ALIAWest Minutes

For the Meeting held on the Tuesday 4 September, 5.30pm at the University of Western Australia Library.

1. Attendance:

Liz Burke, Jill Benn (minutes), Michelle Brennand, Carolyn McDonald, Linda Papa, Alissa Sputore.

Apologies: Natarsha Larment, Marg Lundy, Camille Peters, Monika Szunejko.

2. Minutes of the Previous Meeting

To be considered at the October meeting.

3. Business Arising

3.1 The future of Biblia

A blog, hosted by a free blog site, will be trialled for 12 months to determine whether this is an appropriate forum for Biblia. A post regarding the recent Sharr medal event to be drafted and placed on the Biblia Blog.

3.2 Sharr Medal

The Sharr medal was presented by Margaret Allen to Rebecca Marchenkov at the joint Sharr medal 70th Birthday celebration on Wednesday 29th August. It was a successful event with approximately 40 attendees. Some expenses are still outstanding and need to be reimbursed.

Sue Hutley passed on her appreciation to ALIAWest for organising the event and providing her with an opportunity to speak about ALIA.

Photos from the event will be available on Flickr.

3.3 ALIA's 70th Birthday celebration

See 3.2 above

3.4 Group Succession Planning

A call for new committee members will be sent out with the invitation to the Perth session of the National Advisory Congress which is to be held on Monday 8th October 2007 at the University of Western Australia Library.

In future years, the call for new committee members will occur in June.

3.5 Nexus Study

Michelle reported that ALIA is offering financial support to the next stage of the Nexus project.

Liz reported that Gilliam Hallam may be visiting WA in November.

3.6 National Advisory Congress

Discussed under 3.4

3.7 2007 Sharr Medal
As mentioned above the awarding of the 2006 Sharr medal was a successful event. The committee would now need to finalise details in order to call for nominations for the 2007 Sharr medal. Liz will revisit her notes from the review meeting held earlier in the year.

There was some discussion as to how costs associated with the awarding of the Sharr medal could be minimized.

4.New Business

4.1 Curtin University Graduation Ceremony Invitation
ALIAWest have been invited to the Curtin University Graduation Ceremony. The committee members discussed who would be available to attend.

5. Other Business

5.1 2007 Christmas Function
Ideas for the Christmas Function to be discussed at the next ALIAWest meeting.

6. Standing Items

6.1 Treasurer's Report

Report to be given at the next meeting.

6.2 Planning calendar

Nothing to add.

6.3 Report on ALIA Board of Directors Meeting

Michelle reported the following:

New terms of reference for each standing committee have been reviewed and updated on the ALIA website. Standing committees include

• Governance (Chair: Michelle Brennand)
• Conferences and Professional Development (Chair: Philip Keane)
• Financial Audit and Risk Management (Chair: Roxanne Missingham)
• Education, Research and Workforce Planning (Chair: Helen Partridge)
• Membership and Awards (Chair: Kate Watson)

A new succession planning strategy for the ALIA Board is being developed through the Governance Standing Committee. Called Boardroom Bound the program will be launched through the NAC meetings being held around the country this month (Perth is 8 October). Program includes launch of website, proposal to include ex-board members, training program for ALIA members. The purpose is to successfully promote the ability to be on the ALIA Board and to recruit new members to the board with the right skill set.

A review of ALIA committees has been undertaken by the Governance Standing Committee. Key recommendations include (but are not limited to) the following:-

• Some committees will be ceasing (on their request),
• The names of committees to be standardised to advisory committees for the sake of consistency in naming protocol (currently there are research groups, policy groups, committees etc). The only exception being the Research Committee which remains unchanged,
• Guidelines to be developed to assist the governance of these groups
• Documents such as by-laws and the Board of Directors Modus Operandi are to be updated in light of these recommendations.
• National Office will also be investigating both collaborative tools and whether groups will report to different standing committees.
• All committees and representatives are to be advised by the National Office of the outcomes of the review with the view of seeking committee endorsement of the recommended changes.

The Board has commenced planning for 2008 draft budget.

The Board endorsed the signing of the LAIA/Institute for Information Management MoU and the ALIA/ASLA MoU

The Board will be investigating the possibility of an ALIA members skills database.

The Board agreed to contribute $5,000 to the Nexus project (stage 2).

6.4 Initiative with PLA

Jill circulated the feedback from the Leading Libraries lunch held in July by email.

A meeting was being held on Thursday 6th September to make arrangements for the next event. Jill would report on this meeting by email.

7. Next Meeting

Tuesday 2 October at Morley Public Library, hosted by Linda Papa.

The meeting closed at 6:30pm.