Minutes

Steering Committee

October 9, 2002
National Library of Canada
West Memorial Building
344 Wellington Street
Ottawa, ON  K1A 0N4
CANADA

Minutes

Present

Magdalene Albert, Canadian Institute for Historical Microreproductions
Brian Bell (Vice-Chair), HALINET
Claude Bonnelly (Chair), Université Laval
Suzanne Bureau, CISTI
Karen Turko, University of Toronto

Absent:

Lynn Copeland, Simon Fraser University
Chris Petter, University of Victoria
Leigh Swain, representative of the National Librarian

Secretariat

Ralph Manning, National Library of Canada
Susan Haigh, Digital Library of Canada, National Library of Canada
Michelle Landriault, (Recording Secretary) CIDL/ICBN

Guests: 10:55 a.m. -- Committee joined by:

Dr. Frits Pannekoek, Director Information Resources, University of Calgary
Jackie Bell, Project Manager, Our Roots / Nos racines (University of Calgary)
Harold Boies, Manager, Canadian Digital Cultural Content Initiative (Canadian Heritage)
Irene-Ann Lacroix, Program Officer, Canadian Culture Online Program (Canadian Heritage)

Call to order

Claude Bonnelly called the meeting to order at 9:05 a.m. on October 9, 2002 and welcomed the committee to Ottawa.

1. Approval of Agenda

The agenda was reviewed, and it was explained that Mr. Harold Boies from Canadian Heritage would join the Committee to discuss funding opportunities for digitization projects. Agenda approved.

2. Minutes, June 6 & 7, 2002

The Minutes of the last Steering Committee were approved.

2.1 No business arising from minutes.

3. Secretariat Report: (Ralph Manning)

3.1 Inventory of Canadian Digital Initiatives Report:

The Inventory currently contains 297 projects from 202 organizations. As of September 2002, the Inventory site placed 77/163 in the NLC Top Content Group. There were a reported 12,385 hits, with 1,635 visits, average time of +/- 4 minutes.

3.2 CIDL/ICBN Budget

a. Finances: Current free balance at $41,058.

b. Staff: Michelle Landriault is hired through CIHM which provides management support to CIDL on a contractual basis.

c. Outstanding CIDL 2002-2003 membership fees: $2,600 (2 full, 2 assoc.) Discussion: The CIDL fee structure should be discussed before the next round of billing for 2003-2004 memberships. Should there be a distinct membership or sponsor category for commercial organizations?

Action: R. Manning offered to look at IFLA

d. C. Bonnelly indicated that there might be a possible OCLC partnership.

e. CIDL pledged $1,000 to the October 7 & 8 NLC Newspaper Consultation.

f. CIDL 2002 bursary: $500 awarded to Gillian Webster, Provincial Library of Nova Scotia to attend the University of New Brunswick Summer Institute 2002 - Creating Electronic texts and Images. The possibility of establishing bursaries to other events was discussed. The Secretariat was asked to poll the membership for suggestions.

Action: Secretariat

g. Our Roots Launch Reception Costs: The CIDL Secretariat invested significant resources in preparations for the Our Roots Launch at the NLC. These included about $2000 in direct costs for hospitality and nearly $10,000 in staff time. Additional costs -- for Pamphlet production, Appreciation notes, Exhibition Panels & Book Display, Reception support - have been absorbed by the National Library. Some of the expenses should be reimbursed by the Our Roots project.

h. CIDL Amended Bylaws: Bylaws adopted as amended.

i. Develop travelling booth concept for the joint ALA-CLA Conference in Toronto June, 2003.

Action: M. Albert, C. Bonnelly, R.  Manning

j. Re-develop CIDL brochure to reflect Inventory of Canadian Digital Initiatives, Our Roots Project, learning opportunities through bursaries.

Action: C. Bonnelly, S. Haigh, R. Manning

4.a) Discussion:

Other projects that CIDL can lend support to: Synergy Initiative. CIDL will provide letter of support when requested.

Action: R. Manning

10:55 a.m..
Frits Pannekoek, Jackie Bell, Mr. Harold Boies, Ms. Irene-Ann Lacroix join meeting

6. Mr. Harold Boies and Ms. Irene-Ann Lacroix of Canadian Heritage presented their update on the Canadian Digital Cultural Content Initiative.

Mentioned:

• Overview of program history

• New guidelines for projects from libraries

• Improve link between end of calendar year & application process: contribution agreements to be signed by April 1

• Framework for copyright & licensing to go online

• Minister strong on 50-50 English-French aspect (for funding envelope as whole: regional content considerations are made i.e. for other languages)

• More emphasis on educational tools for K-12: teachers want packages to download and provide entry to potential learning

• Emphasis on aboriginal culture & history

• Emphasis on cultural diversity & immigration

• Focus on specific anniversaries (i.e. Champlain 2004)

• Projects considered based on quality of partnerships & ability of community to work together and give aggregated approach.

• Canadian partners in international projects with American or European partners will be considered eligible for support if there is a resultant return of Canadian culture

• Peer Assessment Committee takes into consideration the technology aspect and expertise of the proposed project - encourage CD-ROM presentation to enhance proposal

• A copy of the PCH Copyright Guidelines will be provided to R. Manning, and comments are welcome Mr. Boies and Ms. Lacroix are thanked for their attendance and participation in the meeting. (11:50 a.m.)

4.b) Discussion: 0ur Roots Project.

Frits Pannekoek, Claude Bonnelly, Jackie Bell report on meeting with Canadian Heritage, October 8. Several representatives led by Frits Pannekoek and Claude Bonnelly attended a meeting with PCH on October 8. A number of issues related to Our Roots were discussed including application deadlines, rules for calculating in-kind contributions, and guidelines. Tentative solutions to some problems were identified. M. Albert, C. Bonnelly, and K. Turko will look into developing educational partners.

5. Discussion CIDL Open Meeting: Nov. 1, 2002 Château Frontenac

There are 35 registrations to date. The Agenda is under review to accommodate other topics -- R. Manning has invited Sharon Reeves to speak on E-Theses.

The following Action items were identified:

• Contact Kathleen Shearer, CARL re: plenary session
  Action: S. Haigh

• Contact Château Frontenac re technology (PowerPoint, Internet workstation)
  Action : G. Teasdale

• Ask OLA & CLA to send out on List serv
  Action: M. Landriault

• Ask membership to provide project literature
  Action: M. Landriault

7. Other Business - There is no other business.

8. Next meeting

The next Steering Committee meeting will be a teleconference to be held in November, 2002.

Action: C. Bonnelly to set date.