IAML International Association of Music Libraries

Minutes of Council Meeting held 8 and 13 of July 2001 in Périgueux, France.

Participants (in both sessions unless marked by I or II)

Chris Banks, Chair, Working Group on Hofmeister XIX; Georgina Binns, President, Australian Branch; Zdravko Blazekovic, RILM; Maureen Buja, observer (II); Jolanta Byczkowska-Sztaba, observer (II); Maria Calderisi, observer (I); Richard Chesser, Chair, Constitution Committee; Inger Christiansen, President, Norwegian Branch; H. Robert Cohen, RIPM (II); Lenore Coral, observer; Joana Crespi, President, Spanish Branch; David Day, Chair, Working Group on Archival Registration (II); Mary Kay Duggan, Chair, Commission on Service and Training; Johan Eeckeloo, Belgian Representative (I); Inger Enquist, observer; Imogen Fellinger, Chair, Working Group on Music Periodicals; Roger Flury, President, New Zealand Branch; Massimo Gentili-Tedeschi, Vice-President, IAML (I), Chair, Information Technology Committee, President, Italian Branch; Aurika Gergeležiu, President, Estonian Branch; Brigitte Geyer, observer (II); Gisele Glover, observe (I); Nancy Glover, oberver (I); Antony Gordon, Chair, Commission on Audio Visual Materials (II); Julianna Gocza, President, Hungarian Branch (II); Alison Hall, Secretary General, IAML; Dominique Hausfater, President, French Branch, Vice-President, IAML (II); Veslemöy Heintz, Past President, IAML (I), Past, past President, IAML (II); Ruth Hellen, observer (I), Vice President, IAML (II); Stanislaw Hrabia, representative, Polish branch; Julius Hulek, observer (II); Kimiko Inoue, observer (I); Joachim Jaenecke, Vice President, IAML (I), Observer (II); Kauko Karjalainen, Chair Broadcasting and Orchestra Libraries Branch; Avo Kartul, observer (II); Klaus Keil, RISM(I); Ann Kersting Meuleman, Chair, Commission on Research Libraries; Wolfgang Krueger, President, German Branch; Janne Kuosa, observer (I); Thomas Leibniz, Austrian representative (I); Anne Le Lay, Chair, Copyright Committee (I); Christina Lockerby, representative, Canadian Branch (II); Anders Lönn, President, Swedish Branch; Barbara Dobbs Mackenzie, RILM; Egle Elena Marceniene, representative, Lithuania; Tatjana Markovic, observer (I); Irina Medvedeva, observer (II); Joop Meuleman, observer; Jürg Obrecht, observer (II); Anne-Christine Olsson, observer (II); Pio Pellizzari, President, Swiss branch; Zuzana Petraškova, President, Czech Republic Branch; Emilia Rassina, President, Russian Branch; Federica Riva, Chair, Libraries in Music Teaching Institutions Branch, Vice-President, IAML (II); Don L. Roberts, Past past President, IAML (I), observer (II); John H. Roberts, Vice-President, IAML (I), President, IAML (II); Junko Sako, observer (II); Magne Seland, observer (II); Martie Severt, Treasurer, IAML, representative, Dutch Branch; Egle Stalnioniene, observer (II); Susanne Staral, Chair, Bibliography Commission; Annika Stemshorn, observer (II); Rieko Suenaga, observer (I); Mito Takahashi, observer (II); Pam Thompson, President, IAML (I), Past President, IAML (II); Yasuko Todo, representative, Japanese Branch; Judy Tsou, Chair, Archives and Documentation Centres Branch; Sherry Vellucci, President, US Branch; Kirsten Voss-Eliasson, Vice-President, IAML, Chair, Public Libraries Branch, President, Danish Branch; Hartmut Walravens, observer (I); Stephen Westman, observer (I); Susi Woodhouse, President, United Kingdom Branch.

Preliminary matters

The President Pam Thompson welcomed all attendees to IAML's 50th anniversary and to what she hoped will be a very exciting week. She reported that there were over three hundred and fifty delegates from forty two countries, which is maybe a record, so congratulations should go to France for getting them all here. She mentioned that some changes had been made to the usual programme format to accommodate anniversary activities. At the General Assembly, long standing members of IAML have been invited either to speak, or to send messages, also representatives from other organisations with which IAML has relationships, so a longer time period than usual has been allocated. The second Council meeting, moved to Friday, will be shorter than usual, and national branch reports have been moved to the Closing Session, as it is felt they deserve a wider audience than just the Council. She then asked Council for permission for observers to speak, which was granted.

1. President's Report (Pam Thompson)

The President regretted that the efforts of the French branch for this conference have been sadly marred by the sudden and recent death of François Lesure. He was a man of talent, respected and admired by all, and was a prominent figure in musicology, both in France, and internationally. He will surely remain an emblematic figure in musicology. A letter of condolence has been sent to his widow, Anik. The Board had already proposed at their meeting in March that M. Lesure be made an honorary member of IAML, and felt that this should still be done posthumously. The President also mentioned the death of Mme Simone Wallon, a long-standing member of the French Branch, of Dan Fog, from Denmark, well respected and remembered for his music business, and his activities in bibliography, and of Dr. Angela Annabel, from New Zealand. IAML's condolences go to those branches concerned.

As she comes to the end of her term of office, Pam talked about the enormous pleasure it has been for her, especially the interesting and satisfying trips around the world. In October of 2000, she was asked to speak at the Music Library Association New York State/Ontario Chapter meeting, to mark the opening of the splendid new Music Library at Cornell University. She thanked Cornell for their kindness and assistance. In April she attended an ISMN meeting in Prague, and felt it was excellent that it still enjoys an association with IAML. Attending such meetings has enabled her to meet people in other countries involved with music, including two Turkish delegates who were ecstatic about the standard, and even paid double dues. She thanked the ISMN office for their various invitations. A few weeks ago she was invited to the first meeting of the EU PULMAN project (Public Libraries Mobilising Automated Networks), in which IAML has been asked to represent music. We will be concerned with access to music and non-print materials, and trying to seek out any guidelines or standards indicating good practices, ideally in electronic format, or that can be put into electronic format. The funding was a very long time in coming, and reports are now due in September and December of this year. This means that there will be much hard work to be done, and she will be calling for some voluntary help. It is possible that some work may be done by consultants, as there is a budget to pay for work done, and travel etc. if necessary. IAML will be a topic coordinator, not a country coordinator. Pam will be establishing contacts with various countries. She will be able to speak about the project at the Public Libraries branch session on Thursday. Sherry Vellucci commented on the wide meaning of mobilising automated topics. Pam replied that there will be two categories, social and technical, and that we come under the social one. Another area concerned will be copyright. Federica Riva asked about the definition of a public library. Would this be the English definition, or the wider one of libraries that are open to the public. Pam thought the remit was intended to mean public libraries as the UK knows them, though we really should be thinking of the project in a wider context. When the work is finished, the final product will be translated into many languages.

IAML was contacted by the Unesco Memory of the World project, regarding the application of a manuscript and a sound recording of Beethoven's Ninth Symphony. The Board had some concerns about its inclusion. It will be considered at their general assembly. They were asked to consider music in the future, and replied that they would like to hear suggestions from IAML at any time. A request from the IMC was received for nominations for their Music Prize. The Board managed to put together a strong nomination for RISM, and received a lot of support from around the world, including testimonials from scholars. Harald Heckmann felt that the nomination itself means a tremendous amount. Although the nominations were considered in February, no announcement has yet been made.

2. Secretary General's Report (Alison Hall)

The Board held its mid-year meeting in Uppsala, generously hosted by the past-President, Veslemöy Heintz. All members were present. A highlight of the visit was a tour of Uppsala University Library, Carolina Rediviva, where we saw some wonderful items from their formidable collection.

The President reported on the MLA NYSO Chapter meeting held to celebrate the opening of the new Music Library at Cornell University - a tribute to the hard work of Lenore Coral, and on the PULMAN project, which aims to document all existing standards in libraries in Europe. The Secretary General had some correspondence with Hungary, who would like to establish a proper branch, but require a minimum of ten members, according to Hungarian law. They only require one more member. The future of the IAML brochure was considered, given that on the one hand it is available via the Home Page, but, on the other hand, that some kind of print version is still required, but fewer copies. Details of the Perigueux meeting were discussed, such as when the representatives from international organisations should speak, and how we could be a bit more innovative and more inclusive regarding the arrangement of Council meetings, the presentation of certain reports, and the frequency of General Assemblies. Certain constitutional issues were raised, which will be addressed later on. The Search Committee for a new Secretary General will consist of the President, the Treasurer, the Secretary General, and the incoming President. The Secretary General mentioned that the Board would welcome any applications or expressions of interest in the post. Interviews will be held in Berkeley, however, the inability to attend the Berkeley meeting should not deter aspiring applicants.

IAML's income for 2000 was more or less as anticipated, and expenditure lower, partly due to fewer issues of Fontes being produced (though we will still have to pay for the unappeared issues later on). Sadly, the offshore investments came in at a loss this year, probably due to market forces. Funds transfer has been made of part of the investments to capital secured funds. Regarding the change of the dues currency from the DM to the Euro, converting the rates to the Euro, and rounding off the amounts to the nearest round figure would result in a slight dues increase, about which the Treasurer will say more.

As last year, she has heard little from any national branches. She urged them to send in their annual reports both to the Secretary General and to the Editor of Fontes. She still likes receiving the various Branch newsletters and journals, which are always interesting, even she cannot altogether understand the languages.

The French branch have been working very hard to produce a Congress worthy of IAML's 50th birthday, and she knows that we will not be disappointed. Everything sounds very exciting, and we will undoubtedly look back on this year as a party to remember! She thanked all those who responded so promptly and were so accommodating to our requests for last minute programme changes.

Alison said that it has been possible to repeat last year's luncheon venture, of providing a lunch in a separate room, for the two working lunches. This worked very well last year, so, future conference organisers should please take note! The charge is 90FF, to be paid to the Secretary General. She asked prospective attendees to note that she has tried to estimate numbers for these lunches, and if fewer people than estimated attend, IAML has to pay the difference. She requested that national branch representatives, or a Branch, Commission, Working Group, or R-Project Chairs who are unable to attend should try to find a substitute to take their place.

The ballot for the presidential and vice-presidential elections was sent out in February, from both the Secretary General's Office and the Treasurer's Office. There has been a good response of ballots mailed in. Ballots may be handed to the Secretary General any time up to Wednesday evening, and are available from the Secretary General if required.

3. Treasurer's Report

For the year 2000, the Treasurer reported a normal income, though miscellaneous income was down a bit. The offshore account yielded no interest, but we have to remember how well we have done in previous years, and that we have still made a good profit overall. The transfer of some funds to capital secured funds, previously discussed, has now been done. Expenditure was lower then expected, due to only one issue of Fontes appearing thus far this year, however, we will still have to pay for the issues that were not issued during the year. There were no donations to Outreach Fund 1, however, the subvention of 2½% of income has been attributed to it. The accounts were audited by two members from the Netherlands branch.

As this is a Congress year, there is also a three year budget presented, for 2000-2003. As there will be a change in currency coming up, figures are shown in both DM and € for 2001, and in € only for 2002-3. No dues change is proposed for 2002, but as part of the conversion from the DM to the €, the amount in € has been rounded off upwards, and the Board proposes an increase in dues in 2003 from € 45.5 (DM 89) to € 50 for Institutional members, and from € 28 (DM 55) to € 30 for Individual members. There has not been a dues increase since 1997, which was for Institutions only. Taking into consideration inflation, increases in printing and paper costs, an increase is inevitable, if we are to follow the recommended policy of having one year's running costs in hand. If we are to increase our income, we either have to increase our membership or increase our dues. The Treasurer said that it was difficult to make firm predictions for income and expenditure.

Mary Kay Duggan asked why there was so little outreach money for Berkeley. It was explained that this was due to there being no interest earned from Outreach Fund 2, however, as the UK Branch felt that their conference surplus from Edinburgh was so great, they decided repay what they had received for Outreach, and to add a little bit more, so they are donating £2,500 to the Berkeley conference. A cheque earmarked for Berkeley Outreach was presented to Sherry Vellucci, President of the US Branch, and the IAML Treasurer. They will also receive the minimum donation from the fund of DM 1500. The Council was asked to accept the Treasurer's report for presentation to the General Assembly. It was accepted. The list of members was attached to the report; we have approximately 1950. The number for Spain should read 167, and Italy has more members than are listed.

The President thanked the Treasurer and the Secretary General for their work throughout the year, and said that was a pleasure to work with them.

4. Appointment of Tellers for the elections

Johan Eeckeloo, Georgina Binns and Yasuko Todo were approved as tellers for the election. Lenore Coral complained that her ballot had taken five weeks to reach her. Alison Hall offered her apologies for this, but said that she had no jurisdiction over either Canada Post or the US Post Office. She pointed out alternative methods of obtaining a ballot had been given in a message to IAML-L, including its availability via the IAML E-Newsletter. A show of hands indicated that some members had received their ballots quite quickly, whereas others had not. It was suggested that perhaps the wording on the ballot be changed to say that ballots must be postmarked by a certain date, rather than received by a certain date. Alison mentioned that this year the European ballots had been sent out by the Treasurer's Office, in order to save on postage costs, and to speed up delivery. She also said she would like to take the opportunity to thank Almut Boehme, who did the German translation, plus a colleague in Ottawa, who did the French, as it was quite a substantial job.

5. Fontes (Pam Thompson for John Wagstaff)

Because of the illness of Suki Sommer, all Fontes material has now been passed on to John Wagstaff, who has high hopes of getting back on schedule. He hopes that both the French issue and the anniversary issue will appear with the calendar year. All best wishes were sent to Suki Sommer, and regrets expressed that she is not with us this year.

6. Electronic Communications

IAML-L (Anders Lönn)

Membership of the list remains stable, but more countries are being represented. IAML members were urged to use it. Pam Thompson said how pleased she has been by the quick responses she has received to queries. It is a pity it is not used more, so perhaps we can liven it up a bit! Regarding the availability of email addresses, perhaps via a web page, this is covered by data protection acts in some countries, where individuals have to give permission for these details to be made public. Also, this sort of thing is discouraged, as it is a major source of spamming, so as a result the 'review' command (whereby one can get a list of subscribers) is disabled on IAML-L. If members wish to get another member's address, a link could be made to Anders' email from the Home page. It was suggested that instructions for joining IAML-L be included in Fontes, so the message will be passed on to John Wagstaff. Such instructions will also be made available during this conference.

IAML Home Page (Massimo Gentili-Tedeschi)

Activity is somewhat static at this time of year, with not many changes, apart from some new national branch officers. Massimo requested that national branches send in updates of branch officers. He will add a link to PULMAN, and also links to libraries with electronic publications. He had originally thought about adding a link to the List of Members, located in a restricted area, but problems emanating from different data protection legislations make this impractical for the moment.

Electronic Newsletter (Alison Hall)

Alison Hall still continues to edit this, though the editorship needs to be looked at further in the long term. Mary Kay Duggan asked if it was searchable. Alison thought it ought to be. She asked members to send in material for it, as she cannot write it all herself.

7. IAML's relationships with other organisations

1. International Federation of Library Associations (IFLA)

   The question has arisen as to what kind of relationship IAML might have with IFLA, as we should perhaps try to have more input. We do have input to matters on standards, have nominated Richard Chesser for their Committee on Copyright and other Legal Matters, and Gerry Ostrove will be attending a meeting in Boston on our behalf that will discuss association membership fees, the future of the general conference, a review of IFLA's core activities, and the G8 digital divide. We were invited to participate in the Executive elections, and did so. Maria Calderisi suggested that we take the initiative and send IFLA a report of IAML activities, perhaps the same report as is sent to the IMC, as they might be surprised at what we are doing, and interested in our involvement in international activities and broad outreach. Next year in Glasgow there will be some participation from the UK branch.

2. International Music Council (IMC)

   There have been no IMC meetings attended since last year. The Council has decided to focus on globalisation, and a major report on this topic has been issued. RISM was nominated for the Unesco Music Prize, and the Brook Center was awarded some money for a large collection of articles covering the 18th and 19th century music history of the Lower Danubian countries, to be edited by Zdravko Blazekovic. The IMC General Assembly will be in Tokyo in September, and it is hoped that the incoming IAML President will attend. Guy Huot, the IMC Secretary General, will speak at our General Assembly.

3. International Council on Archives (ICA)

   Inger Enquist attended their latest conference in Seville in September 2000, entitled Archives of the new millennium, at which there were about 3000 participants. She is trying hard to put IAML on the map, and has informed them about the activities of the Working Group on the Registration of Music Archives. The next round table meeting will be in Iceland, on Archives in the Information Society, what to preserve and collect. The full text of the papers for these meetings is sent out in advance, and at the conference the speakers just give a summary, which allows for more time for discussion. We do profit from the work done by branches in Europe and North America, and could push for more music activities, as there are special groups for other areas. Unesco has a programme called Information for all, which is run by a Council with 24 representatives, in which we should try to participate.

4. International Association of Sound Archives (IASA)

   There will be a message from a representative of IASA at our General Assembly. We will meet with them in Oslo in 2004, but not in 2003 in Tallinn. Anders Lönn asked whether or not it was our policy to involve IASA, as it would be a pity to lose touch. It is certainly good to have input from IASA, though we have, however, enjoyed the freedom of meeting alone. Mary Kay Duggan mentioned that there is an increasing emphasis on sound in libraries, and it was pointed out that this was why the Audio-Visual Commission was created. IASA meets in London this year, in September.

5. International Standards Organisation (ISO) (Lenore Coral)

   Lenore Coral reported that a revision of the standard for library statistics was passed last spring. In May the German standards body asked the EU members to withdraw from that standards body, so we do wonder what the point of it all is, as the US does not follow ISO standards. It is both sad and strange that there is more fragmentation happening, and we are not harmonising upwards more. We can, however, be proud of the ISMN, that is being implemented.

6. European Bureau of Library, Information and Documentation Associations (Eblida) (Richard Chesser)

   Richard Chesser reported that Eblida claims to lobby for libraries, and that our membership is money well spent, as it has done a lot of good work, especially in the area of the harmonisation directive, and the EU copyright legislation, which was the most lobbied piece of EU legislation ever, with the best possible outcome. The campaign was coordinated by Eblida. Each country should think nationally about their rights, and support Eblida. Pam thanked Richard and Ruth Hellen for their response on IAML's part to the harmonisation of the copyright directive.

7. International Association of Music Information Centres (IAMIC)

   There is not much to report. Their President, Ber Deuss will be here at the General Assembly, and we have received an invitation to their meeting to be held in Norway, on a boat, in September. Don Roberts asked if it was time for us to meet with them again. However, their future meetings are booked up for quite a while.

8. R-Projects

1. Répertoire international des sources musicales (RISM) (Klaus Keil)

   Klaus Keil thanked the Board for their nomination for the Unesco Music Prize, as this is a big chance for RISM to get known world-wide. The Commission Mixte met on Friday, and decided that series AI will appear in digitised form in two or three years time, first as a CD-ROM, and later as an internet database. Series AII is a new internet database via NISC. The task of the computer working group is to renew the database, so that it can be directly exchanged. In Series C, volumes 2 and 3, Elizabeth Davis' directory is with the publisher (Baerenreiter). The web site will be renewed during the first half of next year, when RISM will be fifty years old. There will be a big international conference in Frankfurt 6-9 March 2002 with many speakers, so anyone wishing to speak should apply to do so.

2. Répertoire international de la littérature musicale (RILM) (Barbara Mackenzie)

   RILM has good and bad news. The bad news is that significant technical problems with the database system caused the delay of volume 31. RILM's electronic versions continued to be updated through that period, and include citations through the first months of 2001. The rest of the news is good. The abstracts section of volume 31 is now ready, in which there are 20,000 entries. Headway has been made with volume 32. There is a new committee in Iceland. A way has been found to access the old data from 1969-1988, so that it can be corrected and problems fixed. A new web-based database system is being written, which it is hoped can be accessed by national committees. A grant has been received from the Mellon Foundation to fund three things: 1) work with JSTOR, 2) the digitisation of material from 1967-68, and 3) to work on congress reports back from 1966 to the 19th century, found in paper form in Barry Brook's old files. The RILM guidelines are being revised, and RILM will be available via SilverPlatter, their third online provider, by the Fall.

3. Répertoire international d'iconographie musicale (RIdIM) (Veslemöy Heintz)

   A good meeting was held last year in Edinburgh, about the revitalisation of RIdIM. Alan Green has helped to set up a trial database, and records can now be entered into it, and there will be a session about this on Tuesday. The proposed Rules of Procedure were distributed to the Council. The meaning of 'sponsorship' was discussed, and it was pointed out that in English, this does not necessarily imly any financial implication, with the word actually meaning 'support', whereas the equivalent word in German, for example, always has a financial connotation. These Rules are modelled on the existing RILM rules, and section 1A explains who the sponsoring associations are, which should make the meaning of the word clear. It was asked if the turn around time for membership of the Commission Mixte was realistic. The Rules were approved, subject to the spelling being corrected. They will go to the IMS Board for approval; nothing has yet been heard from CIMCIM, however, it is important to get the project started again. There has been a lot of RIdIM national activity, but very little internationally. Veslemöy Heintz, Florence Gétreau and Zdravko Blazekovic were approved by Council as members of the Commission Mixte representing IAML. There will also be members from the IMS, and CIMCIM.

4. Répertoire international de la presse musicale (RIPM) (H. Robert Cohen)

   During the year 2000, RIPM completed ten volumes, five Italian, and five Swedish, for a total of one hundred and forty three volumes since 1988, at an average rate of ten volumes per year. As new volumes appear in print every six months, the online and CD-ROM versions are updated. There are approximately 400,000 annotated records in the database, in twelve languages. The RIPM International Center has moved to new offices in Baltimore, and has taken the first steps towards establishing RIPM activities in Latin America, to which end discussions are currently underway with Cuban scholars. Because some funding agencies have been telling RIPM it is time to prepare to become self-sufficient, RIPM will likely become more dependent upon subscriptions in the future. Robert thanked IAML for its support, and offered good wishes on its 50th birthday from RIPM, celebrating its 20th birthday.

9. Reports from Working Groups

1. Working Group on Music Periodicals (Imogen Fellinger)

   The Austrian list of music periodicals (1945-1980) has been continued up to 2000, and includes a list of addenda and corrigenda to be completed by the end of 2001. The Canadian union list (1789-1980, 2nd ed. 1981) needs extensive revision and updating, but no one has yet been found to take on the work. The second edition of the Finnish list of music periodicals (1993) is now in electronic format, and includes yearbooks. The catalogue of New Zealand music periodicals continues.

2. Working Group on Hofmeister XIX (Chris Banks)

   The Hofmeister work has been taken forward by Iannis Zanos, at the Staatliches Institut für Musikforschung (SIM). There have been discussions with the Deutsche Forschungsgemeinschaft (DFG), who have encouraged the application for funding. They are keen to explore Hofmeister as part of a wider web-based project, however, this will take precedence over Hofmeister. Keyboarding tests have been conducted, and revealed that the original costing was underestimated, so costing has been reviewed. Chris thanked Iannis Zanos for his continued championing of Hofmeister.

3. Copyright Committee (Anne Le Lay)

   As the situation is moving quickly, Anne Le Lay encouraged everyone to attend the Copyright sessions and find out about it!

4. Working Group on the Registration of Music Archives (David Day)

   No report.

5. Information Technology Committee (Massimo Gentili-Tedeschi)

   Massimo reported that his speaker on XML was unable to attend, so he has studied the subject himself, and discovered how to catalogue mss. using XML. There is a new version of XML which is better. The Functional Requirements of Bibliographic Records, a fairly new theory, applies very well to music. He plans to prepare a small section on tips, which can go into the E-Newsletter.

10. Honorary Memberships

The President mentioned the posthumous honorary membership that had already been proposed for François Lesure. In addition, the Board felt that it was time to consider some other people who have rendered exceptional service to IAML over a number of years, and would like to ask the Council to approve honorary membership to Anders Lönn, who has been Secretary General, President, and Chair of the Constitution Committee, amongst other positions, and Lenore Coral, who has been a Vice President, Chair of the Cataloguing Commission, and very active in ISO matters. The Council approved unanimously.

11. Publications Committee (John H. Roberts)

1. Series C

   The camera-ready copy is in the hands of Baerenreiter, and we hope it will receive publication in due course. This will replace the existing volumes two and three, with the exception of Italy, which will be treated separately. John acknowledged the amount of time Elizabeth Davis had spent on its preparation.

2. Documenta Musicologica

   This series comprises a series of mss. and one of facsimiles of publications, and is under the sponsorship of the IMS and IAML. There has been one publication during the last six months, of Heinichen's first treatise (1711), which very few libraries hold in the original. There are two volumes, Scheibe, vol. 1 and Prinz, which we hope to see appearing in the future, neither of which is currently easily available. There is a need for the Editorial Committee to determine what other ms. titles it might issue, in consultation with Baerenreiter.

12. IAML Outreach (Joachim Jaenecke)

Letters were sent to all IAML branches requesting outreach reports, to which eleven responses were received. Australia has set up a programme to supply music materials to East Timor. The project was coordinated by Caroline Symes, centered on the Sydney Conservatoire Library, and ten boxes of materials have been sent off. Transport costs were provided by the Mary McKillop Institute. In Russia, the Tchaikovsky Conservatory held its 4th conference on Russian music abroad, and foreign music in Russia, in April 2001, with several invited speakers from IAML. Galina Malinina of the Taneev Library continues to catalogue slavic orthodox church music manuscripts at the National Library of Poland, Warsaw. In Sweden, two colleagues from Latvia attended the annual IAML meeting in Malmö, and visited several different types of music libraries.

Several IAML members were invited to a conference of research libraries at the National Library of Ukraine, October 2000, while in the United Kingdom, CDs and printed music are being collected to send to the Academy of Music in Vilnius, Lithuania. Thanks to the IAML Outreach Fund 2, and delegates' donations, assistance was provided for eleven people to attend the IAML conference in Edinburgh, in 2000.

During 2000-2001, Joachim Jaenecke attended meetings in Kiev, Moscow, Prague and Budapest, and has had contacts with the Biblioteca Alexandria in Egypt, and the Armenian Music Library and Conservatoire in Yerevan, who are both interested in becoming members of IAML.

A set of practical guidelines have been prepared for the administration of IAML Outreach funds, as national branches cannot be expected to know everything about Outreach matters. These will be sent to national branches who are organising conferences.

13. Constitutional Matters (Richard Chesser)

There are three matters to bring forward, two in the Rules of Procedure, and one in the Constitution. It is proposed to table the texts until the next Council meeting.

1. Expanded definition of the role of working groups.

   This is an expansion of the existing rule, and meant to indicate that the work of the groups should be finite, rather than infinite, and to encourage work to go on in between meetings.

   Rule VII, Section 3: Present reading:

   'Chairs of Working Groups shall be appointed by the Council for a specific term. Other officers may be chosen by the members of the Working Group. The Working Groups shall be required to submit terms of reference to the Council for approval.'

   It was proposed to add the following text:

   'The purpose of Working Groups is to work on a particular finite project during their session at IAML conferences, and also via email or regular mail between conferences. Papers that relate to Working Group projects should be presented at sessions of the Commission or Branch to which the Group reports, rather than at the Working Group sessions themselves.'

   The amendment was proposed by Judy Tsou, and seconded by Veslemöy Heintz. There was one vote (invalid) opposed, no abstentions, all other in favour. Motion carried.

2. Secret ballot for Branch and Commission Chairs.

   This revision is to eliminate the necessity for a secret ballot for Chairs of Commissions and branches, if there is only one candidate. There is also a slight change in the procedure for the election of Vice-Chair and Secretary.

   Rule VII, Section 2, paragraph 3. Present reading:

   'The members of the Association present at such an election shall elect a Chair of the Branch or Commission by secret ballot for a term of three years. No Chair may serve for more then two consecutive terms. A Vice-Chair and a Secretary may be elected by the members present by open ballot, unless a secret ballot is called for by any member.'

   Proposed reading:

   'The members of the Association present at such an election shall elect a Chair of the Branch or Commission for a term of three years. No Chair may serve for more then two consecutive terms. Normally, there should be at least two candidates for Chair, elected by secret ballot. If there is only one candidate, voting may be by open ballot, unless a secret ballot is called for by any member. A Vice-Chair and a Secretary may be elected by the members present by open ballot, regardless of the number of candidates, with the same proviso.'

   The amendment was proposed by Antony Gordon and seconded by Sherry Vellucci. It was carried unanimously.

3. The definition of 'national branch'.

   Advice is needed here to see if this does need amending, or if we can live with the wording as it is. At present, a national branch is defined in the Constitution as 'members residing in a country' who may 'form a national branch of the Association'. The Board had previously been interested in creating the possibility for members in a certain region to form a branch, where there were only a few people, and insufficient numbers in a single country to form a branch; subsequently the UK wishes to form a joint branch with Ireland (some Irish members are already members of the UK Branch). There is a precedent, as in the early 70s, Australia and New Zealand formed a joint branch (IAMLANZ) as they only had a few members. This helped them to gain strength, and, as membership grew, separate branches were formed. If we overlook the exact meaning of the wording, it is not strictly speaking a national branch, but a regional branch. If we are bothered about this, then we should amend the Constitution, if not, then amendment is not necessary. It was commented that a device that would allow the creation of a branch with members from more than one country would be a good thing, and to have language in the Constitution that might discourage this is not a good thing. People in neighbouring countries should be encouraged to join together, if it enables them to organise themselves. A clear definition of 'regional' should be made. This would not be a change of policy, but a clarification of policy. A change in Constitutional wording should make it clear to those reading it what the possibilities are, e.g. one or more neighbouring countries. Susi Woodhouse, UK President, suggested taking the quickest way forward, especially with reference to the UK/Irish branch, and allow for people to find the most fortuitous groupings. Pam pointed out that nothing in the IAML Constitution actually rules against such a branch. It was suggested that the matter go to the General Assembly for discussion, and then come back to Council.

4. Change over from the old Board to the new Board (John Roberts)

   Presently, as the new Board takes office at the end of the General Assembly, at which the results of the election is announced, there is no handing over period, and it is not easy to handle such an abrupt change, even with help from the outgoing leadership. Probably the simplest way to alleviate this situation is to have the election results determined prior to the meeting, which would allow time for the new Board to get settled, and to make any necessary contacts and arrangements. However, this would preclude ballots being brought to the meeting. Sherry Vellucci suggested that new officers not take over until the end of the conference, however, it was pointed out that this would not allow for a longer adjustment period, which is the point of floating this suggestion for change. Pam pointed out that if election results were known ahead of time, it would be possible for the incoming officers to participate in Board meetings during the week, which would be especially useful for those who had not been on the Board previously. John said that he laid this idea before the Council as a topic of future discussion.

14. Future conferences (Alison Hall, Pam Thompson)

• 2002 Berkeley, CA, US. 4-9 August
• 2003 Tallinn, Estonia 6-11 July
• 2004 Oslo, Norway, June 20-25
• 2005 Poland
• 2006 Gothenburg, Sweden

Stanislaw Hrabia brought a letter from Andrzej Spóz, President of the Polish Branch, inviting IAML to meet in Warsaw in 2005, at the National Library. Georgina Binns then issued an invitation on behalf of the Australian Branch for IAML to meet in Sydney in 2007. Both invitations were accepted by the Council. Inger Johanne Christiansen then confirmed the dates for Norway as June 20-25. Massimo Gentili-Tedeschi (Italy) issued a provisional invitation to meet in Naples in 2008, to celebrate the restoration of the library in Naples, which is in the process of being restored and recatalogued, at a rate of 300 items a day.

15. IAML programme (Pam Thompson)

The President reported that the Board had discussed changes in the programme structure, and would like the views of the Council. IAML now seems to be successfully involving more people in its activities and affairs. This being an anniversary year, some changes were forced upon us in order to accommodate certain things, for example, national reports have been moved to the closing session, as it was felt it was a pity that these were not heard by a wider audience. If we are the forum of an international organisation, we should share all news about the Association. Other things we might consider are starting the conference on a Saturday, and abolishing the Closing Session, which some feel is not terribly exciting, or very useful in its present format, in that often what is reported is only more or less what is given in the conference programme. However, if groups have developed interesting new plans, they should be able to communicate these to the membership. Lenore Coral suggested that it not be mandatory for every group to report at the Closing Session, but only those with something interesting to share. Inger Enquist mentioned that she quite liked to hear reports of the week's activities, including the exploits of Sister Blanche! Another option is to have more frequent General Assemblies, and as Constitution states they should be held at least every three years, this could be done without any constitutional change, which would enable us to move business forward more quickly. A General Assembly could be located in the time slot presently occupied by the Closing Session. Mary Kay Duggan mentioned that now the abstracts of conference papers are available in electronic form, could these be mounted on the web, and made accessible.

Maria Calderisi asked how it would benefit us to have a General Assembly more frequently, as how often do Constitutional matters need chaging? Was it envisaged more as an open forum where matters could be discussed in a general way? The General Assembly now has a format which includes three year reports of the Board and Association activities, so, would more frequent assemblies include more frequent reports? Pam responded that the increased frequency would be not be so much to effect changes, which we would probably not wish to do every year, but would be an aim to open association affairs up to all members. She felt the three-year reports and budget should remain, also the Council meeting at the start of the conference. However, we should not spend more time than we do already, in total, talking about the Association's business.

There is also an interest in simplifying the content of the programme, such as having fewer parallel sessions, and more plenary sessions, in addition to those about the music of the host country, as there are many issues of common interest about which we would all like to hear. The Secretary General mentioned that at the moment, given the number of sessions that every Branch, Commission and Working Group is entitled to, plus the business sessions, it is very hard to fit everything into the programme. The proliferation of Working Groups does not help. Assuming that each group has its full number of sessions, we are almost at saturation point in terms of space and time, assuming a maximum of three concurrent sessions. If we are to reduce this number, to allow for less conflict, and to make room for more plenary sessions, then there have to be changes of some kind to the present structure. Pam asked if it was really necessary for all Branches and Commissions to have two sessions each year, and mentioned the useful move in recent years to having joint sessions. John Roberts said that there is an historical aspect to the holding of congresses and conferences, when IAML behaved in a different way. Initially IAML did not necessarily envisage meeting every year, and it was only every three years that a full-blown conference was anticipated. In any event, all these issues should be considered very carefully.

The Board requested the approval of Council to try out the idea of holding the General Assembly more frequently. The Council approved.

16. Proposition of a Working Group on the Exchange of Authority Records (Sherry Vellucci)

Sherry Velluccci explained that this grew out of Project Author, carried out in Europe, and now finished, which was a project to exchange data for names and uniform titles on an international basis. It took samples of what would happen if we tried to use authorities established by individual countries, and how much information could be useful to other countries. Klaus Keil said that RISM would support this proposal. It would also be concerned with standards for catalogues (International Standards for Archives Authorities Records for personal names, corporate bodies, and families). There is a big push on at the moment for international authority control. The group would look at existing authority standards, and those in progress, and determine how useful they are. Chris Banks pointed out that we should not think of music in isolation, as all names end up in a 'big name bucket', where the context of the name may not immediately be apparent. There is also opportunity for UNIMARC work in this field. The Council approved the establishment of the group. Antony Gordon asked if this would deal with sound recordings as well as printed music. Sherry thanked him for volunteering to join the group! The Chair will probably be Sherry Vellucci.

17. Renewal of the Working Group on the Registration of Music Archives

The renewal of the Group for a further three years was proposed by Anders Lönn and seconded by Veslemöy Heintz. This was carried unanimously.

18. Other business

1. Potential sources of funding (Chris Banks)

   Chris Banks mentioned that during the Hofmeister Working Group meeting, the topic had arisen of the need to raise money for specific projects, either from EU, or from North American funding sources, which gives rise to the problem of knowing what potential sources there are. As she did not feel this was really within the remit of the group, she suggested that it might be useful to have a person, or persons charged with keeping a watching brief on what sort of relevant sources of funding might be available. The Board agreed to take this suggestion under advisement. Veslemöy Heintz suggested at least two people, one for Europe, and one for North America.

2. Roles for new Board members (John Roberts)

   Federica Riva will be the RISM liaison, Ruth Hellen will be the Outreach officer, and Dominique Hausfater Chair of the Publications Committee.

3. Concert programmes (Pam Thompson)

   Pam Thompson mentioned that work is beginning in several countries on the documentation and study of concert programmes. This is a potential area of collaboration, which should be kept in mind, as we do not want duplication of effort. Ultimately work done can be put together and used internationally. Hopefully, the topic can get included somewhere in the programme next year.

4. Online List of Members (John Roberts)

   It has been suggested that we have an online List of Members, linked to the IAML website. It is technically possible, and could be password protected in order to prevent people downloading names and addresses instead of buying mailing labels, but gives rise to the problem of the privacy legislation of individual countries. We cannot embark upon this venture without giving individual members the opportunity to say if they do not wish their names to appear in such a list. This question could probably be asked at the time of dues collection. The Treasurer, Martie Severt said that he had already raised the issue in emails to national branches, and he knows that some individuals do not wish to have their names included. The next List of Members will come out after the next conference. An online list seems like a good idea, given the timing of the new list, but the same official statement should be posed to each member. As the List is only issued every three years, by the end of that period, quite a lot of the information is out of date, so an online list would be a big advantage from that point of view. Georgina Binns reported that Australia has undertaken an online survey of their members for their own website and now have a record of what their members want. She will send the wording used for this to the Treasurer. They will probably not include individuals, but have institutions only. Mary Kay Duggan suggested as an alternative, a clickable link to the Commissions and Branches, using an alias that would not reveal the actual address. This would be useful for conference planning.

   Susi Woodhouse said that the UK had responded to Martie's letter, but that this issue needed to be discussed by the branch. She agreed in principle about including institutions. Anders Lönn felt that there should be no problem for institutions, as their addresses etc. are already publicly available. Pam Thompson pointed out that once you start, you have to ask every new member that joins. Lenore Coral said that the inclusion of institutions would need more work, such as providing addresses that would be more useful to the membership, as the address presently given in the List of Members is often the library serials department, which is not useful. The Treasurer said that we might just settle for putting up the names of institutions, and not bother with the individuals.

The meeting was adjourned.