Review of progress from National Policy Congress 2000

Friday 7 December 2001

The first ALIA National Policy Congress was held in Canberra on 26-27 May 2000. Seventy divisional delegates, representing all Australian states, and most Sections and Special Interest Groups, attended the Congress.

Ian McCallum, an ALIA member, guided the delegates through the process of examining the divisional requirements to take the Association through the next stage of its renewal process, while re-focusing and thinking hard about our priorities for the coming years.

In her opening comments, the then president, Professor Mairéad Browne urged delegates to direct their energy towards activities and achievements rather than the propping up of organisational structures. Craig Anderson, a Director of the new Board, demonstrated this change of focus by demonstrating how meetings of the Board of Directors would be driven by ALIA's Objects and activities instrumental for achieving those Objects, rather than by reports as had been the case previously.

The themes from the directors' meeting and from the discussion at the National Policy Congress were: support for a flatter, more flexible framework for ALIA, and for partnerships with other organisations, in order to broaden the scope of our operations and influence and to produce more benefits for members.

A great deal of time was spent discussing and teasing out the issues within divisional requirements, and, listed below are the 'top nine' issues, identified by the National Policy Congress delegates:

Structure based on self-nominating groups around areas of interest.
Provision of effective, well-defined local presence.
Funding formulae should take into account factors such as per capita, programs and location.
Renewed emphasis on member services.
Groups be approved by Board against a set of transparent criteria with reciprocal responsibilities.
Issues based fora for professional needs/purposes.
Flatter organisational structure.
Funding for specific projects and/or ongoing programs.
Partnerships and alliances with local and international organisations.

Delegates from the National Policy Congress fine-tuned the recommendations on these issues for consideration by the Board at its July meeting. Some of a further nine issues identified by delegates have been considered by the Board of Directors at subsequent meetings. A detailed progress report is attached on recommendation to the end of October 2002.

Progress Report on Recommendations to the Board of Directors from the ALIA National Policy Congress 2000

The Recommendations are listed in the order of issues rather than in numerical order.

1. Structure based on self-nominating groups around areas of interest The National Policy Congress recommends that the Board of Directors:
Recommendation	Action to October 2001	Comment
1.1 Announces the issues and recommendations of the National Policy Congress as soon as possible (eg, next possible inCite and aliaNEWS).	Agreed. Provided in the July 2000 issues of inCite and aliaNEWS.
1.2 Considers the recommendations of the National Policy Congress at its next meeting and announces their decisions as soon as possible thereafter (eg, next possible inCite and aliaNEWS).	Agreed. Considered at the July 2000 the Board of Directors meeting and decisions announced in the September 2000 issues of incite.
1.3 Allows new groups to form from 1 January 2001.	Agreed. New group structure commenced 1 July 2001 following the resolution of issues 6, 7, 5, 3 and 8, and a new By-law.	All 64 nominating groups were endorsed at the May 2001 The Board of Directors meeting, with a further 8 groups endorsed at subsequent meetings.
1.4 Ceases the current structure as of 30 June 2001.	Agreed. Former structure ceased on 30 June 2001.	All entities dissolved and all requested to close bank accounts, provide final annual report, submit relevant files for archiving and return any ALIA property.
1.5 Develops easy to follow guidelines and proformas to nominate groups for existence.	Agreed. Proforma and guidelines developed by the Board of Directors and made available on ALIAnet; Group application form revised twice in the light of experience.	Funding criteria to ensure equity in funding for some activities are being drafted by small working group of convenors and will be distributed to groups for comment in early 2002. Office Bearers Guide is also being reviewed and updated.
1.6 Automatically dissolves all groups at the end of each year unless groups re-apply for registration and demonstrate how their activities will meet the objects of the Association.	As 1.4.
1.7 Changes the operational year to be in line with the financial year (that is, 1 July - 30 June) as soon as possible.	Not feasible due to costs involved.	Would require audit expenditure close to $20 000, as well as agreement by ASIC; Would also require change to constitution (through special resolution) including to AGM and terms of office.
6. Issues based fora for professional and political needs/purposes The National Policy Congress recommends that the Board of Directors:
Recommendation	Action to October 2001	Comment
6.1 Puts in place criteria for the establishment of issues based fora/groups.	Agreed. Implemented as part of new group structure.	Of the 72 new groups, few are issues based.
6.2 Allows the criteria for communication of issues from local/national/board perspective and by individuals and groups.	Agreed. Criteria allows for communication of issues.	Few issues have been communicated to date.
6.3 Ensures issues drive the choice and configuration of issues fora/groups including communication and reporting back to members.	Agreed. Issues based advisory and reference groups have been established by the Board on a needs basis.	The ALIA membership may establish issues based groups and seek endorsement by the Board of Directors.
7. Flatter organisational structure The National Policy Congress recommends that the Board of Directors:
Recommendation	Action to October 2001	Comment
7.1 Requires all individual groups to report directly to the Board.	Agreed. Implemented as part of new group structure.
7.2 Allocates funds directly to groups.	Agreed. Implemented as part of new group structure.
7.3 Provides a structure and support for office-bearers and members undertaking ALIA activities, for example, local-presence officers, membership development kits.	Agreed. Groups can seek funding to cover for administrative support. Advice and support available for groups from National Office, eg relating to conferences, newsletters. Further support needs to be identified.	Membership development kits to be developed further and aligned to membership key initiatives; Local presence, see issue 2.
7.4 Oversees the development of a two-way information flow to groups and individual members.	Agreed. An information and communications strategy for effective communication with members and growth of the organisation is being developed. ALIAnet being redeveloped to better provide and allow the sharing of information online.	The draft communications strategy expected completed in December 2001; The ALIAnet redevelopment has commenced-see Recommendation 4.10.
5. Groups be approved by Board against a set of transparent criteria with reciprocal responsibilities The National Policy Congress recommends that the Board of Directors:
Recommendation	Action to October 2001	Comment
5.1 Develops criteria for groups addressing: minimum number of office-bearers for ongoing groups/conferences/projects the statement of the purpose for each group/conference/project the proposed program for each group/conference/project.	Agreed. This is included in By-law 2 and the proforma for group submissions.	The group funding proforma has been expanded for group budget submissions for 2002. More focus is being placed on information regarding purpose, benefits, program and costings.
5.2 Ensures assistance is provided for the establishment of groups/conferences projects including: funding for establishment development of office-bearers kit, conference organising kit, project kit letters sent to all members of dormant groups on a regular basis to gauge interest in re-establishment of group administrative support.	All agreed and largely implemented. Key National Office staff available for advice; office-bearers kit and conference guidelines are available; regular contact established with groups. In addition, monthly group expenditure reports, annual budget and six-monthly reporting requirements will ensure dormant groups are identified. Funding criteria and proforma allow groups to seek funds to engage paid administrative support.	Work commenced to establish criteria for equal funding of same activities. A reference group of state-group convenors established to support this. All groups will be consulted. A project kit remains to be done. Administrative support is engaged by groups but formally employed by ALIA National Office.
5.3 Establishes reciprocal reporting procedures to include: Regular review of groups/conferences/projects End-of-year reporting from all groups/conferences/projects Regular review of purpose of each group ALIA National Office to respond to specific issues raised by groups/conferences/projects.	All agreed. Points a-c are incorporated in By-law 2. Groups: Six-monthly progress reports now required for ongoing group, and final reports for those that cease to exist. Groups are required to report on achievement of their goals and objectives. The purpose of groups will be reviewed as part of annual funding submissions and is included in the budget 2002 submission proforma. Issues groups: Issues based advisory and reference groups have terms of reference and appointments and report on activities. Issues groups are reviewed biennially. Conferences: Conference organisers report monthly and provide a full report following a conference. ALIA National Office: Key staff are allocated to respond to group and conference enquiries, and to liaise with groups organising conferences and projects.	a-c. Groups have been requested to submit their budget bids for 2002 and their first six-monthly report, by 15 November 2001.
3. Funding formula should take into account factors such as per capita, programs, and locations The National Policy Congress recommends that the Board of Directors:
Recommendation	Action to October 2001	Comment
3.1 Allocates funds in a transparent manner.	Agreed. Funding criteria and proforma now require an outline of planned activities and details of income and expenditure for the funding period.	The development of further funding criteria, described at 5.1, and the request for the 2002 budget for greater detail for some activities/costs, the requirement for separate submissions and budgets for conferences and projects all aim to assist transparent and equal funding allocation.
3.2 Introduces program budgeting principles for the whole of budget - that is, at national and local level.	Agreed. Implemented in division account in July 2001.
3.3 Discontinues automatic per capita funding.	Agreed. Implemented with the new group structure.
3.4 Develops a program-budgeting funding process that includes the following criteria: geographical dispersement value for money lack of opportunity ability, or lack of, to generate income compliance with acquittal process form of ranking to be developed develop proformas for application.	Funding and acquittal process agreed and implemented; Application proforma developed.	Funding criteria in the process of being developed further, as recommended at 5.1.
8. Funding for specific projects and/or ongoing programs The National Policy Congress recommends that the Board of Directors:
Recommendation	Action to October 2001	Comment
8.1 Develops guidelines for funding of programs or projects covering applications, criteria for acceptance and an information kit.	Group application proforma elicits information required to assess proposals. Specific funding proposals required for conferences and projects.
8.2 Requires all Groups to produce business plans to be supplied to the Board covering one year and three years, but including flexibility.	Agreed. Groups wishing to establish themselves are required to provide forward plans and budgets covering one year and an out-year (the life-span of groups set at up to 2 years, with option of renewal by application).	Groups may submit additional budget requests to the Board of Directors. Budget revised annually through the request for a new/adjusted budget submission. The first, for 2002, is due to National Office in mid November 2001
8.3 Funds specific projects with reciprocal responsibility, transparent funding and a mechanism to review funding levels for these projects every three years and also review the guidelines each three years.	Agreed. Specific projects in group submissions have been endorsed.	Specific funding provided to jointly with other organisations undertake specific projects. The funding is based on specified contracts.
8.4 Develops criteria both for free and income-generating projects.	Criteria for projects being developed.
2. Provision of effective, well-defined local presence The National Policy Congress recommends that the Board of Directors:
Recommendation	Action to October 2001	Comment
2.1 Provides funding to establish local-presence to each state and/or region-based on successful models (eg, Tasmania).	The Board of Directors has not agreed, at this point in time, to establish local presence with the full set functions set out at 2.3 and 2.4 below. The Board has agreed to provide funding for state-wide (and other) groups to engage administrative support personnel- if they have bid for this in their group budget submission. The function of the administrative support person may include coordination and liaison, promotions and financial work. Groups engaging administrative support personnel may choose to use the services of the same individual, but they each need to have applied for funding , and they each need to pay for their share of the administrative support.	ALIA National Office is taking a stronger and more proactive lobbying role. Specific staff are monitoring state/territory government legislation and policy issues and the Executive Director devising lobbying strategies in close liaison with local groups and key individuals. This national/local approach intends to ensure informed, strategic, coordinated and consistent lobbying on behalf of the Association.
2.2 Provides funding for: continuing support for local-presence training for local-presence infrastructure for local-presence.	See 2.1.
2.3 Defines the functions of the local-presence to include: administrative support promotion/marketing co-ordination and liaison (eg, between executive director and local sections) local lobbying training/support to local office-bearers co-ordinate financial activities with local treasurers.	See 2.1.
2.4 Selects the local presence by a process and criteria including: ALIA member with library experience selected by executive director (or delegate) and three local members local knowledge required IT expertise needed.	See 2.1.
4. Renewed emphasis on member services The National Policy Congress recommends to the Board of Directors that:
Recommendation	Action to October 2001	Comment
4.1 Members continue to receive discounts for ALIA products and services.	Agreed and implemented.
4.2 The Board oversees the development of a marketing plan to attract new members (and review the reasons for membership loss).	Agreed and commenced. Activities undertaken to date include: Institutional members surveyed in April 2001-this informed the development of strategic initiatives for institutions in 2001-02, (public and special library segments the target for 2002) A study to ascertain how communication with/among members may be improved and new services developed using new technology is under way. Senior members of the profession, students and recent graduates identified as target groups for new and retaining existing personal members. Surveys may be undertaken in 2002 to ascertain service preferences. A Professional Development Officer position has been established to further develop services in this area. Non-members and previous members will be targeted through direct mail promotions in the forthcoming months A new more promotional approach for renewals adopted this year. The fee structure was simplified to make it more readily understandable.	The decline in personal membership continued with the renewals for 2001-02. There is no clear pattern showing reasons for not renewing, and it does not appear as if the changed fee structure has been a main factor.
4.3 A fee payment option be provided for fortnightly/weekly debit from members accounts with financial institutions.	Agreed. Implemented as part of the membership renewal process.	Take-up of the option is modest (140 members).
4.4 The Board ensures a new members welcome package is developed which includes information on local contacts, relevant section/group contacts, local presence information, and support local groups developing new members welcome function/dinner (2 per year) and a buddy system.	Agreed. Group brochure and other information about ALIA services made available which provide details of all groups, group convenors and state/territory administrative support personnel (where in place). Groups wishing to welcome new members and develop a buddy system may include this in their funding submission.
4.5 The ALIA membership form be redesigned to eliminate the requirement for nomination by an existing ALIA member.	Agreed. Implemented as part of the membership renewal process.
4.6 The ALIA membership fees include membership of more than one group.	Agreed. Group membership fee implemented as part of the membership renewal process.
4.7 The Board oversees the production of a user-friendly office-bearers guide published on the internet.	Agreed. Implemented as part of the membership renewal process.	The office-bearers guide is in the process of being revised.
4.8 ALIA National Office sends a welcome to each new office-bearer by letter or telephone call with information on a contact person for enquiries.	Agreed. Implemented as part of the new group approval process. The deputy executive director is the point of contact for groups.
4.9 The service of conference organisers and office-holders be regularly acknowledged by ALIA.	Agreed and implemented.
4.10 ALIAnet be further developed, particularly for topic discussion groups, and its effectiveness monitored by the Board.	Agreed. This is a current priority. An IT strategy for improved communication, service delivery and growth is being developed, based on membership research undertaken in August to November 2001. The software beneath ALIAnet has been upgraded. The website is being redeveloped to better provide and allow the sharing of information online. A chat server is already in place.
9. Partnerships and alliances with local and international organisations The National Policy Congress recommends that the Board of Directors:
Recommendation	Action to October 2001	Comment
9.1 Develops partnerships with Australian library associations (including CASL, CAUL, FLIN, ASLA) for issues-based advocacy and development of the association's objectives. The partnerships should offer benefits for members and bring together relevant organisations to address information policy issues such as information literacy and equity of access to electronic resources.	Agreed. ALIA and ASLA have signed a formal agreement to cooperate and collaborate on areas of mutual benefit. ALIA has invited CASL, CAUL, FLIN, ASLA and FOLA to be on reference groups for areas of mutual interest and commitment. Further collaboration may be identified following a cross sectoral ‘summit' being organised by the National library in February 2002.	The Sharing the future-ALIA and ASLA working together agreement: A joint policy advisory group and an issues taskforce is being established, local cooperation is being encouraged and reciprocity for members for e-lists, e-newsletters and member rates for publications, conferences and CPD programs. CASL, CAUL, FLIN, ASLA and FOLA are all on the reference groups advising ALIA on Library and Information Week 2002 and a consultancy for a national promotions strategy for library and information services (cross sectoral). ALIA (National Office and the ALIA Information Literacy Forum) are jointly with the National Library and the National Office for the Information Economy (NOIE) funding a feasibility study into the development of a national coalition for information literacy advocacy. It will report in November 2001.
9.2 Develops relationships with international library associations (such as ALA, SLA, Library Association) with the aim of providing benefits to members such as reciprocal discounts to conferences and publications, access to members-only web resources and library partnerships.	Agreed. New membership benefits will be pursued in 2002.	Member rates available for IFLA conferences. Member benefit available for special promotions of LA publications. Reciprocal benefits are not generally available.
9.3 Develops partnerships with related Australian associations (such as the Australian Information Industry Association, Australian Computer Society, Institute of Management, Records Management Association of Australia, Australian Society of Archivists) through networking to continue to develop general good communication and co-ordinate for lobbying (such as on copyright)	Agreed. A collaborative education and training committee with ALIA, ASA and RMAA has been established. Co-operation with FOLA is being re-invigorated. Extensive collaboration is taking place with other bodies and organisations on relevant issues..

Accreditation of Library Services

A sub-group of the NPC considered the establishment of an optional ALIA accreditation of library services program. The Congress as a whole agreed to recommendations going forward to the Board of Directors on the understanding that there is as yet no consensus on proceeding with accreditation.

The National Policy Congress recommends that the Board of Directors:

Recommendation

Action to October 2001

Investigates establishing an ALIA accreditation of library services program and in its investigation take into account the following:

Institutional membership of ALIA be a pre-requisite for accreditation;
a kit setting out achievable management practice for accreditation and including basic/generic guidelines be produced by a steering committee/working party;
accreditation be done by an ALIA member accredited to do so through an ALIA CPD training program;
the merits of accreditation be widely promoted: that it is worthwhile doing, it adds value to the library service, and is a useful performance management tool;
the accreditation be for a limited period, renewable and offered at different levels/tiers;
costs of accreditation be borne by the organisation seeking accreditation;
an ALIA section be established to encourage participation in and promote the benefits of accreditation;
the accreditation process be linked to the ALIA CPD membership program;
ALIA accreditation would be in addition to other industry accreditation processes (for example, health);
the attainment of accreditation by an organisation be celebrated in ways which recognise the professionalism of the library service.

In September 2000 the Board of Directors invited the President of the then ALIA National Health Services Library section to provide a proposal to the November meeting on the rationale for an outcome-focused accreditation system and outline of a methodology for how this may operate and be applicable across the library and information sector. This section was invited to undertake this task because health section members have experience of institutional accreditation. At the time of the implementation of the restructure, the Section President had not been able to give the task attention. He is no longer a member of ALIA, and nor is the originator to the proposal.

ALIA National Office has asked the new national group ALIA Health Libraries Australia if it would be interested in progressing the issue.

The future of ALIA conferences

A sub-group of the 2000 NPC considered the future of ALIA conferences. The Congress as a whole agreed to recommendations going forward to the Board of Directors.

The National Policy Congress recommends to the Board of Directors that:

Recommendation

Action to October 2001

the profit/loss of conferences in recent years be analysed;
conveners be required to provide complete records;
the Board investigate establishing a trust fund to invest some funds as a 'hedge' against losses;
ALIA National Office take a co-ordinating role, providing assistance in planning and scheduling conferences and where possible encouraging linkages;
market research on the conference needs of members, employers and trade be commissioned;
the Board investigate the feasibility of holding the National Policy Congress at the ALIA biennial conference;
the needs of rural/isolated members be met by videotaping sessions, bursaries/sponsorship to attend, and 'virtual attendance' via internet.

In formulating these recommendations the sub-group outlined reasons for attending conferences, desired goals for holding conferences and issues and challenges for conferences.

The Board of Directors has taken on the recommendations. It has reviewed models of association conferences and the application of technology to conferences. The president has attended all ALIA and many associated conferences and taken the opportunity to have wide ranging discussions with organisers and delegates on ideas for future conferences.

The Board has given very serious consideration to:

the audit management report for the 2000 audit regarding conferences financial risk management,
conference reports,
the demands on volunteer organising committees and trade exhibitors
the competition for sponsorship
difficulties locating suitable venues under the current expansive program (have had up to ten conference in planning at any one time).

At the 12 October 2001 meeting, the Board decided to proceed with two models:

the biennial conference will focus on policy and practice issues of relevance right across the sector and the wider community and be a forum for practitioners to debate issues of significance. ALIA 2002 is breaking new ground in working within this model.
the former division, now group, conferences will focus around a major conference representing the interests of those ALIA groups keen to pursue a conference program. This approach will also provide the flexibility for the Association to stage one or two-day sector-or issues-based symposia on a shorter lead time as the opportunity or needs arises.

The benefits of this new model includes:

a streamlined planning process
improved financial management and reduced risk
the opportunity for groups to contribute to a conference program or run a shorter symposium or workshop
the opportunity to better package marketing, promotions and sponsorships
anticipated good support from the trade exhibitors and sponsors with the resultant reduction in competing demands on their attendance
administrative support and advice through ALIA National Office.

Conferences currently endorsed for 2003 will proceed, i.e. the Online conference, the Library Technicians National Conference and the Special, Health and Law Libraries conference.

The Board has identified three main criteria for conferences:

an innovative and challenging program
utilises technologies to maximise member participation in part of the program
makes a profit.

The Board has asked the executive director to work with groups to implement the new model.

A a