Annual General Meeting
1999
| TO: | M. Robert Giroux, President, AUCC |
| Non-CARL/ABRC Libraries of AUCC Member Institutions | |
| FROM: | Timothy Mark, Executive Director |
| SUBJECT: | Summary of the 1999 Annual General Meeting of CARL/ABRC |
| DATE: | September 14, 1999 |
The following is a summary of the Annual General Meeting, held Monday June 14, 1999 8:36 a.m. at The Battery Hotel and Suites, Pegasus Room / Riverhead Room, St. John’s, Newfoundland.
| Present: | |||
| Sylvie | Belzile | Sherbrooke | |
| Claude | Bonnelly | Laval | |
* |
Lynn | Copeland | Simon Fraser |
| Jean-Pierre | Côté | UQAM | |
| Bernard | Dumouchel | CISTI | |
| Gwen | Ebbett | Windsor | |
| Richard | Ellis | Memorial - Treasurer | |
| Martin | Foss | Carleton | |
| Joyce | Garnett | UWO | |
| Richard | Greene | Ottawa | |
| Frances | Groen | McGill - Secretary | |
** |
Mark | Haslett | Waterloo |
| Graham | Hill | McMaster | |
** |
Yvonne | Hinks | Calgary |
| Ellen | Hoffmann | York | |
** |
William | Howard | Regina |
| Ernie | Ingles | Alberta | |
| Arlette | Joffe-Nicodème | Montréal | |
** |
Joan | Leishman | Toronto |
| William | Maes | Regina | |
| Catherine | Quinlan | UBC | |
| Mike | Ridley | Guelph | |
| Marianne | Scott | NLC | |
| Marnie | Swanson | Victoria - President | |
| John | Teskey | UNB | |
| Paul | Wiens | Queen's | |
| Tim | Mark | Executive Director | |
| Katherine | McColgan | Administrative Assistant | |
| Regrets: | |||
| William | Curran | Concordia | |
| Carolynne | Presser | Manitoba | |
| Frank | Winter | Saskatchewan - Vice President | |
| Note: | * Acting Director or Delegate |
||
| ** University Librarian (Pro Tem) |
Opening Remarks
The Chair welcomed members to the meeting, especially the three delegates. B. Dumouchel welcomed and introduced Sylvie Belzile (Director of Library Services at the Université de Sherbrooke effective June 7, 1999).
- Review of Issues, Projects and Activities
- Report of the CARL/ABRC Standing Committee on Copyright - G. Hill i) C-32 Regulations The Regulations relating to educational institutions, libraries, archives and museums were published in the Canada Gazette on January 30, 1999 and are expected to become law . CARL’s position is that regulations were generally unnecessary where not specified under the Copyright Act. In areas where regulations were prescribed CARL felt they should be minimal, and reinforced with user education and guidance. CARL was generally pleased with the outcome. The "two-tier" approach did not appear in the Regulations. The Committee will prepare a short guide to the Regulations for Directors ii) Phase III Legislation The CARL/ABRC Statement of Principles for the Management of Copyright in the Digital Environment has received written support from 44 institutions and organizations: counting the members of two umbrella organizations (the Humanities and Social Sciences Federation of Canada (HSSFC) and the Canadian Consortium for Research, the total is 123. CARL will reprint the Statement listing the names of all supporting organizations. Mr. Hill distributed the Abridgement of the Statement. Much of the work on the Abridgement had been undertaken by Mr. Bert Wolfe, University of Saskatchewan, to whom the Committee expressed its thanks. Directors were encouraged to copy the Abridgement and distribute it widely iii) Copyright Users’ Forum (Ottawa, May 3, 1999) This group consists of about fourteen organizations representing libraries, museums archives, universities and the broader education sector. The first meeting was chaired by P. Whitney (CLA): the agenda was prepared by CARL. Officials from the Dept. of Canadian Heritage and Industry Canada informed the group that a discussion paper on Phase III copyright revisions is being prepared. It will take preliminary positions on issues rather than simply re-state options. Debate over copyright is increasingly being framed in the context of electronic commerce rather than culture. iv) Lobbying strategy CARL will blend its lobbying efforts with initiatives of the Users’ Forum. CARL will advance the Statement of Principles by identifying and approaching key bureaucrats and politicians. CARL will also keep the organizations supporting the Statement of Principles informed of progress and will work with the Users’ Forum to promote the Statement further. v) United States developments The Digital Millennium Copyright Act and the Copyright Term Extension Act were passed in to law in October, 1998. The Collections of Information Antipiracy Act was withdrawn but is now again before Congress. vi) CANCOPY licence The three-year model licence expires on August 31, 1999. Negotiations are underway for a four - year licence. Digital licensing has not been included in the negotiations. The Part A Tariff is expected to rise to $2.70 in the first year, with annual adjustments thereafter. The part B Tariff will likely remain at its present level for the first three years of the new licence. vii) Commercialization of University research / university ownership of digital rights The recommendations of the Report of the Expert Panel on the Commercialization of University Research Public Investment in University Research: Reaping the Benefits were noted by the Committee; but it was felt that no action was called for by CARL at the present time viii) Committee membership Mr. Hill thanked the Committee members for their work, especially F. Winter and F. Groen. Both are leaving the Committee after two years’ service. The Board will appoint replacements. Further information on any of the issues mentioned above can be obtained from any Committee member or the CARL Office.
- Standing Committee on Effectiveness Measures and Statistics (SCEMS) - R. Ellis The Committee held its inaugural meeting on June 13. The members are C. Bonnelly, L. Copeland, R. Ellis (Chair), R. Greene, M. Shepherd, E. Hoffmann, T. Mark (Secretary), R. Manning (observer, National Library of Canada). The mandate and the June 13 meeting minutes will be posted on the CARL website (restricted area). A number of changes to the Statistical Questionnaires will be made to harmonize with those of ARL. The CARL statistics will be mounted on the website both in pdf format and possibly in Excel 98 or CSV formats (to allow downloading and manipulation). The Committee will focus on Ease and Breadth of Access (one of eight areas for study defined by ARL). The effect of increasing access to electronic resources on CARL libraries is of special interest. Work will be largely through statistical analysis and user surveys. The Committee will offer its expertise via the Board to the Canadian National Site Licensing Project Steering Committee (CNSLP), to assist in evaluating the impact of electronic resources.
- Report of the CARL/ABRC Statistics Coordinator R. Greene summarized changes to the 1999 Statistical Questionnaires approved at the June 13 SCEMS meeting. 1. Electronic serials: CARL now counts the number of subscriptions and not the number of titles within a subscription. Both will be counted 2. Monographic series: CARL counts monographic series as monographs. ARL includes these in serials. Many CARL libraries are not able to separate the two, so current practice will be continued. Members will be asked to footnote whether CARL or ARL practice is being followed. Since the number of volumes in question is small there will be no significant difference to totals reported. 3. Reserves count : CARL separates general circulation count and reserves circulation count, ARL aggregates. Current practice will be kept. The numbers may be aggregated if necessary. The preference is to keep the two separate because this is an area of rapid development, for example the increasing number of e-course packs, e-reserves and web courses 4. Patron-initiated ILL/DD : a sub-question will be added. The Committee will develop clear definitions before recommending permanent changes. 5. Professional staff: one institution does not report separately professional and non-professional staff. It will be ask to harmonize, or to continue to footnote if this is not possible. 6. Technical reports: three institutions aggregate technical reports in the count of monographs. The same recommendation as for #5 above will be followed 7. The Questionnaires and Instructions will be left up permanently on the CARL website as requested. The 1999 Statistical Questionnaires will be posted on the CARL website in September. The deadline for completion and submission will be December 31, 1999.
- Canada Foundation for Innovation (CFI) - T. Mark T. Mark summarized briefly A Chronology of the Canadian National Site Licensing Project drawn up by the CARL Office. This covers progress from March 1997 to the submission of the CNSLP to CFI on April 15, 1999. The following represented the CNSLP at the meeting with the CFI Expert Committee on May 10. Dr. Howard Alper: Vice - Rector, University of Ottawa;. Rita Campbell: University Librarian, St. Francis Xavier; Deb deBruijn: Manager, Electronic Library Network, BC;. Jean-Pierre Cote: Directeur general, service des bibliothèques, UQAM;. Tim Mark - Executive Director,CARL; Ms. Carole Moore - Chief Librarian, University of Toronto libraries; Dr. Greg Moran. Provost and Vice President (Academic) University of Western Ontario; Ms. Marnie Swanson (Chair) President, CARL. The CFI Multidisciplinary Committee met May 31 - June 2. The CFI Board will meet on June 22 and a public announcement of awards is expected shortly thereafter. T. Mark cautioned that even if successful the size of the award may not be the full amount requested ($20 million); there also may be conditions, for instance the addition of an Advisory Board. If the application is successful the first priorities are expected to be: a) filling the remaining positions on the CNSLP Steering Committee b) drawing up a Multi-institutional Trust Agreement and c) hiring a Project Manager. CFI has invited consultation on its forthcoming competitions. CARL will write to express interest; also on behalf of the CNSLP Steering Committee regional representatives.
- CARL/ABRC Strategic Plan M. Swanson reviewed the principal components of the Strategic Plan and asked for comments. It was then moved by M. Swanson and seconded by M. Ridley that the Strategic Plan be adopted as distributed. Carried. The Board will make recommendations on how to resource the different elements of the Strategic Plan at the Fall General Meeting.
- Report on External Activities a) Data Liberation Initiative (DLI) - M. Ridley There are now 64 participating institutions. The mandatory evaluation following the third year of this five-year project is now underway. It will include a sample survey of CARL Directors. SHERLOCK was a joint winner of the 1999 CLA Information Today Award. This tool was developed by Université Laval to enable access to and use of Statistics Canada microdata surveys available through DLI. See http://sherlock.crepuq.ac.ca. It also won a CAUBO Quality and Productivity Award. b) CANARIE - W. Maes W. Maes spoke to his report. CANARIE’s base funding for April 1, 1999 to March 31, 2004 was set at $70 million, primarily in support of life-long learning and e-business. About $30-$40 million remains in funding for CA* Net 3. CANARIE may be willing to sponsor a workshop or conference on exploring the development of network content to publish in the Fall. c) Geographic Information Systems (GIS) - M. Ridley An agreement with NRCan for a Model Licence for Digital Topographic Data is expected soon. Both sides will ask legal counsel to assist in checking the final draft agreement. Directors will be kept informed. He thanked T. Mark and G. Welch (Association of Canadian Map Libraries and Archives) for their work during the protracted negotiations. The Board will write to the Minister of Natural Resources recommending a pilot study to be funded from the GeoConnections initiative. This would examine the transmission, layering and formatting of spatial data in the context of university teaching and research. The Chair thanked Mr. Ridley for his report and the support of the University of Guelph in supplying legal advice. d) Depository Services Programme (DSP) J. Garnett reported on the meeting held on April 16, 1999. The minutes will be distributed to all CARL Directors as soon as they are available. The Electronic Publications Pilot 1996/97: Final Report found that more and more StatCan publications are being published on the web: of 750 titles, 108 are currently in electronic format and 61 are available only on the Internet. The Committee disagreed with the StatCan decision to make the 1996 Census Catalogue available in electronic form only, arguing that such a basic reference tool should continue to be available in print. About 700 orders per month are now being placed electronically through the DSP website. The Canadian Government Information on the Internet site is becoming very popular. The six-month pilot project System of Interactive Government Information is designed to investigate the best means of developing reliable information gateways to federal government materials in digital form. The following universities are participants: McGill, Dalhousie, Alberta, Western Ontario. The other participants are the National Library, Health Canada, the DSP and Treasury Board. e) Statistics Canada Library Consultative Group (LCG) - C. Bonnelly This Committee meets annually; the last meeting was held February 16, 1999. The meeting minutes will be circulated to all CARL Directors as soon as they are received. M. Bonnelly commented on two items indicated in his report. One was the lack of documentation and training offered by StatCan in the use of its products: a Task Force will review and make recommendations. The lack of support and training in the use of electronic products was also noted. Secondly, as previously noted (see J. Garnett DSP Report, above) the final report of the EPP (Electronic Publications Pilot Project) will be available shortly. StatCan expects to deliver more and more low-demand products through the Internet only whilst maintaining in print the most popular and heavily-used series. No solutions have yet been found to the questions of long-term archiving and access to materials in electronic form. f) Canadian Committee on Cataloguing The report from Mary Curran, University of Ottawa and the CARL representative to this Committee was received for information. The Chair asked that a letter of thanks be sent to Ms. Curran. g) National Library Resource -Sharing Committee - M. Foss M. Foss reported that T. Mundle (UBC) and he represent CARL on this new Committee. Work will focus on revising and updating the 1994 findings. Questionnaires have been distributed to the various sectors of the library community. Twelve areas have been identified for further investigation and to determine if a national strategy is feasible. The input of all CARL Directors will be appreciated. The next meeting will be held on June 16.
- National Library of Canada Report - M. Scott M. Scott spoke to her report. She highlighted plans to celebrate the 50th anniversary of the National Library. The celebrations will start May 1, 2000 and will culminate in January 2003. Comments and suggestions for the celebrations are welcome.
- CISTI Report - B. Dumouchel B. Dumouchel spoke to his report. He noted that CISTI would shortly be celebrating its 75th anniversary. Work is advancing on the Scientific Knowledge Network initiative (SKN). Funding sources for it are being explored. BiblioNet was launched successfully in January 1999: the first sector covered is Information Technology and Telecommunications. A final draft Assessment of CISTI by outside consultants was received in April 1999. CISTI’s Strategic Plan is expected to be completed by February 2000.
- Future Meetings The Chair announced the following: a) Fall General Meeting 1999 The Fall General Meeting will be held in Ottawa, November 7 - 9, 1999 at the Minto Place Suites Hotel. b) Annual General Meeting, 2000 The Annual General meeting will be held in Edmonton, Alberta June 18-20, 2000, preceding the CLA Annual Conference (June 21-25, 2000). The location and programme will be announced. E. Ingles stated that the University of Alberta would be happy to host the meeting.
- New Business a) Announcement of the Board Election Results. (F. Groen) The Secretary announced the following positions had been filled by acclamation: Arlette Joffe-Nicodème: Québec William Maes: Atlantic Region Dr. Frits Pannekoek has agreed to serve as Western Representative 1999 - 2000, replacing Frank Winter who will be on leave. Frances Groen was elected CARL/ ABRC President by acclamation. Her term will run 1999 - 2001. b) Journal of Academic Librarianship R. Ellis advised that the Board at its June 13 meeting felt that the sale of this journal to Elsevier was regrettable not only in itself but as a sign of the concentration of ownership of scholarly journals Following discussion it was moved by R. Ellis and seconded by C. Bonnelly, that were the SPARC initiative to include a journal dealing with academic librarianship, CARL/ABRC members will commit to subscribing to it. Carried It was further moved by E. Ingles and seconded by M. Ridley that CARL/ABRC would be willing to work with other interested parties to create a new journal in the field of academic librarianship. Carried. c) SPARC Membership A number of Directors expressed concern that CARL had decided not to renew its membership in SPARC, especially in light of the resolutions passed concerning the Journal of Academic Librarianship. It was moved by E. Ingles, seconded by F. Groen that CARL’s membership in SPARC be reconsidered in light of the two motions concerning the Journal of Academic Librarianship. Carried. d) Report on the Standing Committee of National and University Libraries (SCONUL) Conference E. Hoffmann reported that SCONUL had met in March in Dublin. The development of an information policy for Ireland had been the main topic. Both she and F. Groen had attended. Colin Steele of the Australian National University had also attended. She commended to CARL, SCONUL’s policy of inviting visitors to conferences. She had also discussed with Mr. Steele the benefits of a joint conference with CARL and the Council of Australian University Libraries (CAUL) within the next two years if feasible, and asked that the Board explore the possibility of scheduling a joint meeting. The Chair thanked the conference host, Mr. R. Ellis for the outstanding Newfoundland hospitality that the CARL Directors had enjoyed. A motion of thanks to the retiring Chair, and congratulations for the achievements of the Association under her Presidency was moved by C. Bonnelly and seconded by M. Ridley. Carried unanimously.
Adjournment
The meeting adjourned at 11:49 a.m.
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