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Title: Report of the Executive Secretary (Oneida R. Ortiz) ; Presented at the 36th Annual Conference of the Association of Caribbean University, Research and Institutional Libraries
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Title: Report of the Executive Secretary (Oneida R. Ortiz) ; Presented at the 36th Annual Conference of the Association of Caribbean University, Research and Institutional Libraries
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Creator: Ortiz, Oneida R.
Publisher: Association of Caribbean University, Research and Institutional Libraries
Publication Date: 2006
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Subject: Caribbean   ( lcsh )
Spatial Coverage: Caribbean
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ACURIL XXXVI Aruba 2006
Official Documents
Series: A -2


Report of the Executive Secretary
: Qi. eida R. Ortiz


-, .r

























Presented at the 36th Annual Conference of the
Association of Caribbean University, Research and Institutional Libraries


Aruba Resort & Spa
Aruba
May 28- June 2, 2006











ASSOCIATION OF CARIBBEAN UNIVERSITY, RESEARCH
AND INSTITUTIONAL LIBRARIES
ASOCIACION DE BIBLIOTECAS UNIVERSITARIAS, DE INVESTIGATION
E INSTITUCIONALES DEL CARIBE
ASSOCIATION DES BIBLIOTHEQUES UNIVERSITAIRES,
DE RECHERCHE ET INSTITUTIONNELLES DE LA CARAIBE







REPORT OF THE EXECUTIVE SECRETARY

This report is submitted to the membership in agreement to Article V, Section 2, Bylaws. The report
covers the period from the past ACURIL XXXV Conference in Martinique to date.

1. Council Meetings

1.1. The first meeting of Council 2005-2006 was held Saturday, June 11, 2005, at the Kalenda Resort
Hotel, Trois IIets, Martinique.

1.1.1. New elected members were introduced by Executive Secretary, Oneida R. Ortiz, as follows:

Carmen Santos Corrada Institutional 3 years (2005-2008), Medical Sciences Campus -
Conrado Asenjo Library,University of Puerto Rico
Jane Smith Institutional 3 years (2005-2008), Library Anton de Kom University of Suriname
Marie-Laure Abinne Association -3 years (2005-2008), Documentation et Lecture en Guadeloupe
Monique Alberts Personal members 1 year (2005-2006), Aruba National Library

1.1.2. Executive Secretary, Oneida R. Orti, oriented new members on their duties and responsibilities as
Councillors among them:
Attendance to all meetings of Council
Relationship with members in their respective areas
Promotion of the objectives of ACURIL
Assistance to ACURIL officers in their respective areas such as:
-- recruitment of members
--assistance in collecting fees
--participation in ACURIL committees and activities

1.1.3. A package of official documents was handed to each Council or to help them in their duties and
responsibilities. Among these document were Constitution/Bylaws, Administrative Manual, Conference
Manual, promotional materials, application forms and others.

1.1.4. Resolutions
Resolutions presented at the General Annual meeting and referred to Council for rephrasing and for
actions were discussed. The final version of the resolution was published in CiberNotas-ACURIL-
Cybernotes.
Unity within Diversity. Unidad dentro de la Diversidad. L 'Unit dans la Diversite










ACURIL XXXVI ARUBA. Executive Secretary Report. May 29, 2006


Resolution #1 Expressions of thanks and gratitude was not presented during the assembly. Executive
Secretary prepared the resolution and submitted it to Council meeting.

1.1.5. ACURIL XXXVI-ARUBA
Preliminary plans for the conference were presented by President Astrid Britten.

1.1.6. Past Presidents Representative's Report
Past President Luisa Vigo-Cepeda, representing the Past Presidents Round Table reported on a survey
conducted and the meetings held by the past presidents which included:

Role of the Past-President's Round Table
A code of ethics and best practices for ACURIL
Creation of chapters
Restructuring of ACURIL
A written report was submitted to the Executive.

1.2 Mid-Year Meeting-St. Maarten

1.2.1. The meeting was held October 12-14, 2005 in Saint Maarten, hosted by the Philipsburg Jubilee
Library and the Government of St. Maarten.

1.2.2. A workshop on Digital Literacy was presented by Moniiue Alberts, with additional assistance of
Luisa Vigo-Cepeda.

1.2.3. New Treasurer Ileana Rosa-Sotomayor took office during this meeting. Executive Council
members expressed heartfelt gratitude to outgoing Treasurer, Neida Pagan-Jim6nez, for a job well done
over the past ten years.

1.2.4. Nominations to Council
Vice-President Pedro Padilla-Rosa reported on the vacancies to be at the end of ACURIL XXXVI, and
the nominations of the committee to fill them. (See Report of the Vice-President)

1.2.5. Adele Merritt was elected unanimously Vice-President/President Flect for 2006-2007.

1.2.6. ACURIL XXXV-MARTINIQUE
Evaluation
Immediate Past president Anique Sylvestre presented her report which included in summary, the
following:

1.2.6.1. Overall, the event was a successful one. The conference infrastructure constituted a big task. It is
not recommended to hold the conference where the President resides.

1.2.6.2. CARIB-CONGRESS. This was an efficient partner for the Local Organizing Committee (LOC).
The use of this company was a big help for the LOC and facilitated the acquisition of funds from Europe
Unity within Diversity. Unidad dentro de la Diversidad. L 'Unite dans la Diversitd











ACURIL XXXVI ARUBA. Executive Secretary Report. May 29, 2006


and for the funding of some activities. They did most of the tasks, such as: registration, logistics for
transportation, cultural and social activities.

1.2.6.3. Conference facilities
Kalenda Hotel was a good choice, and they were very cooperative.

1.2.5.4. General Annual Meeting
This meeting was devoted to the issue of restructuring. A questionnaire prepared by past presidents was
distributed to facilitate the debate. Major items raised were: the role of the President, the Secretariat, and
the length of the conference.
Membership also considered the following issues: the right to vote of the Treasurer & the Executive
Secretary financial auditing, and strategic planning

Local Organizing Committee and Subcommittees
1.2.6.5. The local organizing committee included : The president of the committee, a vice-president,
secretary, co-secretary, treasurer & co-treasurer.

1.2.6.6. The committees appointed were: communication and marketing, program, organizing committee,
exhibits, feast and culture and finance.

1.2.6.7. Exhibits. Only 15 exhibitors attended. The space was limited in the hotel.

1.2.6.8. The Conference program
24 papers were presented: 13 in French, 9 in English and 2 in Spanish
8 workshops
1-5 posters sessions; and 4 ACURIL permanent posters: ACURIL Milestones, CARIBBEANA,
SANITAS, and ACURIL Puerto Rico Chapter
2 panel presentations
22 moderators: 13 French, 5 English, 2 Spanish

1.2.6.9. Socio-Cultural events
Opening and Closing ceremonies were a success. Visits to libraries were most appreciated.

1.2.6.10. Cybercafe: 20 computers were available and a printer

1.2.6.11. The Pre-conference-Immersion in French. This activity was cancelled, only 3 participants
applied.

1.2.6.12. Registration. Total registration was 250 participants, of which 128 were from Martinique.

1.2.6.13. Some difficulties encountered were: payment by travelers check could not be accepted, having
to send payments (registration) to Paris, the Puerto-Rican delegation was smaller than usual.

1.2.6.14. Financial Aspects
Sponsors'were local authorities, government, institutions, exhibitors and registration fees.

1.2.6.15. Most of expenses are paid, European funds are expected to pay CARIB Congress and to return
the $5000 loan to ACURIL funds.
Unity within Diversity. Unidad dentro d~la Diversidad. L'Unitd dans la Diversit;










ACURIL XXXVI ARUBA. Executive Secretary Report. May 29, 2006


1.2.7. Resolutions Actions taken

Resolution 1. Expressions of thanks and appreciation. This resolution was prepared by the Executive
Secretary and presented to the Executive Council.

Resolution 2. CARIBAL-EDIST. Martinique will seek funds for the implementation in Haiti and next to
the Spanish and English areas. Calendar suggested:
2006-seek support for the Dominican Republic and other Spanish speaking countries
2007-implementation in English-speaking countries

Resolution 3. Promoting Information Literacy
SIG's will develop some activities within this next conference, under this theme. *A Festival on Strategies
for Information skills will be presented.

A committee was appointed to assist in the implementation of this resolution. Members include Luisa
Vigo-Cepeda, Monique Alberts, Cynthia Richards and Barry Baker.

Resolution 4. Auditing of ACURIL funds
As informed in the Executive Secretary's report, the ACURIL Treasurer reports and related
documentation have been submitted to the Certified Public Accountant Juan Natal for auditing. The
official auditing report will be submitted to council and to the conference General Assembly.

Resolution 5. ACURIL's Strategic plan and Annual Plan
The draft strategic plan was distributed to Council to study the plan and submit reactions to Luisa Vigo-
Cepeda prior to the next meeting. Issues on restructuring will be included.

1.2.8. Adele Merritt was elected Vice President/President Elect for 2006-07.

3. Orientation to the Incoming Treasurer
Both, the Treasurer and the Executive Secretary, have been offering the administrative orientation and
training to the incoming treasurer, Mrs. Ileana Rosa-Sotomayor. She has been carrying out her
responsibilities since mid-year meeting. She will continue to receive orientation and strong support from
the Executive Secretary.

4. Visit to the new director of the Graduate School of Information Sciences and Technologies, University
of Puerto Rico.

Dr. Nitza Hernandez L6pez was appointed the new director of the Graduate School of Information
Sciences and Technologies of the University of Puerto Rico, substituting Dr. Consuelo Figueras who
ended her term on June 30th 2005. The new director assumed her responsibilities in August 2005 and
ACURIL's Executive Secretary visited her to present ACURIL's respects and renew the institutional
relationships and continued support of the School to the Secretariat. Dr. Hemrnndez L6pez expressed her
desire to maintain and strengthen the close relationship with ACURIL.


Unity within Diversity. Unidad dentro tie la Diversidad. L 'Unitd dans la Diversitd











ACURIL XXXVI ARUBA. Executive Secretary Report. May 29, 2006


5. ACURIL, Puerto Rico Chapter
As part of ACURIL, Puerto Rico Chapter's Action plan, a continuing education event was held on Friday,
September 30, 2005, sponsored by the Graduate School of Information Sciences and Technologies, and
the Library System of the University of Puerto Rico, Rio Piedras Campus, other academic institutions and
representatives of the information industry in Puerto Rico. The event entitled Festival for the
Development of Information, Research and Knowledge Skills for All in Puerto Rico attracted more than
200 attendees. Among the attendees were 12 students participating in the Certificate of Teacher
Librarians being offered, through the distance education modality, by the GSIST/UPR in alliance with the
Pontificia Universidad Cat6lica Madre y Maestra at the Dominican Republic. ACURIL Executive
Secretary Oneida R. Ortiz, the Treasurer Neida Pagin-Jim6nez, Vice President Pedro Padilla-Rosa, and
Executive Council member Carmen Santos-Corrada attended the event which was most successful.

The event was offered at no cost in order to attract new members to ACURIL. Eight seminar/workshops;
8 Significant Practices and Instructional Modules; 15 poster sessions, and 4 exhibitors were presented at
the one-day opportunity to learn and share experiences.

ACURIL, Puerto Rico Chapter placed an ACURIL stand to offer information about ACURIL, recruit new
members and initiate promotion for ACURIL-XXXVI-ARUBA.

A Certificate of "Significant Learning", of 7 hours of exposure to continuing education, was awarded to
each-attendee.

This type of effort from groups or chapters in the different countries triggers enthusiasm and complies
with ACURIL's interest to offer continuing education to its members particularly between conferences.

6. Visit of Students from the Dominican Republic to Puerto Rico
Another rewarding experience was the visit of the twelve students participating in the Certificate of
Teacher Librarians program being offered, through the distance education modality, by the GSIST/UPR
in alliance with the Pontificia Universidad Cat6lica Madre y Maestra at the Dominican Republic. The
Executive Secretary, Oneida R. Ortiz, and Vice-President Pedro Padilla-Rosa were guests at a Special
Morning meeting convened by the School. Both the Executive Secretary and the Vice-President were
able to interact with the students and promote ACURIL among them. Promotion was made about
ACURIL conferences both in ARUBA 2006 and Dominican Republic was presented.

As a follow-up the Executive Secretary attended the Pontificia Universidad Cat61ica in the Dominican
Republic on December 13, 2005 to participate in the activity called Encuentro de Grandes en el Campo de
la bibliotecologia dominicana, which honored 15 leaders of the profession. The event was organized by
the students as part of the course Role of the Librarian in Higher Education.

7. Executive Secretary Oneida R. Ortiz has been reappointed member of the Advisor Board of the
Graduate School of Information Sciences and Technologies representative ACURIL and international
sector

8. ACURIL XXXVII 2007
8.1 ACURIL XXXVII, previously scheduled for the Dominican Republic, will be held in Puerto Rico, at
the InterContinental San Juan Resort & Casino, June 2-9, 2007. The Conference is organized by the
ACURIL, Puerto Rico Chapter, presided by Maria de los Angeles Zavala, and co-sponsored by the
Unity within Diversity. Unidad dentro dgl Diversidad. L'Unite dans la Diversitd











ACURIL XXXVI ARUBA. Executive Secretary Report. May 29, 2006


University of Puerto Rico and member institutions of ACURIL in Puerto Rico.

The Local Organizing Committee (LOC) is chaired by Luisa Vigo-Cepeda, Past President of ACURIL
and coordinator of at least 4 ACURIL conferences in Puerto Rico. She was designated by Pedro Padilla
Rosa and Maria de los Angeles Zavala. Representatives of the LOC will lauch its conference promotion
Monday, May 29, 2006, at ACURIL XXXVI-ARUBA.

9. Future Venues
9.1. Again this is call to our institutions and associations to consider hosting our future conferences.

9 Expresions of Gratitude
Sincere appreciation is hereby expressed to the Graduate School of Information Sciences and
Technologies of the University of Puerto Rico for the continuing support to the Secretariat; for the
various displays about ACURIL activities and for the inclusion of ACURIL in their future plans of
development to the Library System of the University of Puerto Rico, Rio Piedras Campus; and
particularly, to the Caribbean Regional Library and Latin American Studies; and to ACURIL Publications
and Public Relations Committee. Lots of thanks are conveyed to Migdalia Roman, Amarilys Morales and
Annia Carrasco for their assistance.


Respectfully submitted by



Oneida R. Ortiz
Executive Secretary
acuri Isec(@yahoo.com
http://acuril.uprrp.edu


Unity within Diversity. Unidad dentro de la Diversidad. L 'Unitd dans la Diversite




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