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Proceedings of the Second General Conference, The 8th Executive Board and Academic Sessions,
SWARBICA held at The Second General Conference of Swarbica was
held at Hotel Islamabad, Mr. Gh. Sanati, National Mr. Atiqui Zafar Sheikh, National Mr. G. P. S. H. de Silva, National Dr. R. K. Perti, National Dr. Charles Kecskemeti, Ex. Secretary, Mr. Iraj Ameri, Observer. Mrs. Norizah Bt. M. Abdul Talib: Secretary-Genera1, SARBICA, Present on invitation. The ceremonial inauguration of the General Conference was held in the morning of the 9th in the presence of Mr. Masood Nabi Nur, Secretary, Ministry of Culture and Tourism and a large gathering of invites. Since both Chairman and Vice-Chairman were absent, the Secretary-General, Chaired the Meeting. The meeting commenced with a recitation from the
Quran. It was followed by a welcome address delivered by Mr. A. Z. Sheikh,
Director, National Archives, The 8th
Executive Board Meeting was held after the Inauguration At the commencement of the meeting, it was agreed to, by the members present that the Executive Board Meeting and the Executive Session of the General Conference could be held together, as there were no other members present, except the Executive Board Members. Accordingly the 8th Executive Board Meeting and Executive Session of the General Conference was held al the same sitting, with the presence of the Members noted earlier. Since both Chairman and Vice-Chairman were absent the Secretary General, on the request of the members present, acted as pro-tem Chairman. Agenda The Executive Board adopted the draft agenda with addition of the item 'work programme' after the item Report of the Treasurer. Confirmation of
the Minutes of the 7th Executive Board The circulated Minutes of the 7th Executive Board Meeting were adopted subjected to the amendment to para 5 III to state that "appreciative of the action taken by the Treasurer, Secretary for Development and the Executive Secretary". Matters Arising
out of the Minutes Dr A. K. Perti requested to know the position of the Documentation Centre: it was decided to take it up under item 12. Secretary-General's Report for the Period
1983-1984 The report of the Secretary-General was read and Dccepted without division. Treasurers Report for the Period 1982-1983 The report presented by the Treasurer was without
division. Mr. Sheikh stated that he had paid the Swarbica dues for 1984 and the
Treasurer requested a statement, to that effect, until he checks the position on
his return to Publication of Swarbica Vol. IV The position regarding the publication of the
journal was reviewed. The other matters agreed upon were: a) b) The journal to be edited by the Secretary-General c) Request Dr. Karim to send the blocks for the cover and any other material with him still unpublished. d) Print a total of 500 copies: 20 to be sent to the ICA Secretariat. Report of the Secretary-General for the
Period 1979-1984 The report presented was accepted without amendments. Report of the Treasurer Jar the Period
1979-1984. The report presented was accepted without amendments. Work Programme 1984-1986 After a lengthy discussion of the draft Programme the following was agreed to: 1. To have a 5 day Seminar and workshop on preservation of nontraditional material for SWARBICA and SARBICA region: the material to be: Machine-readable records Sound-films Video-tapes Microfilms Photographic material Period: 1986, 1st half Venue: It was agreed that It was also suggested that resource persons could
be had from Participants: One Archivist to be invited from each regional country: additional participants to bear their own expenses. 2. Seminar on Archival development to be held in 1985; 2nd quarter-2 days: it was agreed that Dr.
Alfred Wagner be requested to prepare a project paper and seek financial
assistance from 3. Regional Seminar on Conservation of
traditional record material and the 3rd General Conference: to be
held in Period 1986 last quarter: probably November. 4. Publication of the journal: 5. a) Microfilming and training facilities in the Swarbica region & b) Archives Workshops on conservation and training facilities in the Swarbica region. 6. Archives Week Amendment to the Constitution The following office-bearers were elected without division. Additional post of Vice-Chairman so that there would be two Vice-Chairman instead of one as at present Election of Office-bearers for the Period
1984 July-1986 June The followers office-bearers were elected without division. Chairman, Dr. R. K. Perti: D/NA Seconded by: Vice-Chairman, Mr. A. Z. Sheikh; D/NA, do
Mr. Gh. Sanati: D/NA Iran
Proposed by: Seconded by: Secretary-General Mr. G. P. S. H. de Silva;
Proposed by:
Treasurer, Mr. Jayanti Dass; AD/NA
Any other Business It was decided that It was also unanimously agreed to convey to the At the end of the Proceedings of the 8th Executive Board Meeting the members continued to sit as the Executive Session of the General Conference and approved the Reports of the Secretary-General and the Treasurer for the period 1979-1984, the Amendments to the Constitution, the election of office bearers for the period 1984-1986, the work programme for the period 1984-1986 and the draft-budget for the same period. 10th
July 1984 Two Academic Sessions of the 2nd General Conference were held in the morning and afternoon of the 10th, at the same Hotel. Twenty-six persons participated at the sessions and a lengthy and lively discussion followed the presentation of two papers. In the morning session Mr. H. Naugler presented his paper, on the "appraisal of non-traditional record material" and in the afternoon session Dr. R. K. Perti presented the paper prepared by Mr. Ranbir Kishere on the 'appraisal of traditional-record material, as the latter was unable to be present at the sessions. The 9th Executive Board Meeting was held on the 10th afternoon at the same Hotel, with the participation of the following: Dr. R. K. Perti: Chairman Mr. A. Z. Sheikh; Vice Chairman Mr. Gh. Sanati: Vice Chairman Mr. G.P.S.H. de Silva: Secretary-General Mr. Iraj Ameri: Observer. The session was chaired by Dr. R. K. Perti, the new Chairman. The Chairman stated that the Session would be more a formal session of the Executive Board, as the items for discussion had already been discussed and agreed to earlier at the General Conference by the same members. Thereafter the following was agreed to: 1) The Work-programme for 1984-86 approved at the Executive Session of the General Conference. 2) The draft budget for 1984-86 approved by the General Conference. 3) 4) The membership of 5) That the venue and date of the 1985 Executive Board Meeting to be decided later. 6) Venue and date of the 1986 General Conference
to be as agreed to, in 7) There being no other business the meeting concluded with a vote of thanks to the Chair. During the course of the day Mr. A. Z. Sheikh distributed among the members the first copy of the Journal 'Pakistan Archives'. It was received with acclamation and good-wishes for its continuity. The meeting also noted with regret the absence of
the National members from At the end of the meeting a vote of thanks was passed for the host Government and the National Archives of Pakistan for the excellent arrangements made for conducting the General Conference and the Executive Board Meetings and also for the visits arranged to see the city of Islamabad from a vintage point and the new National Archives building under construction. The day concluded with a dinner hosted by Swarbica at the same Hotel for around 50 guests. G.P.S.H. de Silva Secretary-General 13th September 1984
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