H a N D B 0 0 K

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ASSOCIATION OF PARLIAMENTARY LIBRARIANS OF ASIA & THE PACIFIC (APLAP)

5th BIENNIAL CONFERENCE

"IMPACT OF CULTURE ON P.ARLIAMENTARY LIBRARIES OF ASIA AND THE PACIFIC"

H A N D B 0 0 K

October19-23, 1998

Manila Hotel Manila, Philippines

Printed by the ~ ?/>~ f{i)~ -~ Administrative Management Bureau CONFERENCE SECRETARIAT

Mrs. Maria Fe S. Abeleda-Robles Conference Director

COMMITTEE MEMBERS:

Atty. Lorna J. Fernandez Mrs. Delia P. Gelvezon Mrs. Emma M. Rey

SECRETARIAT:

Natalia G. Fernandez Maria Silahis C. Agawin Clemente L. Sarte m Maribel B. Rabe Cenon Fresnoza Lucille Rallos Nancy Tuason Agustin M. Gimeno Priscila del Rosario Jose V. Enciso

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~:,c Ma. Paz Filomena Villafuerte Jonathan Z. Rodriguez ·r ,i Agnes B. Adre Sonia L. Zurita Lourdes Rajini Rye Jean M. Barredo Afredo S. Besas Elizabeth S. Bongon Daphne Lopez Cecilia A. Bosangit Cupertino Salazar Perlita T. Salazar Noel E. Cuaresma Teresita Joven A. Sipin Roberto F. Largoza Conrado A. Maiguez Soliman S. Perez Fernan M. Bayate Armando Tipones Adelfo G. Josue 23. MRS. EMMA M. REY Chief, Legislative Archives House of Representatives TABLE OF CONTENTS Congress of the Philippines Philippines

24. MR.~_UDDIN SIDDIQI Secretary General, APLAP I. Fifth Biennial Conference ...... 1 Librarian National Assembly of Pakistan Islamabad, Pakistan • Conference Logo ...... 3 • Conference Objectives ...... 4 25. MRS. AURORA CHRISTIANA SIMANDJUNTAK • Conference Programme ...... 5 Consultant . - • General Information ...... 11 Indonesian Parliament (D.P.R. R.I.) Diagram of Manila Hotel Ground Floor ...... 19 Jakarta, Indonesia • Briefing Paper ...... 20 Opening Ceremony Programme, October 20, 1998 ...... 24 26. MISSMATAKAITINATAVITA Assistant Clerk, Niue Legislature Country Presentations Schedule, October 19-23, 1998 ...... 25 Niue Legislative Assembly • Social Programmes...... 26 Alofi, Niue Resource Persons, October 22, 1998 ...... 28 e Schedule of Meetings ...... 29 27. MR. NETTASINGHE MUYANSELAGE CHANDRA THILAKARATHNE Librarian II. Documents: APLAP ...... 31 Parliament of Sri Lanka Kotte, Sri Lanka • Constitution ...... 33 28. MISS CORAZON G. TOLENTINO • Bylaws ...... 41 Director-- Senate Library Senate, Congress of the Philippines ID. Other Matters ...... 4 9 Philippines • Biennial Conference, 1990-1998 ...... 51 29. MS. CHIN-YEN TU i.,,~.licf't...n- Staff, Library & Information Service • Executive Committees, 1990-1998 ...... 52 Legislative Yuan • Embassies of APLAP Member Countries ...... 53 Taipei, Taiwan • Directory of Participants ...... 55

30. MR. AKIHIRO YABE Assistant Chief, General Affairs Division Research & Legislative Reference Bureau National Diet Library Tokyo, Japan

58 15. MR. BU YOUNG KIM Chief, Database Production Division National Assembly Library National Assembly of Korea Seoul, Korea

16. DR.KARLMINKU Director, Department of the Secretariat Legislative Yuan Taipei, Taiwan

•"' MR. JIN-SANG LEE Director, Acquisition & Processing Bureau National Assembly Library National Assembly of Korea Seoul, Korea

·n~.t'i\SON

19. MISS ROSLYNN MEMBREY Acting Head, Resource Development Services Department of the Parliamentary Library Canberra Parliament Canberra, Australia

20. MR.HIDEYANAKAGAWA Director, Research & Legislative Reference Bureau National Diet Library Tokyo, Japan

21. MISS VENERANDA S. PALMEROLA Legislative Officer II Senate Library Senate, Congress of the Philippines Philippines

22. MRS. USACHOM S. P ANKAM Deputy.Secretary General House of Representatives Bangkok, Thailand

57 8. MRS. BOONRUKSA CHOMCHUEN Director, National Assembly Library House of Representatives Bangkok, Thailand

9. MISS JEWEL SHIUO-JYUAN CHEN Information Specialist, Library & Information Service Legislative Yuan Taipei, Taiwan

10. MR. ALI RIZA CIHAN Director Library & Documentation Center Turkish Grand National Assembly Ankara, Turkey

11. MRS. SERAP CIHANER Library Specialist Library & Documentation Center Turkish Grand National Assembly Ankara, Turkey

12. MR. ALI COLAK I. FIFTH BIENNLt\L CONFERENCE Research Specialist Library & Documentation Center Turkish Grand National Assembly Ankara, Turkey

13. MRS. DELIAP. GELVEZON Chief, Legislative Library House of Representatives Congress of the Philippines Philippines

14. MS. JUDITH HUTCHINSON Manager, Client Relations Department of the Parliamentary Library Canberra Parliament Canberra, Australia

56 DIRECTORY OF PARTICIPANTS

1. MRS. MARIA FE S. ABELEDA-ROBLES

Direct~r,Congressional Library House of Representatives Congress of the Philippines Philippines

2. MRS.JUNGAAHN $>-';i;;::@llo...- External Cooperation Officer National Assembly Library National Assembly of Korea Seoul, Korea

3. MR. RAMESH CHANDER AHUJA Director, Parliamentary Library Lok Sabha Secretariat New Delhi, India

4. MR. AMINUDIN AMINUDIN Head of Sub-Section Library Information Services Secretariate General oflndonesian Parliament (D.P.R. R.I.) Jakarta, Indonesia

5. MR.ISMETBAYDUR Deputy Director Library & Documentation Center Turkish Grand National Assembly Ankara, Turkey

MR. ROB BRIAN Parliamentary Librarian Department of the Parliamentary Library New South Wales Parliament New South Wales, Australia

7. MRS. SAIT POH "RUBY" CHEAH-KHOO Parliament Librarian-- Parliament of Singapore Singapore

55 PAKISTAN 6th Floor, Alexander House 132 Amorsolo Street, Legaspi Village Makati City Tel Nos. 817-2776; 817-2772

PHILIPPINES Department of Foreign Affairs 2330 Roxas Boulevard, Pasay City Tel. No. 834-4000

SINGAPORE 6th Floor, ODC Building International Plaza 219 Salcedo Street, Legaspi Village MakatiCity Tel. Nos. 816-1764 to 65

SRI LANKA Benedicto Bldg. 1143 Pasong Tamo Makati City Tel. Nos. 899-5533; 899-5756 The APLAP Fifth Biennial Conference logo is symbolized by elements TAIWAN Taiwan Economic & Cultural Office that approximate the purpose and objectives of the organization. It is illustrated 2nd Floor, Pacific Star Bldg. in two colors to represent the two groups of countries that constitute the cor. Makati Ave. & Gil Puyat Ave. organization. Makati City Tel No. 892-1381 The Double Ring that encircles the elements within the logo symbolizes the wholeness in purpose of member countries. THAILAND Royal Thai Embassy Building In the middle of the double ring is the name of the organization 107 Rada Street, Legaspi Village "Association of Parliamentary Librarians of Asia and the Pacific" bearing also Makati City the year the organization was founded, i.e., "1990." Tel. Nos. 815-4220; 894-0405 The books and documents represent the information that can be obtained TURKEY 2268 Paraiso Street, Dasmarinas Village from libraries of member countries. This information can be made available as a 1222 Makati City symbol of mutual cooperation between institutional members of the organization. Tel. Nos. 843-9705; 843-9707 The computer represents the medium to facilitate the exchange of information between countries.

The raised hands supporting the acronym of the organization (APLAP) represent the united force of support of members to the organization.

The color~ represents the member countries located in Asia, which are primarily known for its lush forests and vegetation.

The color blue represents the member island countries surrounded by the blue water of the Pacific. 54 3 Conference Objectives EMBASSIES

AUSTRALIA 1st - 5th Floors • Gain knowledge on and insights from the cultural traditions which Dona Salustiana Dee Ty Tower impact on parliamentarylibraries of Asia and the Pacific. 104 Paseo de Roxas Makati City Tel. No. 750-2850 • Present the Philippine experience in librarian professionalization as a middle ground model between the highly developed and the less BANGLADESH 2nd Floor, Universal-Re Building developed libraries, thereby, contribute to the further development 106 Paseo de Roxas corner Perea Street of parliamentary librarians and libraries. Legaspi Village, Makati City Tel. Nos. 817-5010; 817-5001

• Address issues/matters raised during previous conferences and INDIA 2190 Paraiso Street establish policies, and/or determinestrategies or courses of action. Dasmarinas Village Makati City • Promote goodwill betweenand among the librarians and libraries Tel Nos. 843-0101; 843-0102 of parliaments in Asia and Pacific. INDONESIA Indonesian Embassy Building 185 Salcedo Street, Legsapi Village • Elect the APLAPofficers for 1999-2000. Makati, City Tel. Nos. 892-5061 to 68

JAPAN 2627 Roxas Boulevard (beside Hyatt Regency Hotel) Pasay City 1300 Tel. Nos. 551-5710 to 31

~EA 10th Floor, The Pacific Star Building Makati Avenue Makati City Tel Nos. 811-6139 to46

MALAYSIA 107 T ordesillas Street, Salcedo Village Makati City Tel Nos. 817-4581 to 85

4 53 APLAP CONFERENCE PROGRAMME EXECUTIVE COMMITTEE

October 19, 1998 1990-92 President - Joobong King (Korea) Monday Vice President, Pacific - John Brudenall (Australia) Vice President, Asia - Karl Min Ku (Taiwan) A.M. Treasurer - Leata Fesili (Western Samoa) 8:00 - 8:30 Registration Secretary General - Aurora Simandjuntak (Indonesia} 8:30 - 10:30 APLAP Executive Committee Welcome Reception 1992-94 President - Karl Min Ku (Taiwan) • Remarks President Vice President - John Brudenall (Australia) • Vice President, Asia Treasurer - Leata Fesili (Western • Vice President, Pacific Samoa) Venue : Champagne Salon, Manila Hotel Secretary General - Aurora Simandjuntak (Indonesia) Merienda & Fellowship 1994-96 President - Karl Min Ku (Taiwan) 10:30 - 12:00 SESSION I [Country Presentations(3)] Vice President, Pacific - Lily Tiki (Resigned) (Papua New Venue : Sampaguita Salon, Manila Hotel Guinea) - Rob Brian (Australia) P.M. Vice President, Asia - Aurora Simandjuntak {Indonesia) Treasurer - Pornpimol Tirakunyavit {Thailand) 12:00 - 1:00 Luncheon Secretary General - Nairn Uddin Siddiqi (Pakistan) with : Hon. Cecilia S. David DSG for Administration

1996-98 President - Karl Min Ku {Taiwan) Hon. Ofelia 0. Cruz Vice President, Asia - Aurora Simandjuntak (lndonesr DSG for Finance Vice President, Pacific - John Templeton (Australia) Venue : Sampaguita Hall, Manila Hotel Treasurer - Ma. Fe Abeleda-Robles {Philippines) Secretary General - Nairn Uddin Siddiqi (Pakistan) 1:30 - 3:30 SESSION II [Country Presentations(4)] Venue : Sampaguita Salon, Manila Hotel

3:30- 4:00 Merienda

4:00- 5:30 SESSION Ill [Country Presentations(3)] Venue : Sampaguita Salon, Manila Hotel

52 5 EVENING APLAP BIENNIAL CONFERENCES

6:30 Departure for Zamboanga Restaurant

7:30 Welcome Dinner with : Hon. Roberto P. Nazareno FIRST BIENNIAL CONFERENCE Secretary General House of Representatives Theme: Building on Asia-Pacific Legislative Information Network Venue : Zamboanga Restaurant Seoul, Korea Adriatico St., Manila 7 - 11 May 1990

October 20, 1998 Tuesday -iECOND BIENNIAL CONFERENCE

AM. Theme: Research and Information Support to Legislature Islamabad, Pakistan 8:00 Departure for House of Representatives 9 - 12 May 1992

9:00 Formal Opening, APLAP 5th Biennial Conference Venue : Speaker's Conference Room THIRD BIENNIAL CONFERENCE • Official Photo Session • Merienda Theme: Resources and Information Sharing of Legislature • TourofHR Bangkok, Thailand • Plenary 9 - 12 May 1994 • Archives • Library FOURTH BIENNIAL CONFERENCE 11 :30 Departure for Lunch Theme: Regional Cooperation - Making it Happen P.M. Canberra, Australia 20 - 24 October 1996 12:30 Luncheon with Hon. Rafael de Guzman DSG, Legislative Operations FIFTH BIENNIAL CONFERENCE Venue Emerald Garden Roxas Boulevard, Manila Theme: The Impact of Culture on Parliamentary Libraries of Asia and the Pacific 1:30 Tours Intramuros - Fort Santiago Manila, Philippines Casa Manila 19 - 23 October 1998 National Museum

6 51 4:00 - 6:00 Executive Committee Meeting Venue Y akal Room, Manila Hotel

EVENING

7:30 Speaker's Dinner with : Hon. Manuel B. Villar, Jr. Speaker, House of Representatives Venue : Champagne Salon, Manila Hotel - House Chorale Emcees Prescilla Del Rosario Filomena Villafuerte

October 21, 1998 Wednesday

A.M.

8:00 - 10:00 SESSION IV [Country Presentations(4)] Venue : Sampaguita Salon, Manila Hotel

10:00 - 10:30 Merienda

11:00 Departure for Tagaytay

P.M.

12:30 Luncheon with : Congressional Library Venue : Tagaytay Vista Lodge - Cultural Presentation

2:30 Return to Manila

3:30- 4:00 Merienda

4:00- 6:00 Executive Committee Meeting Venue : Y akal Room, Manila Hotel

7 EVENING

7:30 Dinner with Dr. Hazel Gacutan Senate Secretary Venue Senator's Lounge Senate Building Roxas Blvd., Pasay City

October 22, 1998 Thursday

THE LIBRARY PROFESSION IN THE PIDLIPPINE SETTING

A.M. Venue : Sampaguita Salon, Manila Hotel

Library Education in the Philippines () . \ r.> ~.. 8:00- 9:00 Resource Person : Dr. Josephine C. Sison \_~;"t1\-~

10:00 - 11:30 The Philippine Librarianship Act of 1990 /' ... Resource Person : Atty. Antonio M. Santos ( C; ) Chief, Law Library \!) College of Law University of the Philippines

11:30 - 12:30 Luncheon with Hon. Arlene Dada-Arnaldo DSG for Committee Affairs Venue Sampaguita Hall, Manila Hotel

8 ·~·' " t·~''\\\' ,..,, (' f"r \ "ft," 1· \LY/ 'L ~ :i~. P.M. PVp 0P-,"__;;I ·~ tµtt'" OJ .AD ' CJ 1:00 - 2:00 The Status of Library Automation in the PhilippinesF,,,..--:'.' 1 Resource Person : Ms. Lourdes L. David ) Chief, Librarian College of Science University of the Philippines

2:00- 3:00 The Role of the Library in the Philippine Legislative Process ,,----... Resource Person : Mrs. Delia P. Gelvezon ( -\ Chief, Legislative Librar)\__::_/3 Congressional Library, HR

3:00- 4:30 The Preservation of the Official Documentation of Philippine Legislative Operations (LZ.\'; Resource Person : Mrs. Emma M. Rey (_)_/ Chief, Legislative Archives Congressional Library, HR

EVENING

7:30 Dinner with Dr. Karl Min Ku, President, APLAP Venue Guijo Room, Manila Hotel

October 23, 1998 Friday

A.M.

8:00 - 10:00 Executive Committee Meeting Evaluation/Consolidation/Summarization of Country Reports Preparation ofResolution/s Venue : Yakal Room, Manila Hotel

10:00 - 10:30 Merienda

9 10:30 - 12:30 General Meeting 5.3 Nominations must reach by secretary 1 month (30 days) prior to Election and Induction of Officers the date of the Biennial Conference and the Secretary will Closing Remarks immediately notify all Institutional members of the names of all Venue : Sampaguita Hall, Manila Hotel nominees and will circulate a proxy form to enable those unable to attend the conference to vote. P.M.

12:30- 1:30 Luncheon 6. Voting by Proxy with Hon. Loma J. Fernandez Director, Interparliamentary Relations and Institutional members unable to attend the biennial conference shall Special Services Directorate (IPRSSD) be permitted to vote for members of the Executive Committee by Venue Sampaguita Hall, Manila Hotel proxy. Proxies must reach the secretary prior to the offical opening of the Biennial Conference or business meeting, whichever is held first.

7. Operations of Standing Committees and other subordinates bodies END OF CONFERENCE

.1 -0- 7 Standing Committees and other subordinate bodies shall operate under terms of reference approved by the Association at a General meeting.

EVENING 7 .2 The Chairperson or Convener of each Standing Committee or 7:30 Dinner \ other subordinate body shall be an Institutional member of the 75th Anniversary, Philippine Librarians' \ Association. Association, Inc. (PLAI) \ Venue : Polkabal and Rigodon Ballrooms, ' Manila Hotel 7.3 Members of Standing Committees and other subordinate bodies may be drawn from the staff of Institutional member libraries in order to bring all available expertise to the benefit of the .. ~~ c::.t "~ t'' ':L/...... _cc J_l.tLc.Q_, ,"J..,-- ::::::).~- - \ (), \<-) ~ Association's affairs. r . I ~v \ (·. ""· ., (~-' crl-\c;u')-._. . . L_YfYV--"t \o 7.4 Standing Committees and other subordinate bodies shall be required to report to the President and the Association upon the completion of particular tasks, or annually, in relation to ongoing activities.

Accepted in principle, 10 May 1990, Seoul, Republic of Korea.

JO 47 3.4 Treasurer GENERALINFORMATION

The Treasurer is responsible for maintaining the Associations financial records and for making payments with the authorization 1. VENUE AND DATE OF CONFERENCE of the President of the Association. The Treasurer prepares an annual financial report on behalf of the Executive Committee The "5th Biennial Conference of the Association of Parliamentary and recommends the subscription for schedule to each biennial Librarians of Asia and the Pacific: Impact of Culture on Parliamentary business meeting. Libraries of Asia and the Pacific," shall be held in Manila, Philippines from October 19-23, 1998. Venue the conference shall be the Manila Hotel. 3.5 Secretariat of

2. REGISTRATION Initially, the Secretariat shall be in the National Assembly Library, Republic of Korea. Participants are requested to accomplish the attached REGISTRATION FORM and return the accomplished form to the 4. Roll of Members following, on or before September 15, 1998. FAX: Congressional Library, House of Representatives 4.1 The Secretary shall compile and maintain a Roll of Members (632) 931-55-66 containing details of the name and position held by the member, Tel. No.: ( 632) 931-59-66 the member's postal address and telephone, FAX and TELEX E-mail : [email protected]. numbers where appreciate. MAIL ORIGINAL: APLAP 5th Biennial Conference, Manila '98 c/o The Director, Congressional Library 4 .2 The Roll shall be used to prepare a membership list for distribution House of Representatives, Congress to all members at each biennial conference. Republic of the Philippines Diliman, Quezon City 5. Nominations for the Executive Committee PHILIPPINES

5.1 The Secretary shall call for nominations for the position on tl 3. ACCOMMODATIONS Executive Committee three months (90 days) prior to the date ot the Biennial Conference. All conference sessions shall be held at the Manila Hotel. Thus, accommodations have been arranged with the Hotel at a special rate which shall be to the account the participant. 5.2 Nominations, which do not require a seconder, may be made by of Institutional members who are willing to stand for office. If a Should the participant opt to consider staying in other hotels please member wishes to nominate another member for office, the reconsider in view of the acute traffic problem in Manila. nominations must contains a statement by the nominee that he or she is willing to stand.

46 11 Manila Hotel 2.2 Membership of either an Institutional or Associate member shall One Rizal Park, Manila, Philippines lapse if annual subscription remains unpaid for twelve months. Tel. (632) 527-0011 FAX No. (632) 527-0022 to 24 Toll Free No. 1-800-9-MNL-HTL 2.3 The Annual Subscription shall be determined at each biennial Email: HYPERLINK mailto:[email protected] pr@}rnanila-hotel.com.ph conference and can be varied by vote of a simple majority of http.// HYPERLINK http://www.manila-hotel.com.ph www.manila-hotel.com.ph those institutional members present. Rates: 2.4 The subscription for 1990/91 and 1991/92 shall be: Superior De Luxe Single occupancy US $170.00 Nett Institutional member - $ (US) 100.00 Doubleffwin occupancy us $200.00 Triple occupancy us $235.00 Associate member - $ (US) 10.00 Sunrise/Sunset Suite Single occupancy us $315.00 2.5 The Treasurer will circulate a subscription renewal notice in June Twin occupancy us $335.00 of each year with full payment details.

4. COMMUNICATIONS 3. Powers and responsibilities of Office Holders

Overseas telephone calls, telegraphic/facsimile services, laundry, bar 3.1 The President chairs all meetings of the Executive Committee and in-room drinks will be charged to the personal account of the and at least the formal or business sessions at the biennial participant. conference.

5. TRANSPORTATION 3.2 Vice Presidents

Bus service will be provided for all activities included in the The Vice Presidents are required to act for the President when Conference Program. necessary and may be required to fulfill other duties, for example, as Newsletter editor. 6. FOREIGN EXCHANGE 3.3 The Secretary The Peso is the legal tender of the Republic of the Philippines. The Manila Hotel provides currency exchange and travelers' cheques facilities. The Secretary is responsible for the minutes of all business meetings of the Association and Executive Committee and for Please accomplish the attached forms: (1) Registration Form all correspondence and action agreed by a business meeting or (2) Accommodations Form the Executive Committee. The secretary maintains the roll of (3) Flight Details Form members and ensures that all meetings are convened in accordance with the Constitution and Bylaws. 12 45 1.5 Conference Organization Return all forms to: APLAP 5th Biennial Conference, Manila '98 The host Librarian/Director for each conference shall in c/o The Director, Congressional Library consultation with the Executive Committee of the Association: House of Representatives Diliman, Quezon City 1.5.1 Convene the conference, draw up its program, solicit Philippines contributions and papers and keep members informed of progress. Tours to libraries and information facilities of Fax copy to: ( 632) 931-5566 - Congressional Library particular interest may be included in the program. E-mail : [email protected].

1. 5 .2 Conference papers shall be submitted in advance and sh. be distributed to participants prior to the conference sessions. Papers are not to be read but are open for discussion following a brief address by the author.

1.5.3 The Executive Committee shall decide which papers are to be published as part of the permanent record of the proceedings of the conference chairperson shall be responsible for producing and distributing such records.

1.5.4 Conference proceedings may be taped or otherwise recorded, provided that conference participants shall have the right to have materials withheld from the permanent record.

1.5 .5 A conference dinner will generally be arranged to coincide with the conference. Delegates may be required to mt the cost of the conference dinner themselves.

1.5.6 The conference organizers shall not be responsible for the expenses of conference participants.

2. Subscriptions

2.1 Subscriptions shall be due on 1 July each year.

44 13 Association of Parliamentary Librarians of Asia and the Pacific (APLAP) 1.4.2 Chairperson 5th BIENNIAL CONFERENCE October 19-23, 1998 The President, or in the absence of the President, a Vice Manila Hotel, Manila President shall take the chair at biennial conferences. In Philippines the absence of these officers, the members present shall choose someone of their number to be Chairperson.

1.4.3 Voting REGISTRATION FORM [PRINT PLEASE] Voting for officers shall be by secret ballot.

SURNAME Other voting shall be by show of hands, where there is a tied vote. The motion may be put by any member present GIVEN NAME and shall be seconded, but only one representative from MR.[] MISS [] MRS. [] each parliamentary institution shall be entitled to vote upon it. The Chairperson shall have the option of requesting POSITION TITLE : ~~~~~~~~~~~~~~~ that a motion be submitted in written form before accepting INSTITUTION it for debate.

ADDRESS 1.4.4 Quorum

A Quorum shall be constituted by the presence of no less than one third of the institutional membership. No motion TEL.NO. shall be accepted if a quorum is lacking. FAX.NO. 1.4.5 Minutes E-MAIL Minutes of the general business meeting, which shall be circulated to all members within 30 days of the meeting, shall be kept by the Secretary and shall be confirmed at a subsequent meeting. Please return to : APLAP 5™ Biennial Conference, Manila '98 c/o The Director, Congressional Library House of Representatives 1.4.6 Annual Report Dillman, Quezon City Philippines The President shall present an annual report of the Fax. copy to : +(632) 931-5566 Association's activities and :financial accounts in the first issue of the APLAP Newsletter of each calendar year. 14 43 a) Members Association of Parliamentary Librarians of Asia and the Pacific (APLAP) Slh BIENNIAL CONFERENCE In addition to Institutional and Associate members of the October 19-23, 1998 Association, members of the respective Secretariat may, Manila Hotel, Manila Philippines with the concurrence of their Librarian or Director, attend open sessions of the conference and participate in the proceedings. ACCOMMODATIONS FORM b) Observers [PRINT PLEASE]

Attendance at open sessions by persons making applicatic to attend shall be subject to the prior consent of the SURNAME Executive Committee. GIVEN NAME c) Guest Speakers MR.[] MISS [] MRS.[] The Host Librarian/Director may, at his or her discretion POSITION TITLE : ------ and with the concurrence of the Executive Committee, INSTITUTION invite attendees at open sessions of such persons as are able to contribute by their professional expertise or special ADDRESS knowledge to the purpose and proceedings of the conference. TEL.NO. Conference Fees FAX.NO. The Executive Committee may determine a conference fee E-MAIL for participation by non-members in APLAP conference No fees shall be charged to institutional members. ROOM RESERVATION:------ RATE 1.4 Procedures:

1.4.1 Not less than 90 days notice of every Biennial Conference specifying the place and dates of the conference and the business to be dealt with shall be given to member, the communication being sent to each member's official address.

42 15 Manila Hotel ASSOCIATION OF PARLIAMENTARY One Rizal Park, Manila, Philippines LIBRARIANS OF ASIA AND THE PACIFIC Tel. (632) 527-0011 BY-LAWS FAX No. (632) 527-0022 to 24 Toll Free No. 1-800-9-MNL-HTL Email: HYPERLINK mailto:[email protected] [email protected] 1. Procedures for biennial conferences and business meetings. http.// HYPERLINK http://www.manila-hotel.com.ph www.manila-hoteLcom.ph 1.1 Biennial conferences shall be held in alternate years, commencing *Rates: in 1990 for purposes of Superior De Luxe Single occupancy US $170.00 Nett a) Determining Association policy, strategies and action; Double/Twin occupancy us $200.00 Triple occupancy us $235.00 b) Promoting interpersonal contact between members of the Association; Sunrise/Sunset Suite Single occupancy us $315.00 c) Permitting members to discuss matters of common concern Twin occupancy us $335.00 and interest; *Inclusive of breakfast and surcharge d) Election of office bearers of the Association, and Please return to: APLAP 5rn Biennial Conference, Manila '98 c/o The Director, Congressional Library e) Discussing papers and presentations by participants and/or Bouse of Representatives guest speakers. Diliman, Quezon City Philippines 1.2 Conferences shall be timed, whenever possible, to coincide with Fax. copy to : +(632) 931-5566 a common parliamentary recess and shall be hosted, by agreement, by each of the participating Legislatures in rotation. The order shall be determined by the Executive Committee in consultation with the host Librarian/Director of the prospective venue, subject to the endorsement of the respective Presiding Officer and/ or Library Committee.

1.3 Participants

The following individuals may participate in a conference:

16 41 7. Operations of Standing Committees and other Subordinate Bodies Association of Parliamentary Librarians of Asia and the Pacific (APLAP) s•hBIENNIAL CONFERENCE 7 .1 Standing Committees and other subordinate bodies shall October 19-23, 1998 operate under terms or reference approved by the Manila Hotel, Manila Association at a General meeting. Philippines

7.2 The Chairperson or Convenor of each Standing Committee or other subordinate body shall be an Institutional member FLIGHT INFORMATION of the Association. [PRINT PLEASE]

7.3 Members of Standing Committees and other subordinat~ bodies may be drawn from the staff of Institutional membE. ARRIVAL libraries in order to bring all available expertise to the benefit·· AIRLINE & FLIGHT No. of the Association's affairs. FLIGHT DATE 7.4 standing Committees and other subordinate bodies [shall EXPECTED T™E OF ARRIVAL be required] to report to the President and the Association upon the completion of particular tasks, or annually, in DEPARTURE relation to on-going activities. AIRLINE & FLIGHT No.

Accepted in principle, 10 May 1990 Seoul, Republic of Korea. FLIGHT DATE EXPECTED TIME OF DEPARTURE: ~~~~~~~~- SU RN AME GIVEN NAME MR. (J MISS [] MRS. [] POSITION TITLE : ~~~~~~~~~~~~~~~ INSTITUTION ADDRESS

TEL. NO. FAX.NO. E-MAIL

40 17 Please return to : APLAP 5rn Biennial Conference, Manila '98 4. Roll of Members c/o The Director, Congressional Library House of Representatives 4.1 The Secretariat shall compile and maintain a Roll of Diliman, Quezon City Members containing details of the name and position held Philippines by the member, the member's postal address and telephone, FAX and TELEX numbers where appropriate. Fax. copyto : +(632) 931-5566 4.2 The roll shall be used to prepare a membership list for distribution to all members at each biennial conference.

AIRPORT ASSISTANCE 5. Nominations for the Executive Committee

For delegates departing from Manila on October 23 and 24, 1998, 5.1 The Secretary shall call for nominations for the positions the House of Representatives secretariat staff shall collect the reconfirmed on the Executive Committee three months (90 days) prior tickets, signed immigration departure cards, passports and FIVE HUNDRED to the date of the Biennial Conference. PESOS (PS00.00) for airport terminal fee per delegate. 5.2 Nominations, which do not require a seconder, may be Check-in luggage shall be collected at 2:00 P.M. for delegates who made by Institutional members who are willing to stand for will depart on October 23, 1998. Luggage of delegates who will leave in the office. If a member wishes to nominate another member morning and afternoon of October 24, 1998 shall be collected at 7:00 A.M. for office, the nomination must contain a statement by the and at 2:00 P.M. for those leaving in the evening. nominee that he or she is willing to stand [for office].

5.3 Nominations must reach the secretary 1 month (30 days) prior to the date of the Biennial conference and the secretary will immediately notify all Institutional members of the names of all nominees and will circulate a proxy form to enable those unable to attend the conference to vote.

\. Voting by Proxy

6.1 Institutional members unable to attend the biennial conference shall be permitted to vote for members of the Executive Committee by proxy. Proxies must reach the secretary prior to the official opening of the Biennial conference or business meeting, whichever is held first.

18 39 2.4 The subscriptions for 1990-91 and 1991-92 shall be

Institutional member - $(US) 100.00 Associate member $(US) 100.00

2.5 The Treasurer will circulate a subscription renewal notice in June of each year with full payment details.

TIVH 'JVINN:ilJ.Nal Powers and Responsibilities Office Holders 3. of .tQUt.unv•• '~'lq•v•

t.tmt"'il~I!. 3.1 The President chairs all meetings of the Executiv~ Committee and at-least the formal or business sessions at the biennial conference.

3.2 Vice-Presidents The Vice Presidents are required to act for the President as necessary and may be required to fulfil other duties, for example, Newsletter Editor.

3.3 The Secretary ~ -IP The Secretary is responsible for the minutes of all business ~ meetings of the Association and Executive Committee and o~ · B~nJt~ for all correspondence and action agreed [upon in] a ti ~ business meeting or by the Executive Committee. The 2~ Secretary maintains the roll of members and ensures that ::J - all meetings are convened in accordance with the go Constitution and By-laws. C)

3.4 Treasurer The Treasurer is responsible for maintaining the ,...jl\\f.a - a Associations financial records and for making payments ....foo.! ~ l!A t3:i·. .,,w. - 90 with the authorization of the President of the Association. rr- iArilr---v ! l "~ The Treasurer prepares and annual financial report on UPTIVllVtfil!WdKW: i~ ~i

behalf of the Executive Committee and recommends the ---fL.. ~ y~ subscription fee schedule of each biennial business ~ tl ::€) meeting. FF1j ~ ~ d;_l~ 3.5 Secretariat Initially, the Secretariat shall be in the National Assembly Library, Republic of Korea.

38 19 CONFERENCE BRIEFING PAPER 1.5.1 Convene the conference, draw up its program, solicit FOR PARTICIPANTS contributions and papers and keep members informed of progress. Tours to libraries and information facilities of particular interest may be included in the I. AUTHORITY program.

Pursuant to the provisions of the Constitution of the Association of 1.5.2 Conference papers shall be submitted in advance and shall Parliamentary Librarians of Asia and the Pacific, "The host Librarian/ be distributed to participants prior to the conference Director for each conference shall in consultation with the Executive sessions. Papers are not to be read but are open for discussion following a brief address by the author. Committee of the Association: 1.5.3 The Executive Committee shall decide which papers are 1.5.1 Convene the conference, draw up its program, solicit to be published as part of the permanent record of the contributions and papers and keep members informed of proceedings of the conference. The Conference progress. Tours to libraries and information facilities of Chairperson shall be responsible for producing and particular interest may be included in the program. distributing such records.

1.5 .2 Conference papers shall be submitted in advance and shall be 1.5.4 Conference proceedings may be taped or otherwise distributed to participants prior to the conference sessions. recorded, provided that conference participants shall have Papers are not to be read but are open for discussion following the right to have materials withheld for the a brief address by the author. permanent record.

1.5 .3 The Executive Committee shall decide which papers are to be 1.5.5 A conference dinner will generally be arranged to coincide published as part of the permanent record of the proceedings with the conference. Delegates may be required to meet of the conference. The Conference Chairperson shall be the cost of the conference dinner themselves. responsible for producing and distributing such records. 1.5.6 The conference organizers shall not be responsible for the 1.5.4 Conference proceedings may be taped or otherwise recorded, expense of conference participants. provided the conference participants shall have materials withheld from the permanent records. 2. Subscriptions

2.1 Subscription shall be due on 1 July each year. 1.5 .5 A conference dinner will generally be arranged to coincide with the conference. Delegates may be required to meet the cost of 2.2 Membership of either an Institutional or Associate member the conference dinner themselves. shall lapse if the annual subscription remains unpaid for twelve months. 1.5.6 'The conference organizers shall not be responsible for the expenses of conference participants." 2.3 The Annual Subscription shall be determined at each biennial conference and can be varied by vote of a simple majority of those Institutional members present.

20 37 meeting shall be held. The procedures and rules for meetings are II. OBJECTIVES set out in the By-laws. The SthAPLAP Biennial Conference seeks to achieve the following 8. STANDING COMMITTEES AND OTHER SUBORDINATE BODIES objectives:

The members present at a General Business meeting may appoint 2.3.l Gain knowledge on and insights from the cultural traditions Standing Committees, Working Parties, Tasks Forces, or make other which impact on parliamentary libraries of Asia and the Pacific. appropriate arrangements for carrying out studies or special tasks determined by the meeting. The Standing Committees and other 2.3.2 Present the Philippine experience in librarian bodies shall operate in accordance with the Association's By-laws. professionalization as a middle ground model between the highly developed and the less developed libraries, thereby, Note1. - State or Provincial legislatures eligible for membership 01 contribute to the further development parliamentary the Association are those legislatures where powers are of defined or established in conjunction with the national librarians and libraries. constitution. 2.3 .3 Address issues/matters raised during previous conferences and Note 2. - The Chief Librarian or Director may designate the Deputy establish policies, and/or determine strategies or courses of Librarian or Deputy Director or equivalent to represent the action. legislature as Institutional Member. The Designated person must have full authority to speak and act on behalf 2.3 .4 Promote goodwill between and among the librarians and of the Library. libraries of parliaments in Asia and Pacific.

Adopted 10 May 1990, Seoul, Republic of Korea. 2.3.5 Elect the APLAP officers for 1999-2000.

1.4.5 Minutes ID. PROGRAMME Minutes of the general business meeting, which shall be circulated to all members within 30 days of the meeting, shall be kept by the The Conference shall be comprised of three (3) parts: Secretary and shall be confirmed at a subsequent meeting. Part I Shall deal with the country presentations on the impact of 1.4.6 Annual Report culture on the respective libraries of participating librarians from parliaments of Asia and the Pacific. The President shall present an annual report of the Association's activities and financial accounts in the first issue of the APLAP Part II Shall focus on the Philippine experience in professionalizing newsletter of each calendar year. librarians, networking, library automation, role of the library 1 .5 Conference Organization on the legislative process and preservation of official documents of the Philippine legislative operation. The host Librarian/Director for each conference shall in consultation with the Executive Committee of the Association:

36 21 Part III Shall deal with APLAP concern which shall include: An Executive Committee member shall cease to hold office if he/ a) consideration of matters/issues resulting from previous she- conferences; b) report of the President; a. ceases to be a member of the Association c) report on financial matters; and b. ceases to be employed in a legislature in the region d) election of officers for 1999-2000. c. resigns from the office d. is requested in writing to resign by no less than one third of the members in good standing. ID.SESSIONS 5. CASUAL VACANCIES There shall be four sessions to be held with three (3) speakers in Where a position on the Executive Committee falls vacant between Session I, four (4) in Session II, three (3) in Session III, and four (4) in biennial conferences, it may be filled for the remainder of the allotted Session IV. term through a postal ballot of members to be conducted by the remaining members of the Executive Committee with nominations The schedule of presentation shall be, as follows: being called within 30 days of the vacancy occurring.

October 19, 1998 - Monday 6. POWERS AND RESPONSIBILITIES OF OFFICE HOLDERS A.M. Session I 10:30 - 11 :00 Australia a. President 11:00-11:30 Cook Islands 11 :30 - 12:00 India The President, on the authorization of the Executive Committee, shall issue statements, enter into negotiations on P.M. behalf of the Associations and represent its views and opinions. Session II 1:30 - 2:00 Indonesia 2:00 - 2:30 Japan Where the President undertakes such activities without prior 2:30 - 3:00 Korea agreement on policy at a biennial meeting, statements made on 3:30 - 4:00 Niue behalf of the Associations shall be subject to ratification at the next general business meeting. Session III 4:00 - 4:30 Pakistan 4:30 - 5:00 Philippines b. Other office bearers 5:00 - 5:30 Singapore Powers of other office bearers are set out in the By-laws.

October 21, 1998- Wednesday 7. MEETINGS A.M. SessionN 8:00 - 8:30 Sri Lanka A conference of the Association shall be held biennially at such 8:30 - 9:00 Taiwan times and at such places as the Executive Committee shall determine 9:00 - 9:30 Thailand following consultations with the host Librarian/Director. During the 9:30 -10:00 Turkey course of the biennial conference, at least one general business

22 35 3. MEMBERSHIP To allow for substantial discussions on each paper, the paper, pursuant to the APLAP Constitution be submitted in advance of the conference to (1) Institutional Members allow for sufficient time for reproduction and distribution to participants prior to the sessions, and study by the participants. The chief librarian or equivalent in each of the legislatures in Asia Pacific region is eligible for institutional membership by the association upon payment of the prescribed subscription. Where a legislature does not have a chief librarian or equivalent, the Presiding Officers may nominate another officer as Member.

(See Note 2)

(2) Associate Members

Other interested administrative, library, research, and or information staff employed in or working with the legislatures in the region may be associate members upon payment of the annual associate membership subscription.

4. OFFICES

In a General Business meeting held during each Biennial Conference Institutional members shall elect:

President Vice President (Asia) Vice President (Pacific) Secretary and Treasurer

These office holders shall form the Association's Executive Committee and may co-opt up to two Institutional members to serve ex-officio in the Committee.

No person shall be eligible to serve longer than two consecutive terms of two years in the same office.

34 23 PROGRAMME I. CONSTITUTION OF THE ASSOCIATION OF PARLIAMENTARY OPENING CEREMONY OF THE FIFTH BIENNIAL LIBRARIAN OF ASIA AND THE PACIFIC CONFERENCEOF THE ASSOCIATION OF PARLIAMENTARYLIBRARIANS OF ASIA AND THE PACIFIC 1. NAME Speaker's Conference Room, October 20, 1998, 8:30 a.m. The name of the Association is the "ASSOCIATION OF PARLIAMENTARY LIBRARIANS OF ASIA AND THE PACIFIC," It I. National Anthem House Chorale may be known by the acronym AP LAP.

IL Welcome Remarks and Introduction Mrs. Maria Fe Abeleda-Robles of APLAP President Director, Congressional Library 2. PURPOSE

III. Remarks Dr. Karl Min Ku The purpose for which the Association is established are to - President Association of Parliamentary (a) Encourage understanding of, and cooperation between Librarians of Asia and parliamentary libraries and research and information services the Pacific (APLAP) attached to the National and State/Provincial Legislature in the region. IV. Introduction of the Keynote Speaker Hon. Roberto P. Nazareno Secretary General (b) Consider any matters affecting the common interests or House of Representatives operations of Parliamentary Libraries.

Hon. Manuel B. Villar, Jr. V. Keynote Address (c) Initiate, develop, establish and support ideas, methods and Speaker techniques likely to result in the better functioning of House of Representatives Parliamentary Libraries generally, and in particular their Philippine Congress effective provision of information relevant to the needs of the VI. Presentation of Token of Appreciation Mrs. Aurora Simandjuntak Parliamentarians they serve. to the Honorable Speaker Vice President for Asia, APLAP (d) Foster a clearer understanding of the respective needs and roles of members of Parliament and their Parliamentary VII. Photo Session with the Speaker Libraries by establishing a forum for better communication between the two. VIII. Informal Meeting with House Officals ( e) Provide a body which can speak and act on behalf of its several constituents on matters coming within the ambit of its authority.

(f) Advance the cause of Parliamentary librarianship generally and liaise closely with IFLA and other bodies and associations with common interests.

24 33 CONFERENCE SESSIONS SCHEDULE COUNTRY PRESENTATIONS

October 19, 1998 - Monday

A.M. 10:30 - 12:00 Session I (3) 1. Australia 2. Cook Islands 3. India

P.M. Session II ( 4) 4. Indonesia 1:30 - 3:30 5. Japan 6. Korea 7. Niue

4:00 - 5:30 Session III (3) 8. Pakistan 9. Philippines 10. Singapore

October 21, 1998 - Wednesday

A.M. 8:00- 10:00 Session IV ( 4) 11. Sri Lanka 12. Taiwan 13. Thailand 14. Turkey

25 S<':>CIAL PROGRAMME

Date/Day TimeNenue Activity/Host Attire

October 19, 1998 8:30-10:00 A.M. Welcome Reception Monday Champagne Salon, Fellowship Manila Hotel {Business}

12:00- I :00 P.M. Luncheon Satnpaguita Hall, Hon. Cecilia S. David Manila Hotel Deputy Secretary General for Administration

Hon. Ofelia C. Cruz Deputy Secretary General for Finance {Business}

7:30- 9:30 P.M. Welcome Dinner Zamboanga Hon. Roberto P. Nazareno Restaurant Secretary General House of Representatives {Business} II. DOCUMENTS: APLAP

October 20, 1998 12:30- I :30 P.M. Luncheon Tuesday Emerald Garden Hon. Rafael de Guzman Deputy Secretary General for Legislative Operations {Business}

7:30- 9:30 P.M. Speaker's Dinner Champagne Salon, Hon. Manuel B. Villar, Jr. Manila Hotel Speaker House of Representatives {Native Costume}

October 21, 1998 12:30- 1:30 P.M. Luncheon Wednesday Tagaytay Congressional Library {Casual} Vista Lodge, Tagaytay City

26 7:30 P.M. Dinner Senator's Lounge Dr.HazelGacutan Senate Building Senate Secreary {Business} Roxas Blvd. Pasay City

October22, 1998 11:30-12:30 P.M. Luncheon Thursday San:;paguita Hall, Hon. Arlene Dada-Arnaldo Manila Deputy Secretary General for Committee Affairs Bu. {Business}

7:30- 9:30 P.M Dinner Guijo, Dr. Karl Min Ku Manila Hotel President, APLAP {Business}

October 23, 1998 12:30- 1:30 P.M. Buffet Dinner Friday Sampaguita Hall, Atty. Loma J. Fernandez Manila Hotel Director, IPRSSD {Business}

7:30- 9:30 P.M. Dinner Polkabal & Rigodon Philippine Librarians Ballrooms, Association Inc., Board (PLAI) Manila Hotel 75tb Anniversary

PLAI-CD Asia Atty. Emmanuel L. Caparas

27 RESOURCE SPEAKERS SCHEDULE OF MEETINGS

OCTOBER 22, 1998 THURSDAY I. EXECUTIVE COMMITTEE Speaker Topic October 20, 1998, Tuesday 4:00-6:00 P.M. Dr. Josephine S. Sison Library Education in the Philippines Yakal Room , Manila Hotel Dean, Institute of Library Science 8:00 - 9:00 A.M. University of the Philippine October 23, 1998, Friday 8:00-10:00 A.M. Yakal Room, Manila Hotel

Mrs. Maria Fe Abeleda-Robles Law Libraries in the Philippine: Cooperation Director, Congressional Library Coordination and Resource Sharing II. GENERAL MEETING House of Representatives 9:00 - 10:00 A.M. Congress of the Philippine October 23, 1998, Friday 10:30-12:30 P.M. Sampaguita Salon, Atty. Antonio M. Santos The Philippine Librarianship Act of 1990 Manila Hotel Chief, Law Library 10:00 - 11 :30 A.M. College of Law University of the Philippines

Ms. Lourdes L. David The Status of Library Automation in the Chief, Librarian Philippines College of Science l :00 - 2:00 P.M. University of the Philippines

Mrs. Delia P. Gelvezon The Role of the Library in tht Philippine Chief, Legislative Library Legislative Process Congressional Library, HR 2:00 - 3:00 P.M.

Mrs. Emma M. Rey The Preservation of the Official Chief, Legislative Archives Documentation of Philippine Legislative Congressional Library, HR Operations 3:00 - 4:30 P.M.

28 29