Minutes of recent committee meetings
Committee Meeting
4 October 2006
Minutes
Present: Rose Goodier, Gillian Wilson, Peter
Robinson, Marjory Lobban, Joanne Findlay, Graham Titley, Tracey
Jackson, Sarah Washford, Betty Lowry, Penny Street
Apologies: Carol Marshall, Mike McGrath,
Alan Cooper
1. Vacant Posts
Vacant committee posts were filled as follows:
Secretary - Sarah Washford
Vice Chair - Graham Titley
Web Editor - Gillian Wilson
CONARLS Representative - Gillian Wilson
Carol Marshall is in the process of taking over from Nina
Whitcombe as treasurer.
2. Minutes of Previous Meeting
The minutes of the previous meeting on 9 May 2006 were agreed
as a correct record.
3. Matters Arising from Previous Minutes
No matters arising from previous minutes
4. Financial Report
The treasurer was unable to be present to present the financial
report but the finances are healthy and thanks were given
to Nina for all her hard work in sorting out the accounts.
A financial report was presented at the AGM in July 2006 and
the accounts were in order with a large balance in the bank
of £41,426.
The committee discussed possible uses for the current balance
including conference sponsorship. Next years IFLA ILDS Conference
will be held in Singapore and it was suggested that FIL sponsor
a place for this. The full programme had not yet been announced
but the dates are 29-31 October 2007. It was decided that
the opportunity should be open to all FIL members and a discussion
took place on how to advertise it. Options include an email
to all members, information on the website and an article
in the newsletter all asking for expressions of interest.
The attendee will be expected to report back to the committee
on the conference and also write an article for the newsletter.
Action: Rose to email members
Gill to place information on the website
Peter to place information in the newsletter
Penny to receive expressions of interest by 1 January 2007
Follow Up: Rose has drafted a letter to go on the website
and in the newsletter. Also to be publicised via the FIL mailing
list and possibly LIS-ILL.
It was also decided to offer sponsorship again for a place
at next year's FIL Conference. The current balance enables
FIL to sponsor places for 2 library school students but there
was concern about whether there would be enough interest for
this. The committee discussed ways to advertise the places
to library school students including placing an advert in
Update and sending details to Fiona O'Brien (London
Libraries).
Action: Gill to talk to CILIP about advertising on the
CILIP website
5. Membership
Tracey reported that membership has gone up to 238 and that
the membership database is now up to date.
There are still gaps in the membership - noticeably
special libraries and libraries in Northern Ireland. An event
in Belfast to promote FIL was discussed as was the possibility
of holding FIL 2008 at Queens University Belfast. It was also
noted that there are still fewer members represented from
public libraries and from Northern Scotland.
Action: Alan will be asked about publicising FIL membership
via CILIP
It was reported that Mike is still working on the marketing
plan but he was unable to be present to report on this.
6. FIL Website
Gill is now responsible for collating material for the website
which will then be submitted to Alan. The branding of the
website was discussed and whether the style of the newsletter
should be consistent with that of the website. The London
Library has requested that a link to their website be included
and this was discussed and agreed.
Action: Gill to add a London Library link to the website
7. Interlend 2006 Southampton
Tracey's report on the event was discussed in detail.
The feedback was mostly favourable but there was significant
dissatisfaction with the conference venue and the exhibition.
The venue and facilities were described as poor by a number
of people particularly in regard to the accommodation and
reception.
The following were noted:
Poor reception on arrival at the accommodation - rooms
not ready.
Poor communication between the conference office and accommodation
staff.
Cleanliness - reports of an unpleasant smell in some
areas.
Lack of hot water in some rooms and inadequate response from
accommodation staff to this.
The rooms allocated were different to those shown to the committee
when arranging the conference.
The last night dinner was very rushed and lights were turned
off before the end.
Feedback needs to be given to Southampton University and
it was discussed whether there should be a partial refund
as people were unable to get into their rooms on arrival.
There was also some difficulty with sponsors. OCLC Pica has
offered to sponsor in future but are not keen on competitors
being able to attend. The committee were in agreement that
a variety of commercial exhibitors should be allowed to attend,
as FIL has no special ties with any one commercial supplier
The lack of internet connection made it difficult for some
exhibitors to demonstrate their products - the connection
may have been possible but could not have been guaranteed.
Some of the exhibitors aimed their information at decision
makers rather than users and most attendees were users. There
was good attendance at the exhibition and most exhibitors
seemed happy with this. The committee discussed whether a
specific timeslot for the exhibition would be better for next
year but it was decided that there were not enough exhibitors
to make this necessary.
The rest of the conference received good feedback especially
the speakers and the workshops. Some people would have liked
longer workshop sessions. The debate was less successful and
this was also discussed.
The committee thanked Tracey for the considerable amount
of hard work she put into making the 2006 conference a success.
Action: Rose and Tracey to write to Southampton University
including the comments from attendees
9. Interlend 2007 Kings College London
Interlend 2007 will be held at Kings College London on 2-4
July 2007.
The deposit has been paid and a booking made for a lecture
theatre and 3 seminar rooms for Tuesday 3 July. Rooms had
not been booked for Monday and Wednesday to allow more time
for visits. The venue is near Waterloo Bridge and accommodation
should be closer to the main venue than the 2006 conference.
The committee discussed at length the timetable and subject
of the conference and possible venues for the visits. The
possibility of changing the room booking to include rooms
for Monday and Wednesday was also discussed.
It was suggested that information on local pubs and social
venues be included in the conference folder for Tuesday night.
A possible theme for the conference was discussed at length
and the final decision was Accessibility - Document
Delivery for All (official conference title to be decided).
The committee also discussed possible topics and speakers,
including the possibility of asking a “celebrity speaker
“such as David Blunkett, to do a keynote speech. Details
to be agreed at the next committee meeting.
The draft timetable for the conference was drawn up as follows:
Monday: 2-4 pm Visit
4-4.30 Welcome
4.30-6.00 Keynote speaker in lecture theatre
evening Conference dinner and after dinner speaker
Tuesday: 9 am Welcome by KCL Librarian
9.15-10.00 Speaker
10-10.45 Speaker
10.45-11.15 Coffee
11.15-12.0 Speaker
12.0-12.30 AGM
12.30 Lunch
2-4 Visit
4-4.30 Coffee
4.30-5.15 Opportunity to Network
5.15-6.0 Speaker
Wednesday: 9.00-10.00 1st Workshop - exchange of experience
10.00-10.30 Coffee
10.30-11.30 2nd Workshop - subjects eg disability, technology,
social inclusion
11.30-12.00 Round Up
Options discussed for visits included local public libraries,
Lambeth Palace, KCL, the British Library and the London Library.
A conference sub-committee of Rose, Tracey, Sarah, Carol
and Stephen Prowse will visit KCL in November to look at the
venue and agree final bookings.
Action: Betty to check with BL London about a visit
Rose to arrange sub-committee visit to KCL
Follow Up: KCL visit has been postponed until January
as the rooms are all in use during term time. Tracey is in
contact with the conference department at KCL and is checking
the booking information with them.
Peter has approached Jenny Craven of CERLIM about speaking
on Tuesday morning.
10. Future Events
FIL @ BLDSC - Following on from the success
of last year's visit another FIL@BLDSC event is planned for
Spring 2007. Speakers were discussed on subjects such as SED,
music and newspapers. An exchange of experience workshop on
SED would be useful including setting up SED and dealing with
firewalls.
Action: Betty to liaise with visitor centre about this
event
Event in Hampshire - Carol was unable to
attend to speak about a possible event in Hampshire but the
committee also discussed the possibility of Jean Bradford
organising something for the south west in Bristol.
11. Union Catalogues
There was general discussion about the union catalogues situation
and the introduction of UnityUK. UnityUK user groups are taking
place in November and more information on the development
of the software should be available after this. A new version
of COPAC is planned for 2007, which should include updated
BL data and remove the n shelfmarks (for books not on shelf
at the BL but verified as existing). There are no known developments
planned for Talis Source but a lot of holdings are being uploaded
and new locations are being added. A large number of libraries
appear to be using both UnityUK and Talis Source at present.
12. Article on FIL for CILIP Update
Jenny was writing this - no news at present on when
it will appear in Update
13. FIL Newsletter
The content for the latest newsletter has been ready for
some time but there have been difficulties with the production.
Limited communication with the designer has led to a delayed
newsletter. It was proposed that another method of designing
the newsletter should be looked into. For example, a member
of the BL staff could be asked, and, failing that, a commercial
printer, such as a high street Copy Shop, could be approached.
Marjory is willing to try designing and publishing the newsletter
on her computer if FIL can finance a book to help. Articles
are now needed for the next newsletter.
Action: Peter to investigate asking alternative designers
to produce a Newsletter. Peter and Marjory to investigate
different options for future newsletters
14. IFLA Report
Penny is coming to the end of her term as FIL/IFLA representative
and next year will be her last. A new FIL representative will
be required and a nomination from the FIL committee should
be submitted as soon as possible. Penny presented a report
on this year's IFLA conference which was held in Seoul
in July and gave information on next year's ILDS conference
to be held in Singapore. Her report is attached to these minutes.
IFLA have published 'Guidelines for Best Practice in Interlibrary
Loan and Document Delivery' on their website - www.ifla.org/VII/s15/index.htm
Action: Penny to organise draw for nominee for IFLA committee
Follow Up: Rose Goodier has been chosen as FIL's nominee
15. Book on IDS
Interlending and Document Supply in Britain Today was reviewed
in ILDS, volume 34, number 3 by Maurice B Line. It was a mixed
review but overall it was positive, referring to the book
as "a concise, well informed and clearly written account
of interlending and document supply in the UK".
16. Reports from Groups
a. Conarls
It was reported that this was a group worth attending and
willing to work in partnership with FIL on common areas. Fiona
O'Brien (LLDA) is happy to publicise information in
the London area. There is currently no representative from
Ireland.
b. Copyright Alliance
Alan was unable to be present to report on this group.
17. British Library Report
Betty's report is attached to these minutes. The report
covers the current situation with British Library Direct,
changes to the Customer Services telephone service, chasers
and renewals, the HE Project, retrospective conversion of
UCB and ETHoS.
Archival sound recordings are now available free to people
in HE or FE institutions via the BL website.
18. Date and Place of Next Meeting
The next meeting will be held on Wednesday 17 January 2007
at the BMI.
19. Any Other Business
There was no other business
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