(FREE STATE LIBRARY AND INFORMATION CONSORTIUM)
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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.
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