Annual General Meeting 1997: Minutes

Held at the Library Association, 7 Ridgmount Street, London WC1E 7AE on Tuesday 20^th May 1997

Present:

Tim Owen (Acting Chair), London Research Centre
Peter Clegg (Deputy Chair), Cliffe House Associates and AGI
Barbara Buckley (Honorary Treasurer), independent capacity and IIS
Elspeth Hyams (Honorary Secretary), IIS
Ceris Bergen, National Council for Educational Technology
Sarah Carter, Ethos Project at TFPL
Richard Cheffins, The British Library
Ros Cotton, Library and Information Commission
Annabel Davies, London Research Centre
Stella Dextre Clarke, Information Consultant
Juliet Eve, City University
Richard Golland, London Research Centre
Robert Howes, Sussex University Library
Mark Hudson, Kable Ltd
Sherry Jesperson, The Library Association
Laura Linkomies, Office of the Data Protection Registrar
Alison Lovelock, Society for Public Information Networks
A Nash (representing Charles Skinner), Cabinet Office (Information Officer Management Unit)
Andrew Osbourne, Reuters
Ross Shimmon, CoPI interim Executive Board, and the Library Association
Graham Small, The Library Doctor
Tony Vickers, Modern Maps
Steve Wells, Dept of Health
Diane Whitehouse, London Business School
Chris Zielinski, Authors Licensing and Collection Society

Apologies received:

Francis Aldhouse, Office of the Data Protection Registrar
Toby Bainton, SCONUL
Jonathan Baume, FDA (Association of First Division Civil Servants)
Matthew Beard, Financial Times
Peter Beauchamp, Dept of National Heritage
Clive Bradley, The Publishers’ Association
Mr Charles Clark, The Publishers Association
Ms Joanne Dobson, Zurich RE (UK) Ltd
Amanda Duffy, Westminster Libraries Information Service
Jo Eady, EVOC
Mark Elliott, House of Lords Records Office
Alan Fell, Alan Fell Counsultancy
Grahame Fowler, Advertising Standards Authority
Maurice Frankel, Campaign for Freedom of Information
Veronica Fraser, NHS Library Advisor
Christopher Godwin, IBM
Melanie Goody, KPMG
Peter Griffiths, Home Office
Kevin Harris, Community Development Foundation
Rebecca Hart, Home Office
Deirdre Hutton, National Consumer Council
John Kelly, Dept of the Environment (NJ) Water Service
Andrew Larner, Local Government Management Board
Wendy McCallum, CSSA
Nick Moore, Policy Studies Institute
Charles Oppenheim, de Montfort University
David Rhind, Ordnance Survey
Judith Scott, British Computer Society
Mark Swarbrick, DTI
Jane Tasker, Northamptonshire County Council
C J Underwood, Chartered Institute of Journalists
Andrea Westall, IPPR
Bill Wood, Essex County Council

1. Introduction and Welcome

The meeting was welcomed by Tim Owen, acting Chair, who clarified the purposes of the meeting as being to

• approve the Constitution and Business Plan
• set subscription rates for the forthcoming year
• adopt the manifesto as the initial policy document
• elect board members for 1997/8

As CoPI was not yet formally constituted, all decisions would be taken by the will of the meeting. Where there was dual representation of particular organisations among the participants, there would be only one vote. Subsequently, all decisions would be taken by the members of CoPI or by the CoPI Board, acting on behalf of the Membership.

2. Chairman’s Report

Tim Owen reminded those present that it was exactly a year to the day that The Institute of Information Scientists had held the first consultation meeting at the Brunei Gallery that had led to the eventual launch of CoPI At CoPI’s first open meeting in November, there had been whole-hearted support for a coalition that would be a broad church and act as an advisory body (not a confrontational organisation). The meeting had given the acting board a mandate to draw up a formal constitution and business plan. The meeting had also authorised the acting board to take urgent action and

• respond to the publication of Information Society: Agenda for Action
• respond to the publication of government.direct
• hold a conference on Information and the Citizen with a very high profile panel of speakers.

On the basis of the conference and subsequent deliberations, the CoPI interim Executive Board had produced the draft Manifesto originally circulated. This gave an indication of the focus of interest and activity for the forthcoming twelve months.. The Manifesto was only a draft policy document, and the views of the meeting would be sought.

Future activities would have to take into account a possible change in emphasis as a result of the change in government. It was not anticipated that there would be a radically changed agenda, though the Queen’s speech had flagged :

x
On this matter, CoPI would make an appropriate response when the time came.
x

Additionally, there was some considerable unfinished business from the last government: Roger Freeman, then Chancellor of the Duchy of Lancaster, and Minister for Government Service had promised a green paper on Crown Copyright in the context of wired government. CoPI would press for this.

The EU had promised a Green Paper on the Role of Libraries in the Information Society to which CoPI would respond.

CoPI was discussing with the Library and Information Commission a joint conference on On-line Public Information in the Living Room.

CoPI had also submitted a proposal for a paper to be given at the On-Line Conference in December. This proposal had been accepted, and it was worth noting that the paper would be peer reviewed prior to acceptance.

CoPI was committed to presenting at the INLOGOV conference in June, and the BIALL Conference in September.

However, the meeting should be aware that all CoPI’s achievements to date had been achieved due to the commitment, dedication and energy of maybe a dozen people. CoPI had therefore demonstrated (admirably) that it could do the high-profile things, and the one-off events, but the less glamorous, equally important routine administrative work, necessary to consolidate the other activities and fulfil the mandate (which included the compilation and dissemination of information about information society initiatives and activities), was not getting done adequately. This was simply due to the fact that CoPI did not have the manpower to keep track of everything that was going on. To fund this, CoPI needed a paying membership, credibility, and a constituency.

3. Secretary’s Report

As an indication of how credibility had been established and a potential constituency identified and contacted, Elspeth Hyams, Acting Honorary Secretary gave a brief review of the course of the year, commencing with the initial consultation exercise in May 1996 and the public bodies that had been consulted, the various brain-storming sessions held by the steering group, the Conference Information and the Citizen and opportunity that promoting this had given to contact a much wider audience of 12,000, through the promotional mailshots facilitated by various organisations. The circle of contacts had been widened dramatically in the course of the year, raising the profile both of CoPI and the issues it sought publicly to address.

As a result of activities to date, significant organisations in both the public and the private sector had been made aware of public policy matters of current concern. Members of the CoPI steering committee had made a presentation to the Cabinet Office and participated in a brain-storming session (minutes of which are attached to these minutes). The Civil Service’s Head of Profession for the Government Information Service had endorsed CoPI’s work. Approaches had also been made to private sector organisations with a significant interest in resolving regulatory issues, and further contacts would be made the moment that CoPI was formally constituted and could demonstrate that it was a public body of financial probity, worthy of handling eventually, it was hoped, considerable funds raised through sponsorship.

Overall, the CoPI acting Executive Board had experienced a highly positive reception to its initially tentative approaches. There was a general perception that CoPI was knocking at an open door, and CoPI hoped to harness the good will it had generated, to good public purpose and effect.

4. CoPI Constitution

The document circulated with AGM papers was introduced by the Hon Treasurer, Barbara Buckley, who had drawn it up on the basis of those of similar organisations for which she had worked. The Consitution had been submitted for comments and approval to two lawyers.. CoPI would now have a formal structure to encourage wide participation. It was worth noting that some elements of the aims and objectives would probably change in the course of time. Additionally, CoPI would seek charitable status.

A few items were highlighted :

• Item 3.04 (page 4): there would be two Members’ meetings a year (as distinct from Board meetings). Normally, these would be an ordinary meeting and an AGM

x

• Item 4.02 (one individual or one body, one vote). The CoPI Board did not want the voice of the individual to be swamped by larger organisations. However, the meeting might have its own views.

x

• Item 6.01 (General Meetings). There would be an AGM each year. This would normally be within 15 months. CoPI’s business year would be the financial year. CoPI’s next AGM would take place in 17 months, to allow the Board time to prepare audited accounts.

x

• Item 8.01 (Structure of the Board) There would be four honorary officers, and three other officers, elected initially for one, two or three years, to allow changes to the board to be made, if desired, while preserving some continuity. It was also possible to co-opt people for specific tasks.

x

• Item 14.05 (The CoPI financial year) This would run from 1 April to 31 March, not the calendar year.

x

• Item 14.06 A CoPI bank account would be set up. The Honorary Officers would be signatories.

x

• Item 20.01 - Communication with the members would wherever possible by be email - subject to the approval of the meeting, and the status in law of these electronic communications (the situation vis-a-vis the latter would be kept under review).

Some minor amendments had already been received from SCONUL . It was proposed that these, and any other amendments be presented in a revised version at the next meeting.

A further amendment to item 4.01 - regarding the size of the quorum, was proposed by Tony Vickers of Modern Maps. The size of the quorum was reduced from 1/3 of the membership to 1/5.

This amendment was proposed by Tony Vickers and seconded by Sarah Carter. The amendment was carried unanimously.

In answer to a question from the floor about the role of the Institute of Information Scientists and the Library Association in CoPI, the chief executives of both organisations affirmed that they had no intention of seeking a different role from any other people or organisations in CoPI, which should, they believed, not seek to represent the interests of any particular sector. However, at the request of the meeting, a formal tribute to the work of the IIS in setting up CoPI was recorded.

The Constitution in its amended form was proposed by Barbara Buckley, seconded by Ross Shimmon and carried unanimously.

5. Treasurer’s Report

The Treasurer reported that the Institute of Information Scientists’ audited accounts were awaited. CoPI’s exact financial position would be much clearer at the next meeting. The conference Information and the Citizen had generated an operating surplus of some £4,000 and though there would be a consideration for the Institute’s administrative costs in setting up CoPI, the balance of the funds would be transferred to the CoPI account, when it was opened.

There would be very careful administration of the membership scheme, and the commissioning of research. The Budget would be kept under strict control.

6. The Business Plan

In summary, CoPI aimed to encourage and facilitate co-operation, co-ordination, collaboration, representation, and dissemination of information and views. None of this was fully possible without sufficient funding from grants and subscriptions. CoPI needed income to run a membership scheme, to act as a clearing house for the initiatives under way, and in order to undertake independent research.

6.1 The Business Plan, it was stressed, was only a working document. However, it was essential to have income for research, to compile and disseminate information and advice, to represent and solicit views. There was currently so much work in progress, and so many issues for consideration that no-one was able to keep up with all of them at present. It was important therefore to increase awareness, and to co-ordinate responses. It was also essential that CoPI’s activities be efficient and co-ordinated, and that CoPI reach as wide a range of organisations as possible.

6.2 There would be a Web site and discussion group(s) and until CoPI was in a position to set up an independent Web site, the Library Association would donate Web space. For this CoPI was extremely grateful.

6.3 CoPI would continue to run events and conferences both individually - as in March - and in association with other bodies, where it saw useful facilitating opportunities and could bring people together.

6.4 CoPI would seek charitable status.

6.5 CoPI would also market itself, publish newsletters and generally publicise its activities.

6.6 The help of the Library Association in designing and printing initial letterheads had been a helpful first step, and thanks were duly recorded.

6.7 Figures in the plan were based on the Honorary Treasurer’s experience of two other similar organisations. Attention was drawn to sources of funding where the balance was likely to change over time with, it was hoped, an increasing level of subscription income over time, and decreasing dependence on sponsorship and pump priming donations. It was noted that for 1997/8, the costs would be 9 months pro rata and that 1 and ½ members of staff had been budgeted for.

There was no discussion about the detail of the projected budget and anticipated expenditure.

6.8 In discussions about the Aims and Objectives of the Business Plan, some points were raised:

6.8.1 Ros Cotton of the Library and Information Commission sought clarification about the likely relationship between the LIC and CoPI. Elspeth Hyams the acting Hon Secretary indicated that in informal discussions with the Chief Adviser to the LIC, Maggie Haines, the latter had indicated that CoPI could play a very useful facilitating role to the LIC, by commissioning research on behalf of the LIC through consultations with the membership base of CoPI; and by drawing to the LIC’s attention matters whose significance might not have been fully understood or appreciated by LIC’s Committees. It had been indicated that the endorsement or guidance of CoPI’s membership could usefully underpin any advice or recommendations that the LIC might wish to make to central government. There was, therefore, little danger of duplication of activity, though there might be occasions when CoPI’s view conflicted with that of individual members of the LIC.

6.8.2 In further discussion, Chris Zielinski of the ALCS enquired if activity would be restricted to providing advice and information, or if there would sometimes not be more active lobbying. The Chair referred the meeting to the Manifesto. This was a guide to the likely programme of work for the next twelve months. He clarified that when CoPI described itself as ‘not a lobbying body’ this meant not that it had no teeth, but that it did not have preconceived ideas about the issues on which it would lobby. CoPI would endeavour not to be identified with the interests of any one particular sector.

6.8.3 On the matter of subscriptions, it was noted that these were based on the size of organisation. The first year’s income would be 10 months pro rata.

6.8.4 For the proposed subscriptions structure, it was suggested that in order to accommodate special interest groups of some trade associations, which did not have formal memberships, but might wish to be represented in their own right and under their own name, an additional category should be added. The organisations would be charged at the same rate as individual members. A revised wording for the subscriptions structure for this category would be ‘organisations with 0/1 employees pay £25’. This amendment was proposed by Ross Shimmon, seconded by Annabel Davies, and passed unanimously.

6.8.5 On further discussion of the proposed fees, based on size of organisations by number of employees, it was noted that there might be difficulties for organisations or institutions such as Sussex University Library (represented by Robert Howes at this meeting), which employed large numbers of staff, many of whom were, however, part-time and/or non-professional. In the case of such organisations, which were subject to extreme budgetary constraints, there might be problems over even the relatively modest fee for organisations of this size. It was agreed by the meeting that the main priority was to get the Institutions on board at an early stage. In such cases, it would initially be possible, subject to the approval of the Board, for interested parties to join as individual members, in the hope that their institutions could subsequently be persuaded to allocate appropriate levels of funding. It was stressed that CoPI was a facilitating body, which sought wherever possible to be inclusive, rather than exclusive. The desire was to be as flexible as possible.

6.8.6 It was agreed that the wording on the application form would be amended to specify full-time employees (or full-time equivalents) for every category.

Action: EH

This amendment was proposed by Stella Dextre Clark, seconded by Sherry Jesperson, and passed unanimously. Appropriate amendments would be made to the wording of the Business Plan and brought to the next meeting. All the membership rates would be considered again at the next meeting.

Action: BB

6.8.7 A further amendment was proposed for government agencies whose ‘membership’ was not appropriate, but which wished, nonetheless, to be involved. Prime examples were the Ordnance Survey, and the Office of the Data Protection Registrar. However, it was agreed that this category had already been anticipated by items 3.03 and 4.02 in the Constitution (permitting the Board to invite appropriate organisations to accept Observer Status, but barring them from the right to vote). It was noted that organisations that might not feel able to participate as ‘Members’ should be encouraged to solicit invitations to accept observer status.

6.8.8 An amendment to Motion 2, fixing subscription levels for the 1997/8 year alone, and not for the two years originally suggested, was proposed by Barbara Buckley, seconded by Chris Zielinski, and carried unanimously. Proposed subscription rates for the 1998/9 year would be brought to the next meeting by the Hon Treasurer.

Action: BB

The 1997/8 subscription levels would be as proposed in the Business Plan

The 1998/9 lees would be brought to the next meeting for approval by the Hon Treasurer, after views had been taken.

The revised Business Plan as above was proposed as Motion 3 by Tony Vickers, seconded by Barbara Buckley, and carried unanimously.

[Mark Hudson of Kable commended CoPI’s radical agenda, before excusing himself from the meeting.

Andrew Osbourne of Reuters, who was also obliged to leave at this point, did likewise and further suggested that it might be appropriate for CoPI to write early to the new Chancellor of the Duchy of Lancaster, Mr David Clark, to register CoPI concern about issues connected with Crown Copyright. This would be an agenda item for the next meeting.

Action: EH]

7. Appointment of Auditors

Ross Shimmon of the LA proposed Motion 4 - that the Executive Board should appoint auditors and approve their remuneration. This was seconded by Chris Zielinksi and carried unanimously.

8. The Manifesto

Peter Clegg, Vice Chair, took the meeting through the clauses of the draft Manifesto. He emphasised :

• the definition of public information
• information content
• CoPI concern about Crown Copyright where it was used to restrict access
• the need for encryption - people’s need to be confident that their privacy was being preserved
• the need for a co-ordinating body if the government of the day was to achieve its aims with regard to implementing electronic government
• with regard to the wiring up of schools, the need to give people the tools they needed to find what they needed

The Manifesto’s non-prescriptive tone was noted (in comparison with some documents emanating from the EU).

Some changes of wording were proposed to the revised version of the Manifesto, incorporating changes proposed by CSSA, which was tabled for the meeting..

Under I 1 for consistency with Item III 7, this should read ¼ on software and telecommunications (as distinct from hardware).

Under II, 6, this should now read: ‘set a target of a quarter of all routine transactions between government and citizens being available in electronic form, in addition to traditional form, by 2002.’

It was suggested that under Education, some reference should be made to Copyright and intellectual property, perhaps as an additional clause.

Under 9 ‘Enable schools .. this and all clauses in this section should be amended to cover all educational establishments.

Item 10 should be amended to read ‘ ¼ public trainers in the use of information services’

Item 11 - ‘free’ access to ¼ should be rephrased to read ‘open access’ (avoiding current ambiguity)

Item 12 should be rephrased to read ‘Direct National Lottery funding towards the provision of information at community level.

Under Enabling Communities, it was suggested by CZ that a phrase might be added [to ’all communities’] so that it read ‘irrespective of gender, physical disability, social political or economic status’ (as in most UN documents of this type). However, there was some disagreement as to whether or not the ‘communities’ to be ‘enabled’ should be spelt out, or implied. Listing might result in some embarrassing omissions. Richard Cheffins for the British Library suggested ‘all individuals and communities’.

Under the Note defining ‘Public Information’, this was rephrased to read ‘any information gathered either at public expense or ¼ usually, but not always by or for central government’.

Under the same Note, there was some further consideration of the CSSA proposal to remove the word ‘contractors’. It was agreed that a lot of the work is actually done on behalf of agents by contractors. The emphasis in the Manifesto was on contractors covering information on behalf of government - eg Taylor Nielson who should not, it was felt, be let off the hook, following their notoriously heavy handed exploitation of UK Markets a couple of years or so earlier. The Chair would seek to explain CoPI’s intentions and concern in this regard to the CSSA, in the hope that the word ‘contractors’ could be reinstated.

Action: TO

Given the difficulties in agreeing a suitable form of words for some of the above, it was suggested by Tim Owen, formally proposed by Peter Clegg and seconded by Ross Shimmon, that the Manifesto with revised wording proposed by CSSA be adopted by the meeting as a working document. Those with objections should submit their revised wordings to EH at the acting secretariat by 31 May for incorporation into a revised document to be submitted to the next members’ meeting. This would be an EGM and would take place on 10 November at the Library Association. The revised draft was adopted unanimously pro tem.

9. Election of Board Members for 1997/8

Only one nomination for each of the Officers had been received. These were accordingly elected unopposed:

Chair: Tim Owen
Vice Chair: Peter Clegg
Honorary Secretary: Elspeth Hyams
Honorary Treasurer: Barbara Buckley

Six nominations had been received for the three places on the Board. They were : David Byrne (BIALL) Juliet Eve (City University), Lydia Jackson (International Institute of Communications), Sherry Jesperson (The Library Association) Tony Vickers (Modern Maps); Chris Zielinski (Authors Licensing and Collection Society).

An election was held. Tellers were appointed from the Library Association and London Research Centre (both of which had more than one attendee). Sherry Jesperson, Tony Vickers and Chris Zielinski secured the highest votes and were duly appointed.

Juliet Eve and those candidates unable to attend in person would be thanked for standing, and informed that they were on standby for co-option.

Action: TO

Tim Owen thanked the meeting for being critical, and for helping CoPI clarify its agenda and mission. He looked forward to further progress in accomplishing its aims, and to it increasing its membership and scale of participation.