Minutes

Steering Committee

January 27, 2004
Toronto Public Library
789 Yonge Street
Toronto ON  M4W 2G8
CANADA

Minutes

Present

Magdalene Albert, CIHM
Brian Bell (Chair), HALINET
Suzanne Bureau, CISTI
Bill Maes, Dalhousie University
David McKnight, McGill University
Frits Pannekoek, (Vice Chair) University of Calgary
Chris Petter, University of Victoria
Karen Turko, University of Toronto
Johanna Wellheiser, Toronto Public Library

By Teleconference

Claude Bonnelly, Université Laval (9:00 a.m.-9:30)

Absent

Lynn Copeland, Simon Fraser University
Leigh Swain, (ex officio) Library and Archives Canada

Secretariat

Ralph Manning, Library and Archives Canada
Michelle Landriault, Coordinator, CIDL

Guest

Josephine Bryant, Toronto Public Library

Welcome

This meeting constituted a joint meeting of the outgoing members of the Steering Committee and the newly elected members. By teleconference, the outoing Chair, C. Bonnelly welcomed the incoming members of the CIDL Steering Committee and outlined the successes of the organization, noting that this meeting brought CIDL to full maturity. In particular, he underlined CIDL work in providing training opportunities, CIDL attempts to influence the agenda of funding agencies, its collaboration with Library and Archives Canada. For the future he recommended forging new relationships with other organizations such as museums and archives and continuing to work closely with LAC. He also noted that CIDL should continue to support large projects such as the successful Our Roots project.
J. Bryant, CEO, Toronto Public Library, a founding member of CIDL, welcomed the CIDL Steering Committee to Toronto Public Library.

1. Approval of Agenda

Noting that there would be items added under "other business", the agenda was approved.

2. Approval of Minutes

The minutes of the September 18, 2003 meeting were approved (moved by C. Petter, seconded by S. Bureau). 2.1 Business arising:

Item 3.2: Bylaws Revised
The Secretariat presented a revision to the CIDL Bylaws to provide for a sponsor membership category. It was recognized by the members that the definition of "member" remained unclear, particularly in light of the sponsorship category. The Secretariat was requested to revise the wording of the Bylaws to indicate that CIDL is an alliance of not-for-profit Canadian memory institutions. Organizations that provide services and products, e.g. vendors, should be part of the sponsor category.

Action: Secretariat

Item 4: OCLC Canada response received.
C. Bonnelly reported that Daniel Boivin, Director, OCLC Canada had submitted comments arising from Item 4 of the September 18, 2003 meeting. In brief, Mr. Boivin explained that OCLC Canada was able to provide training workshops focused on Canadian content and was able to adapt learning content to the needs of the hosting organization. He also clarified the revenue sharing approach of OCLC Canada and noted that it may even be possible for sponsor organizations to earn revenue, depending on the arrangements.

Brian Bell thanked the outgoing Chair, Mr. Claude Bonnelly, for his vision and leadership in the growth of CIDL. He stated that CIDL looks forward to continued collaboration with Université Laval.

Election

The incoming members of the Steering Committee elected a new Chair and Vice Chair. For the record, the CIDL Steering Committee for 2004-2006 is comprised as follows:
Brian Bell (Chair)
Bill Maes
David McKnight
Frits Pannekoek (Vice Chair)
Chris Petter
Johanna Wellheiser
At this point in the meeting, B. Bell assumed the Chair. He thanked the Secretariat for its support and dedication. He suggested that a "tour de table" would help to establish the expectations of the members for the upcoming months. The following key points were made:

• CIDL must continually debate its role and directions because the environment is constantly evolving

• Training should continue to be a priority for CIDL.

• CIDL has a crucial liaison role to play between members and the Department of Canadian Heritage.

• Partnerships are critical to success and expansion of CIDL's focus to archives and museums as well as small libraries will augment CIDL's strength.

• The model of Images Canada as a partnership venture should be exploited.

• CIDL is in a strong position to encourage standardization among Canadian libraries.

• Metadata issues are a priority.

• CIDL should be strongly involved in the development of policy formulation across Canada.

• CIDL needs to become involved in digital preservation.

3. Secretariat Report

3.1 R. Manning reported on the administrative status of CIDL. The current balance of funds is sufficient for CIDL to undertake new initiatives. CIDL will host the February 27, 2004 meeting of the Our Roots National Editorial Committee.

3.2 CIDL currently has 56 members (24 associate, 32 full). Library and Archives Canada continues to provide substantial in-kind support for the Secretariat. OCLC has joined in the Sponsor category.

3.3 In the 2003/04 membership year, CIDL paid out $2,000 in bursaries and travel expenses to members. In addition the CIDL coordinator contributed considerable time toward the Metadata Forum.

3.4 In order to provide the CIDL Secretariat more independence in the preparation of the CIDL Newsletter, the Steering Committee authorizes the Secretariat to acquire appropriate software.

3.5 R. Manning provided an overview of CIDL activities, and its relationship with Library and Archives Canada. The Chair, on behalf of the new Steering Committee will write to Roch Carrier, National Librarian and Ian Wilson, National Archivist, to emphasize the meaningful role that CIDL plays in a national digitization strategy. In addition, it is suggested that C. Bonnelly write a similar letter to the new Minister of Canadian Heritage.

Action: B. Bell

4. CIDL Open Meeting 2004: National Strategy for Digitization

4.1 A draft national digitization strategy prepared by B. Bell following the September 18, 2003 meeting was presented: "Toward a Common Infrastructure for Canada." The Steering Committee noted that CIDL can play a role in setting national policy on digitization, encourage collaboration on national projects, and develop a strategy to push for sustainable funding.
Two working groups were established to prepare working documents from the draft strategy for the upcoming Open Meeting:

• a.) National Policy: B. Bell, F. Pannekoek, Mark Jordan (SFU), D. McKnight, C. Petter;

• b.) Funding Issues: B. Bell, F. Pannekoek, C. Bonnelly, B. Maes, J. Wellheiser.

4.2 An Open Meeting is tentatively planned for June in Winnipeg in conjunction with the Congress of the Humanities and Social Sciences (May 29 - June 6, 2004) and the CARL Program on Digital Preservation (June 2, 2004). Contact will be made with CARL and the Congress.

Action: Secretariat

The Open Meeting will require the services of a Facilitator, and a Consultant to write a consolidated report.

Action: Secretariat

5. Multicultural Canada Digitization Project

F. Pannekoek, with the endorsement of L. Copeland, presented the Multicultural Canada Digitization Project http://multiculturalcanada.ca/index.htm. Members agreed that CIDL should endorse this national digitization project that will work with non-English and non-French language materials. F. Pannekoek will contact Mijin Kim, Research Officer, Multicultural Resources and Services at Library and Archives Canada to discuss the project and the role that LAC can play.

Action: F. Pannekoek

6. Our Roots/Nos Racines

6.1 F. Pannekoek reported that the Our Roots project has generated a positive response from educators. The project is currently completing its third year of digitization, and is actively seeking partners.

6.2 CIDL will host the Our Roots National Editorial Committee meeting on February 27, 2004 at Library and Archives Canada.

7. Other Business

7.1 Library and Archives Canada has requested that CIDL formally nominate a representative to the Theses Canada Advisory Committee. B. Maes will be the CIDL representative.

7.2 Toronto Public Library has completed Stage 1 of the Theatre Record Project and is looking for partnerships for Stage 2. J. Wellheiser will provide a brief description to be distributed to CIDL members.

Action: J. Wellheiser

Next Meeting

The next Steering Committee meeting will take place in the fall of 2004 in Montreal.