL Status:
Alan updated the Committee on CILIP's review of Special Interest
Groups. Jenny confirmed that she had written to the CILIP
Chief Executive to report that FIL was interested in becoming
an Organisation in Liaison.
16. Cambridge University Library and Barry Eaden's
Retirement. The committee noted Barry's long service
to IDS and agreed to send him a "Thank you" card
and book vouchers.
Action: Jenny
17. IFLA Report: Penny circulated a written
report. She told the committee about the new IFLA Guidelines
for Best Practice in Interlibrary Loan and Document Delivery,
which are now ready for publication. They will be discussed
at the IFLA Conference in Seoul, where the Section's theme
for the open programme is “Best practice in Document
Delivery and Resource Sharing”. Planning for the 2007
IFLA Conference in South Africa is well advanced.
The 10th ILDS Conference will take place in Singapore in October
2007. It was agreed that FIL would sponsor a representative
to attend this meeting. FIL members will be informed once
the date has been fixed.
Alan suggested that FIL and CILIP consider working together
to offer the UK as a venue for the 2009 ILDS Conference.
Penny and Betty asked the committee to note that their terms
on IFLA come to an end in 2007.
IFLA vouchers continue to be popular and IFLA makes a small
profit on the service.
18. Reports from Groups
a. Conarls: Kate stressed that Conarls is
keen to continue working closely with FIL. Its new website
should be ready shortly, and it will launch its database of
non-English-language fiction at that time. Conarls members
are working on an advocacy document, intended to promote resource
sharing and interlending to senior staff, especially in public
libraries. The next meeting of Conarls is on 24 May in Peterborough,
with John Dolan from MLA. It is hoped that FIL will be represented
at that meeting.
b. Libraries and Archives Copyright Alliance:
Alan reported that LACA had been busy with a number of policy
initiatives, including responses to the European Commission's
i2010 Digital Libraries consultation document and to its First
Evaluation of Directive 96/9/EC on the Legal Protection of
Databases. It has also submitted evidence to the UK Government's
Gowers Review of Intellectual Property and put forward proposals
for amendments to the Copyright Designs and Patents Act 1988
.
19. British Library Report: Betty reported
that 35% of documents are now delivered by SED. Problems are
being encountered when SEDs go direct to end-users, usually
because the reader has not accessed the test document first,
or does not print out the material immediately. Libraries
and the BL must make more efforts to educate end-users. Prices
for SED are being held from August 2006.
The British Library is examining the working of its “banker
function”, i.e. handling charges for third-party interlending.
It requires two full-time staff and the BL has to review the
cost of the service. A survey of users is under way.
British Library Direct is going well. A Library privilege
service is coming closer, and with it the prospects of an
agreement on electronic signatures.
Betty asked libraries to note that Customer Services are open
7am to 7pm on week days. The concentration of all BL customer
enquiries on Boston Spa is continuing. Customer Clinics are
being reintroduced.
The Electronic theses programme is progressing well.
Betty confirmed that there have been problems with the Intrays,
and asked to be informed about any incidents where the BL
was sending out incorrect messages.
Next meeting would be arranged by the new
committee.
Any Other Business There was no other business.
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