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                             FRELICO MEMBERS’ FORUM MEETING

Minutes of meeting of Members’ Forum of FRELICO held in Room 107, Level 1, Benito
                    Khotseng Building on 28 June 2005 at 9h00



1.      WELCOME

        The Chairperson, Mrs Venter, welcomed everybody present. A special word of
        welcome was extended to Mr George de Bruin after his trip abroad. Mrs Heila
        Cilliers was also welcomed as the incoming FRELICO Coordinator.



2.      ATTENDANCE

        Members present             Capacity                    Institution

        Mrs G Venter                Chairperson & EXCO member CUT
        Mrs A M Dippenaar           FRELICO Coordinator          FRELICO
        Mr G de Bruin               EXCO member           SasolInfonet
        Mrs H Lombard               Member                       UFS
        Ms D Ackerman               Member                       CUT
        Mrs G Lamprecht             Member                       CUT
        Mrs R le Grange             Member                       UFS
        Mrs H van der Berg          Member                       UFS
        Ms H Raubenheimer           Member                       UFS
        Mrs H Cilliers              Incoming FRELICO Coordinator FRELICO
      Apologies

      Mr C R Namponya          EXCO member                     UFS



3.    SETTING OF AGENDA

            INNOPAC: Updating of information at the International User’s Group (D
             Ackerman)
            Updating of FRELICO web page (A Dippenaar)
            Feedback from Special Libraries Association’s Conference (G de Bruin)



4.    APPROVAL OF MINUTES OF 23 FEBRUARY 2005

      A correction on page 2, point 5: The date should read 25 November 2004.

      The minutes were approved with a word of thanks to Mrs Dippenaar.



5.    MATTERS ARISING FROM THE PREVIOUS MEETING OF THE MEMBER’S
      FORUM OF 23 FEBRUARY 2005

5.1   Progress report: S A Media

      Mrs van der Berg verbally reported that the scanning has been completed,
      except for a few images that were overlooked during the batch scanning
      process. SA Media will pay for the scanning of these images. Mrs van der Berg
      and her team were congratulated on the excellent way the Digitising Project
      was handled.

      The planning of the official launch was discussed. The possibility of a morning
      seminar was mentioned. The appointment of a convenor was referred to the
      EXCO.

      Mrs Dippenaar will enquire about the final report on the project. No financial
      report was submitted. This matter was referred to the EXCO.
5.2   Progress report: ARCA

      Mrs Dippenaar handled the progress report. Good progress was made with the
      indexing of the H J (Kobie) Coetsee and Verwoerd Collections. It is important
      that the indexing of these collections should be finished.

      No financial report was submitted and this was referred to the EXCO. Funds
      of FRELICO and Emerald must be separated. The pamphlet collection forms
      part of the Emerald Project.

      The reappointment of Dr Jacobs (3.2 of the report) was referred to the EXCO
      as it is a matter for the University of the Free State.

5.3   Access to UFS KOVSIDEX database

      Everything is in order at the UFS side. Mrs Lombard thanked Jan Rademan of
      Sasol who helped to solve several problems. The problems encountered at CUT
      are because of the firewall at CUT.

      Support from MINDEX was still not up to standard. No reaction was received
      after a letter on FRELICO’s behalf was written to MINDEX. It was decided to
      report the matter of poor service delivery in South Africa to the mother
      company in Great Britain.

5.4   INNOPAC: Millennium training

      Staff members of UFS and CUT attended the training sessions presented to
      MLMLS as observers. It was decided to ask institutions of the Eastern Cape
      consortium for help if any further training is required.

6.    NEW FRELICO PROJECTS

      New projects will be the motivation for the recruiting of funds and will thus
      promote the sustainability of FRELICO. These projects should focus on
      regional co-operation.

      The deadline for application for new projects will be 5 August 2005.
      Applications for new projects should be written according to the Guidelines for
      the Writing of Project Proposals for Possible Funding from FRELICO and other
      donors (Attachment 1). Mrs Lombard reported that she tested the guidelines
      while writing a proposal for another project and found it very useful.

      A request to take a decision on the purchasing of QuestionPoint as soon as
      possible, was referred to the EXCO.

      The following possible projects were identified:

            Possible co-operation with LIASA’s Free State Branch: Higher Education
             Interest Group as well as the so-called “Buddy system” (HR) – D
             Ackerman
            Project on Indigenous Knowledge – T Venter
            E-research as initiated by SARIS with emphasis on the publication
             process from the library’s point of view. – H Lombard.

      The general response was that there are many challenges for FRELICO in
      future.



7.    COSALC MATTERS

      The following issues were presented by Mr de Bruin:

7.1   Meetings

      The last business meeting was held at the Cape Peninsula Technikon on 20 May
      2005. The problem of where to hold the meetings and the travelling costs was
      discussed.

7.2   Strategic sessions

      Mr Pieter Bouwer of Sasol facilitated the strategic session. A decision was
      taken that all stakeholders at national level should come together to discuss
      the complexity of library services in South Africa. The next session will be
      held at the Sasol Office in Rosebank on 29 August 2005. The decision of who
      should attend this workshop was referred to the EXCO.
7.3   SARIS

      SARIS as project was dissolved. The NCLIS of the Department of Science
      and Technology took over the project.

7.4   SASLI

      Cognisance was taken of the service level agreement. A list of all products and
      databases was provided by SASLI.

7.5   FRELICO’s membership invoice for COSALC was paid in June.

7.6   COSALC AGM

      The AGM will take place at the Momentum Building, Centurion, Pretoria on 3
      August 2005.

7.7   COSALC representatives

      The decision of a FRELICO representative on the Sabinet Online Information
      Resources Committees was referred to the EXCO.

      The meeting expressed its appreciation for Mr de Bruin's attendance of and
      feedback about the COSALC meetings.



8.    FSHEC MATTERS

      FSHEC was officially registered as an Article 21 company in May 2005.
      Financial matters should be sorted out.

8.1   Tri-Campus Project

      Libraries are already in place at all three campuses. FRELICO’s input in this
      project should be discussed to make sure what kind of services should be
      delivered. Community colleges will need other kinds of libraries.
8.2     Regional Committees

8.2.1      FRELICO

        FRELICO is a member of the Regional Committee. Positive feedback was given
        by Mrs Dippenaar. Other new alliances should be formed as well.

8.2.2      Committee on E-learning

           Mr Johan Badenhorst of the CUT is the chairman of this Committee.
           Current infrastructures are used. Co-operation at regional and national
           level is very important.

           Libraries should get involved in E-learning.



9.      CONFERENCES/VISITS

9.1     E-Education

        Ms Dora Ackerman reported that she attended only a small part of the
        conference, i.e. the role of libraries in E-education. An amount of R85 million
        had been granted for school libraries in the past, but none of it was spent. In
        2005 the Minister of Education granted an amount of R47 million for school
        libraries. The aim of the Department of Education is to have completed its
        training of all learners in computer literacy by 2013.

        At present no school library policy or infrastructure is in existence. The
        meeting decided that FRELICO will get involved with projects as soon as a
        school library policy is in place. FRELICO will set specific criteria before
        getting involved in any project.

9.2     COSALC Strategic Planning

        Mr de Bruin referred the members to the PowerPoint presentation sent by e-
        mail.
9.3    GAELIC Conference on E-services held at the CSIR, 9-10 May 2005

       Libraries play an important role in the provision of and access to information in
       electronic form.

       The purpose of the conference was to examine the challenges facing the South
       African academic research library in delivering E-services. The importance of
       a good infrastructure was stressed. The basic network and connectivity in
       South Africa should be established and maintained.           Open access to
       information is very important. The necessary bandwidth will have to be
       established in South Africa.

       Recommendations from delegates:

             Libraries play an important role in providing access to information and
              HE managers must realize that libraries’ budgets should be the last to
              be cut in financial difficulties.
             Open access should be supported and researchers should be encouraged
              to publish in open access journals. A suggestion that researchers should
              receive incentives for this kind of publishing was made.
             Library staff should identify open access structures and provide easy
              access via library web pages.
             Services to researchers should be improved by providing dedicated
              space for post-graduates and researchers.
             Digital information for humanities and social sciences should be
              identified and made available.
             Libraries should investigate the possibility to find funds for equipment
              for E-resources.
             Cooperation within FRELICO, e.g. with CUT, needs to be expanded.

       The delegates were thanked for the useful report.



10.    FINAL REPORTS TO MELLON

10.1   Final report to the A W Mellon Foundation

       The report is for cognisance. It is presented in an easily legible form and
       provides a fine overview of FRELICO activities over a number of years.
       Prof. Stuart Saunders of the University of Cape Town expressed great
       appreciation for the report.

10.2   Request for extension

       A request for the extension of the grant till the end of 2006 was submitted to
       Mellon. Seed money will be available for 2005-2006. The planning of projects
       was referred to the EXCO.



11.    ELECTION OF CONVENOR FOR THE MEMBERS’ FORUM

       The election of a convenor will be handled electronically by the project
       coordinator. Nominations should be submitted by 29 July 2005. The election
       will take place on 5 August 2005.

       Each institution will decide who will be members of the Members’ Forum.



12.    GENERAL

12.1   Innopac User’s Group (International )

       FRELICO’s information should be updated.       The necessary forms will be
       completed and sent to the IUG.

12.2   Updating of FRELICO’S Web page

       Mrs Lombard will inform the members when the web page is updated.

12.3   Feedback from the Special Libraries Association’s Conference

       Mr de Bruin reported that the conference was indeed a very big one.
       Five delegates from South Africa attended. The South African special
       libraries compare well with those of any other country. The South African
       special libraries play an important role in a world class service.
13.   DATE OF NEXT MEETING

      The next meeting of the Member’s Forum will take place during the week
      beginning 22 August 2005. The final date will be determined in time and
      members will be informed in advance.



14.   CLOSURE

      The meeting adjourned at 12:30.



      …………………………………………………………..
      CHAIRPERSON

      …………………………………………………………..
      SECRETARY

      …………………………………………………………..
      DATE

				
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