Governance Minutes and Agendas of Consortium Meetings 27 January 2006 Business Meeting Minutes
| 27 January 2006 Business Meeting Minutes |
Minutes from the M25 Consortium Business meeting held at the Women’s Library, London.Present: Robert Hall (University of Surrey) – Chair Carole Pickaver (University of Kent), Mark Toole (University of Brighton), Joanna Bowring (British Museum), Chris Pedley (Heythrop College, University of London), Peter Godwin (London South Bank University), Julie Howell (London Metropolitan University), Ann Murphy (University of Greenwich), Deborah Shorley (University of Sussex), Sarah Gerrard (Royal Holloway), Suzanne Enright (University of Westminster), Anne Poulson (SOAS), Paul Chopra (University of East London), John Gilby (M25 Systems Team), Mary Wilkinson (Imperial War Museum), Maureen Wade (London School of Economics & Political Science) William Marsterson (Middlesex University), Ann Badhams (Buckinghamshire Chilterns University College), Jean Yeoh (King’s College, London), Sue Price (Courtauld Institute of Art), Douglas Dodds (Victoria & Albert Museum), Liz Chapman (UCL), Brian Murphy (Queen Mary, University of London), Graham Bulpitt (Kingston University), Philip Payne (Birkbeck College), Marina Logan Bruce (St George’s, University of London), John Wolstenholme (Thames Valley University), Madura Rasaratnam (M25 Consortium Administrative Assistant), Maretha Allwright (Natural History Museum), Liz Harris (City University), Pat Christie (University of the Arts London), Mary Nixon (Goldsmiths), Ben Taplin (British Museum). Annick Ireland (British Library) was in attendance for the morning programme. Apologies Clare Jenkins (Imperial College), Michelle Wake (School of Pharmacy), Jackie Lord (Royal College of Nursing), Nick Bevan (Brunel University), Julia Munro (University of Reading), Graham Higley (Natural History Museum), Nicky Kershaw (Anglia Ruskin University), David Pearson (University of London Research Library Services), Fiona Ainsworth (Royal Botanical Gardens, Kew), Helen Fletcher, (Buckinghamshire Chilterns University College), Christine Wise (University of London Research Library Services), Di Martin (University of Hertfordshire), Mary Davies (King's College, London), Richard Golland (Imperial War Museum), Peter Ryan (Canterbury Christ Church University College), Peter Hassell (Royal College of Art), Andrew McDonald (University of East London), Caroline Lloyd (London School of Hygiene & Tropical Medicine), Adam Edwards (Roehampton University) The Business meeting was preceded by a morning session of presentations from the following speakers: Michael Reynier, Deputy Director, London Higher on the organisations strategic direction and the role that academic and research libraries could play. Stéphane Goldstein, Research Information Network on the activities of the RIN and its future plans Julia Chruszcz, Director, MIMAS on recent developments with the COPAC service and an overview of forthcoming new features Mike Mertens, Deputy Executive Director & Data Services Manager, CURL on the past and future development of the CURL database Brian Murphy, Director of Information Services, Queen Mary University of London & Collaboration and Partnership Working Group gave an update of the group’s activities. William Marsterson, Pro Vice-Chancellor, Head of Learning Resources & University Librarian, Middlesex University and Chair, Resource Discover Working Group gave an update of the group’s activities. John Gilby, M25 Systems Team, gave a report on usage statistics for the Inform25 suite of services.
1. Apologies for absence and welcome to new membersPat Christie , Acting Director of Library and Learning Resources at University of the Arts, Julie Howell, Head of Library Services, London Metropolitan University, Liz Chapman, Deputy Director of Library Services, UCL and Stephen Pickles, Head of Library Services, Institute of Education were welcomed as the new M25 Representatives for their institutions. It was noted that Peter Ryan had recently been appointed Head of Library Services at Canterbury Christ Church University and Carole Pickaver as Head of Library Services, University of Kent at Canterbury. Members also recorded their thanks to the Women’s Library for providing the venue. 2. Approval of MinutesThe minutes from the Consortium’s AGM held on Friday 10 June at the Royal College of Nursing were approved. 3. New Website3.1 Maire Lanigan, Chair of the Web Review Panel, presented a report on the Panel’s work and previewed the new M25 Consortium and CPD25 websites which will be formally launched in February. She noted that the new Inform25 website will be launched in the summer. The Panel, consisting of Máire Lanigan, John Gilby, Madura Rasaratnam, Maureen Wade and Jean Yeoh had agreed the objective of creating three different websites bearing a family resemblance. At the initial stages the panel had considered the audiences and purposes of the new website. In answer to questions MW noted that students and researchers were not expected to use either the main Consortium or cpd25 For example students and researchers were not expected to use either the main Consortium or cpd25 sites but would be signposted directly to the Inform25 site through their home websites ] ML thanked Toby Bainton from SCONUL for his assistance in drafting the specification and Mike Mertens at CURL for recommending the designers that the panel chose to carry out the work The previewed sites were well received and Robert Hall thanked the members of the panel for their work. The new sites were well received and Robert Hall thanked the members of the panel for their work. 4. Membership Issues4.i Membership categories and eligibility criteria Members were presented with proposals for streamlining and establishing eligibility criteria for membership categories. The proposals covered geographical area, institution sector and mission and the different characteristics and obligations of full and associate members. Members accepted the proposal that the Consortium’s membership area should be congruent with the boundaries of the London, Eastern and South – Eastern Regional Development Agencies. Members also agreed that membership should be restricted to Higher Education libraries and libraries with a research focus and should for the time being exclude public libraries and Further Education Libraries. The policy that members cannot opt out of specific services will be maintained and it was agreed that the inclusion of institutional catalogues to Inform25 will be judged in terms of costs and benefits to the Consortium. It was agreed that Associate Members would pay half the normal subscription rate (calculated according to JISC banding or the equivalent for non-HEFCE members) and pay a higher rate and receive lower priority in cpd25 bookings. Associate members would also not be eligible for borrowing under the M25 Access and Borrowing scheme and would not benefit from the Mutual Support Agreement. It was further agreed that Associate Member status would not be open to institutions eligible for full membership and would only be extended to institutions that cannot join as full members but are judged to be eligible for association with the Consortium. Members agreed to adopt the proposals and it was noted that most of the recommendations were clarifying and confirming the Consortium’s existing practices. 4.ii Rights and Responsibilities Document Members received an amended version ofthe Rights and Responsibilities document that was consistent with the proposals to streamline membership categories and eligibility criteria. The document was approved and it was noted that the new website should have an easily accessible document outlining the benefits of membership and the process for applying. 4.iii New member applications The following institutions were approved for full membership: Institute of Development Studies, Wiener Library, Oxford Brookes University and University College for the Creative Arts. 5. Working Groups
5.i Resource Discovery Working Group Members noted the publication of the report ‘Planning for future Resource Discovery Needs’ in July 2005. The report recommended that the Inform25 suite of services be continued and that future planning should begin with an evaluation of usage statistics. It was further suggested that the RDWG actively pursue catalogue enrichment by adding specialist collections and collections of recorded music, film and printed music. William Marsterson reported that the enrichment work would not be an additional cost to members and initial discussions had been held with the LLDA to discuss possible funding. It was noted that some specialist collections, such as those at the British Film Institute, could also be added to services such as What’s in London’s Libraries (WiLL).
5.ii Update from the M25 Systems Team John Gilby reported that new server hardware had been installed for the M25 websites and the content management software for the new website had also been installed. The new Inform25 website, to be launched in the summer would also have its own domain. He commented that many Z server hardware upgrades recently had resulted in faster search times. Also a number of library systems are now able to accept Bath Profile search types and it is planned to change the InforM25 search types accordingly. Members were also asked to ensure that they checked entries for their institutions on InforM25 and confirm with the Systems Team that the details were correct. 6. Collaborative Journals Store Members noted the final report of the feasibility study for a collaborative journals store (CoolPerStor), jointly funded by the Consortium and the University of London Libraries Committee. It was noted that the report was conceptually well thought out and provided useful costings of a collaborative store and potential cost savings. The report was particularly useful for member institutions that would not be participating in the CURL/BL initiative to create a National Research Reserve. The study’s findings could also be used to assist in planning for the NRR. Members recorded their thanks to the Project Officer Sarah Dodgson for all her work on the study and noted the high quality of the final report. 7. Development Planning Members received the Action Plan for 2005/6 that sets out how the Consortium will meet the objectives contained in the Strategic Plan 2005/6 – 2008/9. The Plan was approved and it was noted that a more developed version would be presented at the June AGM as this was the first year of operation for the new Strategic and Action Plans
8. Treasurer’s Report In the absence of the Treasurer, the Report was presented by the Chair. 8.i Draft Accounts 2004/5 Members received the draft accounts for 2004/5. The Accounts show the Consortium to be in a good financial position and it was noted that subscription charges are likely to remain unchanged next year. Roy Williams has agreed to audit the accounts and a final version would be available at the June AGM 8.ii Streamlining Subscription Charges for HEFCE and non HEFCE members. Members adopted proposals to streamline subscription charges for HEFCE and non-HEFCE members by mapping non – HEFCE members onto JISC bands. Library staff numbers will be used to place institutions into JISC bands as this is a plausible indication of the extent to which an institution will use the Consortium’s services. 8.iii Recommendations on funding of the M25 Systems Team Members approved the Steering Group’s recommendation to continue funding of the M25 Systems Team for a further two years. In answer to a question, RH confirmed that external funding opportunities continued to be sought, to help support the work of the Team. 9. Members’ IssuesThere were no issues raised by members 10. Any other business
10.i It was noted that the Consortium had held an evening reception in November 2005 at SOAS that was a success. A similar event was being planned for September 2006 and member institutions, particularly those with gardens were asked to volunteer venues. 10.ii Members noted the programme of meetings for 2006/7 and were asked to volunteer venues for the January 2007 Business meeting and June 2007 AGM.
Maureen Wade
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