ASEMUS Executive Meeting, 2004

ASEMUS  Executive Committee Meeting

3 March, 2004

5 March, 2004


This meeting was held in Singapore after the Museum Hopping conference.

Minutes below:

 Minutes ASEMUS 6th Executive Committee Meeting

Singapore March 3rd and 5th 2004

 Participants: Brian Durrans, Chulamanee Chartsuwan, Chong Phil Choe, Corazon Alvina (on the 5th, vice-chair), Eva Gesang-Karlström, Kenson Kwok, Steven Engelsman (chair), Stéphane Martin, Karl Magnusson (secr.). Mrs Zhou Yanqun represented Chen Xiejun at the meeting on the 5th. Regrets: Chen Xiejun, Juan I. Vidarte and Uchida Hiroyasu. Vernetta Belarmino, Marie Le Sourd (ASEF) and John Perkins (CIMI) were standbys during the meetings.

 1. Previous meeting

Minutes from previous meeting in Shanghai adopted with one minor amendment regarding Brian Durrans’ formal position at BM.

 2. ExCom. issues

a) Unfortunately Juan I. Vidarte from Spain have been unable to attend all ExCom meetings so far. The Chairman of ExCom will contact him and discuss the matter.

 3. Singapore conference (results and follow up)

The contents, forms and procedures of the conference were discussed extensively. (see report from the event made by ASEF).

In addition, different ways to clarify the judicial and technical arrangements regarding the relationship between ASEMUS, ASEF and the different projects were investigated. Basically, each project that receives money needs to identify one institution within the group that becomes the main coordinator, treasurer and link to ASEMUS secretariat and ASEF administration. A set of guidelines for the projects is to be formulated by Karl and Steven assisted by Michael Ryan from Chester Beatty Library and John Perkins. Apart from technical arrangements there is also a need of some kind of code of conduct vis-à-vis partners in the network that is not directly involved in the project. For example, the concept of “sharing” (experiences, results etc) with others must be emphasized during the whole process of each specific project.

In this work the website will be a crucial tool. The National Museums of World Culture, Sweden (SMVK) has developed a project proposal on the shape and development of 2004-2006. The proposal has been sent to ASEF where it will be treated in May. If the necessary funds are supplied, the SMVK has promised to have the “new” site on the web by 1st of July this year. Finally, each project participant must secure that each respective institution have a commitment and are prepared to go ahead with the task i.e. making it possible for people to work within the ASEMUS setting.

If ASEMUS as a network is approached by a sponsor, it is the Chairman who will sign the agreement on behalf of ExCom and also commission the administration of that project to an appropriate institution within the network

Vanini at ASEF will be the main link between the projects and potential sponsors invited to “Museum Hopping”. She will also contact the different projects asking them to identify a main coordinator of each specific project. During this process she will also distribute the “guidelines” finalised by Karl and Steven.

4. Formalisation of ASEMUS

The issue of formalising ASEMUS has been discussed at almost all ExCom and ASEMUS-meetings during 2003. There has been a general agreement that a formal structure regarding membership and appointment and structure of ExCom is needed. At the meeting our Chairman, Steven Engelsman, presented a draft proposal for such an organisational model. The draft, which was distributed to all participants for discussion in plenum on the last day of the conference, has been developed with assistance of Michael Ryan.

ExCom decided on some general principles that will guide the continuing work to develop a final proposition.

– The character of ASEMUS as an open-minded, flexible and operational network under the concept of “sharing” shall remain.

– Since ASEMUS is part of the ASEM/ASEF structure, membership in the network shall be limited to institutions in the ASEM countries.

– Membership in ASEMUS shall be institutional, not personal.

– No membership-fee is to be introduced.

 Karl Magnusson will coordinate the work of finalising the document to be published on before July 1st. Before publication, ExCom members will be asked to give their final comments.

 5. ASEMUS as a network – activities and organisation 2004-2006

In order to sustain the network it is necessary to deal with issues that are embedded in the professional work of museums. Future meetings, conferences and workshops will consequently focus on topics like; “ICT and museums”, “Museums and local communities” and “Conservation traditions in Asia and Europe”. Steven and Corazon Alvina has been given the task of develop a possible programme, including some potential venues, for the coming three years. The basic outline is endorsed by ASEF and a more detailed proposition is to be circulated to ExCom by mid-April. The logic behind continuing doing such activities within the framework of a network is the possibility to get the best competence available and to share results among all members irrespective of their presence at particular meetings. Beside the thematic events, the eight ASEMUS projects launched in Singapore will eventually produce results that might be the focus of different conferences. A basic character of ASEMUS activities will also in the future be the wish and efforts to develop new mutual projects among institutions in Asia and Europe.

The major hub of information in ASEMUS is the website – This will be administered by the secretariat at the SMVK in Sweden 2004-2006. In addition ASEF has very generously offered administrative assistance for our activities, not at least upcoming events such as conferences and workshops.

 6. ICOM-Conference Seoul

The ICOM-meeting is scheduled for October 2-8th 2004. At a half-day session hosted by ICOM-ASPAC, ASEMUS will report back to the international museum community on the activities and results so far and on our plans for the future. Apart from Chong-Pil Choe who will be in Seoul as both “host and participant”, Steven, Eva and Karl confirmed their presence. Please let us know as soon as possible if you intend to go – this in order to help us develop a good programme for the ASEMUS presentation and to be able to gather for a new ExCom-meeting.

In addition we will try to convince at least one representative for each of the eight projects to be present in Seoul. This in order to do a follow-up of activities since “Museum Hopping”.

7. Next meeting

Next meeting will take place in Seoul. Date is to be confirmed when the ASEMUS presentation is scheduled in the programme.

 Karl Magnusson

Secretary of ASEMUS

Gothenburg 2004-03-11


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