MINUTES OF THE AGM HELD AT NORTON ROSE FULBRIGHT

THURSDAY 6 August 2015 - 11h30 1.Welcome

All attendees were welcomed by Lydia Craemer (58 acceptances). Thanks were extended to : LexisNexis was thanked for their sponsorship Norton Rose Fulbright for supplying the venue The OSALL Committee Mike and Marie Brightmore for sponsoring a trip to the BIALL conference. Johan Kruger - (Juta) Sabinet Frank Thorolds Red Pepper Books Roger Gachago - Saflii

Apologies: Nico Ferreira, Lucy-Jane de Villiers ( Tabacks & Associates), Christelle Doman (GMI) , Diana Riley (Bowman Gilfillan), Annalise de Wet (Bowman Gilfillan), Alice Ramohlola (Bowman Gilfillan), Bongani Nkabinde (Bowman Gilfillan), Amanda Franken (PWC) , Joscelyn Sandis (FSB), Mary Bruce (KZN Law Society), Daisy Gounden (LexisNexis), Krista Verster (National Prosecuting Authority

Other Announcements:

A moment of silence was observed to acknowledge the untimely passing of Lara van Rooyen and Jabulile Mahlangu

Due to unforeseen circumstances, Helen Nicholson was unable to do the Mindfulness presentation as originally planned. She however arranged that Joni Peddie do the talk ( Joni started The BizComm® Group-a Skills Development Company. She now fulfils her life purpose as a human behaviourist working with individuals and corporate teams as a Coach and a straight-talking Facilitator.)

Charmaine requested a snap survey of IFLA attendees. If any wanted to attend the IFLA cocktail party being hosted by Bowman Gilfillan, on Monday 17 August 2015, they were asked to please email Charmaine. It is hoped that SA Law librarians are present, in order to network with international delegates.

2. Minutes of the previous meetings Minutes of the previous meeting were approved and signed.

3. Annual Reports

Lydia Craemer (OSALL Chairperson), delivered the annual report.

2014/15 OSALL CHAIRPERSON’S REPORT

2014-2016 COMMITTEE MEMBERS Chairperson: Lydia Craemer Vice Chairperson: Charmaine Bertram Secretary: Marina Rubidge Treasurer: Hesma van Tonder Newsletter Editor: Tanya Hubbard PR & Liaison: Karabo Moleya Website Administrator: Danielle Botha Listserv Administrator: Mary Bruce

MEMBERSHIP/FINANCES OSALL is financially stable due to membership renewals and advertising on both the listserv and website. Hesma van Tonder will give a full financial report in this regard. OSALL had 154 paid-up members for the period 1 July 2014 until 30 June 2015. The membership figures are as follows:

Corporate: 16, with 81 members in total

Institutional: 16, with 31 members in total

Honorary: 2 members

Personal: 20, with 1 person being an overseas member

International: 1 member, with the Institute of Advanced Legal Studies having 5 staff on institutional membership

Retired: 2 members

Student: 1 member

MEETINGS AND ACTIVITIES

2014 AGM The 2014 AGM was held at Bowman Gilfillan on 15 August 2014 and was sponsored by LexisNexis. Our guest speaker was Mzoxolo Gulwa who spoke about Competitive Intelligence.

YEAR-END FUNCTION Juta sponsored our year-end function, which was held at the National Botanical Gardens in Pretoria on 31 October 2014.

BIALL CONFERENCE 2015 This year BIALL’s 46th Annual Study conference and exhibition was held in Brighton from 10-13th June. The theme was “Charting the C’s: collaboration, co-operation and connectivity”. I presented a session at the conference called “Twittermore: the magical realm of professional twitchats’’. Academic Marketing Services kindly sponsored travel costs. The 2016 conference will be held in Dublin from 9-11 June 2016.

OSALL MEETINGS A meeting was held on 11 March 2015 at Norton Rose Fulbrights’ offices in Cape Town, where Mzoxolo Gulwa spoke on Competitive Intelligence. The presentation was well received. In May 2015, Sabinet sponsored and hosted a meeting at their offices in Centurion. Nicholas Hall, from Michalson’s Attorneys, addressed attendees on PoPI (Protection of Personal Information Act).

WEBSITE AND LISTSERV Both OSALL’s website and listserv are functioning well. MACC Computer Consulting has continued to host the website. Danielle Botha and Mary Bruce will both give reports on their respective portfolios.

I wish to thank Academic Marketing Services, Juta, LexisNexis and Sabinet for their ongoing support of OSALL and for their generous sponsorships. We hope these working relationships will continue for our mutual benefit in the coming year.

Hesma van Tonder (OSALL Treasurer)delivered the Financial Report

Danielle Botha (Website Administrator) delivered the OSALL Website report

WEBSITE ADMINISTRATOR'S REPORT JUNE 2014 – JULY 2015

Danielle Botha After years of running smoothly, the OSALL website was unfortunately hacked in October 2014 which caused the entire site to crash. The site then had to be rebuilt from scratch. This took at least 4 days as the malicious code had to be removed. Michael Botha from MA Computer Consulting rebuilt it for OSALL free of charge. The existing firewall was removed as it was no longer sufficient and a new firewall (WordFence) was installed. Since the end of 2014 hacking attacks (with the aim of creating phishing sites) have increased dramatically. There are still chronic daily hacking attacks and manual blocking of extreme attacks is done by Michael Botha on a daily basis. This means that the robots which attack more than a certain amount a day are blocked. Sometimes an entire IP range needs to be blocked. As a result of the destruction of the website, a daily onsite backup is now made, and the daily backups are downloaded on a monthly basis to an external drive. A backup by the service provider is also made on a daily basis. Summary of security related activity for the period July 13, 2015 to July 27, 2015.

Top 10 IP's Blocked

IP Country Block Count

207.46.13.1 US 125

207.46.13.11 US 61

207.46.13.89 US 51

207.46.13.66 US 50

207.46.13.54 US 37

207.46.13.122 US 34

207.46.13.9 US 27

207.46.13.111 US 24

207.46.13.2 US 23

207.46.13.61 US 20

Top 10 Countries Blocked

Country Total IPs Blocked Block Count

US 82 676

RU 18 18

UA 13 13

FR 7 12

KR 8 8

GB 8 8

CA 8 8

RO 6 6

BR 5 5

AR 4 4

A decision was also taken to remove the email addresses of the committee and to replace them with generic email addresses, which will then forward to the actual email addresses, for example. This will prevent spammers from knowing the actual email addresses. Fewer changes are now needed when there is a change of committee members. The OSALL website newsletter has been upgraded and looks more attractive when sending out any website updates to members. The logo has now been included. From: OSALL Blog Newsletter [mailto:info@osall.org.za] Sent: 16 July 2015 14:57 To: Michael Botha Subject: OSALL Annual General Meeting 6 August 2015 at Norton Rose Fulbright (Sandton)

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Johannesburg, South Africa

We are also exploring the possibility of an events calendar that can be used for creating an environment which allows for automated RSVPs. I would like to thank Michael Botha for his dedicated daily assistance with the security of the OSALL website. As always, if anyone has any suggestions for the website, feel free to contact me about it.

Danielle Botha delivered the OSALL listserv report on behalf of Mary Bruce (Listserv Administrator)

From: osall-list@googlegroups.com [mailto:osall-list@googlegroups.com] On Behalf Of Mary Bruce Sent: 27 July 2015 09:48 AM To: OSALL listserv Subject: [OSALL] (Admin) Responding to requests on the listserv Dear All A reminder when responding to queries: please avoid using “Reply to all” as a default. Reply to the individual who asked the question. We currently have 402 members of the listserv and responding to everyone therefore magnifies the data being transferred across networks proportionately; this is even more significant when attachment/s are involved. There may be exceptions when an answer will be of interest to almost everyone in our network but generally replying to a single colleague will assist greatly in keeping our traffic manageable. Have a lovely day Mary Listserv Administrator OSALL members@osall.org.za

Tanya Hubbard (Newsletter Editor) presented her report

OSALL Newsletter Report – August 2015 AGM Tanya Hubbard As a child I had a dream of one day being a magazine editor, I rather fancied myself taking over from Jane Raphaely and hobnobbing with the rich and famous at luxurious cocktail parties with a glass of incredibly expensive French Champagne in my hand. Admittedly editing the OSALL newsletter isn’t quite on the scale of Cosmopolitan but I’m getting to hobnob with experts in my field and subject you to my sense of humour on a regular basis. Now that doesn’t sound bad to me at all, however if anyone wishes to sponsor a glass of incredibly expensive French Champagne during my term, you’ll make my dream complete. My first year has had many highlights but sadly a low one too. We had to say goodbye to a very dear colleague and friend to many of you, Lara van Rooyen. Antoinette de Beer wrote a moving tribute in November’s newsletter and her final words were “Lara’s place is quiet and she leaves behind a very BIG pair of shoes to fill. Her legacy will continue to inspire us to deliver a service that goes beyond the now!! Rest in peace my dear friend!” In the course of the year we’ve tagged along with colleagues as they’ve reported back on conferences and fellowships. Our very own vice-chairperson Charmaine Bertram attended the American Association of Law Libraries 107th Annual Meeting & Conference in San Antonio; Texas, Maropene Ramabina told of his time at the Cornell University Law Library in Ithaca, New York where he’d been awarded the Bitner Research Fellowship, Ruth Ward attended the BIALL conference in Harrogate; England and finally Mariya Badeva-Bright reported back on the Law via the Internet – Africa Conference held at UCT in Cape Town. We had a changing of the guard with Nico Ferreira retiring to a life of leisure, and in doing so he left a rather large gap in our newsletter where his Publications Noted column used to be. It was with great pleasure (and just a little hint of relief) that I got to introduce you to the two new contributors to this popular column in May’s newsletter, Pieter du Plessis and Samuel Simango from Stellenbosch University. We hope to have a very long and wonderful relationship together. We have shared a few giggles along the way, aside from my witty repartee in the editorial, Gail Dendy’s swimsuit protest in May’s issue has to be right up there as one of my favourite submissions and I’d like to take this opportunity to thank all of you who have submitted articles, ranging from light-hearted to more serious like Samuel Simango’s article on SAFLII and the right to access of information and Margaret Fish’s description of the important work being performed at ProBono.org, Without your submissions there literally would be no newsletter. All that is left for me to say is I have enjoyed my first year and I look forward to sharing the next with you all.

4. General 1. In the light of the untimely passing of two librarians there is a general feeling that something should be done in their memory. suggestions that have been put forward are:

To partner with Sabinet in the establishment of mini libraries at taxi-ranks

To approach an emergency service organisation, to give basic first aid at taxi-ranks

LeadSA could also be approached for ideas.

2. Questions are being asked about Ecomobility Month, and how it is going to impact on the Sandton legal fraternity. The entire Sandton CBD is being closed to traffic for the whole of October. Despite initiatives being implemented by the City of Joburg, questions are still being raised about deliveries to the Sandton CBD. The suggestion was made that all queries be posted on the City of Joburg Twitter Page.

City of Joburg retweeted Izak @Arbitrarist 21h21 hours ago Cycling lanes between Rosebank and Sandton? Awesome initiavtive @CityofJoburgZA http://www.ecomobilityfestival.org/rosebank-sandton-to-be-connected-by-new-bicyle-lanes/ …

3. Listserv Etiquette

Mary sent out a reminder to all listserv member that they should avoid using “Reply to all” as a default. Reply to the

individual who asked the question. (see Addendum D) There may however be exceptions when an answer will be of interest to almost everyone. If this should be the case then perhaps the reply should not include the attachment, but that the respondent should mention that the problem has been resolved and that they would be happy to forward to any interested parties. It was also indicated that any obscure judgments be automatically be forwarded to Saflii Litha Spreeth from SARS mentioned that all Tax Judgments are subject to a strict “sanitization” policy, before they can be released or published on the web. 4. Cross border - OSALL membership Michael Brightmore wanted to know if there was a possibility that OSALL membership could extend across borders to Botswana. Aside from the fact that there are already international members, the general consensus was that this would be a beneficial relationship. Membership fees would be the same as that of a South African members 5. Membership Fees The membership renewal form for 2015 – 2016 has been posted on the OSALL website. 6. LexisNexis is running a selfie competition. Photographs taken using the selfie-stick gifts should be posted on the LexisNexis FaceBook page

5. Matters arising Relationship with LIASA Louise Pretorius questioned whether there had been any progress toward the possible LIASA/OSALL co-operation arrangement, as had been raised at the previous AGM. Lydia commented that she would take the matter further. The possibility that LIASA membership would become a necessity, for accreditation as a Legal Librarian was mentioned.

6. Awards The following awards were presented:

“Die Staatmaker Toekenning” – Mike Botha for his IT support and endless patience (Danielle will collect on Mike’s behalf ; he won’t be able to make the meeting due to work constraints)

Outstanding Customer Service from a Supplier/Publisher: Desire Deysel from LexisNexis (she’s amazing ; goes the extra mile often)

The Open Access to Legislation Locally and Abroad Award: Shirley Gilmore and her team for putting Laws of SA firmly on the map internationally.

The Home Away from Home Award – Norton Rose Fulbright

6. Lunch A delicious finger lunch, sponsored by Lexis Nexis, was enjoyed by all.

7. Keynote Speaker Due to unforeseen circumstances, Helen Nicholson was unable to do the Mindfulness presentation as originally planned. She however arranged that Joni Peddie do the presentation which was most insightful to all.

SIGNED AT JOHANNESBURG ON ……………………………………..2016.

CHAIRPERSON………………………………………………