Minutes of recent committee meetings
Committee Meeting
17 January 2007
Minutes
Present: Rose Goodier, Gillian Wilson, Peter
Robinson, Marjory Lobban, Joanne Findlay, Graham Titley, Tracey
Jackson, Carol Marshall, Mike McGrath, Alan Cooper, Sarah
Washford, Stephen Prowse (KCL representative)
1. Apologies
Betty Lowery, Penny Street
2. Minutes of Previous Meeting
The minutes of the previous meeting on 4 October 2006 were
agreed as a correct record.
3. Matters Arising from Previous Minutes
Discussion of a possible subsidy for FIL 2007 to keep costs
at previous year's rates.
4. Financial Report
As at December 29th the balance on the bank statement was
£35,704.70 with a further £5415.25 in the Bradford
and Bingley account which has now been closed and the balance
moved into the main Lloyds account. Carol is still reconciling
the accounts and reported that there are outstanding subscriptions
from 2005 and 2006 and invoices from Interlend 2006 which
are being chased. A decision needs to be made whether to continue
to chase outstanding invoices from Interlend 2005 or to write
off the amount. 19 organisations have not paid 2005 or 2006
subscriptions and it was suggested that rather than invoicing
these organisations we should send them an invitation to rejoin.
It was also suggested that members of the committee chase
these invoices by phone to find out whether the details held
for the organisation were correct and to see if they still
wished to be members of FIL. Outstanding invoices are mainly
for institutional rather than individual memberships. The
renewal form could also include a request for confirmation
of details or a separate request for details could be sent.
The committee expressed thanks to Carol for all her work in
sorting out the accounts and to Nina for her help and support.
Action: Carol to continue to chase outstanding
invoices and reconcile accounts
Mike, Peter, Carol, Tracey and Rose to phone organisations
Carol to send renewal forms
Carol to send accounts to accountant by end of January
The committee then discussed how the balance could be used.
Ideas included subsidising Interlend 2007 and providing sponsorship
for students to attend. Avril Patterson from University College,
Dublin has been selected to represent FIL at the Singapore
IDS Conference at the end of October and FIL will be covering
all expenses for this. Avril will report to the committee
after the conference and also write an article for the newsletter.
New headed paper will be purchased and the logo and layout
of the paper was discussed. Interlend 2007 could be advertised
in Update once the details have been finalised.
Action: Rose to send official letter of
confirmation to Avril Patterson
Gillian to order 5,000 letterheads
5. Membership
No current figure available for membership as some cancellations
have been received and an update will be possible once the
accounts and chasers are finalised. 2 new members have recently
joined.
Mike circulated a draft letter to publicise FIL across the
country. The committee went through the letter with some amendments
and suggestions.
It was suggested that incentives were offered such as a 1st
year discount for new members and a prompt payment discount.
Also the possibility of using existing members to recruit
by sending a separate letter offering incentives such as a
book token for successfully recruiting new members during
2007. The letter for existing members should include plans
for 2007 and an update on the newsletter problems. Events
such as Interlend need to be advertised in Gazette and included
on the CILIP calendar on the website. The committee discussed
the practicalities of sending a letter to non-members such
as obtaining addresses and printing and posting the letters.
Action: Rose to write a draft letter for
members and circulate to the committee
Mike to circulate new draft of letter to non-members
Peter to investigate possibility of paying BL to produce and
circulate letter
6. FIL Website
The new committee details and the link to the London Library
have been added to the website. The invitation to put forward
names for the Singapore IDS Conference was on the website
and now includes the announcement of Avril’s selection
as nominee. Links now include the English Short Title Catalogue
and newsletter 46 has been loaded. Jean has extra hard copies
of the newsletter and Carol is going to arrange for copies
to be sent to members who did not receive one. Rose also has
boxes of old newsletters if required. It was suggested that
a list of members go onto the website along with a request
for members to check that their details are correct. Minutes
for the 2006 AGM will go on the website together with minutes
of committee meetings once they have been approved at the
following committee meeting. Details of Interlend 2007 will
go on the website as soon as they are available. It was agreed
that a membership form and information on how to join should
also be available on the website. The committee expressed
thanks to Gillian for her hard work keeping the website up
to date.
Action: Carol to send out copies of newsletter
46 as necessary
7. Interlend 2006 Southampton
A letter was sent to University of Southampton on behalf
of FIL outlining the problems with the conference facilities
as raised by attendees. The letter was sent before Christmas
but to date we have received no reply. It was suggested that
a refund could be requested based on the number of rooms that
were inadequate.
Action: Carol to check whether any payment
to University of Southampton is outstanding
Follow Up: All payments due to University of Southampton
have been paid
8. Interlend 2007 King's College London
The programme for Interlend 2007 was discussed in detail.
A venue is required for dinner on the Tuesday evening and
suggestions included hiring a restaurant or a restaurant boat
for the evening and looking into a voucher for a combined
meal and experience eg London Eye & Pizza Express.
Tuesday morning speakers – so far only Jenny Craven
has been confirmed. Also still need a keynote speaker for
Monday and an after dinner speaker for Monday evening.
Other suggestions for speakers included: someone on distance
learning, possibly from Sheffield Hallam University; access
to document supply and academic libraries for members of the
general public; UK Libraries Plus; prison libraries; LLDA;
Philip Payne.
Workshops for Wednesday to be divided into 2 sessions, 1
session for exchange of experience and 1 session on subjects
covered during the conference. Exchange of experience workshops
would depend on attendees but would probably be 1 for public
libraries and 2 for academic libraries. Sarah volunteered
to lead public libraries workshop, Rose to ask for volunteers
for academic workshops. Suggestions for the subject workshops
included Deborah Ryan from Revealweb/Gateway Project; John
Vincent from the Network for Social Inclusion and someone
from the assistive technology unit at the KCL.
Mike volunteered to speak at the round-up session.
The title for the conference was confirmed as Access All
Areas – Equality and Access in Document Delivery
Rose, Stephen and Sarah to visit KCL to assess rooms and
facilities.
Action: Ideas for Tues eve meal to be shared
by email and confirmed at next meeting
Sarah to investigate approaching Peter White for after dinner
speaker
Alan to look into speakers connected to Libraries Change Lives
Award
Rose to ask for volunteers to lead academic exchange of exp.
Workshops
Gillian to approach Deborah Ryan
Alan to approach John Vincent
Stephen to check with assistive technology unit at KCL
Rose, Stephen and Sarah to visit KCL and report to next meeting
9. Future Events
a. FIL @ BLDSC
This event is planned for 16 March 2007 – Peter to
liaise with BLDSC
Graham to welcome people if Rose not available
10.45 Developments at the BL
Tour of Boston Spa
11.15 Special collections talk
1.0 Panel discussion – changing patterns of use of document
supply and worldwide searches?
3.45 Close by Rose or Graham
Details to be finalised by end of February and event to be
publicised on mailing list, website and in Gazette
Action: Tracey to take bookings for event
Peter to take lead on organising event
b. Event in Hampshire
Carol has a programme outline and is now looking for a suitable
venue, to approach University of Portsmouth or University
of Winchester. Date in early Autumn possibly late September/early
October. To be advertised at Interlend 2007.
Action: Carol to continue organising this
event
10. Union Catalogues
A new version of UnityUK is to be released in March and the
aim is to move to one integrated system for all subscribers
to the ILL system. The new system will be demonstrated at
regional user groups in March. They are continuing to clean
up the database and improve usability.
No developments appear to be planned for Talis Source.
11. Article on FIL for CILIP Update
Peter agreed to write a general article on document supply
for Update.
Action: Peter to write article for Update
12. FIL Newsletter
The designer has a working version of the latest newsletter
but Peter noted that the formatting and basic design were
not ideal. It was felt that the priority is to get this edition
of the newsletter out as soon as possible and hopefully publish
3 issues this year to catch up. Issue 47 in February (8 pages);
mini-issue 48 before the conference (6 pages?) as a conference
preview; and issue 49 in autumn (8 pages) with conference
review.
Issue 47 will include articles on IFLA and e-signatures.
Issue 48 could include SED update, conference preview and
committee details (with photos). New articles then needed
for issue 49.
Marjory now has a book on Publisher and will look at producing
future newsletters.
Action: Peter and Marjory to continue working
on newsletters
13. IFLA Report
No IFLA report this month, there is a vote in Lisbon in February
for new committee members and Rose has been nominated as a
candidate by FIL.
Follow Up: Rose has been voted onto the IFLA Standing
Committee for Document Delivery and Resource Sharing and will
be representing FIL on this committee until 2011
14. Book on IDS
No sales information available at present. Suggestion that
FIL members could be asked to review the book.
15. Reports from Groups
a. Conarls
This group has not met since the last FIL committee meeting
– they are next due to meet in February. The new website
is now live including the non-English language database which
is live but needs refining and the group is looking for more
information to improve the database coverage.
b. Copyright Alliance
The group issued a response to the Gowers Review Report in
December – available on the CILIP website.
16. British Library Report
The library privilege version of BL Direct has been deferred
– no date for release yet. Customer and reader services
have now been assimilated. The current exhibition in London
is maps of the city and from 27 April until 23 September the
‘Sacred’ exhibition will be showing including
religious texts from the Jewish, Christian and Muslim faiths.
UK PubMed Central has now been launched and the press release
is available on the BL website.
17. Date and Place of Next Meeting
The next meeting will be held on Wednesday 2 May 2007 at
the BMI.
18. Any Other Business
Interlend 2008 was briefly discussed – Joanne to investigate
Stirling University as a possible venue.
Action: Joanne to investigate Stirling University
as venue for Interlend 2008
FIL's formal relationship with CILIP was discussed –
organisation in liaison status can be included on stationery
and give advantages when publicising the organisation. Need
to approach the Chief Executive of CILIP to start negotiations
then take the decision to the AGM.
Action: Rose to approach Chief Executive
as Chair of FIL
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