16th Annual General Meeting

6:00pm Thursday 20 May 2004. Conference Room, ALIA House, Canberra

MINUTES

Notice of Convening Meeting

The meeting opened at 6.10 pm on Thursday 20 May 2004. Twenty-seven members were present which constituted a quorum. The President in accordance with the Association's constitution gave notice of convening the meeting. The President, Christine Mackenzie, welcomed everyone to the meeting and introduced the Vice-President/President-elect, Imogen Garner, the Executive Director, Jennefer Nicholson and Averill Edwards who had been appointed as Parliamentarian for the Annual General Meeting.

Voting rights for members voting in person were established.
A teleconference had been organised so that the Mover and Seconder of the motion could participate in the meeting. Proxies were held:

• Trevor Wakely 69.
• Eleanor Whelan 5
• Gillian Hallam 6

Sherrey Quinn and Helen Roberts were appointed tellers.

Apologies

Apologies were received from Alan Bundy, Janice Wilson, Moyra McAllister, Margaret Roberts and Ian McCallum.

Moved: That the apologies be accepted.

Moved: Sherrey Quinn
Seconded: Angela Bridgland
Carried

Minutes of the 2003 Annual General Meeting

Moved: That the minutes of the 2003 Annual General Meeting be confirmed as a true and correct record of the meeting.

Moved: Christine Mackenzie
Seconded: Trevor Wakely
Carried

Presentation of the 2003 Annual Report and Balance Sheet and Income and Expenditure Account.

Moved: That the 2003 Annual Report and Balance Sheet and Income and Expenditure Account as tabled be received.

Moved: Christine Mackenzie
Seconded: Kevin Dudeney
Carried

Presentation of the supplementary Balance Sheet, and supplementary Income and Expenditure Account to 30 April 2004.

Moved: That the supplementary Balance Sheet, and supplementary Income and Expenditure Account to 30 April 2004 as tabled be received.

Moved: Christine Mackenzie
Seconded: Trevor Wakely
Carried

Election of Directors

The President noted the election of Gillian Hallam as Vice-President (President-elect), the election of Carol Newton-Smith, Meredith Martinelli and Roxanne Missingham as directors of the Association. They were declared elected Thursday, 22 April 2004 for the term commencing Friday, 21 May 2004 and consent to act as directors of the Association until the 2006 Annual General Meeting.

Moved: Christine Mackenzie
Seconded: Angela Bridgland
Carried with acclamation

Fixing of Auditors' fees

Moved: That the remuneration of PricewaterhouseCoopers, the Association's auditors, be fixed by the directors for the ensuing 12 months.

Moved: Christine Mackenzie
Seconded: Deanne Barrett
Carried

Reports

i. President's Report

The President, Christine Mackenzie, reported on the celebrating success theme for the National Policy Congress in September of 2003 and which proved to be a strong celebration of groups' activities. The production of the ALIA 2010 Plan: ALIA Towards 2010 gave broad direction for the future. At the same time the Board commenced a journey which has seen the launching of REAP, continuation of the LISEKA project through the o development of the ALIA Education Framework, employment of Local Liaison Offices, establishment of the New Generation Policy Advisory Group and the launching of ALIA CIPS. The President thanked the Board, the retiring Directors and the past president Joyce Kirk for their advice and guidance throughout her term.

Moved: That the report of the President be received.
Moved: Christine Mackenzie
Seconded: Kerry Webb Carried

ii. Executive Director's Report

The Executive Director reported that ALIA had an outstanding past year and thanked all members and National Office staff for the achievements made in 2003. The Executive Director thanked the retiring directors especially Angela Bridgland who had completed, two terms on the Board, for her invaluable contribution.

Moved: That the report of the Executive Director be received.
Moved: Jennefer Nicholson
Seconded: Ann Ritchie Carried

General business

The Executive Director read the rationale of the motion: Asia?Pacific Special, Health and Law Librarians' Conference: that the Asia Pacific Special, Health and Law Librarian's Conference continue as a biennial event.

Silvia Muscardin, Convenor, ALIA Special Libraries (SA) was called on by the President to speak to the motion (by teleconference). Silvia said that the motion had arisen from the discussion at the 2002 National Policy Congress when it had been suggested that trade for conferences was stretched and a process of rationalization should take place. Silvia disputed this notion and had information that a Special Health and Law Librarian's conference would still draw trade and delegates.

Maria Athanasatos, Convenor ALIA National One-person Australian Libraries was asked to also speak to the motion (by teleconference). She said that within the National One-person Australian Libraries group that there was a real concern about the loss of the conference. This was a major networking opportunity for one-person libraries.

The President called on the speaker against the motion. Trevor Wakely spoke against the motion. Trevor said that the motion does not address the need. The real need was for members to commit to forming a committee to organise the conference. Even though he was in favour of the spirit of the motion he believed that the motion was too prescriptive. He foreshadowed a motion to be put that would encourage members to put forward proposals for a conference. He reiterated that members need to be heavily involved in the conference and that at the present time there was not anything preventing a conference from being organised. He stated that past conferences had largely been successful.

Deanne Barrett also spoke against the motion. She stated her experience in special libraries. Deanne stated that the present conference format was flexible and that a submission to the ALIA Board was all that was required propose a conference. She was concerned that the motion included health and law librarians even though the motion had not been discussed with those groups. The decision to move away from a fixed timetable for the Special, Health and Law Librarians Conference was to ensure flexibility.

Motions

Asia? Pacific Special, Health and Law Librarians' Conference: that the Asia Pacific Special, Health and Law Librarian's Conference continue as a biennial event.

Moved: Silvia Muscardin
Seconded: Maria Athanasatos
Lost

• 2 Ayes
• 99 Nays

To encourage special librarians to bring forward full proposals for their next conference to the ALIA Board as soon as possible

Moved: Trevor Wakely
Seconded: Eleanor Whelan
Carried
Unanimously

Conclusion of the meeting

There being no further business the President declared the 16th Annual General Meeting of ALIA closed at 6:55pm.