Tuesday 10 & Wednesday 11 December 2002
Paris (France)

Draft Minutes

• Annex 1: Proposed criteria for student members
• Annex 2: AFRICOM Report
• Annex 3: List of participants
  

INTRODUCTION

Jacques Perot, the President of ICOM, thanked members of the Executive Council as well as the partners of ICOM for attending the meeting. He drew the attention of those present to the importance of the session and the vital issues that were up for discussion.

0. ADOPTION OF THE AGENDA

The draft agenda of the 102^nd session was approved with a few amendments in the order of the speakers.

1. ADOPTION OF THE MINUTES OF THE 101^ST SESSION OF THE EXECUTIVE COUNCIL

The minutes of the 101^st Session of the Executive Council were approved without amendments. Alissandra Cummins felt that only the main points of the Chairperson's report should be included in the Council report. The remainder of her report should be attached as an annexe to the minutes of the Executive Council.

2. EXAMINATION OF THE MINUTES OF THE ADVISORY COMMITTEE

The members of the Executive Council took due note of the minutes of the Advisory Committee.

3. ORAL REPORT ON THE SECRETARIAT'S ACTIVITIES

Manus Brinkman, the Secretary General, started his report by welcoming back Joëlle Thibet, the Administrative Officer, who had been on maternity leave since August 2001. He warmly thanked Thomas Jandia, who had efficiently carried out a large part of the tasks of the Administrative Officer until September 2002. Manus Brinkman announced that Cristina Menegazzi, a programme specialist, was at present on maternity leave.

The Secretary General reported to members on the projects undertaken since the last meeting of the Advisory Committee. The activities during this period focused on Asia and Latin America, as well as other regions. The Secretariat is in the process of preparing a new " Red List of Endangered Latin American Cultural Property ", the printed and electronic versions of which are expected to be completed by September 2003.

In addition, the Programme Activities Service organised a forum within the framework of the 13^th triennial ICOM-CC meeting, held from 22 to 27 September 2002 in Rio de Janeiro (Brazil). It was inaugurated by Luis Repetto, President of the Regional Organisation for Latin America and the Caribbean, and focused on the involvement of the museum community in conservation. An original project was also presented at the ICOM-CC meeting by Denise Pozzi Escot and Rommel Angeles Falcon, entitled " Adopt a Textile ". Launched on the initiative of the National Committee of Peru, the aim of this campaign is to protect pre-Hispanic textiles discovered during the archaeological excavations at Huaca Malena in the Asia district south of Lima (Peru). The Peruvian National Committee is currently preparing a publication on these textiles.

The Asia and Pacific Regional Organisation (ASPAC) held its General Assembly in Shanghai (China) from 20 to 24 October 2002. Manus Brinkman described the fruitful collaboration between the Chinese National Committee and Amareswar Galla, Chairperson of ASPAC. Numerous participants attended, including a delegation from Korea. At that stage, the Secretary General insisted on the need to prepare the programme for the next General Conference to be held in Seoul (Korea) in October 2004. The Curator of the Kabul Museum also took part in the General Assembly.

Many meetings have been organised since June 2002 in order to achieve progress in the fight against the illicit traffic of cultural property. Valérie Jullien, Communication Officer, was able to attend some of them.

As for the " .museum " domain name, the Secretary General explained that the publicity campaign will be intensified to encourage museums to adopt the domain name " .museum ". The Direction des Musées de France expressed its interest and asked for details about " .museum ".

Manus Brinkman mentioned the forthcoming move of the Secretariat. He reminded participants that UNESCO had reduced by 60% the working area allocated to lCOM. The Secretary General proposed to temporarily split the Secretariat and to look for external offices to accommodate some of the staff. The separation of offices should not exceed a period of two years. A search was currently under way for suitable offices to accommodate at least five members of the Secretariat staff, including the Secretary General. The remaining staff will have to move at the end of February 2003, UNESCO having accepted to postpone the official date for the transfer of the ICOM offices, initially planned for November 2002.

Jacques Perot was aware of the additional workload this move entailed, and its consequences on the Secretariat's working conditions. He thanked the Secretary General and his staff and assured them of his understanding. The President announced that he had contacted certain Parisian entities and institutions to seek their help in finding a solution to the problem of offices.

Bernice Murphy and Alissandra added that it was also necessary to look for suitable premises to hold meetings and/or receive visitors wishing to work with members of the Secretariat.

Yani Herreman expressed satisfaction with the report submitted by Manus Brinkman, in particular the meetings organised in Latin America. She emphasised the need to organise inter-regional programmes and hoped that the Task Force on National Committees and Regional Organisations would study this particular issue.

On the request of Pascal Makambila, Manus Brinkman explained the steps taken to encourage museum professionals in Japan to participate in the 2004 General Conference. The Secretary General said that many contacts had been made with the Chairperson of the Japanese Committee and professionals but no concrete results had emerged so far. Manus Brinkman referred to the confusion that has arisen between the highly active association of museum professionals and the National Committee. The Secretary General intended to discuss this matter with the Chairperson of the National Committee during the Advisory Committee meeting in June 2003.

Alissandra Cummins said she understood the difficulties encountered by the Secretary General and suggested soliciting the help of the Permanent Delegation of Japan to UNESCO.

Manus Brinkman proposed to organise a meeting in Japan between the National Association of Museums in Japan, the Japanese National Committee, ASPAC and the Secretariat. He was of the opinion that this could arouse the interest of museum professionals in ICOM's activities.

Jacques Perot thanked the Secretary General for his report.

4. FINANCIAL REPORT

4.1. Financial status as at 30 09.2002 and estimates as at 31.12.2002

Camila Gonzalez Gou said it was difficult to present conclusions on the financial results of the year 2002 because they only covered the period up to September and more precise estimates were expected at the end of the year. The figures could, in fact, vary to a smaller or larger extent because they depend on last-minute payments from ICOM's partners or the settlement of membership dues by members. The Treasurer cited as an example the contract between ICOM and the French Réunion des Musées Nationaux. As for programme activities, the Treasurer explained that it was too early to obtain results. She said a more realistic review could be presented at the Advisory Committee meeting in June 2003.

Camila Conzalez Gou indicated that a positive result could be expected for the year 2002 (9, 515 ?, in early December 2002 in the financial situation), probably higher than the balance sheet for 2002.

She drew the attention of members to the sources of profits, derived mainly from a compulsory exchange of shares after the merger between BNP and Paribas. This unexpected operation generated an additional sum of money that was not part of the budget for 2002. Without this unhoped-for amount, it is unlikely that a positive result could have been achieved for the year 2002.

Jack Dhennequin, Chartered Accountant, confirmed the Treasurer's statement. He went on to say that a grant from the French Réunion des Musées Nationaux was expected, and that it could amount to 7,622 ? (approximately 50,000 French Francs). He also hoped that the amount advanced by the Membership Service covering membership fees to be received during the fourth quarter would be higher than estimated. In the final analysis, Jack Dhennequin felt this presentation clearly reflected ICOM's state of accounts. He sincerely hoped there would be a well-balanced statement of accounts for the year 2002.

Manus Brinkman reminded the Council that all the subsidies included in the financial statement had already been received.

The Executive Council took due note of the statement of accounts. These accounts will be formally approved in 2003.

4.2. Draft budget 2003

Camila Gonzalez Gou explained that two draft budgets had been drawn up with a view to reducing the deficit expected for 2003.

Draft A : 2002/SEC.06A
The first proposed budget took into account an eventual deficit amounting to 210,166 ?. There were several reasons for this deficit. First of all, certain expenditures had increased (salaries, costs of services, etc). Then there was the move of the ICOM offices (a high expenditure amounting to 126,300 ?) and the MUSEDOMA project, for which ICOM had not yet earned any income.

Draft B : 2002/SEC.06B
This proposal would make it possible to reduce the envisaged deficit by introducing certain cuts for expenses related to " MUSEUM INTERNATIONAL " and the publication of the " Study Series ". According to the ICOM Treasurer, this solution would reduce the variance. The negative result would, in that case, amount to 126,382 ?.

Camila Gonzalez Gou stressed the importance of retaining a minimum of services for members to ensure that the prestige of the Organisation is not undermined. However, she pointed out that ICOM must not allow a deficit to last for too long otherwise it would in the long run lead to its bankruptcy.

The Treasurer insisted on the need to find solutions to improve ICOM's earnings, strengthen its programmes of activities and publications, and enhance its reputation. It was important to increase the number of members and appeal to institutions that could subsidise programmes. Camila Gonzalez Gou suggested exploring the possibilities that could be offered by the ICOM Foundation.

Jacques Perot returned to the question of publishing the Study Series in 2003. Within the framework of the draft budget for 2003, number B, the Committee responsible for selecting special projects submitted by the various Committees had envisaged postponing the publication of the Study Series. However, a written agreement had already been signed between the University Museums and Collections Committee (UMAC) and the Secretariat. In order to honour this commitment, the Selection Committee responsible for examining requests for special projects from the Committees, has decided to continue publishing this series in 2003 (20, 000 ?). However this would mean that the entire amount earmarked for the special projects of Committees (28,000 ?) would be reduced drastically and that it would no longer be possible to provide assistance for other Committees. The Selection Committee therefore decided to set aside an amount (20,000 ?) in order to finance a number of projects.

The President pointed out that certain projects submitted by Committees did not fulfil the criteria set out in the relevant circular. He therefore felt it was important to amend the circular sent to Committees, making it more precise and indicating more clearly the profile of projects that are likely to be financed by ICOM.

Camila Gonzales Gou said that the sum earmarked for the purpose would come from the funds usually set aside for ICOM's reserve fund.

Two budget proposals were submitted to members of the Executive Council:

• proposal A
• proposal B

Jacques Perot informed members that they would have to choose a budgetary base (A or B) and then:

• add 20,000 ? to assist the projects of Committees;
• adjust the amount proposed for renting offices, in accordance with the prevailing economic situation.

Manus Brinkman recommended a cautious approach with respect to the amount available. Committees should be clearly informed that the sum of 20,000 ? for projects can only be confirmed depending on the financial situation, otherwise the amount might even be less than 20,000 ?.

In general, the Secretary General of ICOM suggested waiting until the financial situation became clearer before taking a decision. Jack Dhennequin explained that the amount indicated for the transfer of the offices only represented occasional expenditures. However, the real expenses of moving and installation should be added to this sum, and these can only be assessed once suitable premises have been found. In 2003, it will be necessary to add 126,000 ? for supplementary costs. The President of ICOM asked the Secretary General to try and reduce these costs as much as possible and to be careful both in the choice of premises and their rent, as well as the costs connected with the installation of new offices.

The Executive Council decided to adopt proposal number B. Jacques Perot also requested that the accounts for 2002 be circulated to members of the Executive Council as soon as they are established.

The list of grants approved by the Selection Committee will be circulated to all members of the Executive Council. The letters to be sent to the Committees will be submitted to the Selection Committee for approval.

The circular to be sent to the Committees will be submitted to the Executive Council to introduce the appropriate amendments in 2004.

Manus Brinkman suggested organising a small meeting for the purpose of communicating to members of the Executive Council the list of selected projects and informing them of the problems encountered during the process of selecting projects received from the Committees.

Jacques Perot thanked the Treasurer for her scrupulous work on behalf of all members of the Executive Council. He also expressed gratitude to Jack Dhennequin, Chartered Accountant, for his good advice, as well as Sylvie Délice, the ICOM Secretariat Accountant, who devoted much of her time in following up on financial questions.

5. INTERVENTIONS BY REPRESENTATIVES OF ICOM'S PARTNER ORGANISATIONS

5.1. Report of the UNESCO Director-General's Representative

Jacques Perot emphasised the importance of the links between ICOM and UNESCO. He felt it was vital to ensure that the problems faced by ICOM concerning office space do not undermine this collaboration. ICOM's network of experts is always willing to participate in joint projects that are in progress with UNESCO, as well as major debates on heritage questions.

Isabelle Vinson, the Representative of UNESCO's Director General, and Editor-in-Chief of the review MUSEUM INTERNATIONAL, thanked the President for raising this point. On behalf of Mounir Bouchenaki, Assistant Director General for Culture, and Koichiro Matsuura, Director General of UNESCO, she confirmed that ICOM is also a key partner in operational projects carried out by UNESCO in the area of heritage.

She took note of ICOM's situation with respect to the offices provided by UNESCO and undertook to convey its concerns to the relevant officials.

Isabelle Vinson informed members of her participation in the " Commemoration of Thirty Years of World Heritage ", an event that was recently held in Venice (Italy). On this occasion, she was able to observe a significant reorientation in the implementation modalities of operational projects. In her opinion, UNESCO should " revise " a number of commitments made with its partners.

On her part, Isabelle Vinson has been working on improvements to the review MUSEUM INTERNATIONAL. Members will have noted its new editorial approach. The contents concentrate more on heritage issues even though the museum institution continues to be the focal point for reflection. This is a way for Isabelle Vinson to refocus its links with ICOM, whose network of experts is indispensable for the journal.

Isabelle Vinson mentioned that Cary Karp had participated in the double issue on heritage problems in the "information city". She took this opportunity to apologise publicly to Cary Karp for the typographical error that appeared in this issue. She also thanked Bernice Murphy in advance for her active contribution to the next issue devoted to " The Sacred in an Inter-connected World ". Isabelle Vinson also expressed her wish to match futur topics of the review with those of forthcoming events organised by ICOM. A double issue of MUSEUM INTERNATIONAL, devoted to intangible heritage, is planned for publication on the occasion of the ICOM General Conference in 2004. She informed members that the double issue on Angkor, also published in the Khmer language, was distributed free to museums, heritage institutions and universities. The double issue planned on intangible heritage could perhaps be published in Korean and Japanese.

Isabelle Vinson announced that the latest volume of MUSEUM INTERNATIONAL, containing the cumulated Index (1946-2001) has been published and coincides with the operation currently under way to place all archives on line (available in early 2004).

She explained why the publication of the French version of MUSEUM INTERNATIONAL was delayed. The English version is published by Blackwells, an English publisher responsible for printing and distributing the review to English subscribers. The French version, on the other hand, is printed by UNESCO and distributed by a sub-contractor based in Belgium. The manuscript, written in English, then has to be translated. As there is no specific budget for this, articles are translated by the UNESCO Translation Service, which requires rather long deadlines (between four to six months). This is why the French version is published later than the English one (there is sometimes an interval of one year).

She is now trying to strike a balance between the manuscripts and to have the articles translated externally, but this would increase the cost considerably.

Isabelle Vinson said that ICOM members play a determining role in the readership of the journal. She expressed the hope that it would not suffer from the financial difficulties faced by ICOM.

Pascal Makambila requested a free distribution of the review in developing countries, as in the past. Isabelle Vinson replied that the relevant service was in the process of revising the list of addresses that received free copies of the review.

Giovanni Pinna and Alissandra Cummins deplored the absence of ICOM at certain major events organised by UNESCO. Jacques Perot took note of these pertinent remarks. It was up to ICOM to ensure a more efficient internal organisation so that it could attend events for which it receives invitations. On its side, UNESCO should have a broader vision of the sectors in which ICOM could make a contribution, such as culture, heritage, etc. The President of ICOM asked Isabelle Vinson to be kind enough to convey this request.

MManus Brinkman planned to draw up a list of " important " meetings so that the Executive Council can decide on whether ICOM should be represented or not. Jacques Perot added that if the Organisation is invited, the person representing ICOM should speak in the name of the Organisation and convey a message that is in keeping with the opinion of the Executive Council.

5.2. Intervention of the ICOMOS Representative

Gaïa Jungeblot, the ICOMOS Representative, informed members of the re-election of Michaël Petzet as President of ICOMOS. Dinu Bumbaru (Canada) was re-elected as Secretary General. The latter has devoted intense efforts over a long period of time to ICOMOS projects related to risk management and preparedness. Gaïa Jungleblot announced that an Extraordinary Assembly of ICOMOS will be held in October 2003 in Zimbabwe in order to fulfil the commitments made to African professionals to hold an Assembly in Africa. Its theme will be intangible heritage, a topic on which ICOMOS has been working for many years.

Gaïa Jungeblot added that ICOMOS reiterated its willingness to share premises with ICOM.

Jacques Perot asked her to convey the congratulations of Council members to Michaël Petzet on his re-election, as well as to the Secretary General and all members of the new ICOMOS Board. ICOM attaches great importance to maintaining close relations with ICOMOS, especially in the area of intangible heritage, the theme selected by ICOM for its General Conference in 2004. The President of ICOM also referred to joint activities with the International Committee for the Blue Shield (ICBS) and underlined the importance of exploring with ICOMOS opportunities for collaboration and joint strategies on the protection of cultural heritage endangered by armed conflicts or natural disasters.

As for sharing offices, Jacques Perot said that estimates would have to be drawn up together with ICOMOS to determine the respective needs of both Organisations.

Jacques Perot thanked Gaïa Jungeblot for addressing the Council and asked her to report these discussions to the President and Secretary General of ICOMOS.

5.3. Report of the World Federation of Friends of Museums Representative

Julia Oh, the Secretary General of the World Federation of Friends of Museums, thanked the President for having invited the WFFM to present a report on its activities to the 102nd session of the ICOM Executive Council. She also wished to convey the warm greetings of Carla Bossi-Comelli, the President of WFFM. She was accompanied by Jean-Michel Ringeard, President of WFFM/France, who was welcomed by Jacques Perot.

The World Federation of Friends of Museums was founded in Barcelona under the aegis of ICOM (the International Council of Museums) in 1972. Its constant expansion has demonstrated that its primary objective - to unite Friends of Museums in order to encourage this type of movement on an international scale, and then to strengthen these Friends by encouraging them to join national associations - was the outcome of a justified ambition. WFFM now has members in 30 countries, as well as 17 national federations and 21 associate members. These organisations represent about 2 million volunteers who support the work of museums.

Since the last report presented in June 2002, WFFM has worked in close co-operation with colleagues at ICOM, especially by contributing seven articles on the topic of museums and their friends for publication in the December 2002 issue of ICOM News. This fruitful collaboration was possible thanks WFFM's resources all over the world. Thus, several museum curators participated in writing three of the articles.

In October, Jacques Perot honoured the 11th WFFM Congress, held in Buenos Aires (Argentina), with his presence. The theme of the Congress (" Why Friends of Museums ? ") attracted 415 participants, 167 of whom were able to attend from all over Argentina thanks to grants. The Congress concentrated mainly on the justification for Friends of Museums as volunteers who carry out tasks that staff members of museums are unable to accomplish with the same freedom. The Congress emphasised the potential role of museums as a civic forum at the heart of society, as well as the linkages provided by Friends between museums and the communities they serve. The Congress, now recognised by UNESCO, came to several conclusions:

• The genuine economic interest of Friends of Museums associations as they can become important employment factors for a society in which globalisation and technology tends to reduce job opportunities.
• The need to promote a professional approach for the management of Friends of Museums in order to strengthen efficient action within the associations uniting them.
• The educational role of Friends of Museums.
• The need for complementarity and collaboration among museum professionals and Friends of Museums, to form two branches of the world of museums, with each side having its distinctive functions and responsibilities.
• The need for a stronger communication policy to optimise the role of Friends of Museums in their function as mediators between museums, the public and the neighbourhood community. More precisely, the objective is to attract young people and encourage them to participate.

The conclusions of the Congress have reinforced SFFM's determination to foster and promote the rapid development of Friends of Museums, and they will serve as a guide for its future orientations.

The President of WFFM, Carla Bossi-Comelli, attended the Conference of ICOM''s International Committee on Marketing and Public Relations (MPR), which was held in Mexico in November. The Secretary General addressed a symposium organised jointly in Madrid by ICOM, the Spanish Federation of Friends, and the Ministry of Culture and Education of Spain.

WFFM continues to encourage the creation of Associations of Friends. The translation into French of its publication " How to Start a Friends Group " has been completed. This work gives all the information required to set up a group of Friends of Museums, and it will soon be published in English, French and Spanish.

Finally, the Secretary General expressed her satisfaction at being able to participate in the International Museum Day to be organised on 18 May 2003, which will be devoted to the theme of museums and their friends.

WFFM also wished to express its gratitude to Jacques Perot for his support and encouragement. She expressed the hope of increasing the Federation's ties with ICOM and strengthening its collaboration with museums throughout the world.

Jacques Perot thanked the Secretary General and stressed the importance of maintaining permanent relations with this organisation. He expressed the hope that a joint meeting could be organised in Seoul in 2004 along the same lines as the one held in Barcelona in 2001.

5.4. Report of the ICOM Foundation

Christine Boël, the President, announced that the Foundation had paid directly to ICOM the sum of 4,548 ? since the beginning of 2002. She explained that 11 membership fees had been received (five from old members and six from new ones) for the year 2003 even though reminders had not yet been sent. She thanked the Secretariat for having indicated this figure as part of the dues paid by members.

In 2001, 549 items of jewellery, produced in collaboration with the French Réunion des Musées Nationaux, were sold. The royalties amounting to 1,554 ? will be shared with the museums that loaned images of their objects, with the biggest portion allocated to the Foundation. Christine Boël explained that one of the objects produced by the ICOM Foundation, a brooch, was considered to be among the best sales of the Réunion des Musées Nationaux, even though it stopped the production of this popular item.

Last year's Christmas trees were included in the mail order catalogue for Christmas 2002.

Christine Boël requested assistance from the Secretariat to ensure that ICOM hands over to the Egyptian Museum in Cairo the sums of money earned from sales of reproductions of objects belonging to its collections.

The President expressed her appreciation of the collaboration with the English company " Museums and Galleries ", which will start producing and jointly distributing " art gifts ", such as diaries, cards, wrapping paper, etc, sold for the dual profit of ICOM and the museums that loaned the reproduced images.

Contacts have been made with numerous museums all over the world. The pictures needed for ICOM's 2004 diary have been collected. The results of the sales will be communicated on the 31^st of December every year.

Jacques Perot warmly thanked Christine Boël and pointed to the need for an in-depth debate on the Foundation. This question, already raised last year, should be carried out within the framework of the reform of ICOM with the new Finance and Resources Committee. The Chairperson will be approached on this matter in the near future.

6. REPORTS ON THE IMPLEMENTATION OF THE DOMAIN NAME " .museum "

Cary Karp explained that this project has taken on a wider dimension than originally planned. Initially, it was merely a question of obtaining a specific domain name for museums by submitting a request to the international body in charge of attributing them (ICANN). Now that this permit has been granted, energies need to be mobilised, especially museums, as they are the main beneficiaries of this new domain address. However, museums do not seem to be sufficiently informed of the interest in adopting the domain name " .museum ". Cary Karp emphasised the necessity of launching an awareness campaign and pointed out that the success of this project would depend mainly on how many museums adopt " .museum ".

Cary Karp informed members that the European Union would like to participate and help ICOM launch a campaign aimed at heightening the awareness of both museum professionals and the general public in European countries, as well as other European cultural entities (archives, libraries, monuments and sites). The funds made available for this project (MUSENIC - The Museum Network Information Centre- Europe) amounts to 83,978 ? for the period April 2002 to March 2004.

On the request of Giovanni Pinna, Cary Karp pointed out that National Committees will have a monitoring role to play. If there is any doubt about the status of a museum, the National Committee concerned will be requested to give its view on whether the domain name " .museum " should be granted or not. In the case of a difference of opinion between the Committee and the museum in question, it is the Executive Council that makes the final decision based on the definition of a museum (ICOM Statutes). This definition was approved by ICANN.

Jacques Perot thanked Cary Karp for all his work and efforts.

7. IMPLEMENTATION OF THE ICOM STRATEGIC PLAN 2001-2007

The President of ICOM stated that several Task Forces had been set up in order to achieve the goals set out in the ICOM strategic plan for the period 2001-2007.

7.1. Report of the Task Force on National Committees and Regional Organisations

Gary Edson described the background of this Task Force, set up in response to a recommendation by the ICOM Reform Task Force (ICOM-RTF). The members of this group were appointed in June 2002. They communicated with each other by e-mail and discussed the role of the National Committees in relation to associations of national museums in order to agree on a common resolution on this issue. At the end of these discussions, a survey aimed at the National Committees was drawn up in French and in English. Another draft questionnaire for national associations was also elaborated. Gary Edson intended to send out these questionnaires during the same period so as to achieve an objective study. He hoped to organise a meeting with members of his Task Force with a view to examining the replies received and summarising them by June 2003 on the occasion of the Advisory Committee meeting.

A select group of the Committee also discussed the Regional Organisations. The members responsible for this matter will contact the Regional Organisations directly. Yani Herreman stressed the need for these Organisations to develop inter-regional relations, broaden their view of the work to be done at ICOM and participate more actively in programme management.

Gary Edson explained that the group also looked into the necessity of contacting Affiliated Organisations. The Group had been requested to draw up guidelines on the type of courses required for the status of student member seeking to belong to ICOM. A preliminary document that could serve as a base has been prepared, incorporating suggestions from ICTOP. Yani Herreman pointed out that this question will have to be discussed by the National Committees so that they can express their views (since ICOM will look primarily to the National Committees to verify the appropriate status of courses offered within their countries from which aspirant student members may lodge an application for membership of ICOM).

Jacques Perot stated that the National Committee Task Force should also examine relations between ICOM and national museums associations in order to establish a basis for co-operation. Gary Edson took note of this request, and undertook to raise this issue when he is in contact with national museums associations.

The Executive Council adopted the proposed text on the admission of students to ICOM with the following additions:

• · Students accepted by a National Committee cannot be sure that they will be accepted as permanent members of ICOM at the end of their studies. They would have to re-submit an application to the National Committee, declaring their permanent occupation within or attached to the museum profession.
  
  
• · ICOM will need to review the status of this new category of membership in five years' time; details could be added to any planned information text; to offset any shortfalls observed or problems connected with the admission of such members.

The Executive Council decided that the Secretariat should exercise judgement in cases where there is no National Committee in aspirant student's respective country, and decide whether such a student may join ICOM or not.

Giovanni Pinna disagreed with the first point in the proposed text. In his opinion, this raised a basic confusion that needed resolution because in many countries non-specialised people were trained to work in museums while other countries preferred training staff members who were already specialists. These were two completely different concepts arising out of different cultural problem circumstances and needed further consideration. He felt it was important to amend the first point to make it clearer.

Jacques Perot took note of this disagreement and thanked Gary Edson and Yani Herreman.

After hearing the comments of the Secretary General and following a long discussion, the Executive Council fixed the membership fees for students as follows:
- 40? for students from countries that do not receive a grant
- 20? for students from countries that receive a grant
Alissandra Cummins felt the proposed fees were too high and abstained from voting on this question.

7.2. Report of the Task Force on International Committees and Affiliated Organisations

Martin Schaërer gave an overview of the guidelines for this Task Force (see mandate of the Task Force). The members of this group decided not to amend the Statutes of the Committees but to develop it instead. The following proposals were made:

• Elaboration of a document entitled Principles for the creation, functioning and evaluation of International Committees, to replace the model currently in force. The Committees would thus be able to draw up their own regulations within the framework of this document.
• An International Committee should be set up on request. If a number of professionals feel the need to set up a Committee, they should be able to do so provided certain principles are respected. These include compliance with the ICOM Statutes as well as the ICOM Code of Ethics for Museums, a theme of global interest in the long-term (a Task Force will be established to study this aspect) for professionals, the museum community and ICOM.
• The formal aspects of a proposal to create an International Committee shall be the following: a proposal from at least about fifty (50) members from ten (10) different countries and more than one continent, with an imposed three-year observation period before the Committee is approved on an ongoing basis.
• Furthermore, the International Committee Task Force recommends the creation of a new standing committee on International Committees, placed under the responsibility of the Executive Council.
• In terms of functioning, the International Committee Task Force proposes a number of general regulations concerning financial policy and administration. The group also proposes to introduce a new type of document, a " framework agreement " between ICOM and the International Committee. This document would have to be signed by the President of ICOM and all the office-bearers serving on each International Committee. Every newly appointed office-bearer would be obliged to sign this agreement. By signing this agreement, the Committee officials would provide an assurance that they have read the important documents of ICOM (Statutes, Code) and undertake not to do anything that could undermine or cause harm (financial or other) to the organisation.
• The standing committee would be responsible for evaluating the work of the International Committee on a regular basis. This evaluation would rely mainly on reports of activities and on annual financial and administrative reports, as well as other more specific criteria.

Martin Schaërer indicated that the permanent committee would not play a role as a judge but act as a consultative body with the aim of establishing a dialogue with International Committees and helping to resolve any problems that might arise.

He added that a report will be sent to members of the Advisory Committee and the Executive Council. This report will be the subject of discussion during a meeting of International Committees in June 2003.

Furthermore, the Task Force prefers to encourage Affiliated Organisations to work more closely with ICOM rather than to sign framework agreements with them. He reminded the Council that these Organisations were completely independent of ICOM in terms of their activities and choices.

Jacques Perot raised the question of the financial responsibility of International Committees and said he intended to ask the new Standing Committee on Legal Affairs and Properties for its views on the matter.

Alissandra Cummins asked the Task Force to make sure it protects the role of the Advisory Committee on the issue of creating an International Committee.

The Executive Council agreed to the proposal submitted by the Task Force on International Committees and Affiliated Organisations. A member of ICOM will have the right to adhere to ONE (1) International Committee. On the other hand, a member of ICOM may - by directly contacting a Committee - show an interest in any other Committee. The Committee thus approached may possibly ask for some financial participation in exchange for the proposed services (newsletter, invitations, etc). The Secretariat of the Committee will be responsible for managing such " members ".

Jacques Perot thanked Martin Schaërer for his comprehensive and efficient work.

7.3. Report of the Task Force on the Use of Languages

Giovanni Pinna reminded the Council that he had already produced a background paper to serve as a basis for discussions. A meeting was held in June 2002, attended by Manus Brinkman, the Secretary General. A document in line with the one produced by Giovanni Pinna was drawn up. The idea behind this document was to create a distinction between official languages and working languages. Giovanni Pinna is at present studying the relationship between the Internet and languages. He understood the difficulties faced by members who are able to read a foreign language but not necessarily write it. This is why it is so difficult to take part in discussion forums on the Internet.

Jacques Perot thanked Giovanni Pinna and noted that a report will be circulated in June 2003.

7.4. Report of the Nominations Committee

Knut Wik, the Co-ordinator, declared that the task of this Committee was to stimulate good information and widely sourced nominations, towards achieving a strong list of candidates eligible if elected at the General Assembly to serve on the Executive Council during the period 2004-2007. An article will be published in ICOM News to arouse the interest of members. Furthermore, if the list of candidates seems to be insufficient, the Committee may take further steps to contact members through the ICOM-L discussion forum and other means, to encourage more ICOM candidates to nominate for election to Council.

Jacques Perot recalled that the Nominations Committee had been established to help encourage an appropriate list of possible nominees and candidates for Council and ensure that it included all the expertise and experience required for the smooth functioning of the Executive Council. It was not a question of turning down applications but to encourage a good field of candidates, if necessary.

The President of ICOM said that the members who attended the General Assembly in July 2001 had accepted the principle behind this Committee. At the end of this three-year trial period, the various bodies of ICOM would decide whether this Committee should continue to function in the following triennium.

Jacques Perot thanked Knut Wik for having accepted to chair this Committee.

7.5. Report of the Finances and Resources Committee

JJacques Perot reported to members on his meeting with George Abungu, who chairs this Committee. The discussions centred on the methods and contents of it's new Committee work The Chairperson of the Committee will contact its members in order to initiate discussions.

Jacques Perot reminded the Council that Gary Edson and Camilla Gonzalez Gou had been appointed as ex-officio members of this group. Yani Herreman announced that she wished to resign from this Committee in order to join the ICOM 2004 Task Force. This matter would be discussed later during the debate on ICOM 2004.

7.6. Report of the Legal Affairs and Properties Committee

Jacques Perot reported to members on his meeting with Lorenz Homberger, who chairs this Committee. The discussions centred on the methods and contents of it's work
Bernice Murphy and Giovanni Pinna were appointed members of this Committee. Jacques Perot said that this Committee should be associated with the Task Force responsible for re-writing the ICOM Statutes.

7.7. Task Force on the ICOM Statutes

Jacques Perot explained that ICOM is an association governed by French law and that all disputes therefore came under its competence. In consequence, the Statutes first had to be written in French and then translated into the Organisation's official languages. He felt it was important for members of the Task Force to come from different geographic regions. The Council wanted the Statutes to be simplified and flexible enough to incorporate any eventual amendments.

A preliminary draft could be presented during the Advisory Committee in June 2003. Jacques Perot pointed out that a number of regulations would also have to be rewritten to comply with the new Statutes. The Task Force responsible for the new Statutes should submit to the Council as soon as possible all the components of the Statutes that need to be incorporated in the complementary regulations.

Martin Schaërer asked for Council members to be kept informed regularly about the progress made on the new document. He also felt that the Task Force should be an official group of the Executive Council, that its mandate should only cover the Statutes (in the initial phase) and that the Chairpersons of the Task Forces on National and International Committees should be appointed as members of this Task Force.

Jacques Perot took due note of these remarks. The members of this Task Force will be contacted soon.

8. EMERGENCY SITUATION WITHIN THE FRAMEWORK OF THE BLUE SHIELD

Manus Brinkman, the Secretary General, reviewed the various situations in hand. A meeting of the International Committee for the Blue Shield was organised recently.

A meeting was held with the Curator of the National Museum of Kabul, the UNESCO Representative and ICOM. The discussions focused on their immediate needs.

In the course of the meeting held in Shanghai, a declaration entitled " Museums, Intangible Heritage and Globalisation " was adopted and circulated by ICOM, in particular through the ICOM-L distribution list. An interview with the Curator of the Kabul National Museum will be published in ICOM News. Many organisations have promised to make material or financial contributions to the Museum but no concrete action has emerged so far. As a result, museum professionals in this country have asked organisations to provide effective aid. The professionals have drawn up a list that was published on ICOM-L. The needs cover conservation material but also training facilities, which the National Committee of Iran and the Reinwardt Academy of the Netherlands have offered to provide.

The Secretary General also referred to the floods that occurred in Europe. Both the German National Committee and the Association of Museums in Germany have been very active in this respect. They have set up an assistance network for the museums that were the most affected by the floods. The Committee of the Czech Republic has also benefited from the ICOM assistance network. This Committee had received many replies to the concrete questions it had asked through the ICOM-L distribution list. The National Committee of the Netherlands, in particular, was very active and offered to provide the concrete assistance and material required by the Czech Republic.

During the same period, serious floods also affected Latin America and its museums.

Manus Brinkman informed members of the situation in East Timor. Amareswar Galla, President of ICOM-ASPAC, raised this issue at meetings of the Advisory Committee. The Australian National Committee made significant contributions to the reconstruction of the Museum of East Timor.

As for Sri Lanka, the situation has more or less calmed down and the Secretary General proposed to focus in particular on Jafna in the north of the country, where several cultural institutions, including a library, require the attention of the Blue Shield (ICBS).

Furthermore, a very general declaration on the situation in Palestine, proposed by IFLA, is in the process of being drafted with ICOM.

The Secretary General informed members that several American archaeologists were worried about the national heritage of Iraq in the event of war. They underlined the interest of the cultural heritage of Iraq for humanity and requested the eventual intervening armies to protect it if an armed conflict broke out.

Manus Brinkman announced that a meeting had been organised in the former Yugoslav Republic of Macedonia by ICOMOS and the National Committee of that country in order to review the situation in the region.

The Secretary General explained that the National Committee of the United Kingdom has been seeking for years to provide aid to sites and museums in Somalia. Until now, the ICOM Secretariat has been unable to find the necessary grants. Given the highly chaotic situation and continuing danger, it would be very difficult to visit Somalia to evaluate the needs for reconstructing the country's cultural heritage. Despite these difficulties, the Secretary General believed that efforts should continue to be made to assist museums professionals in this country.

As for West Africa, the Secretary General confirmed that he had received no information despite messages sent to museum professionals asking for information on the situation prevailing on the spot. Pascal Makambila confirmed that Africa is in a state of turmoil. Several countries are at war, including the Democratic Republic of Congo, especially in the eastern region. In Congo-Brazzaville, a museum is in serious danger because it is in an area that has been abandoned by its inhabitants and is now occupied by rebels and soldiers. Pascal Makambila feared that the building, which contains over ten thousand objects, might be destroyed in the event of confrontations between rebels and the army. In the Central African Republic, the fighting between rebel troops and the military has not caused damage to the museum. The situation in the Côte d'Ivoire is still a matter of concern but he has not succeeded in obtaining any information. The museum in the greatest danger, the one devoted to Costumes at Grand Bassam, is managed by Aminata Barro, a member of ICOM.

Jacques Perot returned to the address by Manus Brinkman, in particular, the message about the area controlled by the Palestinian Authority. He pointed out that ICOM is not concerned with political frontiers but with heritage and its protection. Even though political problems should not stop a message of solidarity or recommendations on how to preserve cultural heritage from being sent, it is nevertheless important to be familiar with the political context.

As far as Iraq is concerned, Jacques Perot confirmed that in the event of a conflict breaking out, it will be necessary for heritage organisations to intervene officially to remind the eventual belligerents of the regulations laid down by international conventions and to call for the protection of cultural heritage. However, ICOM should also send a message expressing its solidarity with museum professionals on the spot, and to keep informed of the emerging needs in the protection of the cultural heritage of Iraq.

In reply to a question from Alissandra Cummins, Manus Brinkman said the emergency programme is also based on preventive training to enable professionals to react effectively in the event of a crisis breaking out. This risk management programme will be organised in collaboration with the Getty Conservation Institute and in partnership with ICCROM.

Giovanni Pinna informed members that Italy had signed a memorandum of agreement with a volunteer association specialised in preparing for emergency situations that threaten cultural heritage. Jacques Perot expressed great interest in this initiative and confirmed that specialised manpower was often lacking in emergency situations.

9. GENERAL CONFERENCES

9.1. ICOM 2004

Jongsok Kim, the ICOM 2004 Representative, apologised on behalf of Byung-mo Kim, Chairperson of the Korean National Committee, who was unable to be present as he was visiting Vietnam and Cambodia to represent the Korean government and promote ICOM 2004.

Jongsok Kim announced that the preparations were under way. The Conference, on the theme of intangible heritage, will be held from 2 to 8 October 2004 in Seoul.

The Committee is working on the Conference programme, and both the Ministry of Culture and the City Council of Seoul have been contacted. The latter plans to organise an event centred on intangible heritage from 29 September to 15 October 2004. A special working group has been set up within the Korean National Committee to assist in preparing for the Conference. The Ministry of Culture and the City Council have been invited to participate in this working group.

The Organising Committee will recruit extra staff in 2003 to help in the preparations for the Conference.

The provisional budget amounts to 2.9 million ? for two thousand participants. 80% of the budget will be obtained thanks to grants (20% from the private sector and 60% from the Ministry of Tourism and the City Council of Seoul). Jongsok Kim announced that meetings with the institutions contacted so far have been very encouraging.

A list of contact persons to organise the meetings of the International Committees is currently being drawn up, as well as a preliminary programme.

Alissandra Cummins, Chairperson of the Advisory Committee, requested details about the staff of the Organising Committee, the Conference budget and the exact date on which the list of contacts for the International Committee meetings is expected to be ready. In addition, she asked for information about the arrangements made by the Organising Committee to facilitate visa applications. On this last point, Pascal Makambila added that a Korean Consular Service was not available in all African countries, and that this would complicate matters for members from Africa wishing to attend the General Conference. He also asked the Organising Committee to carefully negotiate special rates with airline companies in order to obtain the most favourable rates.

Manus Brinkman asked whether a plan designed to promote ICOM 2004 has been prepared. He also questioned the amount of the budget allotted for grants, the possible consequences of a budgetary deficit at the end of the Conference, and the information brochures for ICOM members. He emphasised the need to develop the ICOM 2004 site and said he would go to Korea in March 2003 with Joëlle Thibet, who is responsible for organising the Conference at the Secretariat. Another official visit is planned for autumn 2003, with Jacques Perot, the President of ICOM and Eloïsa Zell, the Membership Officer, in order to sign a memorandum of agreement between ICOM and the Organising Committee for ICOM 2004.

Jacques Perot said that precise details on hotel prices should be made available to members of ICOM.

Per Rekdal, a member of the ICOM 2004 Task Force, made a request for all information about the organisation of International Committee meetings to be circulated to members as soon as it is available.

Jonksok Kim noted all these requests and undertook to pass them on to the Organising Committee so that everything will be ready for the meeting of the Advisory Committee in June 2003.

9.2. ICOM 2007

Bernice Murphy, one of the Vice-Presidents, submitted a report on a mission that was organised to two candidate countries:

• Austria,
• Denmark and Sweden (both presenting a joint candidacy)

These useful visits took place in a pleasant atmosphere, in the company of Yani Herreman, the other Vice-President, and Manus Brinkman, the Secretary General.

In addition to visiting the sites, the purpose of the mission was also to make the future candidates aware of the financial, legal and logistic responsibilities they would have to assume. The number of ICOM members has increased considerably in the last ten years. Their role was not to assess the proposals but to explain the implications of hosting a Conference to the candidates and the benefits members would expect to derive from it. Bernice Murphy mentioned the good information available as a result of the questionnaire distributed to ICOM members at the end of the General Conference in 2001. An analysis of the replies made it possible to have a more informed approach to what members expected, as well as the challenges faced by any host country in meeting such expectations. The candidate countries were also requested to envisage several scenarios concerning the participation of members, which could be very extensive, average or restricted, in order to unforseen circumstances (such as any world crisis or economic crisis in a particular region) and make allowances