Reports l APLESA Newsletter

CALENDAR

DAILY SUMMARY - Session 3 - Developments In Parliamentary Libraries To Turn Them Into Leading Information Resource Centres - Presenter: Zimbabwe, Mr Shonhiwa, Senior Librarian

RAPPORTEURS - Ms M. Lenyatso
(Senior Clerk Assistant)

Mr T. L. Moipolai
(Clerk Assistant)

Type setting: K. S. Ramonyai
(Senior Typist)

In presenting the topic, the mover, Mr Shonhiwa gave a brief background of Zimbabwe Parliament Library as having been established in 1923 with books housed in two Libraries, that is a Lending Library and Law Library . The former gave service to Members of Parliament and the public.

It was noted that in a bid to develop Parliament Library, the then Speaker in 1996 hired two consultants to look at the service of the Library. Some of their recommendations included among others, that some books were of no parliamentary service i.e. they only offered curatory services, it was therefore recommended that they be relocated to the National Libraries. Another consultants was appointed in 1997 to look at Information Services. Among other changes that it recommended, the name changed to Parliamentary Library and Information Services (PLIS) and the formation of a ten Member Committee from various sections.

The Parliamentary Library Review Committee studied the consultant's findings and came up with the recommendations to address the concerns raised. The terms of references for the Committee were:-

· To review the client base
· To advise on the development of Parliamentary Library and Information Service
· To review the current Library collection
· To recommend necessary resources and services

The mover pointed out that, in carrying out their tasks, the Committee came up with major findings. The name "Library of Parliament of Zimbabwe" did not reflect the true operations of the Library. They found out that most of the materials stocked in the Library were of no use to the work of Parliament. The then facilities were said to need a restructuring so as to accommodate the anticipated increase in the use of PLIS by Members of Parliament. The Committee further discovered that the use of Information Technology (IT) was so minimal and felt the need to increase IT accessibility for Library Staff and Parliamentarians.

The Committee was said to have recommended that:

· The Parliamentary Library be called Parliamentary Library and Information Services (PLIS).
· Client base be limited to Presiding Officers, Members of Parliament and their staff and authorised public.
· The collection for PLIS be based on material that serve the information requirements of the clientele.
· Weeding of all outdated and irrelevant material using the following criteria relevance age and condition.
· Priority be given to Information Technology (IT) capabilities for speedy access of information in the library.
· Continuous staff development program which include Information Technology (IT) and attachments to other libraries be considered.
· A permanent staffed front desk with favourable environment, reference books and internet service points be created in order to lure Members of Parliament to the Library.
· Parliament should provide adequate funding for PLIS operations for all its resources.
· The current Library of Parliament's bye laws be reviewed.

Mention was made that the Committee further recommended that after the adoption of the report, the clerk of Parliament and staff would work on an implementation plan.

It was indicated that, in a bid to weed unwanted material in Parliament of Zimbabwe Library, some law reports will be disposed whereas some will be donated to some Libraries that may need them.

Other developments that are currently taking place within Parliament of Zimbabwe Library include encouraging Members of Parliament to browse the net and to open up
E-mail accounts. Training for both staff Members and Members of Parliament on IT is being considered. Newspapers are placed in the reading room in the Library and there is a newspaper archives. At least twenty Members of Parliament are said to visit the Library on a daily basis.

From the debate that ensued, some participants wanted to establish how weeding is carried out and if there are expenses incurred by the recipients. The mover indicated that most of the weeded material consists of those accumulated prior to independence and mainly that of academic relevance. The material that has been kept include among others, biographies of prominent leaders.

Some of the material that is weeded is directed to relevant institutions.
Regarding the cost of the material by the recipients, it was noted that the Speaker has not yet decided on a fee to be charged.

On a question of how one could determine that a book is suitable for a member of Parliament, the mover indicated that he undertook a research on Members of Parliament and his findings were that Members of Parliament needed current material especially from newspapers hence the compilation of Parliament Clipper which is indexed. There has been a thought of micro-filming the newspaper as well.

Questions on whether there is limit to time spent by a Member on a Computer and the numbers of Computers within Parliament of Zimbabwe Library were raised. The mover echoed that Members are not restricted regarding time spent on a computer since the whole idea is to lure them to the use of IT, currently there are only four computers and more were expected from the donors.

In responding to a question raised of whether the consultants ever considered the disabled clientele, the mover said that currently there is a provision for them to be able to move around within the building.

All in all, the participants appreciated the effort of Parliament of Zimbabwe in developing their Parliament Library to turn it into a leading information resource centre.

It was hoped that after the adoption of the report, the Library staff, in consultation with the Clerk of the Parliament should come up with an implementation plan.

STRATEGIC PLANNING WORKSHOP - EXECUTIVE COMMITTEE PRESENTER - SECRETARY OF APLESA (UGANDA - SIMON J. ENGITU)

In briefing the Participants about the strategic planning workshop, the Secretary Mr Simon Engitu said the proposed workplan has been developed. He presented the estimates for some of the activities/projects that the executive intend caring out if funds are availed. The following table represents the estimates for the proposed APLESA Strategic

TABLE 1 ESTIMATES FOR THE APLEASA STRATEGIC MANAGEMENT WORKSHOP APL/PR1
ACTIVITY ITEMS PURPOSE PERFORMANCE STANDARDS/TARGETS ESTIMATES TOTALS EXPECTED RESULTS COMMENTS
Travel (Air ticket) · To enable transport the consultants/ Trainers and participants · Consultants sent by the Training Institution arrive at the Workshop venue and · 20 participants are hosted for 5 days · US $ 1000 per consultant/ Trainer · US $ 22000(22 x1000) · This workshop will enable participants to improve in their day to day management of their libraries, thereby designing systems to facilitate information resource sharing and networking to the benefit of the APLESA Members.· It will also be an avenue to refresh members of the new advances in the strategic planning methods · The time frame for this activity still remains 2001/ 2002

Accommodation/Meals · To enable Full board accommodation for consultants and participants · 22 Participants are hosted for 5 days · US $ 200 day per person · US $ 22000(22x 200 x 5)

Training Materials · Reference materials, pens, pencils are bought and handouts duplication, creation and purchases for bags · Training material are enough for 5 days · US $ 100 per day · US $ 500(100x1 5

Consultants fees · Payments of institutional Professional Consaltancy charges for training · Consultancy charges are paid in time and on agreed terms · US $ 500 per session (2 sessions) per day (5 days) · US $ 5000(500x 2x5)

Lunch (two course meal) · Cater for Working lunch · Participants appreciate the meal if well fed. · US $ 25 per person · US $ 2750(22x25x5)

Workshop Venue · To accommodate all the Participants · Every participants participates · US $ 500 per person · US $ 2500(5x500)

Workshop Photograph · To be given participants · 25 persons get the photos · US $ 5 per set · US $ 125(25 x 5)

Rapporteurs · To record proceedings · Quality work of 2 rapporteurs in 5 days · US $ 100 per day person · US $ 1000(2x5x100)

Administra-tion costs · To cover costs of local/inland transport, photocopying, telephone, fax etc and Stationery · 5 days US $ 100 · US $ 500(5x100)
TOTALS · · US $ 56,375

The Secretary made the participants aware of the communication to the Chairperson from the Program Manager (Ted Dreger) He indicated that the Parliamentary Centre has confirmed to support the strategic planning session for the APLESA members of which it is expected that participants will be trained on the management and development of their libraries. They hoped that a strategic plan for the association would result from the said training.

Another activity which has been supported is to host and maintain the APLESA Website (www.APLESA.org) through to 31st March 2002. It is expected that the ability of members to cooperate will be improved through the access of the Website by the members.

Attachments for APLESA members was yet another activity supported by the centre in which inter-parliamentary co-operation is expected.

During the deliberation the secretary further made mention that the Parliamentary Centre had asked that APLESA keep the centre informed on all its activities on an on going basis. A request was made that a detailed report be submitted to the centre describing the activity, outlining the extent to which the activity contributed to the expected results and any other information to this regard.

Regarding the issue on finance, the secretary stated that from the communication received, it was noted that there was a need to discuss the details of the figures provided in the work plan. It was further noted that since APLESA does not maintain a bank account, the centre preferred to disburse funds as needed to the intended recipients as it has done previously.

Another communication from the program manager that was later received by the secretary indicated that Ethiopia was interested in joining APLESA. The Participants felt that since, geographically, Ethiopia is part of Eastern Africa, it qualifies to become a member.

The strategic workshop date that has been proposed is prior to 30th September, 2001 and it was agreed that Uganda be possible location. The program manager thought it might be ideal to host it in a "weaker" member country so as to raise the profile of APLESA within that country. The Secretary confirmed that after the go ahead was given to host it in Uganda he consulted the institution to carry out the work.

In order to improve communication between members, a reminder about the YAHOO HGROUPS listserve that has been set up was made, and members were asked to sign in.

During the time allowed for questions, suggestions and comments, there was a general view that Donors should be told of how communication is a problem. Due to time factor, it was agreed that the venue for the strategic planning workshop should not be changed. The suggested week for the workshop was the first week of August since IFLA will be held the last week of the same month.

A suggestion was made that all communication be channelled through the Clerk, but there was a feeling that some of the issues were too technical and could be clarified by Librarians.

A concern was raised that due to some member countries not being English speaking, how were they going to be accommodated in the workshop. It was suggested that there will be interpretation. The concerned felt that it would be of help if the literature could be translated prior to the workshop. Members were also encouraged to enroll in language training institutions.