Minutes

Steering Committee

September 17, 2004
McGill University. McLennan Library
3459 McTavish Street
Montreal  QC
CANADA

Minutes

Present

Brian Bell (Chair), HALINET
Bill Maes, Dalhousie University
David McKnight, McGill University
Leigh Swain, Library and Archives Canada

Secretariat

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

By Teleconference

Frits Pannekoek, (Vice-Chair), University of Calgary (10:45 a.m. - Noon)
Joanna Wellheiser, Toronto Public Library (10:45 a.m. - Noon)
Chris Petter, University of Victoria (1:30 p.m. - 3:30 p.m.)

Welcome

David McKnight welcomed the Steering Committee to McLennan Library, McGill University.

9:15 a.m. Meeting called to order.

1. Approval of Agenda

It was understood that some of the discussion of the CIDL Open Meeting 2004 and the new Library and Archives Canada would overlap because of the nature of the outcomes of the CIDL Open Meeting that called for renewed vision and possible change of name; and the current LAC consultations to find common ground with selected organizations across Canada including CIDL.

2. Approval of Minutes

a) The minutes of January 27, 2004 meeting were approved subject to editing the meeting place name to read "Toronto Public Library;" also, the addition of "Leigh Swain, ex officio, representing Library and Archives Canada" to the Steering Committee election results.

b) The minutes of the June 24, 2004 teleconference were approved.

2.1 Business arising:

a) Bylaws Revised: Sponsorships
The category of "Sponsorship" has been added as By-law Number 7.
b) References to "National Library of Canada" have been changed to "Library and Archives Canada."
c) Once changes to By-law Number 11 with respect to representation from Library and Archives Canada are made, the By-laws will be sent to the membership for approval.

Action: Secretariat

3. Secretariat Report

3.1 R. Manning reported on the administrative status of CIDL. For 2004-2005 CIDL has 54 members: 29 Full, 24 Associate, plus Library and Archives Canada with in-kind services. OCLC Canada and IBM Consulting are official CIDL Sponsors for 2004-2005. The Documentation Centre of the Museum of Civilization cancelled their Associate membership, and the Earth Sciences Centre dropped from Full to Associate level. There has been no response from London Public Library. There was discussion of increasing the membership numbers, and expanding the working relations with CIDL sponsors. Contact will be made with London Public Library by a Steering Committee member.

Action: Brian Bell

3.2 The current balance of funds is sufficient for CIDL to pay staff salary for 2004-2005, and undertake modest new projects.

3.3 CIDL will send a $500 sponsorship fee to Halifax Access 2004. The 2004 CIDL bursary of $500 to attend the Electronic Text Centre, University of New Brunswick was awarded to Kathryn Harvey of Dalhousie University Library. There was discussion of developing the bursary and outside sponsorship program.

Action: Secretariat

3.4 To increase CIDL membership, and deepen relations with sponsors and outside organizations, CIDL will develop a communications strategy to:

a) Increase membership;
b) Develop working relations with CIDL sponsors;
c) Develop bursaries and outside sponsorships;
d) Develop relations with other like-minded cultural organizations.

Action: Secretariat

10:45 a.m. - 12:15 p.m. Teleconference: Frits and Johanna Wellheiser join the meeting. Brian Bell re-caps the meeting.

3.5 L. Swain and R. Manning provided an overview of the new Library and Archives Canada, and the potential for CIDL's relationship with LAC. Discussion followed about the ongoing LAC consultation, and the suggested LAC Advisory Council.

4. CIDL Open Meeting 2004: Digital Canada document & Outcomes

Based on the Open Meeting 2004 document "Digital Canada", and the outcomes of that meeting, it was decided that the CIDL Chair and one other member of the Steering Committee meet with Ian Wilson, the interim Librarian & Archivist of Canada, to discuss CIDL goals, how best CIDL can play a role in support of the work of LAC, and seek advice on approaching potential partners in the library, museum, archives and heritage fields.

a) Set meeting date and meet with Mr. Ian Wilson.

Action: Brian Bell, Secretariat

b) Change CIDL Name: The outcomes of the Open Meeting made it clear that it is appropriate to propose a name change from CIDL to "Digital Canada numérique" to portray a more inclusive organization that promotes the digitization of collections to serve Canadians. The proposed change of name process will involve discussion with the CIDL membership and organizations such as Library and Archives Canada, Department of Canadian Heritage, Canadian Library Association, Canadian Museum Association, Canadian Council of Archives, Canadian Museum of Civilization, Canadian Heritage Information Network, Canadian Association of Research Libraries.

c) Work will continue on the Digital Canada document. The proposed name change and the draft document will be sent to the membership in the near future for input.

Action: Brian Bell, Secretariat

1:45 p.m. - 4:00 p.m. Teleconference: Chris Petter joins the meeting. Brian Bell re-caps the meeting.

5. Library and Archives Canada: consultation document

In June 2004 the newly formed Library and Archives Canada sent CIDL a consultation document: "Creating a New Kind of Knowledge Institution: Directions for Library and Archives Canada." This paper describes broad directions for the newly created Library and Archives Canada (LAC) and invites feedback from client groups, partners and stakeholders."

Discussion to clarify purpose of the LAC consultation document. Discussion of how LAC approach complements ongoing developments within CIDL. Both organizations are in process of re-design and positioned to collaborate.

a) Proposed to bring together the Digital Canada document and CIDL response to LAC consultation paper.

Action: Secretariat

Discussion of creating a working group to network with other organizations to organize workshops to discuss common project challenges, and to develop common digitization tools and best practices. Need to identify task forces already at work within library, museum and archives settings. Need to build on tools already in existence.

b) To facilitate working groups, create CIDL Forum where tools can be discussed, created, shared along a variety of threads. Encourage the development of 'Open Source Tools.'

Action: Brian Bell, Leigh Swain

c) A recommendation to form a metadata working group, to include discussion of leadership and requests for funding, will be drafted and brought to the Steering Committee.

Action: David McKnight, Chris Petter

7. Other Business

Discussion of a January 27, 2004 OCLC Canada proposal of holding training workshops focused on Canadian content for CIDL members. The Secretariat will look into the needs expressed by the CIDL membership.

Action: Secretariat

Next Meeting

The next Steering Committee meeting will be a teleconference at the call of the Chair.

The meeting adjourned at 4:30 p.m.