Minutes of recent committee meetings
Committee Meeting
2 May 2007
Minutes
Present:Rose Goodier, Joanne Findlay, Marjory
Lobban, Gillian Wilson, Sarah Washford, Stephen Prowse, Peter
Robinson
1. Apologies
Graham Titley, Tracey Jackson, Carol Marshall, Betty Lowery,
Alan Cooper, Penny Street, Mike McGrath
It was noted that a number of people were unable to attend
and it may be necessary to hold a small conference sub-group
meeting before the conference in to finalise details.
2. Minutes of Previous Meeting
Amendment to minutes - Gillian noted that 3,000 letterheads
rather than 5,000 was the amount agreed after the meeting
by committee members via the mailing list.
The minutes were approved by Marjory Lobban and seconded
by Gillian Wilson.
3. Matters Arising from Previous Minutes
Update on IFLA candidate: Rose has spoken to Avril Patterson
and she is happy to book her own place and travel for the
conference then pass the details to Carol to reimburse so
there is no need for Rose to send an official letter. Regarding
the approach to University of Southampton for a refund due
to problems with the 2006 conference - committee to ask Tracey/Carol
for progress on this.
Stephen noted that the book by Jean Bradford and Jenny Brine:
Interlending and Document Supply in Britain Today
was reviewed in the March 2007 edition of the Journal
of Librarianship and Information Studies by Graham P
Cornish. The review is very positive and recommends that a
copy of the book "should be in every ILL department and
solo librarian's collection".
4. Financial Report
a. Report from treasurer
Carol was unable to attend but sent in a report (attached
to minutes) The committee noted that the balance is still
very healthy although conference fees, printing and stationery
charges have all risen.
b. Sponsorship of places at FIL Conference
At the last meeting it was decided to offer two sponsored
places at Interlend 2007 for students studying for library
and information studies qualifications.
Gillian will put a message on the website and Alan may be
able to put an advert into Gazette. Sarah will email library
schools directly - worth targeting the distance learning courses.
Rose will put an advert on LIS-ILL and other mailing lists
as appropriate. Sponsorship will be for a full conference
place including travel to the conference. It was decided to
make sure the advert includes a poster that can be printed
off as this would be especially useful for the universities.
Advert: Are you currently studying for a qualification in
library and information studies? Interlend 07 Access all Areas,
2-4 July 2007. FIL are offering an exciting opportunity to
attend a professional conference in Central London this July.
All conference fees, travel and accommodation will be paid.
2 places are available. See website for further details and
application information. (Contact details will be for Rose
Goodier.)
Action: Gillian to put link on website
Rose to circulate to mailing lists
Alan to put in Gazette
Sarah to email universities
5. Membership
a. Membership report
Tracey was unable to attend but sent in the following report:
Currently we have a membership of 206 and it's with thanks
to Carol that we have very up to date information now. Carol
and others have also done excellent work chasing up non payers
and getting the accounts in order - so many thanks to Carol
and her helpers for all their work.
It was noted that only 11 applications from delegates have
been received so far so the conference needs to be promoted
- CILIP put wrong dates on some information so this needs
correcting.
One suggestion was to market conference in loans going out
from BL. Peter agreed to check into this but it is unlikely
that the BL will agree as they do not usually market non-BL
events in this way.
Action: Gillian to promote to CONARLS and
Peter to look into BL insert
b. Marketing Plan
Mike was unable to attend to report on the marketing plan.
6. FIL Website
Updates to the website are in hand. The minutes for the May
and October 2006 committee meetings are now on the website.
FIL@BLDSC has been on the news section and will now be moved
to past events. Gillian would like the presentations from
FIL@BLDSC to put onto the website and Peter will supply these.
Details for Interlend 2007 are available together with booking
details and an online booking form. The CONARLS link has been
updated.
A sentence about the FIL discussion list has been added to
the 'who we are' section. Gillian suggested that it would
be useful to have the objective of FIL and what we expect
from members and circulated a draft copy of possible text
for this section. The governing document also looked a little
faded as it was a scanned copy so Gillian has produced a word
version and made the amendments requested by Carol and the
auditors so this version is now on the website. Once the membership
list is up to date this will be uploaded together with the
new membership form which Mike is currently working on. It
was noted that we need to get notice of the 2007 AGM onto
the website as soon as possible.
Action: Gill to put notice of AGM on the
website
Presentations from FIL@BLDSC to be uploaded
7. Interlend 2007 King's College London
Rose circulated her notes on the visit to KCL and general
notes on the current status of the conference planning. The
Weston Room is booked for the conference dinner with a planned
start of 7.30 for 8.00 pm. The drinks reception still needs
to be arranged and it is planned to offer the opportunity
to sponsor this as last year. The accommodation and lecture
theatre/breakout rooms were also visited and all looks very
suitable for the conference.
The current contact is leaving so Rose will confirm who the
KCL liaison will be from the conference department so that
we continue to have a named contact.
6 rooms are booked for Sunday evening for committee members
- currently Rose and Marjory are definitely arriving on the
Sunday, Gill is a possibility and Jo and Sarah are both able
to arrive early on Monday morning to assist in setting up.
Monday
As there were difficulties with space for the Dragon software
demonstration this will be replaced by a 10 minute demonstration
of other assistive software used at KCL and a tour of the
Franklin Williams Library. 3 tours - 2pm, 2.30pm and 3pm.
Registration will be available from 12.30pm on Monday (rooms
are accessible from noon). It was noted that no onsite parking
is available so anyone who wishes to drive will have to make
their own arrangements. There are municipal car parks in the
area.
Stephen is organising the tour and demonstration at KCL.
Coffee needs to be booked for 4.00pm Title of the keynote
speech and information on the content is required from John
Vincent.
The drinks reception will be at 7.00pm and the meal is booked
for 7.30 for 8. The Weston Room is booked until 10.00pm and
there is a bar at Franklin Williams (Bar 150) which we can
request to be open until midnight - needs to be booked in
advance.
Alan MacDougall is confirmed as the after dinner speaker,
speaking on the Chancery Lane area of London
Actions: Details of keynote and booking
of bar need to be confirmed
Tuesday
Time of breakfast needs to be confirmed. An overview and
title for each speaker is required together with biographical
notes so that this can be included on programme and newsletter
promotion. An agenda for the AGM needs to be publicised as
soon as possible. Rose to amend last year's and Sarah to distribute
to members. Gillian will also put the AGM agenda on the website
and a copy will need to go into the conference pack.
Sarah will check which committee members are eligible for
re-election and how many places will need to be filled. Nomination
forms will need to be sent to all members in advance of the
conference.
As Rose is now on the IFLA committee she will be able to
represent IFLA as Penny retires from IFLA this year.
Visits are all arranged and numbers will be needed in advance
together with names of delegates for the Freemasons Library.
It will be necessary to ask delegates to choose their first
and second choice of visit a few weeks before the conference.
Stephen agreed to organise the boat trip for Tuesday evening
for 7.00pm to return to the Waterloo area by 10.00pm. The
committee decided upon a hot buffet option with tea coffee
and petit-fours. It was also agreed to offer the boat trip
to day delegates at an extra cost of £20 each for those
attending from the local area.
Action: Rose, Sarah and Gill to circulate
AGM information
Sarah to check nominations for election to committee
Stephen to organise Tuesday evening’s boat trip
Wednesday
The exchange of experience workshops will be organised by
the following committee members:
1 academic workshop - Graham
1 academic workshop - Peter
1 public workshop - Sarah
Stephanie Taylor has agreed to do a subject workshop on e-journal
access. It was also agreed to ask John Vincent to recommend
someone for a workshop on ILLs for socially excluded communities
such as refugees, travellers and guest workers.
The roundup by Mike will need to include the date for the
2008 conference.
Tracey will need details for all speakers to organise accommodation
and other practicalities.
Action: Rose to speak to Stephanie
Alan to talk to John Vincent about workshop for Wednesday
Visits
The following committee members will accompany delegates
on visits:
Peter – Natural History Museum Library
Stephen – Freemasons Library
Rose - Lambeth Palace Library
Sarah - British Library
Marjory – The London Library
A deadline of the end of Friday for the final programme was
agreed - Sarah to send to committee for agreement then circulate
as a word document on Friday morning.
The committee agreed to offer the same sponsorship package
as last year with options to link the company’s name
to one of the following:
The wine reception on Monday
The wine for the conference dinner on Monday
Wine or drinks for the boat trip on Tuesday
Memory sticks for delegates
Action: Sarah to circulate draft programme
for agreement by Friday 4 May.
8. Interlend 2008
It was agreed that the venue for 2008 will be the University
of Stirling and Marjory and Joanne will contact the university
to book the preferred dates of 30 June - 2 July 2008.
Action: Marjory and Joanne to contact University
of Stirling
9. Future Events
The John Rylands University Library special collections room,
Deansgate, will be opening 14 May 2007 so a visit for FIL
in conjunction with LNW sometime autumn 2007 or early 2008
could be offered It was suggested that Graham could be asked
to include a talk on electronic access to journals.
Carol is still planning an event in Hampshire and it would
be good to be able to advertise this at the conference. Autumn
2007.
Another FIL@BLDSC to be planned for next year as there were
a number of new attendees this year - next year it would be
useful to offer an alternative option to the tour for return
attendees. March 2008.
Sarah suggested Surrey Performing Arts Library in Dorking
as a visit and will contact Graham Muncy to see if this is
possible - autumn 2007 or early 2008.
It was agreed that FIL could offer sponsorship for regional
events and promote this at the conference. This could be an
opportunity for members to organise visits, information events
and training in their regions and associate them with FIL.
10. Union Catalogues
a. UnityUK
It was noted that the new release is an improvement and OCLC
Pica have obviously listened to their users and put in many
requested features. Rose noted a dramatic increase in requests
to University of Manchester at the beginning of 2007 so it
looks like it is having an effect on major lenders. There
are some difficulties with UnityUK/BL requests but it is possible
to place BL requests in UnityUK and receive ARTel replies
within the system. Revealweb is to be added to the list of
databases on UnityUK.
b. Talis Source
Some public libraries have removed their holdings from Talis
Source but they do have a number of new contributors so the
database continues to be useful as a source of locations.
11. Article on FIL for CILIP Update
Peter is planning to put this together with input from Rose
and will look at new developments in ILL today
12. FIL Newsletter
Newsletter 47 Waiting for final version back from designer
- should be received Monday/Tuesday ready to go to print.
Production then needs to take place - should be ready to mail
out end of next week.
Newsletter 48 - pre conference issue should be able to go
out pretty soon after. Design preferable contained within
the committee. 3 articles - Graham on e-signatures at Plymouth,
article on London Library and Tim Peacock, Derby - SED follow
up to 47. Rest will be about the conference - details of programme,
biographies of speakers and promotion of visits.
?Mail complimentary copies to lapsed subscribers. Possibly
of 47 or 48 to promote conference as well.
Action: Carol to send Jean an up to date
list of membership for newsletters
Peter to ask for biographies/contact details for speakers.
Photos for 48 for committee members.
Items needed as soon as possible
13. IFLA Report
Penny unable to be present but sent in a report for the February
committee meeting at which the programme for IFLA conference
was discussed.
Penny will no longer be attending FIL so Rose will send an
official letter of thanks to Penny and Betty for their work
as observers.
Action: Rose to send letter of thanks
14. Report from FIL@BLDSC
The feedback from this event was very good. Peter will send
the presentations to Gillian to upload onto the FIL website
15. Reports from groups
a. Conarls
Mike attended the last meeting and the AGM will be in Edinburgh
at end of May – please let Gillian know if there is
anything that needs to be raised.
A national interlending scheme was discussed at the last
meeting due to interest from the MLA.
b. Copyright Alliance
No report
16. British Library Report
The British Library report was circulated and a copy is attached
to these minutes.
Attention was drawn to the new unencrypted PDF delivery option
for CLA license holders in UKHE sector. This allows an article
to be added to electronic course packs such as VLEs with one
copyright fee for unlimited access to the article. There is
an FAQ in the report and further information is available
from Customer Services.
The British Library is also working on a new, improved BL
Direct including access to PubMed, Google and Google Scholar,
hopefully to be released later this year. A version including
Library Privilege ordering is also being planned for the future.
The report also includes information on the HE Storage Project,
the Sacred exhibition, the Library’s action plan and
retrospective conversion of the Union Catalogue of Books (UCB).
17. Data and Place of Next Meeting
Weds 3 October 2007 at BMI - 10 for 10.30am
18. Any Other Business
There was no other business.
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