Meeting Minutes

Notes from the meeting held at Queen Mary, University of London

Present: Margaret Coutts (University of Kent) (Chair), Eileen Nazha (Queen Mary), Carole Pickaver (University of Kent), Judith Preece (University of East London), Colin Smith (Surrey University), Nikki Trigg (University of Westminster), Mark Walton (for Joanne Knight, British Library)

1. Apologies

Olwen Revill (SGHMS)

2. Minutes of last meeting and matters arising

The minutes were accepted as an accurate record.

Matters arising:

Contacts list: Nikki reported that she had this in hand, currently only on her own database. Noted that we need to put this on the M25 website.

BL Focus Group: There had been meetings of two groups, both well attended. Mark reported that the BL was now looking at setting up separate groups for specific disabilities. Issues raised included: access across the piazza in front of the building, new technology, e.g. for blind users.

E-mail list: this had not yet been progressed.

3. WG Action Plan 2003/4

Margaret reported that everything on the plan was progressing, with the exception of the transcription centre. It was noted that we needed to keep a watching brief on the Disability Discrimination Act, Part 4 (SENDA), however we felt that we were up to speed with its requirements so far.

Transcription Centre - Carole had investigated RNIB transcription centres in Leeds, Peterborough, and the East Anglian regional transcription centre, based at UEA. They were now working with volunteers, and establishing a database of volunteers. They said they felt they were underused as people knew little about them, and they would welcome publicity. Discussed providing links to them on M25 website.

The development of a physical transcription centre in London was not envisaged at the moment. The possibility was discussed of setting up a network of libraries taking responsibility for transcribing their own material - this would obviate the problem of material that couldn't be moved. We should also investigate the East Anglian Centre to see if that could meet the needs of London libraries. We should also e-mail members to find out what level of demand there was, and what was currently being transcribed. Colin volunteered to look into this. [Action CS]

Margaret said she would raise it at the Steering Group and report back to this group. [Action MC]

4. Publicising the Working Group

E-mail list - Colin Smith agreed to take over responsibility for this (previously done by Mara Uzzell). [Action CS]

Links with CLAUD - Margaret would make contact as soon as possible. [Action MC]

Judith reported here that she had attended the CLAUD conference, on mental health, and would send a report on the day out to the Group. There was discussion on whether we could emulate CLAUD's success in, for example, holding regular informal meetings to discuss practical matters. Could we recruit someone from Claud to be a member of this Group?

We need to find out what e-mail lists already exist for M25 libraries. Eileen would contact Suzanne Enright's secretary about this. [Action EN]

Documents in alternative formats - our minutes and other leaflets etc. should be available in accessible formats - audio, braille, large-print, website. Eileen would find out if there is a standard basic provision. [Action EN]

5.Training Events

Mental health - discussed at the last meeting, had been put on hold for now, as difficult to find the focus for it, and a possible speaker.

Visual impairment - a session possibly to include transcription centres. Eileen would ask Paul Jarman about it. Also contact the RNIB and work out costs. Eileen and Nikki would try to establish a programme by mid-December. Aim for a training session Feb/March? [Action EN, NT]

Exchange of experience sessions would probably be welcome - considered making this a fixture probably in June. We should launch it as the first in an annual series. [Action MC]

Noted: CPD25 may not be able to offer detailed help with training events in the future.

CPD25 had plans drawn up well in advance for its training sessions for 2004/05. We should liaise with them, also keep an eye on other organisations' events so as not to conflict with them.

6. Assistive Technology

Judith had looked into their rolling programme of training for staff in assistive technology by Paul Guyver. She concluded, however, that the training was too specific to the equipment at UEL to be made generally available.

We decided that we need to find out what libraries need, whether a general awareness of the packages available or hands-on training. Discussed whether we could set up a small exhibition of the technology available.

Also discussed whether this could be tied in with a session on coordination with disability units, although different set-ups in different places made it difficult to focus. Possible training session on what is assistive technology and where is it going, inviting a disability unit person to come and speak. How to work together, who to work with? Carole would progress. [Action CP]

7. Website management (standing item)

Established that it was centrally managed, and that John Gilby was responsible for it. We should deliver up-to-date information and they would create it.

Information delivered so far:

• Contact information (needs updating)
• Minutes (need to be made complete)

Information to be delivered:

• Links to other events
• Useful links and reading
• Information on sources of funding
• Links to what British Library offers, admissions procedure, which has changed

Noted that, as a group, we need to keep the website dynamic. Information for the web page should go to Carole.

8. New publications re. SENDA and libraries (standing item)

Resource Disability portfolio is now on the web at http://www.resource.gov.uk

9. Library Access for Visitors with Disabilities and Special Needs

External readers - there was discussion of what facilities were available in individual libraries for external readers. Do we have to provide the same facilities as for our own students, or is a two-tier approach acceptable?

10. SCONUL Guidelines

The Steering Group had asked if the Group could have a look at them. Everyone should read them before the next meeting.

11. Finance

There was discussion of the handling of finances for future training events to be held by the Group. It was noted that CPD25 will no longer be able to help with training sessions as their load is too great. Therefore we need to know for the future about: setting costs, creating invoices, dealing with cancellations and refunds, banking, paying out costs, lodging profits. Further guidance on this is to be sought from the Treasurer. The Group agreed with the Steering Group's policy that it would be easier to put any profits into M25 general funds rather than deal with small amounts of money in a separate account ourselves.

12. AOB

Carole reported that extra funding had been made available from SEMLAC for libraries and museums in London. £4000 was available for access projects. EMLAR - London museums, libraries and arts organisation was running seminars on how to apply.

11. Date of next meeting

Week beginning 15th December - Eileen would contact group members to arrange the next meeting. [Now organised for 19th December 10.00 - place still to be arranged.]

EN - 5.12.03