Minutes

Steering Committee

October 3, 2000

Minutes

Present

Pam Bjorenson, Canadian Institute for Historical Microrepdoductions
Claude Bonnelly (Chair), Université Laval, Bibliothèque
Aldyth Homles, Canadian Institute for Scientific and Technical Information (CISTI)
Ernie Ingles, University of Alberta Library (Chair)
Alan Burk for John Teskey, University of New Brunswick, Harriet Irving Library
Karen Turko for Carole Moore, University of Toronto Libraries

Official Observers

Brian Bell, Manager Support Services, Oakville Public Library
Bill Maes, Dalhousie University Libraries

Secretariat

Gwynneth Evans, National Library of Canada
Ralph Manning, National Library of Canada
Susan Haigh, Digital Library of Canada Task Force
Jennifer Trower, National Library of Canada

1. Approval of agenda

The agenda was approved.

2. Approval of minutes

April meeting (April 5-6, 2000)
The minutes were approved. There was no business arising.

3. Secretariat Report

3.1 Budget

Ralph Manning gave an update and a breakdown of expenses. Approximately $19,000 remains unencumbered in the CIDL account. Expenses (to-date) include the cost of staffing (interns, co-op students and contract staff), hospitality, and miscellaneous office expenses (including translation).

3.2 Membership

It was proposed that the current membership period be extended until March 31st, 2001, to move from calendar year to fiscal year which will facilitate reporting on financial statements. This was approved.

It was suggested that a brief outline of CIDL's goals, objectives and associated activities for the upcoming year be included in literature accompanying membership renewal requests.

Concern over the fee structure was expressed - expense of membership is prohibitive to small libraries and may account for the predominance of large academic libraries in CIDL membership. A sliding fee schedule was suggested. The secretariat will investigate the possibilities.

Action: CIDL Secretariat will investigate the possibility of a sliding fee schedule for membership

4. Steering Committee Elections

As stipulated in CIDL by-laws, elections for 3 members of the CIDL Steering Committee should occur annually. This ensures continuity. The by-laws are clear about eligibility (only full members may vote or sit on the Steering Committee) but the members expressed concern that the makeup of the Steering Committee does not reflect the makeup of the complete membership (including Associate Members). The Secretariat will examine the by-laws with a view to making recommendations for changes.

Action: CIDL Secretariat will examine CIDL by-laws with a view to making recommendations for change.

5. CIDL Work Plan and Priorities

General impressions from Open Meeting were discussed. Needs and ideas expressed by the members include:

• Need for a common set of standards and tools
• Community appetite for direction
• Tangible toolkit - which is more than a series of pointers to resources
• Need for a "quick win", in order for CIDL to be recognized
• Needs for the visually impaired
• Establishing CIDL's identity is a priority

Consensus was reached on the need for CIDL to address standards and protocols and to identify specific activities that will enable it to realize its objectives.

Training continues to be a priority for CIDL members and the Secretariat is asked to pursue possibilities of offering training sessions.

Action: CIDL Secretariat will investigate future training sessions.

5.1 Action

5.1.1
A letter will be prepared for Canadian Heritage proposing CIDL's possible role in the process of establishing criteria for digital projects. This letter is to be followed by a business plan/proposal, which will include the following points:

• selection and production criteria
• standards and protocols
• potential projects

Action: CIDL Secretariat will prepare a letter for Canadian Heritage proposing possible role for CIDL.

5.1.2
CIDL's relationship with Canadian Heritage, and other potential funding bodies, must be defined. Three options were identified:

1. CIDL as program administrator:

• Distributes funds
• Sets standards
• Coordinating body
• Libraries apply to CIDL for funding and CIDL acts as jury for applications

2. CIDL as a coordinating and planning body

• i.  Smaller content-driven coordinating body
• ii.  Initiates and develops partnerships

3. CIDL as a part of Canadian Heritage jury

• i.  Encouraging standards
• ii.  Libraries apply directly to PCH for funding
• iii.  CIDL tries to influence eligibility criteria (making strong statements on protocols and standards)
• iv.  CIDL assumes role of "coach" for libraries writing funding proposals

After discussion, consensus was reached on option #3 as the most realistic and achievable role for CIDL. However, it was also agreed that CIDL should strive for option #1 in the future.

5.2 Business Plan

A business plan based on realizing option #3 will be drafted and submitted to the Department of Canadian Heritage. The Secretariat and a representative group of members (Alan Burk, Brian Bell and Doug Poff) will develop the business plan. The Secretariat will initiate this process with a conference call to establish framework for business plan.

Action: CIDL Secretariat will organize conference call to establish framework for business plan. CIDL Secretariat, Bell, Burk and Poff, will develop a business plane for submission to Canadian Heritage.

5.3 Defining CIDL

Defining CIDL's role and objectives (for both members and other partners) is essential for its success. Discussion centered on the extent to which CIDL will/should become involved in the production of content. Consensus was reached on CIDL's role as aggregator, rather than producer of content, providing a portal for seamless access to digital resources contributed from libraries across Canada.

CIDL will maintain a close relationship with the Digital Library of Canada Task Force of the National Library. This is an important partnership, as the DLCTF can provide technical support for CIDL activities.