Group Title: Minutes of the Annual General Meeting : May, 2004
Title: Minutes of the annual meeting, Association of Caribbean University, Research and Institutional Libraries
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 Material Information
Title: Minutes of the annual meeting, Association of Caribbean University, Research and Institutional Libraries
Series Title: Minutes of the annual meeting, Association of Caribbean University, Research and Institutional Libraries
Physical Description: Book
Language: English
Creator: Association of Caribbean University, Research and Institutional Libraries
Publisher: Association of Caribbean University, Research and Institutional Libraries
Publication Date: May 28, 2004
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Bibliographic ID: UF00083247
Volume ID: VID00002
Source Institution: University of Florida
Holding Location: University of Florida
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Association of Caribbean University, Research and Institutional Libraries
Asociaci6n de Bibliotecas Universitarias, de Investigaci6n e Institucionales del Caribe
w Association des Bibliothtques Universitaires, de Recherche et Institutionnelles de la Caralbe



ACURIL XXXIV-TRINIDAD & TOBAGO





Annual General Assembly II
May 28,2004


1. Welcoming and Opening Remarks

1.1. President Shamin Renwick called the meeting to order at 10:40 am., and welcomed
all present.

1.2. President Shamin Renwick expressed solidarity to Haiti and Dominican Republic
members for the situation of flooding in their countries.

1.3. Dulce Maria Nifiez expressed gratitude on behalf of the Dominican representation.

2. Determination of quorum

Parlamentarian Michael Gill informed that there is quorum.

3. Agenda

3.1. President Shamin Renwick presented the Agenda, on page 21 of the program, for
consideration.

3.2. Past President Marie-Francoise Bemab6 presented an amendment to the agenda,
to include a report of the project Caribal-Edist in item 5: Any other business.

3.3. The Agenda was adopted as amended.

4. Report of Standing Committees

a 4.1. Publications and Public Relations.

Luisa Vigo-Cepeda, Chairperson, reported the the following:

4.1.1. The Committee staff members are : Edgar Jim6nez-Ferrer, webmaster,
Jerome Eddy Lacoste, graduate student (Haiti) who assists in French translations,
and Luisa Vigo-Cepeda, chair.







Association of Caribbean University, Research and Institutional Libraries
Asociaci6n de Bibliotecas Universitarias, de Investigaci6n e Institucionales del Caribe
Association des Bibliotheques Universitaires, de Recherche et Institutionnelles de la Caraibe


4.1.2. CiberNotas-ACURIL-Cybernotes:

This electronic publication is compiled and edited by the chair Luisa Vigo.
This year 36 issues have been published and distributed through e-mail, in
Spanish and English.

4.1.3. ACURILNET

This is the official portal of ACURIL. ACURILNET is hosted by the
Office of Information Systems of the University of Puerto Rico. The Webmaster
is sponsored by the Library System.

4.1.4. SANITAS

The Health Web Directory in the Caribbean is an ACURIL-UNICA,
UNIVERSIA-UPR Medical Sciences Campus project developed by Carmen
Santos-Corrada, Pedro del Valle-L6pez of the Medical Sciences Campus Library
of the University of Puerto Rico.

4.1.5. CARIBBEANA: The Portal

The idea of this project is the desire to prepare a sort of directory, A
Who's who in the Information Field in the Caribbean. Six areas will be presented
1) Biographies and Oral history of the Information professionals; 2) A Directory
of Information professionals 3) Information for all in the Caribbean (a directory of
information units) 4) Directory of Professional Associations 5) Special projects
6) The Information Industry.

4.1.6. ACURILEANA: The Journal

Is an electronic journal published twice a year Hosted and sponsored by
Sthe School of Information Science and Technologies of the University of Puerto
Rico. Aims to feature some papers presented during the annual conferences and
other working documents, research in progress and book reviews.

4.1.7. Awards Program

Awards are bestowed after the closing ceremony in the ACURILEANA
Evening of Awards. The awards committee for this year is composed by past
presidents Stephney Ferguson, Blanca Hodge and Marie F. Bernab6, Executive
Secretary Oneida R. Ortiz, and Luisa Vigo, chair. President Shamin Renwick is an
ex-officio member. Fourteen (14) awards will be presented this year.







Association of Caribbean University, Research and Institutional Libraries
Asociaci6n de Bibliotecas Universitarias, de Investigaci6n e Institucionales del Caribe
Association des BibliothBques Universitaires, de Recherche et Institutionnelles de la Caraibe

4.1.8. ACURILEANA- The Medal of Excellence. It was instituted in 2003 by
President Luisa Vigo-Cepeda. It was awarded to all past presidents and to
Executive Secretary Oneida R. Ortiz and past Treasurer Joan Hayes.

4.1.9. Past President Marie-Francoise Bemab6 moved the adoption of the report
and thanked the chair for the hard work towards the achievements of the
objectives of ACURIL.

5. Report of the Special Interest Groups

5.1. Academic Libraries

Barry Baker, chair, reported that the SIG had two very well attended sessions.
The group planned on how to work during the year. They developed an on-line Directory
which will facilitate communication among members. Two important sessions were
devoted to Development of Caribbean Studies Collections and Distance Learning. A
resolution will be presented to promote a consortia.

5.2. Archives and Records Management

The group met and 25 persons attended. The discussion geared around what they
would like to do during the year. It was stated that many libraries have a dual role. A
paper presentation by Patrick Gleavau was also part of their program.

5.3. Information Technology

a Rey Eloise Smith, co-chair, presented the report. The group will develop a
directory to promote communication during the year and discussed guidelines on how
you evaluate your organization. On a second session a workshop on knowledge
management on electronic environment was conducted.

5.4. National and Public Libraries

Astrid Britten, chair, presented the report. The SIG discussed the Freedom of
Access on Information in the National and Public Libraries. It was reported that in
Cayman Islands there is only one computer and in Grenada the government said that
S there is no need for books anymore because they have a computer. They will develop a
Friends of the Library Committee. The copyright issue was discussed. There is a need
for the development of a Caribbean Libraries Network.






Association of Caribbean University, Research and Institutional Libraries
Asociaci6n de Bibliotecas Universitarias, de Investigaci6n e Institucionales del Caribe
Association des Bibliothiques Universitaires, de Recherche et Institutionnelles de la Caralbe

5.5. Research in the Information field.

Luisa Vigo-Cepeda, chair, presented the report. During the first session there
were several presentation as follows:

For the first session:

o Devika Ramsingh, student, University of the West Indies, Jamaica,
presented her research topic: Information Literacy among University
Students at UWI: a Survey.
o Marcela Cardona Herrera-graduate student, University of Puerto Rico,
w Graduate School of Information Sciences and Technologies presented her
research project entitled Construction of a specialized Thesaurus for
Electronic Reference services in the Information Sciences: TESREFEL.
o Carmen Santos-Corrada, Librarian, University of Puerto Rico, Medical
Sciences Library, presented a joint research conducted with Dr. Maria del
Carmen Santos-Ortiz: Medical Scholarship on the use of Posters to
promote Health in Puerto Rico. This project will be incorporated into the
SANITAS portal to share findings with other countries.

The second session was devoted to the presentation of CARIBBEANA: The
t Portal. In the portal six major areas are presented: 1)Biographics and oral history of the
Information Professionals in the Caribbean, 2) a Directory of professionals 3) Directory
of Information units 4) Directory of Association in the Field 5) Special projects 6) The
Information Industry.

The site will provide also information regarding guidelines and forms, Projects
assessment & evaluation, news, Bibliographies.

The University of Puerto Rico provides the technological infrastructure and the
participation of graphic artist Edgar Jim6nez-Ferrer.

A resolution from the SIG will be presented at the Administrative General
Meeting seeking the support and funding of ACURIL to the project.


5.6. School Libraries

Consuelo Figueras, chair, presented the report. Thirty five (35) school librarians
attended. In the first session, the situation of the English Speaking area was discussed.
The main issues in these libraries are staff development and funding.

The implementation of the IFLA-UNESCO Manifiesto and the Guidelines for
School and Public libraries was discussed.







Association of Caribbean University, Research and Institutional Libraries
Asociaci6n de Bibliotecas Universitarias, de Investigaci6n e Institucionales del Caribe
Association des Bibliothbques Universitaires, de Recherche et Institutionnelles de la Caraibe



In the second session, Marie Flores and Milagros Valderrama of Thomson-Gale
made a presentation on the research to be conducted in schools libraries in Puerto Rico.
Participants will have a one month trial to access a database for the project.

Dr. Mel Pace, of the University of Florida, also made a presentation on
Standards, Strategies and Research for Literacy.

SIG members agreed to develop an on-line learning community, to be chaired by
Consuelo Figueras, and the establishment of a consortium to acquire on-line databases.
The SIG agreed to submit a resolution to the assembly to ask ACURIL to promote and
support the development of on-line professional programs for school librarians.

5.7. Special Libraries

Lucero Arboleda presented the report. Francisca Corrada del Rio is co-chair.
The SIG had two meetings, 21 members attended, from the Dominican Republic Puerto
Rico, Trinidad and Jamaica. The SANITAS project was presented by Carmen Santos and
Pedro del Valle from the Medical Sciences Campus of the University of Puerto Rico.

The SIG agreed to:

1) create a list serve for communication
2) prepare a questionnaire to develop a profile of special libraries in the Caribbean
their interests.
3) present the project of Centro Cultural Eduardo Le6n Jim6nez of Dominican
Republic as a model during to next Conference because it represents
interdisciplinary approach.
4) try to secure funds for members to visit this Center on site.

5.8. Students Round Table

Students Pura Centeno-Alay6n and Marcela Cardona-Herrera, chair and co-chair,
presented the report.

The program of the meeting consisted of two sessions. The first one was an
administrative meeting where the objective of the Round Table were discussed and how
the Roundtable can meet the needs expressed.

At the second meeting a workshop was presented by Mrs. Ardis Hanson, of the
University of Florida. Mrs. Hanson presented different key aspects of the electronic
reference services to archive effectiveness and satisfaction of users needs. The
Roundtable will submit a resolution to the Administrative General Meeting to ensure
their participation in future conferences and to be officially recognized.







Association of Caribbean University, Research and Institutional Libraries
Asociaci6n de Bibliotecas Universitarias, de Investigaci6n e Institucionales del Caribe
Association des Bibliothbques Universitaires, de Recherche et Institutionnelles de la Caraibe


6. Report on elections to the Executive Council

The Executive Secretary Oneida Ortiz called Mariano Morales, chair of the Scrutinizer
Committee to present the report. Mariano Morales reported the following:

Institutional members elected

Pedro Padilla UPR Law School 3 years 22 votes
Bea Bazile (Guadeloupe) 3 years 14 votes
m Cynthia Richards U.S. Virgin Islands 2 years 14 votes
Carlyle Best U.WI- Barbados 1 year 14 votes

For the situation regarding tie votes, in Art. VII, Sec.4, ACURIL's Constitution provides that the
decision is by lot. The Executive Secretary provided a bag containing the numbers 1-2-3. The
candidates selected a number, thus, the result was:

Bea Bazile for 3 years
Cynthia Richards 2 years
Carlyle Best 1 years

Association members elected

-Cheryl Sylvester Grenada Lib. Ass. 2 years 6 votes
-Marie Laure Abinne Docummentation et
Lecture in Guadeloupe 2 years 2 votes

Personal members

,. -Domingo E. Casado Miami Dade Public Library 18 votes


7. Resolutions

7.1.Almaluces Figueroa, on behalf of Esahack Mohammed chair of the committee,
presented the resolutions.

Res. #1 Expression of thanks and gratitute as adopted as presented

Res #2 Identification and promotion of on line programs for School libraries
personnel was referred to Council for rephrasing and discussion.

Res #3 CARIBBEANA. Referred to Council for adoption and action.

Res. #4 Students Roundtable Referred to Council for discussion and action.







Association of Caribbean University, Research and Institutional Libraries
Asociaci6n de Bibliotecas Universitarias, de Investigaci6n e Institucionales del Caribe
Association des Bibliothiques Universitaires, de Recherche et Institutionnelles de la Caraibe


7.2. Resolutions from the floor:

7.2.1. Barry Baker, chair SIG Academic Libraries presented a resolution from
the SIG's as follows:

Res. #5 Consortia
BE IT RESOLVED, THAT: The Executive Council of ACURIL create an
advisory committee to investigate and make recommendations on
the establishment of a consortium among libraries in the Caribbean for acquisition
of and access of electronic resources. Further, the committee should begin its
work following this Conference and make its final report to the Executive Council
at the Conference in Martinique.

7.2.2. Rey Smith, personal member presented a Resolution as follows:

Res. #6 Continuation of ACURIL/SANITAS
BE IT RESOLVED that there be a major publicity campaign, sponsored by
ACURIL, in order to promote the continuation and growth of the
ACURIL/SANITAS project, and that UNICA, the organization which originated
the concept of SANITAS and requested its development, be informed of the
progress and success of the project.

(Note: Final version of the resolution was published in Cybernotes).

. Any Other Business

8.1. CARIBAL-EDIST

Past President Marie-Francoise Berab6 presented a progress report of the project.

The project started in the French area, thanks to a proposal awarded for the
French librarians, led by the Bibliotheque de l'Universite des Antilles et de la
Guyane. It is expected to continue with the English and Spanish area, provided
that funding is secured.

9. Adjournment

The meeting was adjourned at 12:45pm.




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