H A N D B 0 0 K. 5th BIENNIAL CONFERENCE "IMPACT OF CULTURE ON P.ARLIAMENTARY LIBRARIES OF ASIA AND THE PACIFIC" (APLAP)

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1 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

2 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: '<,..,_~~ f.~"',;tf ' ~ :,c r,i i... ;:,_,, ~ Yt" Natalia G. Fernandez Clemente L. Sarte m Cenon Fresnoza Nancy Tuason Priscila del Rosario Ma. Paz Filomena Villafuerte Agnes B. Adre Lourdes Rajini Rye Afredo S. Besas Daphne Lopez Cupertino Salazar Maria Silahis C. Agawin Maribel B. Rabe Lucille Rallos Agustin M. Gimeno Jose V. Enciso Jonathan Z. Rodriguez Sonia L. Zurita Jean M. Barredo Elizabeth S. Bongon Cecilia A. Bosangit Perlita T. Salazar Noel E. Cuaresma Roberto F. Largoza Soliman S. Perez Armando Tipones Teresita Joven A. Sipin Conrado A. Maiguez Fernan M. Bayate Adelfo G. Josue

3 23. MRS. EMMA M. REY Chief, Legislative Archives House of Representatives Congress of the Philippines Philippines 24. MR.~_UDDIN SIDDIQI Secretary General, APLAP Librarian National Assembly of Pakistan Islamabad, Pakistan 25. MRS. AURORA CHRISTIANA SIMANDJUNTAK Consultant. - Indonesian Parliament (D.P.R. R.I.) Jakarta, Indonesia 26. MISSMATAKAITINATAVITA Assistant Clerk, Niue Legislature Niue Legislative Assembly Alofi, Niue 27. MR. NETTASINGHE MUYANSELAGE CHANDRA THILAKARATHNE Librarian Parliament of Sri Lanka Kotte, Sri Lanka 28. MISS CORAZON G. TOLENTINO Director-- Senate Library Senate, Congress of the Philippines Philippines 29. MS. CHIN-YEN TU i.,,~.licf't...n- Staff, Library & Information Service Legislative Yuan Taipei, Taiwan TABLE OF CONTENTS I. Fifth Biennial Conference... 1 Conference Logo Conference Objectives Conference Programme General Information Diagram of Manila Hotel Ground Floor Briefing Paper Opening Ceremony Programme, October 20, Country Presentations Schedule, October 19-23, Social Programmes Resource Persons, October 22, e Schedule of Meetings II. Documents: APLAP Constitution Bylaws ID. Other Matters Biennial Conference, Executive Committees, Embassies of APLAP Member Countries Directory of Participants MR. AKIHIRO YABE Assistant Chief, General Affairs Division Research & Legislative Reference Bureau National Diet Library Tokyo, Japan 58

4 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 ROSL YNN 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. PALMER OLA 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

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

6 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 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

7 PAKISTAN PHILIPPINES SINGAPORE SRI LANKA TAIWAN THAILAND TURKEY 6th Floor, Alexander House 132 Amorsolo Street, Legaspi Village Makati City Tel Nos ; Department of Foreign Affairs 2330 Roxas Boulevard, Pasay City Tel. No th Floor, ODC Building International Plaza 219 Salcedo Street, Legaspi Village MakatiCity Tel. Nos to 65 Benedicto Bldg Pasong Tamo Makati City Tel. Nos ; Taiwan Economic & Cultural Office 2nd Floor, Pacific Star Bldg. cor. Makati Ave. & Gil Puyat Ave. Makati City Tel No Royal Thai Embassy Building 107 Rada Street, Legaspi Village Makati City Tel. Nos ; Paraiso Street, Dasmarinas Village 1222 Makati City Tel. Nos ; The APLAP Fifth Biennial Conference logo is symbolized by elements that approximate the purpose and objectives of the organization. It is illustrated in two colors to represent the two groups of countries that constitute the organization. The Double Ring that encircles the elements within the logo symbolizes the wholeness in purpose of member countries. In the middle of the double ring is the name of the organization "Association of Parliamentary Librarians of Asia and the Pacific" bearing also the year the organization was founded, i.e., "1990." The books and documents represent the information that can be obtained from libraries of member countries. This information can be made available as a symbol of mutual cooperation between institutional members of the organization. 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. 3

8 Conference Objectives EMBASSIES Gain knowledge on and insights from the cultural traditions which impact on parliamentary libraries of Asia and the Pacific. Present the Philippine experience in librarian professionalization as a middle ground model between the highly developed and the less developed libraries, thereby, contribute to the further development of parliamentary librarians and libraries. Address issues/matters raised during previous conferences and establish policies, and/or determine strategies or courses of action. Promote goodwill between and among the librarians and libraries of parliaments in Asia and Pacific. Elect the APLAP officers for AUSTRALIA BANGLADESH INDIA INDONESIA JAPAN ~EA 1st - 5th Floors Dona Salustiana Dee Ty Tower 104 Paseo de Roxas Makati City Tel. No nd Floor, Universal-Re Building 106 Paseo de Roxas corner Perea Street Legaspi Village, Makati City Tel. Nos ; Paraiso Street Dasmarinas Village Makati City Tel Nos ; Indonesian Embassy Building 185 Salcedo Street, Legsapi Village Makati, City Tel. Nos to Roxas Boulevard (beside Hyatt Regency Hotel) Pasay City 1300 Tel. Nos to 31 10th Floor, The Pacific Star Building Makati Avenue Makati City Tel Nos to46 MALAYSIA 107 T ordesillas Street, Salcedo Village Makati City Tel Nos to

9 AP LAP EXECUTIVE COMMITTEE CONFERENCE PROGRAMME President - Joobong King Vice President, Pacific - John Brudenall Vice President, Asia - Karl Min Ku Treasurer - Leata Fesili Secretary General - Aurora Simandjuntak (Korea) (Australia) (Taiwan) (Western Samoa) (Indonesia} October 19, 1998 Monday A.M. 8:00-8:30 Registration President - Karl Min Ku Vice President - John Brudenall Treasurer - Leata Fesili Secretary General - Aurora Simandjuntak (Taiwan) (Australia) (Western Samoa) (Indonesia) 8:30-10:30 APLAP Executive Committee Welcome Reception Remarks President Vice President, Asia Vice President, Pacific Venue : Champagne Salon, Manila Hotel Merienda & Fellowship President - Karl Min Ku Vice President, Pacific - Lily Tiki (Resigned) - Rob Brian Vice President, Asia - Aurora Simandjuntak Treasurer - Pornpimol Tirakunyavit Secretary General - Nairn Uddin Siddiqi (Taiwan) (Papua New Guinea) (Australia) {Indonesia) {Thailand) (Pakistan) 10:30-12:00 P.M. 12:00-1:00 SESSION I [Country Presentations(3)] Venue : Sampaguita Salon, Manila Hotel Luncheon with : Hon. Cecilia S. David DSG for Administration President - Karl Min Ku {Taiwan) Vice President, Asia - Aurora Simandjuntak (lndonesr Vice President, Pacific - John Templeton (Australia) Treasurer - Ma. Fe Abeleda-Robles {Philippines) Secretary General - Nairn Uddin Siddiqi (Pakistan) 1:30-3:30 Hon. Ofelia 0. Cruz DSG for Finance Venue : Sampaguita Hall, Manila Hotel 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

10 EVENING APLAP BIENNIAL CONFERENCES 6:30 7:30 October 20, 1998 Tuesday AM. 8:00 Departure for Zamboanga Restaurant Welcome Dinner with : Hon. Roberto P. Nazareno Secretary General House of Representatives Venue : Zamboanga Restaurant Adriatico St., Manila Departure for House of Representatives FIRST BIENNIAL CONFERENCE Theme: Building on Asia-Pacific Legislative Information Network Seoul, Korea 7-11 May iecond BIENNIAL CONFERENCE Theme: Research and Information Support to Legislature Islamabad, Pakistan 9-12 May :00 Formal Opening, APLAP 5th Biennial Conference Venue : Speaker's Conference Room Official Photo Session Merienda TourofHR Plenary Archives Library 11 :30 Departure for Lunch P.M. 12:30 1:30 Luncheon with Venue Tours Hon. Rafael de Guzman DSG, Legislative Operations Emerald Garden Roxas Boulevard, Manila Intramuros - Fort Santiago Casa Manila National Museum THIRD BIENNIAL CONFERENCE Theme: Resources and Information Sharing of Legislature Bangkok, Thailand 9-12 May 1994 FOURTH BIENNIAL CONFERENCE Theme: Regional Cooperation - Making it Happen Canberra, Australia October 1996 FIFTH BIENNIAL CONFERENCE Theme: The Impact of Culture on Parliamentary Libraries of Asia and the Pacific Manila, Philippines October

11 4:00-6:00 Executive Committee Meeting Venue Y akal Room, Manila Hotel EVENING October 21, 1998 Wednesday 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 A.M. 8:00-10:00 10:00-10:30 11:00 SESSION IV [Country Presentations(4)] Venue : Sampaguita Salon, Manila Hotel Merienda Departure for Tagaytay P.M. 12:30 Luncheon with : Congressional Library Venue : Tagaytay Vista Lodge - Cultural Presentation 2:30 3:30-4:00 4:00-6:00 Return to Manila Merienda Executive Committee Meeting Venue : Y akal Room, Manila Hotel 7

12 EVENING 7:30 October 22, 1998 Thursday Dinner with Venue Dr. Hazel Gacutan Senate Secretary Senator's Lounge Senate Building Roxas Blvd., Pasay City THE LIBRARY PROFESSION IN THE PIDLIPPINE SETTING A.M. Venue : Sampaguita Salon, Manila Hotel (). \ r.> ~.. 8:00-9:00 \_~;"t1\- ' \ ~~~--v...! / ~ <tu 9:00-10:00 10:00-11:30 Library Education in the Philippines Resource Person : Dr. Josephine C. Sison Dean, Institute of Library Science University of the Philippines Law Libraries in the Philippines: Cooperation, Coordination (: \ and Resource Sharing ( Z..,,! Resource Person : Mrs. Maria Fe S. Abeleda-Robles./ Director, Congressional Library House of Representatives Congress of the Philippines The Philippine Librarianship Act of 1990 /'... Resource Person : Atty. Antonio M. Santos ( C; ) Chief, Law Library \!) College of Law University of the Philippines III. OTHER MATTERS 11:30-12:30 Luncheon with Venue Hon. Arlene Dada-Arnaldo DSG for Committee Affairs Sampaguita Hall, Manila Hotel 8

13 P.M. 1:00-2:00 2:00-3:00 3:00-4:30 ~ ' " t ~' '\ \\',..,, (' f"r \ "ft," 1 \LY/ 'L ~ :i~. PVp 0P-," ;;I ~ tµtt'" OJ.AD ' CJ The Status of Library Automation in the PhilippinesF,,,..--:'.' 1 Resource Person : Ms. Lourdes L. David Chief, Librarian College of Science University of the Philippines The Role of the Library in the Philippine Legislative Process,, Resource Person : Mrs. Delia P. Gelvezon ( 3 -\ Chief, Legislative Librar)\ ::_/ Congressional Library, HR 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 October 23, 1998 Friday A.M. Dinner with Venue Dr. Karl Min Ku, President, APLAP Guijo Room, Manila Hotel 8:00-10:00 10:00-10:30 Executive Committee Meeting Evaluation/Consolidation/Summarization of Country Reports Preparation ofresolution/s Venue : Yakal Room, Manila Hotel Merienda 9

14 10:30-12:30 P.M. General Meeting Election and Induction of Officers Closing Remarks Venue : Sampaguita Hall, Manila Hotel 5.3 Nominations must reach by 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. 12:30-1:30 Luncheon with Venue Hon. Loma J. Fernandez Director, Interparliamentary Relations and Special Services Directorate (IPRSSD) Sampaguita Hall, Manila Hotel 6. Voting by Proxy 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 offical opening of the Biennial Conference or business meeting, whichever is held first. EVENING 7:30 END OF CONFERENCE -0- Dinner \ 75th Anniversary, Philippine Librarians' \ Association, Inc. (PLAI) \ Venue : Polkabal and Rigodon Ballrooms, ' Manila Hotel ~ t'' ':L/..._ cc.. J_l.tL c.q_,,"j.., -- ::::::). ~- - \ (), ~ ~ c::.t \<-) "~ r. I ~v \ (. ""., (~-' \o crl-\c;u')-._... L_YfYV--"t 7. Operations of Standing Committees and other subordinates bodies 7.1 Standing Committees and other subordinate bodies shall operate under terms of reference approved by the Association at a General meeting. 7.2 The Chairperson or Convener of each Standing Committee or other subordinate body shall be an Institutional member of the Association. 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 Association's affairs. 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

15 3.4 Treasurer The Treasurer is responsible for maintaining the Associations financial records and for making payments with the authorization of the President of the Association. The Treasurer prepares an annual financial report on behalf of the Executive Committee and recommends the subscription for schedule to each biennial business meeting. 3.5 Secretariat Initially, the Secretariat shall be in the National Assembly Library, Republic of Korea. 4. Roll of Members 4.1 The Secretary shall compile and maintain a Roll of Members containing details of the name and position held by the member, the member's postal address and telephone, FAX and TELEX numbers where appreciate. 4.2 The Roll shall be used to prepare a membership list for distribution to all members at each biennial conference. 5. Nominations for the Executive Committee 5.1 The Secretary shall call for nominations for the position on tl Executive Committee three months (90 days) prior to the date ot the Biennial Conference. 5.2 Nominations, which do not require a seconder, may be made by Institutional members who are willing to stand for office. If a member wishes to nominate another member for office, the nominations must contains a statement by the nominee that he or she is willing to stand. GENERAL INFORMATION 1. VENUE AND DATE OF CONFERENCE The "5th Biennial Conference of the Association of Parliamentary Librarians of Asia and the Pacific: Impact of Culture on Parliamentary Libraries of Asia and the Pacific," shall be held in Manila, Philippines from October 19-23, Venue of the conference shall be the Manila Hotel. 2. REGISTRATION Participants are requested to accomplish the attached REGISTRATION FORM and return the accomplished form to the following, on or before September 15, FAX: Congressional Library, House of Representatives (632) Tel. No.: ( 632) houselib@portalinc.com. MAIL ORIGINAL: APLAP 5th Biennial Conference, Manila '98 c/o The Director, Congressional Library House of Representatives, Congress Republic of the Philippines Diliman, Quezon City PHILIPPINES 3. ACCOMMODATIONS 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 of the participant. Should the participant opt to consider staying in other hotels please reconsider in view of the acute traffic problem in Manila

16 Manila Hotel One Rizal Park, Manila, Philippines Tel. (632) FAX No. (632) to 24 Toll Free No MNL-HTL HYPERLINK http.// HYPERLINK Membership of either an Institutional or Associate member shall lapse if annual subscription remains unpaid for twelve months. 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. 4. COMMUNICATIONS Rates: Superior De Luxe Single occupancy Doubleffwin occupancy Triple occupancy Sunrise/Sunset Suite Single occupancy Twin occupancy US $ Nett us $ us $ us $ us $ The subscription for 1990/91 and 1991/92 shall be: Institutional member - $ (US) Associate member - $ (US) The Treasurer will circulate a subscription renewal notice in June of each year with full payment details. 3. Powers and responsibilities of Office Holders Overseas telephone calls, telegraphic/facsimile services, laundry, bar and in-room drinks will be charged to the personal account of the participant. 5. TRANSPORTATION Bus service will be provided for all activities included in the Conference Program. 6. FOREIGN EXCHANGE The Peso is the legal tender of the Republic of the Philippines. The Manila Hotel provides currency exchange and travelers' cheques facilities. Please accomplish the attached forms: (1) Registration Form (2) Accommodations Form (3) Flight Details Form The President chairs all meetings of the Executive 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 when necessary and may be required to fulfill other duties, for example, as Newsletter editor. 3.3 The Secretary The Secretary is responsible for the minutes of all business meetings of the Association and Executive Committee and for all correspondence and action agreed by a business meeting or the Executive Committee. The secretary maintains the roll of members and ensures that all meetings are convened in accordance with the Constitution and Bylaws. 45

17 1.5 Conference Organization The host Librarian/Director for each conference shall in consultation with the Executive Committee of the Association: Convene the conference, draw up its program, solicit contributions and papers and keep members informed of progress. Tours to libraries and information facilities of particular interest may be included in the program. Return all forms to: APLAP 5th Biennial Conference, Manila '98 c/o The Director, Congressional Library House of Representatives Diliman, Quezon City Philippines Fax copy to: ( 632) Congressional Library houselib@portalinc.com 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. 2. Subscriptions 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 Conference proceedings may be taped or otherwise recorded, provided that conference participants shall have the right to have materials withheld from the permanent record 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 The conference organizers shall not be responsible for the expenses of conference participants. 2.1 Subscriptions shall be due on 1 July each year

18 ~~~~~~~~~~~~~~~ Association of Parliamentary Librarians of Asia and the Pacific (APLAP) 5th BIENNIAL CONFERENCE October 19-23, 1998 Manila Hotel, Manila Philippines SURNAME GIVEN NAME MR.[] MISS [] POSITION TITLE : INSTITUTION ADDRESS REGISTRATION FORM [PRINT PLEASE] MRS. [] Chairperson The President, or in the absence of the President, a Vice President shall take the chair at biennial conferences. In the absence of these officers, the members present shall choose someone of their number to be Chairperson Voting Voting for officers shall be by secret ballot. Other voting shall be by show of hands, where there is a tied vote. The motion may be put by any member present and shall be seconded, but only one representative from each parliamentary institution shall be entitled to vote upon it. The Chairperson shall have the option of requesting that a motion be submitted in written form before accepting it for debate Quorum TEL.NO. FAX.NO. Please return to Fax. copy to : APLAP 5 Biennial Conference, Manila '98 c/o The Director, Congressional Library House of Representatives Dillman, Quezon City Philippines : +(632) A Quorum shall be constituted by the presence of no less than one third of the institutional membership. No motion shall be accepted if a quorum is lacking Minutes 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 Annual Report The President shall present an annual report of the Association's activities and :financial accounts in the first issue of the APLAP Newsletter of each calendar year. 43

19 a) Members In addition to Institutional and Associate members of the Association, members of the respective Secretariat may, with the concurrence of their Librarian or Director, attend open sessions of the conference and participate in the proceedings. b) Observers Association of Parliamentary Librarians of Asia and the Pacific (APLAP) Slh BIENNIAL CONFERENCE October 19-23, 1998 Manila Hotel, Manila Philippines ACCOMMODATIONS FORM [PRINT PLEASE] c) Attendance at open sessions by persons making applicatic to attend shall be subject to the prior consent of the Executive Committee. Guest Speakers The Host Librarian/Director may, at his or her discretion and with the concurrence of the Executive Committee, invite attendees at open sessions of such persons as are able to contribute by their professional expertise or special knowledge to the purpose and proceedings of the conference. SURNAME GIVEN NAME MR.[] MISS [] MRS.[] POSITION TITLE : INSTITUTION ADDRESS 1.4 Procedures: Conference Fees The Executive Committee may determine a conference fee for participation by non-members in APLAP conference No fees shall be charged to institutional members. TEL.NO. FAX.NO. ROOM RESERVATION: RATE 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

20 Manila Hotel One Rizal Park, Manila, Philippines Tel. (632) FAX No. (632) to 24 Toll Free No MNL-HTL HYPERLINK http.// HYPERLINK *Rates: Superior De Luxe Single occupancy Double/Twin occupancy Triple occupancy Sunrise/Sunset Suite Single occupancy Twin occupancy US $ Nett us $ us $ us $ us $ *Inclusive of breakfast and surcharge Please return to: APLAP 5rn Biennial Conference, Manila '98 c/o The Director, Congressional Library Bouse of Representatives Diliman, Quezon City Philippines Fax. copy to : +(632) ASSOCIATION OF PARLIAMENTARY LIBRARIANS OF ASIA AND THE PACIFIC BY-LAWS 1. Procedures for biennial conferences and business meetings. 1.1 Biennial conferences shall be held in alternate years, commencing in 1990 for purposes of a) b) c) Determining Association policy, strategies and action; Promoting interpersonal contact between members of the Association; Permitting members to discuss matters of common concern and interest; d) Election of office bearers of the Association, and e) Discussing papers and presentations by participants and/or guest speakers. 1.2 Conferences shall be timed, whenever possible, to coincide with 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

21 7. Operations of Standing Committees and other Subordinate Bodies 7.1 Standing Committees and other subordinate bodies shall operate under terms or reference approved by the Association at a General meeting. 7.2 The Chairperson or Convenor of each Standing Committee or other subordinate body shall be an Institutional member of the Association. 7.3 Members of Standing Committees and other subordinat~ bodies may be drawn from the staff of Institutional membe. libraries in order to bring all available expertise to the benefit of the Association's affairs. 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 on-going activities. Accepted in principle, 10 May 1990 Seoul, Republic of Korea. Association of Parliamentary Librarians of Asia and the Pacific (APLAP) s h BIENNIAL CONFERENCE October 19-23, 1998 Manila Hotel, Manila Philippines ARRIVAL AIRLINE & FLIGHT No. FLIGHT DATE FLIGHT INFORMATION [PRINT PLEASE] EXPECTED T E OF ARRIVAL DEPARTURE AIRLINE & FLIGHT No. FLIGHT DATE EXPECTED TIME OF DEPARTURE: ~~~~~~~~- SU RN A ME GIVEN NAME MR. (J MISS [] MRS. [] POSITION TITLE : ~~~~~~~~~~~~~~~ INSTITUTION ADDRESS TEL. NO. FAX.NO

22 Please return to Fax. copyto : APLAP 5rn Biennial Conference, Manila '98 c/o The Director, Congressional Library House of Representatives Diliman, Quezon City Philippines : +(632) Roll of Members 4.1 The Secretariat shall compile and maintain a Roll of Members containing details of the name and position held by the member, the member's postal address and telephone, FAX and TELEX numbers where appropriate. 4.2 The roll shall be used to prepare a membership list for distribution to all members at each biennial conference. AIRPORT ASSISTANCE For delegates departing from Manila on October 23 and 24, 1998, the House of Representatives secretariat staff shall collect the reconfirmed tickets, signed immigration departure cards, passports and FIVE HUNDRED PESOS (PS00.00) for airport terminal fee per delegate. Check-in luggage shall be collected at 2:00 P.M. for delegates who will depart on October 23, Luggage of delegates who will leave in the morning and afternoon of October 24, 1998 shall be collected at 7:00 A.M. and at 2:00 P.M. for those leaving in the evening. 5. Nominations for the Executive Committee 5.1 The Secretary shall call for nominations for the positions on the Executive Committee three months (90 days) prior to the date of the Biennial Conference. 5.2 Nominations, which do not require a seconder, may be made by Institutional members who are willing to stand for office. If a member wishes to nominate another member for office, the nomination must contain a statement by the 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

23 2.4 The subscriptions for and shall be Institutional member Associate member - $(US) $(US) The Treasurer will circulate a subscription renewal notice in June of each year with full payment details. 3. Powers and Responsibilities of Office Holders 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..tQUt.unv '~'lq v t.tmt"'il~ I!. TIVH 'JVINN:ilJ.Nal 3.3 The Secretary The Secretary is responsible for the minutes of all business meetings of the Association and Executive Committee and for all correspondence and action agreed [upon in] a business meeting or by the Executive Committee. The Secretary maintains the roll of members and ensures that all meetings are convened in accordance with the Constitution and By-laws. ~ o~ ti ~ 2~ ::J - go C) ~ -IP B~ njt~ 3.4 Treasurer The Treasurer is responsible for maintaining the Associations financial records and for making payments with the authorization of the President of the Association. The Treasurer prepares and annual financial report on behalf of the Executive Committee and recommends the subscription fee schedule of each biennial business meeting. 3.5 Secretariat Initially, the Secretariat shall be in the National Assembly Library, Republic of Korea. ~ FF1j d;_l~ ~,...jl\\f.a - a...foo.! t3:i..,,w. - ~ l!a 90 rr- iarilr---v! l "~ UP TIVllVtfil!WdKW: i~ ~i ---fl.. ~ y~ tl :: ) ~ 38 19

24 I. AUTHORITY CONFERENCE BRIEFING PAPER FOR PARTICIPANTS Pursuant to the provisions of the Constitution of the Association of Parliamentary Librarians of Asia and the Pacific, "The host Librarian/ Director for each conference shall in consultation with the Executive Committee of the Association: Convene the conference, draw up its program, solicit contributions and papers and keep members informed of progress. Tours to libraries and information facilities of particular interest may be included in the program Conference papers shall be submitted in advance and shall 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 The Executive Committee shall decide which papers are to be published as part of the permanent record of the proceedings of the conference. The Conference Chairperson shall be responsible for producing and distributing such records Conference proceedings may be taped or otherwise recorded, provided the conference participants shall have materials withheld from the permanent records A conference dinner will generally be arranged to coincide with the conference. Delegates may be required to meet the cost of the conference dinner themselves 'The conference organizers shall not be responsible for the expenses of conference participants." Convene the conference, draw up its program, solicit contributions and papers and keep members informed of progress. Tours to libraries and information facilities of particular interest may be included in the program Conference papers shall be submitted in advance and shall 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 The Executive Committee shall decide which papers are to be published as part of the permanent record of the proceedings of the conference. The Conference Chairperson shall be responsible for producing and distributing such records Conference proceedings may be taped or otherwise recorded, provided that conference participants shall have the right to have materials withheld for the permanent record A conference dinner will generally be arranged to coincide with the conference. Delegates may be required to meet the cost of the conference dinner themselves The conference organizers shall not be responsible for the expense of conference participants. 2. Subscriptions 2.1 Subscription shall be due on 1 July each year. 2.2 Membership of either an Institutional or Associate member shall lapse if the annual subscription remains unpaid for twelve months. 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. 37

25 meeting shall be held. The procedures and rules for meetings are set out in the By-laws. 8. STANDING COMMITTEES AND OTHER SUBORDINATE BODIES The members present at a General Business meeting may appoint Standing Committees, Working Parties, Tasks Forces, or make other appropriate arrangements for carrying out studies or special tasks determined by the meeting. The Standing Committees and other bodies shall operate in accordance with the Association's By-laws. Note1. - State or Provincial legislatures eligible for membership 01 the Association are those legislatures where powers are defined or established in conjunction with the national constitution. Note Minutes The Chief Librarian or Director may designate the Deputy Librarian or Deputy Director or equivalent to represent the legislature as Institutional Member. The Designated person must have full authority to speak and act on behalf of the Library. Adopted 10 May 1990, Seoul, Republic of Korea. 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 Annual Report The President shall present an annual report of the Association's activities and financial accounts in the first issue of the APLAP newsletter of each calendar year. 1.5 Conference Organization The host Librarian/Director for each conference shall in consultation with the Executive Committee of the Association: 36 II. OBJECTIVES The Sth APLAP Biennial Conference seeks to achieve the following objectives: 2.3.l Gain knowledge on and insights from the cultural traditions which impact on parliamentary libraries of Asia and the Pacific Present the Philippine experience in librarian professionalization as a middle ground model between the highly developed and the less developed libraries, thereby, contribute to the further development of parliamentary librarians and libraries Address issues/matters raised during previous conferences and establish policies, and/or determine strategies or courses of action Promote goodwill between and among the librarians and libraries of parliaments in Asia and Pacific Elect the APLAP officers for ID. PROGRAMME Part I Part II The Conference shall be comprised of three (3) parts: Shall deal with the country presentations on the impact of culture on the respective libraries of participating librarians from parliaments of Asia and the Pacific. Shall focus on the Philippine experience in professionalizing librarians, networking, library automation, role of the library on the legislative process and preservation of official documents of the Philippine legislative operation. 21

26 Part III ID.SESSIONS Shall deal with APLAP concern which shall include: a) consideration of matters/issues resulting from previous conferences; b) report of the President; c) report on financial matters; and d) election of officers for There shall be four sessions to be held with three (3) speakers in Session I, four (4) in Session II, three (3) in Session III, and four (4) in Session IV. The schedule of presentation shall be, as follows: An Executive Committee member shall cease to hold office if he/ shea. ceases to be a member of the Association b. ceases to be employed in a legislature in the region c. resigns from the office d. is requested in writing to resign by no less than one third of the members in good standing. 5. CASUAL VACANCIES Where a position on the Executive Committee falls vacant between biennial conferences, it may be filled for the remainder of the allotted term through a postal ballot of members to be conducted by the remaining members of the Executive Committee with nominations being called within 30 days of the vacancy occurring. October 19, Monday A.M. Session I 10:30-11 :00 11:00-11:30 11 :30-12:00 P.M. Session II Session III 1:30-2:00 2:00-2:30 2:30-3:00 3:30-4:00 4:00-4:30 4:30-5:00 5:00-5:30 October 21, Wednesday A.M. SessionN 8:00-8:30 8:30-9:00 9:00-9:30 9:30-10:00 22 Australia Cook Islands India Indonesia Japan Korea Niue Pakistan Philippines Singapore Sri Lanka Taiwan Thailand Turkey 6. POWERS AND RESPONSIBILITIES OF OFFICE HOLDERS a. President The President, on the authorization of the Executive Committee, shall issue statements, enter into negotiations on behalf of the Associations and represent its views and opinions. Where the President undertakes such activities without prior agreement on policy at a biennial meeting, statements made on behalf of the Associations shall be subject to ratification at the next general business meeting. b. Other office bearers 7. MEETINGS Powers of other office bearers are set out in the By-laws. A conference of the Association shall be held biennially at such times and at such places as the Executive Committee shall determine following consultations with the host Librarian/Director. During the course of the biennial conference, at least one general business 35

27 3. MEMBERSHIP (1) Institutional Members 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. To allow for substantial discussions on each paper, the paper, pursuant to the APLAP Constitution be submitted in advance of the conference to allow for sufficient time for reproduction and distribution to participants prior to the sessions, and study by the participants. (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

28 PROGRAMME OPENING CEREMONY OF THE FIFTH BIENNIAL CONFERENCEOF THE ASSOCIATION OF PARLIAMENTARYLIBRARIANS OF ASIA AND THE PACIFIC Speaker's Conference Room, October 20, 1998, 8:30 a.m. I. National Anthem House Chorale I. CONSTITUTION OF THE ASSOCIATION OF PARLIAMENTARY LIBRARIAN OF ASIA AND THE PACIFIC 1. NAME The name of the Association is the "ASSOCIATION OF PARLIAMENTARY LIBRARIANS OF ASIA AND THE PACIFIC," It may be known by the acronym AP LAP. IL Welcome Remarks and Introduction of APLAP President III. Remarks IV. Introduction of the Keynote Speaker V. Keynote Address VI. Presentation of Token of Appreciation to the Honorable Speaker VII. Photo Session with the Speaker VIII. Informal Meeting with House Officals Mrs. Maria Fe Abeleda-Robles Director, Congressional Library Dr. Karl Min Ku President Association of Parliamentary Librarians of Asia and the Pacific (APLAP) Hon. Roberto P. Nazareno Secretary General House of Representatives Hon. Manuel B. Villar, Jr. Speaker House of Representatives Philippine Congress Mrs. Aurora Simandjuntak Vice President for Asia, AP LAP 2. PURPOSE The purpose for which the Association is established are to - (a) Encourage understanding of, and cooperation between parliamentary libraries and research and information services attached to the National and State/Provincial Legislature in the region. (b) Consider any matters affecting the common interests or operations of Parliamentary Libraries. (c) Initiate, develop, establish and support ideas, methods and techniques likely to result in the better functioning of Parliamentary Libraries generally, and in particular their effective provision of information relevant to the needs of the Parliamentarians they serve. (d) Foster a clearer understanding of the respective needs and roles of members of Parliament and their Parliamentary Libraries by establishing a forum for better communication between the two. ( 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

29 CONFERENCE SESSIONS SCHEDULE COUNTRY PRESENTATIONS October 19, 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, Wednesday A.M. 8:00-10:00 Session IV ( 4) 11. Sri Lanka 12. Taiwan 13. Thailand 14. Turkey 25

30 S<':>CIAL PROGRAMME Date/Day TimeNenue Activity/Host Attire October 19, :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: AP LAP October 20, :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, :30-1:30 P.M. Luncheon Wednesday Tagaytay Congressional Library {Casual} Vista Lodge, Tagaytay City 26

31 7:30 P.M. Senator's Lounge Senate Building Roxas Blvd. Pasay City Dinner Dr.HazelGacutan Senate Secreary {Business} October22, 1998 Thursday 11:30-12:30 P.M. San:;paguita Hall, Manila Luncheon Hon. Arlene Dada-Arnaldo Deputy Secretary General for Committee Affairs Bu. {Business} 7:30-9:30 P.M Guijo, Manila Hotel Dinner Dr. Karl Min Ku President, APLAP {Business} October 23, 1998 Friday 12:30-1 :30 P.M. Sampaguita Hall, Manila Hotel Buffet Dinner Atty. Loma J. Fernandez Director, IPRSSD {Business} 7:30-9:30 P.M. Polkabal & Rigodon Ballrooms, Manila Hotel Dinner Philippine Librarians Association Inc., Board (PLAI) 75tb Anniversary PLAI-CD Asia Atty. Emmanuel L. Caparas 27

32 RESOURCE SPEAKERS SCHEDULE OF MEETINGS OCTOBER 22, 1998 THURSDAY I. EXECUTIVE COMMITTEE Speaker Dr. Josephine S. Sison Dean, Institute of Library Science University of the Philippine Topic Library Education in the Philippines 8:00-9:00 A.M. October 20, 1998, Tuesday October 23, 1998, Friday 4:00-6:00 P.M. Yakal Room, Manila Hotel 8:00-10:00 A.M. Yakal Room, Manila Hotel Mrs. Maria Fe Abeleda-Robles Director, Congressional Library House of Representatives Congress of the Philippine Atty. Antonio M. Santos Chief, Law Library College of Law University of the Philippines Law Libraries in the Philippine: Cooperation Coordination and Resource Sharing 9:00-10:00 A.M. The Philippine Librarianship Act of :00-11 :30 A.M. II. GENERAL MEETING October 23, 1998, Friday 10:30-12:30 P.M. Sampaguita Salon, Manila Hotel Ms. Lourdes L. David Chief, Librarian College of Science University of the Philippines The Status of Library Automation in the Philippines l :00-2:00 P.M. Mrs. Delia P. Gelvezon Chief, Legislative Library Congressional Library, HR The Role of the Library in tht Philippine Legislative Process 2:00-3:00 P.M. Mrs. Emma M. Rey Chief, Legislative Archives Congressional Library, HR The Preservation of the Official Documentation of Philippine Legislative Operations 3:00-4:30 P.M