Welcome and apologies

Transcription

1 Endorsed Minutes of the fifty-fourth meeting of the Governing Board, held on Sunday 2 April 2017 from 13: in the Library, Goethe Institute, Athens, Greece. Members: Staff: Donna Scheeder (President, Chair); Glòria Pérez-Salmerón (President-Elect); Margaret Allen; Kirsten Boelt; Ngian Lek Choh; Loida Garcia-Febo; Ágnes Hajdu Barát; Andrew McDonald; Christine McKenzie; Perry Moree; Ellen Ndeshi Namhila; Victoria Okojie; Victoria Owen; Viviana Quiñones; Barbara Schleihagen; Raissa Teodori; Maria-Carme Torras y Calvo; Christine Wellems, Frederick Zarndt Gerald Leitner, IFLA Secretary General (SG); Helen Mandl, Manager Member Services; Esther Doria, Project Coordination Assistant (minutes); Josche Ouwerkerk, Manager, Conferences and Business Relations for Agenda Item 3.1; Stephen Wyber, Policy and Research Officer for Agenda Items 2.1.1,2.3.1 and Guests: Jessica Dorr, Global Libraries Deborah Jacobs, Global Libraries Welcome and apologies The President welcomed everyone to the meeting. There were no apologies. 1. General business 1.1 Adoption of agenda Item 1.3 was un-starred for discussion. Item Governing Board Members reports was starred. Item Project Plan for Implementing the Marrakesh Treaty was added under 2.4 Planning, Strategic Direction 2 Information and Knowledge. The agenda was adopted. 1.2 Minutes of the previous meeting on 9 December 2016 On page 2 item Victoria Owen s name was spelled wrong and should be corrected. With this correction, the minutes were approved. Resolution: The Governing Board resolved to accept the minutes as a true and accurate record of the fifty-third meeting of the Governing Board, held on 9 December 2016 at IFLA HQ, The Hague, Netherlands, for signing by the President. 1.3 Resolutions agreed since the last meeting, to be read into the Minutes 1

2 The following resolutions were agreed since the last meeting and are recorded in the minutes of this meeting: Joint Letter by IFLA and 33 other organisations on Education in Copyright Reform IFLA contributed to the drafting of a joint statement on the subject of exceptions to copyright to support education, in particular in the European context. This called, in particular, for simple exceptions covering all uses, the inclusion of libraries and other cultural heritage institutions as beneficiaries, and the removal of reference to licensing, which in this case would be unnecessary. The Head of the WIPO SCCR Delegation, and the Chairs of CLM, the School Libraries and Academic and Research Libraries Sections all contributed to this. Resolution: The Executive Committee on behalf of the Governing Board endorsed IFLA s co-signing of the joint letter on education exceptions on 6 February Joint Statement by IFLA, EBLIDA, LIBER, Europeana and Public Libraries 2020 on Copyright Reform On 22 December 2016, IFLA and the coalition of organisations representing library and cultural heritage institutions with which we have worked in the past, released a joint position paper on the Commission s proposals for copyright in a Digital Single Market. This echoed positions previously established, but further clarified demands. It was distributed to 250 MEPs and their teams, as well as to all EU Member States, and has been drawn upon subsequently in communications with decision makers. Resolution: The Executive Committee on behalf of the Governing Board endorsed IFLA s co-signing of the joint position paper on copyright reform on 22 December Joint Statement by IFLA, EBLIDA and EIFL on Marrakesh Treaty Ratification On 30 January, IFLA led on preparing a rapid-turnaround statement on ratification of the Marrakesh Treaty in Europe, following news of unhelpful positions being taken by some EU Member States and Members of the European Parliament. This statement reiterated previous positions, and given the need to release it ahead of a hearing on the Treaty on 31 January, was released immediately. It was accompanied by a graphic (for use on Social Media) and was subsequently disseminated at the Hearing. Resolution: The Executive Committee, on behalf of the Governing Board, noted the joint statement on Marrakesh Treaty Ratification, which was fast-tracked in line with agreed practices on urgent statements, and published on 30 January Position Paper on the role of "Non-official" data for SDG Monitoring and Review Following an approach from the Transparency and Accountability Partnership (TAP), which brings together actors working on data, IFLA signed onto a position paper on the role of nonofficial data in monitoring and reviewing progress on the SDGs. This highlighted the potential of such data sources, if used responsibly, to offer a more complete perspective on development. IFLA s signature was in line with libraries strong overall commitment to seeing the SDGs achieved, as well as their specific role in providing access to different types of data. We ensured explicit reference to libraries in the text. The position paper was deployed at the UN Statistical Commission, at which Loida Garcia Febo represented IFLA. 2

3 Resolution: The Executive Committee on behalf of the Governing Board endorsed IFLA s co-signing of the position paper on the role of non-official data for SDG Monitoring and Review on 5 March. IFLA Representative on the Accessible Books Consortium Board Resolution: The Executive Committee on behalf of the Governing Board nominated Victoria Owen to represent IFLA on the Board of the Accessible Books Consortium on 20 March, for the three years set out in the ABC Board s own governance rules. 1.4 Matters arising not elsewhere on the agenda From the minutes of 9 December 2016 There were no further matters arising From the Executive Committee The Executive Committee discussed and agreed that the topic for the next Strategic Partner Meeting be digital memory. A paper and discussion questions will be prepared. The EC members discussed the reports from the Conference Advisory Committee, and UNIMARC. The Executive Committee noted that UNIMARC does not require an office in order to conduct its activities. On a question regarding the delegation of decisions on IFLA s Honours and Awards to the Executive Committee, this has been the practice since at least 2003, the exact date of the delegation not being found in IFLA s electronic records of the Governing Board. The current awards and procedures were reviewed in 2008/2009, endorsed by the Governing Board in April 2009 and revised by the Governing Board in December Resolution: The Governing Board noted the report from the Executive Committee. 2. Strategic matters 2.1 Advocacy Overview of advocacy activities since the last meeting During the workshop in the morning Stephen Wyber highlighted the advocacy activities since the last meeting. Resolution: The Governing Board noted the progress of the advocacy activities President s Programme and President s Meeting The President reported that the Presidents meeting will be interactive. Participants will be seated at round tables and there will be panel discussions after each speaker. Participants will be given the opportunity to contribute. The Secretary General noted that an additional Greek Minister will address the meeting; the Greek Minister of Education. Resolution: The Governing Board noted the President s report President-Elect s Programme The President-Elect thanked the President for involving her in the Global Library Legacy projects and meetings. This has been very useful in her work with her own programmes. She noted that the IAP programme is working very well. The 6 regional meetings that took place since the last GB meeting involved around 80 Associations that signed agreements with IFLA to continue work in their own countries. 3

4 Resolution: The Governing Board noted the President-Elect s report * Governing Board members reports on official representation Resolution: The Governing Board noted the Governing Board reports on official representation. 2.2 Strategic partnerships 2.2.1* Overview of Strategic Partner activities since the last meeting Resolution: The Governing Board noted the overview of Strategic Partner activities since the last meeting Legacy Partnership The Secretary General reported on three important meetings that have taken place with the legacy partners. In February, a meeting took place in Chicago. Together a strategic direction was discussed for the partnership work for the next 12 months. A joint vision on data activities is also under development. The IFLA Library Map of the World was identified as a milestone for implementation for joint activities. Staff has already developed a work programme for this. The first SIGL Board meeting took place on the 9 th of February. When the minutes of this meeting are approved, they will be sent to the IFLA Governing Board. At the end of February, a meeting took place in the Seychelles between the Legacy Partners and AfLIA. Joint activities were discussed in addition to how to best support partners in Africa. Resolution: The Governing Board noted the recent activities within the legacy partnership. 2.3 Policy and Standards Overview of policy developments During the workshop in the morning a range of policy developments were highlighted. Resolution: The Governing Board noted the update on IFLA s policy work since the last meeting Libraries safeguarding cultural heritage: policy statement on SDG 11.4 Resolution: The Governing Board unanimously endorsed the IFLA Policy Statement on Libraries Safeguarding Cultural Heritage with an amendment to include the noting of digital works as part of cultural heritage. 2.4 Planning Strategic Direction 1 Libraries in Society Resolution: The Governing Board noted the progress of Strategic Direction 1. 4

5 Resolution: Members of the Governing Board Co-ordinating Group for Strategic Direction 1, in consultation with the Co-ordinating Group for Strategic Direction 4, will consider if any action should be taken to combine existing Key Initiatives around advocacy for the 2030 Agenda, in order to streamline reporting requirements. Resolution: The Co-ordinating Groups will report back to the Governing Board at their earliest convenience Strategic Direction 2 Information and Knowledge Resolution: The Governing Board noted the progress of Strategic Direction Project Plan for Implementing the Marrakesh Treaty. Resolution: The Governing Board endorsed the proposal and requested updates on progress as part of the regular overviews of advocacy activities Strategic Direction 3 Cultural Heritage Resolution: The Governing Board noted the progress of Strategic Direction 3. Resolution: The Governing Board unanimously endorsed the recommendations/next steps for the preservation survey: IFLA HQ will make the resources gained from the survey available on the IFLA PAC website IFLA HQ will pass the analysis of the survey to the Professional Committee. The Professional Committee, together with the Professional Units, can utilise the specific results and identify gaps and possible ways to address these. Resolution: The Governing Board unanimously endorsed the appointment of the 5 proposed experts to the digital unification working group: Caroline Brazier British Library Isabelle Nyffenegger National Library of France Gaston Kabore IMAGINE Institute Oren Weinberg National Library of Israel Mara de Groot Centre for Global Heritage and Development and requested that the working group brings back a recommendation for the appointment of a 6 th person, for approval at the GB meeting in August, to ensure more diversity within the group a Preservation Survey Analysis Resolution: The Governing Board noted the Preservation Survey Analysis Strategic Direction 4 Capacity Building Resolution: The Governing Board noted the progress of Strategic Direction Progress of the International Advocacy Programme 5

6 Since the start of the Programme a lot of progress has been made in a very short period of time with the train-the -trainer meetings followed by the 6 regional workshops. After the first call for projects, 120 proposals have been received and a report is being prepared for the Secretary General. Resolution: The Governing Board noted the progress in implementation of the International Advocacy Programme Update to the Trend Report The Secretary General noted that at the last Governing Board meeting the Governing Board expressed its wish to continue with the work on the Trend Report. His recommendation is to collect and publish short essays from President s Meeting speakers as annual supplements to the Trend Report, enriching the content available to IFLA members and others. New Trend Reports will occur every five years from 2020 onwards depending on financial resources from the Stichting IFLA Foundation. The President noted that this provides an opportunity for Governing Board members to think about different ways of finding additional revenue streams and help the Foundation to raise extra income. Resolution: The Governing Board unanimously agreed to collect and publish short essays from President s Meeting speakers as annual supplements to the Trend Report, enriching the content available to IFLA members and others. Resolution: The Governing Board unanimously agreed to publish new Trend Reports every five years from 2020 onwards depending on financial resources from the Stichting IFLA Foundation Legacy Activities Vision Project The Secretary General noted that the head facilitator for the Vision Project Jasper Visser would give a training session for the Governing Board members later in the afternoon for the Vision Workshop. He highlighted the timeline of the Vision Project starting with the Kick off meeting Vision in Athens. Resolution: The Governing Board noted the progress of the Vision Project Library Map of the World This project has started as part of IFLA s legacy work and a lot has already been done with the addition of a new staff member, who is working specifically on this project. Work on the definitions for the statistical information was compiled together with members of the Governing Board and the IFLA Statistics and Evaluation Section. The Library Map of the World interim website has just been launched and the first information gathered from the Survey will be available for the Conference in Wroclaw. Resolution: The Governing Board noted the progress of the Library Map of the World activity Development & Access to Information (DA2I) report The Secretary General informed that this report is produced together with legacy partner TASCHA. Legacy partner PLA is also involved in the process. The report is expected to be 6

7 ready in June. On July 17 th, there will be a major event at the public library in New York, and there will be several events at the UN. Young leaders from Africa and other regions will be invited to contribute. This is one of the biggest events, apart from WLIC and the Presidents Meeting, that is organised by IFLA. It is a high-level advocacy event made possible by the legacy funding. In the years to come IFLA will produce these reports together with the legacy partners. Resolution: The Governing Board noted progress on the DA2I report Membership Survey It was noted that this year IFLA will undertake its first Membership Survey which is part of IFLA s legacy proposal. The aim is to understand what members value in their engagement with IFLA, and what non-members might wish for. The draft survey will be provided before August to the GB members and GB members will be asked for their endorsement and approval of the survey so that it can be launched in August. There will be an online Governing Board Meeting to discuss this. Resolution: The Governing Board noted progress on the Membership Survey Regional Offices Update The Secretary General noted that a new Regional Office in Latin America and the Caribbean for the period was found after a selection process with a Selection Committee. The Secretary General thanked all the members of the Selection Committee for their support. The President thanked the National Library of Singapore for their continuing support. Resolution: The Governing Board endorsed the appointment of the Library of the National Congress, Argentina as the host for the IFLA Regional Office in Latin America and the Caribbean for the period Resolution: The Governing Board endorsed the extension of the agreement with the National Library of Singapore as host of the IFLA Regional Office for Asia Oceania. 3. Professional matters 3.1 Congresses - Closed Session: A closed discussion of the Governing Board was held WLIC 2019 Stage 3 report Resolution: The Governing Board noted the status of the IFLA WLIC 2019 selection process. Resolution: The Governing Board agreed to an extension of the selection period for the WLIC 2019 until 15 May Resolution: The Governing Board agreed with the recommendation on the final decisionmaking process: 7

8 A full report of the site visit and the additional information still forthcoming will be submitted to the CAC, to be discussed in the 2nd half of May; The CAC will make a recommendation to the Governing Board; The IFLA Governing Board shall have a teleconference in June to ask questions and discuss the CAC recommendation and then take a vote on the winning candidate * WLIC 2020 Call for expressions of interest Resolution: The Governing Board noted the selection process for IFLA WLIC WLIC review Resolution: The Governing Board noted the progress of the WLIC review and thanked the CAC for the report WLIC 2017 Update Resolution: The Governing Board noted the progress of the WLIC review WLIC 2018 Update Resolution: The Governing Board noted the progress of the WLIC review * WLIC 2017 Governing Board commitments Resolution: The Governing Board members noted the overview of meetings and social events for WLIC 2017 that involve all or some GB members; and will advise of the caucus meetings they intend to attend Other business from CAC There was no other business from CAC 3.2 Professional programme matters Professional programme report Report GB was distributed following the PC meeting on Friday. The Chair of the Professional Committee explained that one of the most important items discussed in the Professional Committee meeting was the workshop on defining a successful Professional Unit. Resolution: The Governing Board noted the work off the Professional Committee. Resolution: The Governing Board asked the Secretary General to explore the costs associated with the purchase of software tools and the possibility of shifting the administration of software support tools from the PC to IT Support once the software is established by the PC and to report to the Governing Board in August Professional committee report on items not elsewhere on the agenda There were no further items. 8

9 3.3 Advisory Committee Reports 3.3.1* CLM Resolution: The Governing Board noted the progress of the activities of the CLM Committee 3.3.2* FAIFE Resolution: The GB noted progress of the activities of the FAIFE Committee, including the nomination of Theo Bothma and Barbara Jones as expert advisors * ALP Resolution: The Governing Board noted the progress of implementing ALP programmes 3.3.4* Cultural Heritage Programme Resolution: The Governing Board noted that the expertise of the committee was not requested in the last three months * Standards Committee Resolution: The Governing Board noted that there has been progress into the investigation for IFLA namespaces and expects a report by August 2017 that includes a proposal for financing in Resolution: The Governing Board noted that the implementation of the recommendations on changes to the IFLA Standards Review Groups and UNIMARC Core Activity is well underway. Resolution: The GB noted the meetings of the Committee planned for WLIC UNIMARC Resolution: The Governing Board noted the intentions of the review recommendations of the UNIMARC Core Activity and the progress of implementation. 4. Financial Matters annual financial statements and management letter The Treasurer congratulated the Secretary General on the 2016 positive results. She highlighted that for the first time there was a positive result from publications. There has been an increase in key-initiative funding. Resolution: The Governing Board unanimously accepted the Annual Financial Report 2016 for presenting to the members at the General Assembly in August 2017 Resolution: The Governing Board unanimously agreed that the surplus result of EUR86,678 be charged against the reserves as follows: EUR 1,070 to Earmarked reserves 9

10 EUR 85,608 to General reserves Resolution: The Governing Board accepted the auditor s Management Letter The Governing Board meeting then adjourned. 4.2 General Meeting for IFLA Holding BV and subsidiaries The General Meeting of the IFLA Holding B.V. was convened. Chair of the meeting was Donna Scheeder, director. Donna Scheeder explained the documents of the meeting and outlined the main points. Resolution: The GM of the IFLA Holding B.V. adopted the Annual Accounts of the Company for the financial year ended December 31, 2016, as they have been presented to the meeting; The GM of the IFLA Holding B.V. adopted the proposal of the Board of Directors of the Company to add the net profit of the Company over the financial year from January 1, 2016 until December 31, 2016 amounting to 7,975 to the other reserves; The GM of the IFLA Holding B.V. adopted the aforementioned Annual Accounts of the Company for filing, to be filed with the Chamber of Commerce; The GM of the IFLA Holding B.V. discharged the Board of Directors of the Company from its duties performed over the aforementioned financial year. 4.3 Report on items not elsewhere on the agenda There were no further items. 5. Governance Closed Session A closed discussion of the Governing Board was held. 5.1* Membership admission of members Resolution: The Governing Board resolved to admit the new members for the period 15th November th March IFLA Annual Report 2016 The Secretary General informed that he would like to add an additional chapter to the IFLA Annual Report, on the preparation of the Legacy. This chapter, which will be very similar to the already approved narrative proposal, and will be sent to the Governing Board members after Easter for additional approval. Action: It was noted that on page 8 in the list of Professional Units, the name of the Section for Classification and Indexing should be changed to Subject Analysis and Access. Action: On page 3 Global should be added to IGF 10

11 Resolution: The Governing Board unanimously approved the draft 2016 annual report, and commissioned the Secretary General to give this report, along with an addendum to be presented later on the preparation of the Legacy, to the General Assembly. 5.3 Appointment of CLM Advisory Committee The Governing Board decided to add the recommendation to appoint Stuart Hamilton to be a CLM expert advisor from agenda item to agenda item 5.3. Resolution: On the recommendations of the CLM Chair the Governing Board: nominated Eve Woodberry for a second term as Chair of CLM appointed nine members to the CLM Advisory Committee for the term : Sharon Farb (US) Shen Ziaojuan (China) Susan Reilly (Qatar) Kgomotso Radijeng (Botswana) Fatime Charafeddine (Lebanon) Claudia Cuevas (Chile) Christina de Castell (Canada) Monika Mitera (Poland) (2 nd Term) Kathrin Schwaerzel (Germany) appointed Stuart Hamilton to be a CLM expert advisor. 5.4 Appointment of FAIFE Advisory Committee The Governing Board discussed the appointment of the FAIFE Advisory Committee. It was noted that during the voting there was one abstention from Victoria Owen, all others voted in favour. Resolution: On the recommendations of the FAIFE Chair the Governing Board appointed nine members to the FAIFE Advisory Committee for the term : Brent Roe (Canada) Louise Cooke (UK) Victoria Owen (Canada) Jonathan Hernandez (Mexico) Inaam Charaf (Qatar) Davorka Psenica (Croatia) Peter Krantz (Sweden) Laurie Bridges (US) Vicky McDonald (Australia) 5.5 Appointment of Committee on Standards members The Governing Board discussed the appointment of the Committee on Standards members Resolution: The Governing Board unanimously endorsed the members of the Committee on Standards selected by the Professional Committee for the term August 2017 August This will be the first term for each member unless indicated: i. Diane Beattie (second term). ii. Françoise Leresche 11

12 iii. Jing Zhang iv. Lisa Hinchliffe v. Nijolè Bliudziuvienè vi. Rehab Ouf vii. Renate Behrens Resolution: The Governing Board will appoint Diane Beattie as Chair of the Committee on Standards for the term August 2017 August 2019, as recommended by the Professional Committee and current Chair of the Committee on Standards. Resolution: The Governing Board endorsed the re-nomination for a second term of the CDNL representative, Ulrike Junger. 5.6* IFLA representation on external committees It was noted that any appointments should always have a specified term, that there should be no open- ended term appointments. Resolution: The Governing Board unanimously endorsed Neil Wilson for a second term on the International ISBN Agency Board. Resolution: The Governing Board noted the current status of IFLA representation on external committees. 5.7 Governance discussion The Governing Board discussed a review of IFLA s governance. The Secretary General identified 4 potential companies, a clarification of the profile, qualification and costs is needed. Resolution: The Governing Board noted the report of the Secretary General and asked the SG to investigate the costs of a professional review and to report back at the August meeting. Resolution: The Governing Board resolved that the draft minutes of the Governing Board Meeting will be distributed to Governing Board Members no longer than 6 weeks after the meeting. 5.8 Review of Risk management Christine McKenzie reported that The Finance Committee started working on a framework for risk management from a Governing Board point of view. There is currently a Risk Management Register in place but this is more operational. A number of risks were identified and analysed to their likelihood of happening and the impact they would have. Work on the Review of Risk management is still in progress and in August there will be a short workshop on the agenda. Resolution: The Governing Board noted the report on the review of Risk management. 5.8 Performance Review of Secretary General in camera An in-camera session of the Board followed. 5.9 Board Self Evaluation in camera 12

13 An in-camera session of the Board followed. 6. Any other business There was no other business. 7. Next Governing Board meeting dates: Wrocław, Poland 17 August: Finance Committee; EC meeting CAC meeting 18 August: PC ; Governing Board 25 August: new Governing Board The Hague, Netherlands December 2017 The President thanked and closed the meeting. Donna Scheeder IFLA President