Marketing & Communications Working Group Minutes

Minutes for the meeting held on 20 September 2007 at SOAS. 

Present: Genein Cox-DeSousa (LSE), Frances Norton (Wellcome Library & Chair), Barbara Spina (SOAS) Catherine Walsh (University of East London & Secretary)

Apologies: Apologies were received from Lisa Jolliffe (British Library for Development Studies), Maire Lanigan (St Mary’s)

1. Welcome and Membership Update

Maire Lanigan sent her apologies and informed us of her resignation from the group. FN expressed the group’s thanks for all Maire’s work as chair.
• Agreed that the group needs to seek new members and GC suggested one possible candidate. Details will be sent to FN for consideration.
• Agreed that GC would update the group membership page on the website

2. Minutes and Matters arising from the previous meeting 19 July 2007

The minutes were agreed as an accurate and true record of the meeting.

• Action 2.1 institutional representatives’ names had been confirmed.
• Action 2.2 Branded evaluation form required for the January members day.
• Action: CW/GC to work on this and bring to November meeting
• Agreed GC to seek feedback about the M25 networking event which took place on 19th September.

It was proposed that sending a physical invitation card might encourage more people to attend the networking event next year. The group thought that a slightly earlier date in September might be appropriate for next year’s event - perhaps 12th September 2008. The date needs to be agreed by the Steering Group. FN to take forward with SG

3. Feedback from Steering Group

FN reported on the Steering Group Meeting of 19th September.

Nick Bevan has defined more clearly the terms of reference for the various working groups and M&CWG need to match our action plan against these.

The SG has asked for a business case to support the proposal for an annual prize.
• Action: group to work on an options paper and discuss at our November meeting. LJ to be asked whether she would do the initial draft paper.

SG asked about the use of photographs taken for the Annual Report and at social events. Annual Report photographs can be licensed for 1 year for a fee. Agreed these should be made available for use by all members and should be accessible via the M25 website.
• Action: CW to talk to Ocean about providing low resolution images for web site viewing and higher resolution ‘on demand’.

• Agreed GC to commission an A5 branded notepad for use at M25/CPD25 events, ready for the January members’ day. A run of 3000 was agreed.
• Action: GC to organise and to source and cost branded pens.

 The group confirmed the dates and venues of forthcoming M&CWG meetings.

Quality Group – Julie Howell is the new chair.
London Health Group – this is to be dissolved and will be incorporated into the Collaboration & Partnership Working Group.

January Members’ Day – the programme for the day will have a research theme with presentations on 3 special collections from the Women’s Library, the Women’s Art Library and the Weiner Institute. FN proposed that a single piece of publicity from each be included in the pack for the day - to follow nearer the time.

4. Annual Review

The photography has been completed and text now needs proofreading.
Action: BS to proofread

We discussed a number of changes to the layout and text and these will be fed back to Ocean

Action: GC to send CW new images of M25 staff and up-to-date back cover listing of members
Action: CW to meet Steven from Ocean in the week beginning 24th September to go over the proposed changes.

The final proof will need to be checked by Nick Bevan before production. The report should be ready for mailing out before the end of October.

Action: CW to email MW for covering letter for distribution.
Action: CW to update the procedures document to pass on to BS for production of the 07 Report.

5. Work plan: audiences and responsibilities

The group identified the audiences for each section of the work plan.
 Action: FN to update and insert into new template being used for all Consortium work plans.

6. E Newsletter

GC has this in hand. BS will add a paragraph on special collections at SOAS.

7. Any Other Business

M25 Christmas Card – Action: FN to contact Ocean about design and production. The group agreed on a run of 100 with Chair’s signature.

Prize – Action: FN to draft options for SG with initial input from LJ

Minutes by CW