Minutes
Steering Committee
December 14, 2001
National Library of Canada
395 Wellington Street
Ottawa, ON K1A 0N4
CANADA
Minutes
Present: Steering Committee
Magdalene Albert, CIHM
Brian Bell HALINET
Claude Bonnelly, Université Laval Library (Chair)
Suzanne Bureau, CISTI
Chris Petter, University of Victoria
Leigh Swain (Delegate of the National Librarian, ex officio)
Karen Turko, University of Toronto
Secretariat
Ralph Manning (CIDL)
Jennifer Trower (CIDL)
Guest
Susan Haigh (National Library of Canada)
Marie Louise Perron (National Archives of Canada)
Marianne McLean (National Archives of Canada)
Frits Pannekoek (University of Calgary, by teleconference for Point 5.)
1. Introduction
Ralph Manning welcomes members of the new CIDL Steering Committee, 2001-2002.
Review of agenda.
Review of CIDL activities and Steering Committee election.
Introductions.
2. Election of Steering Committee Chairperson
Karen Turko nominates Claude Bonnelly.
Suzanne Bureau seconds the nomination.
Claude Bonnelly accepts.
Nomination is unanimously approved.
3. Approval of Minutes from past Steering Committee meetings.
October 2000, January 2001, October 2001
No comments or amendments offered.
Karen Turko moves to approve minutes as they stand.
Brian Bell seconds motion.
Minutes are approved without amendments.
No new business arising from the Minutes.
4. Secretariat Report
Membership
CIDL membership stands at 33 full members, 27 associate members.
In the 2001-2002 renewal campaign, one (1) new members joined (Bibliocentre) and one (1) member chose not to renew its membership (Legislative Library of British Columbia).
The Ottawa Public Library and HALINET changed their membership from associate to full.
Financial:
CIDL revenues from memberships total $41,100; (33 x $1,000) + (27 x $300).
The National Library's in-kind contribution is valued at $20,000.
Staffing:
January 2001 - April 2001: Ann Guthrie (co-op)
September 2001 - : Ann Guthrie (part-time)
October 2001 - December 2001: Jennifer Trower (part-time)
January 2002 - April 2002: Yanjun Liang (co-op)
Option to fill future staffing requirements:
- Personnel can be hired through one of the CIDL institutions and invoice CIDL for expenses (this was done in the past through CIHM)
Job description and profile of staffing must be determined prior to candidate search.
5. CDLHS - Teleconference call with Frits Pannekoek (University of Calgary)
Project partners will work to meet March deadline for completion of Year 1 requirements in order to avoid jeopardizing future funding.
The role of the CIDL Steering Committee was outlined as follows:
- To provide benevolent oversight
- To resolve conflict between partners
- Steering Committee will not have veto power over editorial boards
- Will make sure that applications to Canadian Heritage (PCH) are on the right track
- To orchestrate the "Ottawa" link of the project
- To identify and coordinate regional celebrations to promote the project
Karen Turko was nominated as the CIDL Steering Committee representative to the CDLHS editorial board.
Application deadline for Year 2 is February 1 - original proposal will be re-worked and submitted. Goal in Year 2 is to attract new partners from the CIDL membership - these new partners will have to be included in the Year 2 applications - February 1, 2002.
Claude Bonnelly, Ralph Manning and Frits Pannekoek will prepare a description of a "node", and outline how other CIDL members can participate (defining different levels of participation) as partners in future phases of the CDLHS project.
Some concerns were expressed over geographical representation in the project content - this is expected to be resolved if/when the project is in its third year.
6. Presentation by the National Archives of Canada
Marianne McLean
Marie-Louise Perron
(PowerPoint presentation)
Brian Bell was nominated as the CIDL representative to the Canadian Genealogy Centre.
7. Presentation from Digital Library of Canada Task Force
Susan Haigh, DLCTF
The work of the DLCTF provides a sense of the National Library's desire to work with CIDL to build a collaborative whole.
CIDL's role:
- To filter information and resources on digital library development
- To provide opportunities for communication and sharing
- To provide advocacy in the library community
- CIDL, with the DLCTF, can facilitate National Consultation Activities
8. Update on E-Theses
Committee on E-Theses has been formed and met.
Student groups have signed a revised agreement.
There is emerging consensus on formats (XML, PDF)
Relationship with UMI is being examined; contract is being negotiated.
A motion for CIDL to take an active role in pushing through the activities on E-Theses was passed. Lynn Copeland was elected as the CIDL representative.
9. CIDL By-laws
New members to the Steering committee were asked to discuss their expectations regarding CIDL's role and future.
The following ideas were expressed:
- Canada should be committed to the digitization of our heritage and digital libraries are very important players in this process.
- Provincial networks should be fleshed out.
- National collections should be identified.
- Special collection specialists should be identified and should be encouraged to communicate and coordinate efforts.
- Smaller institutions should not be overlooked in funding applications.
- CIDL can encourage lobbying.
CIDL objectives will be removed from the by-laws in order for them to be more easily amended and updated. Public library participation on the CIDL Steering Committee, and membership, will be ensured in the By-laws. The Secretariat will update the By-laws and distribute to the Steering Committee.
10. Work Plan, Future Activities
Short term (January - February 2002)
- Promote, encourage use of Inventory of Canadian Digital Initiatives
- Communicate PCH guidelines for funding proposals to CIDL membership
- Update and re-organize Web site (co-op student)
CDLHS
- Apply for second round funding (for Year 2 of project)
- Message will be sent out to CIDL members to encourage participation, new partnerships (Claude Bonnelly, Ralph Manning, Frits Pannekoek will draft message, to include specifications and details for new participants)
National Consultations
For future discussion
- Re-examination of CIDL role, developing a more powerful voice
- Re-defining CIDL role as members become increasingly involved in digitization projects
11. Other Business
Election of Vice-chair of CIDL: Brian Bell elected by acclamation. Communication with CIDL membership must be improved. Such related activities will be included in the task, job description for incoming CIDL staff. CIDL members have expressed their interest to have increased publicity for the Inventory of Canadian Digital Initiatives.
Next Meeting
A conference call will be held with the CIDL Steering Committee in January 2002. The next face-to-face meeting is to be determined, perhaps early spring. To be confirmed.
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