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MEETING MINUTES

APLIC-I Board of Directors Fall 2001 Meeting
October 25, 2001 | October 26, 2001

The meeting was held at Ipas, Chapel Hill, NC. Attendees met at 9:00am for breakfast. The meeting was called to order at 9:35am. In attendance:

  1. Julia Cleaver
  2. Yan Fu
  3. Peggy D'Adamo
  4. Anil Kumar
  5. Margie Shiels
  6. Zuali Malsawma
  7. Bill Barrows
  8. Kay Willson
  9. John Carlson
  10. Judy Dye

The meeting was preceded by welcoming comments from Judith Winkler of Ipas. Her remarks showed a recognition of the value of information to the work of the reproductive health/population field and of APLIC-I as a means of networking especially for professionals operating in small or single-person libraries. She commented that we as information/communication professionals leverage the impact of our parent organizations’ work.

Minutes for the Business and Board Meetings of March 2001 were presented and approved with corrections to name spelling. Click HERE to review those minutes.

Membership (Julia Cleaver): Eleanor Gossen has resigned and sent her materials to Julia. Julia is willing to do membership now. A membership report will be compiled as Julia goes through the material sent to her by Eleanor. Records need to be reviewed for status (Anil will send Julia a list of who has paid membership for 2000.) Julia will send out renewal notices to those not currently renewed and the next renewals will go out with the conference announcement.

Treasurer (Anil Kumar): The report was distributed to attendees. Income and expenditure balance continues to be bright. Expenses are rising but income has kept pace. Interest income is down. Conference expenses were higher because more people attended in Washington. We also have the new expense of website maintenance. We are financially sound. We should consider doing things with the money: subsidize, pay speakers, etc.

Archives (Margie Shiels): Susan Pasquariella sent a box of materials that has to be gone through. Margie will send out a copy of the recreated list of archived materials to the board.

DUPS (John Carlson): An annual report will be presented at the conference (requests and submissions detailed). DUPS is a successful program and we will continue it.

International Relations (Committee focus=POPIN & Susan Pasquariella’s PopDivision position): The current POPIN page is not at UNDP anymore, but is at the UN site and will become more centered on the UN Population Division. We will discuss the merging of this committee with others under new business. (possible combination = International Relations + Publications + Publicity).

Communicator (Yan Fu): Editor has solicited articles for the next issue and received some material, probably has enough for an issue. (Conference presenters have supplied their materials) It will be coming out soon. She has some concerns about coordinating editorial work. Add to Business Meeting agenda - need more help with Communicator.

Website (Peggy D'Adamo): Since the redesign most of the maintenance activity has been related to membership updates and uploading conference presentations. Not much effort is expended on it. Peggy is willing to continue updating. Add to Business Meeting agenda, if someone wants to be web manager.

A short break was taken and we reconvened at 10:35.

Nominating (Julia Cleaver): We need 3 new members (to replace Class of 2002) in the new Class of 2005. The Past President is head of nominating committee (Peggy D’Adamo). Susan Jamison (Class of 2003) will be replaced by Patricia Klosky of PATH's DC office. Julia Cleaver will serve on Class of 2005. Nominating committee will come up with names for Class of 2005 (2 names) and Vice President.

OLD BUSINESS

2001 Conference Report (Julia Cleaver) A formal report will be presented at the Business Meeting. The conference was a success. Some Conference commentary is presented in a President's Letter appearing in Communicator.

Union List (Margie Shiels): It is impossible to continue the way it is designed now (expense and data entry). A link to serials lists of APLIC-I organizations may be a compromise. There is some use of the existing Union List. We will keep the link to the list that is on the web. But no update will be undertaken. See discussion under NEW BUSINESS.

APLIC Survey (Kay Willson): Dead issue. Survey data has been superceded by the descriptions that are on the web now which can be changed at any time.

Electronic Resource Guide (Peggy D'Adamo): Susan Pasquariella is now a consultant with POPLINE and has begun compiling ERGs for them to distribute. If a person from POPLINE gets involved with APLIC perhaps there will be coordination or joint issues. It is a good tool for visibility and credibility of APLIC. However, it is not something APLIC will pursue independently. Ideas for new issues have not been forthcoming from APLIC members. We will continually solicit topics to be covered at upcoming Business & General Meetings.

NEW BUSINESS

Online catalog:
Anne Ilacqua has requested that APLIC consider subsidizing the costs of mounting members' library catalogs (fee is $225/year for LibraryCom). Julia Cleaver and Margie Shiels discussed the downside of cataloging twice to participation. Margie feels APLIC shouldn't pay the members fees for this--too expensive and will not be something everyone participates in. Peggy D’Adamo is also against fee payments and duplicate cataloging. Yan Fu has looked at the product on the web, thinks it is a good idea but if it is just for journals it is not worth it; should include grey literature and papers. Anil Kumar questions the validity of APLIC subsidizing FHI, Ipas, etc. Kay Willson mentioned duplicating the effort of OCLC’s WorldCat database and questions building a separate list. Yan thinks APLIC Union List is a good idea, and would include many items that are not covered on OCLC.

How to pursue it is the question--is a grant available for such an activity? Bill Barrows mentioned the APC (Association of Population Centers) as a source of funding. We want a way to search everyone's catalog. Inmagic databases on different servers can't be simultaneously searched. Will search engines be able to search databases on the web?

It seems there is not enough support to push the LibraryCom model; the methodology and cost for is not the path the board wants to purse, but will continue to explore other options.

Instead we should do a quick survey (Yan Fu) and present results and comments. We need to know: 1. How many people are interested in this? 2. Which of two ideas is preferable: Librarycom and APLIC Union List. 3. What other options are there? If not enough interest then we should not pursue.

At the Conference we may have a breakout session to discuss the issue. Yan Fu and Lisa Sanders will lead the session. Topics to cover: Where do we take the idea from here? Who will do the research? Are there some catalogs that can be 'dumped' and made available without other work?

Honorariums
We need a policy. There are two issues: Chapter function honorariums and Conference Speaker honorariums.

Chapters: If you have an established chapter then the board can authorize funding . Anil Kumar is comfortable with this. The function must be related to APLIC's mission and activities, (e.g., something other than a Christmas Party). It was suggested that the board place a limit on the amount a chapter can be provided annually. The annual limit will be a $200 subsidy (no receipts required for reimbursement).

How do you establish a chapter?
Need to have an APLIC member willing to be chapter coordinator. A formal request for funding (proposal) is required for the chapter function. A report is expected to be sent to the board following the function and submitted to the Communicator. If no report is submitted there will be no further funding for the chapter. Funds depend on approval by the board.

Existing Chapters:

  • Seattle area (Lisa Saunders)
  • Southeast/NC (Bill Barrows)
Other possible chapters:
  • DC
  • New England
For members who cannot attend the annual conference, the local meetings can be useful. The APLIC Board encourages the creation of chapters.

Conference Speakers: Traditionally we have paid the keynote speaker $100. If they need help to cover expenses and request it we have paid for it. We always offer free banquet attendance--they rarely accept. If they are a non-APLIC member then there is no reason for them to attend the conference except to present, so they should be paid honorarium. It is acceptable to offer an honorarium to a keynote speaker if it is required to get them to participate. The board wishes to keep the policy open (discretionary) and on an as needed basis (honoraria or expenses). But future conference planners should be aware that we have and do pay for speakers.

Online Biomedical Journals
Susan Jaimison has suggested that APLIC explore the idea of asking WHO to include international health NGOs in the free access to online biomedical publications. The Board thinks this is a grand idea—and requests that Susan please draft a letter for the board to approve, sign and send. Discussion on this brought out that our in-country offices often have better computers and internet access than medical schools.

On a related topic, we discussed a training request from Nigeria--can APLIC provide? There are already existing projects on IT, so it is unlikely we could do anything on a large scale. But if we are already traveling to a country we could offer our time. Our overseas members would be ideal to get involved with this. Many of the online health services reference curricula don't incorporate the reproductive health (RH) side. Perhaps APLIC could develop a module for this training on information sources for RH. This again brought up the topic of international relations (see later discussion): we might identify NGOs with libraries and tie this in with a membership drive. Existing IT-related projects: NGO Networks for Health, goal to set up resource centers; UNFPA (not member of APLIC) another good source; (List of Free Pubs is dead. USAID not funding global pubs through PRIME). This will be made into a roundtable at the conference--training, TA (how to expand international relations/activities)

Break for lunch. 12:10. Reconvened at 2:05

Discussion of Merging Committee Functions

To streamline the operation of APLIC and reduce the number of 'positions' to be filled the Board discussed the mission/activities of some existing committees. This led to a reallocation of some functions.

The Board approved the following resolutions:

Resolution of the board to:
1. Dissolve the Publicity committee. Become part of Conference Planning activities to be assigned.
2. Dissolve the Publications committee. Since all our publications are electronic and uploaded onto the website all activities fall under this committee's work.
3. Dissolve the International Relations committee and address concerns related to this at each board meeting.
Motion made to approve was seconded and passed.

Just because our mission is international does not mean we have to have a International Relations committee. However we do recognize the value of networking with our worldwide colleagues. Therefore we believe it might be worthwhile to survey our international membership--why do they continue their membership, what do they get out of it. The Board discussed the appropriateness of various means of conducting the survey. Kay Willson recommended person to person dialogue (via email) to solicit feedback. Anil Kumar estimates we have 11 international members. Judy Dye will draft a letter the board to be sent to our international members and the board will respond with feedback. How best can we meet the needs of our international members? Each board member will then communicate with one or two of the international members.

APLIC-I 2002 Conference
At 2:30 discussion began on the 6-8 May 2002, APLIC-I Conference to be held preceding the 9-11 May PAA Conference in Atlanta. The preliminary list of topics was reviewed. Last year's theme was 'Not a One Way Street'.

Topic and speaker possibilities mentioned for 2002 included:

  • Getting information from developing countries
  • 2000 Census results
  • CDC GAP
  • WHO & APLIC to get access to online journals
  • Availability of electronic journals on line to international (African Virtual Library)
  • Leo Morris CDC Young Adult DHS type surveys
  • Roundtable on Intl action
  • Roundtable on DEC
  • Roundtable on APLIC Union List
  • Copyright issues
  • South to South (Nancy Kamau, KMRI)
  • Setting up a small regional library
  • Information gathering strategies of in-country staff at regional offices
  • Do you really want a resource center? - based on Media/Materials Clearinghouse's publication on "How to set up a resource center"
  • Best practices, service delivery guidelines, evidence-based medicine (WHO article bulletin 2000 info systems: evidence-based) (Cochrane centers)
  • APLIC at 35 (Photo Exhibit, trends in library organization)
  • Implications of new funding for university population centers, changes (smaller budgets, cut staffs, lose resources)
  • NICH funding, USAID funding priorities
  • Funding sources for libraries & for population research
  • Information dissemination (measuring impact) of publication distribution, websites, replacing hard copy distribution
  • Roundtable to develop module for pop resources in lib/info science curricula
  • Health Information Forum
  • Development Information Working Group (DC group USAID, WB, AED)

Discussion on conference planning will continue tomorrow. Meeting adjourned 3:40pm.

Conference Planning Meeting, October 26, 2001
Family Health International, Research Triangle Park, NC

In attendance:

  1. Julia Cleaver
  2. Yan Fu
  3. Peggy D'Adamo
  4. Anil Kumar
  5. Margie Shiels
  6. Zuali Malsawma
  7. Bill Barrows
  8. Kay Willson
  9. John Carlson
  10. Judy Dye
  11. Judy Doe

Notes from October 25, 2001

  • Getting information from developing countries
  • 2000 Census results
  • CDC GAP
  • WHO & APLIC to get access to online journals
  • Availability of electronic journals on line to international (African Virtual Library)
  • Leo Morris CDC Young Adult DHS type surveys
  • Roundtable on Intl action
  • Roundtable on DEC
  • Roundtable on APLIC Union List
  • Copyright issues
  • South to South (Nancy Kamau, KMRI)
  • Setting up a small regional library
  • Information gathering strategies of in-country staff at regional offices
  • Do you really want a resource center? - based on Media/Materials Clearinghouse's publication on "How to set up a resource center"
  • Best practices, service delivery guidelines, evidence-based medicine (WHO article bulletin 2000 info systems: evidence-based) (Cochrane centers)
  • APLIC at 35 (Photo Exhibit, trends in library organization)
  • Implications of new funding for university population centers, changes (smaller budgets, cut staffs, lose resources)
  • NICH funding, USAID funding priorities
  • Funding sources for libraries & for population research
  • Information dissemination (measuring impact) of publication distribution, websites, replacing hard copy distribution
  • Roundtable to develop module for pop resources in lib/info science curricula
  • Health Information Forum
  • Development Information Working Group (DC group USAID, WB, AED)

Conference Planning - THEME: Finding information on special populations: the young and the rest of us

Suggested that we extend the business meeting (to be held on Wednesday morning of the conference) to include APLIC at 35 retrospective.

Possible speakers (Anil and Margie along with Anil's contact will handle contacts with possible speakers):

  • Leo Morris--CDC Adolescent surveys
  • Gassaway--copyright -- Margie to contact -- Kay to send name of SLA copyright guy to Peggy
  • Hatcher--keynote
  • Census 2000
  • CDC contact -- Anil to contact
  • CARE (is in Atlanta, team with FHI on the YouthNet)

Breakouts -- Peggy will coordinate; possible topics include:

  • EBM
  • POPLINE training
  • DEC
  • Funding sources for libraries
  • APLIC international
  • Electronic access to pubs from DevCountries
  • Solo librarians
  • Regional office libraries (World Library Partnership) -- Julia will contact

Julia will do registration, name tags and all of that.

Zuali will do the program.

Margie will contact Emma to plan the banquet.

Anil will handle hotel arrangements for food and AV.

Registration fee: $150 for members, $175 for non-members; $50 for students (includes banquet). Conference is at the Hilton in Atlanta.

Kay will handle publicity:
1. Mailing to 75 groups in GA
2. Mailing to library schools
3. Notify listservs
4. Notify other meeting lists
5. Notify SLA, etc.
6. LAC groups

Yan Fu will work on the tour, begin by contacting Emma Stupp to figure out where to go at CDC.

Judy Dye will put together other info on Atlanta (dinners, other tours and spots to visit)

Discussion of stipends for travel expenses to conference.
The Board has previously set a maximum limit ($2000), set deadline for submission of request and letter stating need, and formed a panel to determine the awards. The consensus is to make the offer again. But not for international attendees (the limited amount is not enough to make a difference in attending or not). The panel to determine the awards this year: Bill Barrows, John Carlson, Julia Cleaver. We will continue the process followed last year.

Break at 10:40.

APLIC 2002 Conference Registration

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