Minutes 1 June 2007 AGM

Minutes from the M25 Consortium Annual General meeting held at
The Old Royal Naval College, Greenwich University

Friday, 1 June 2007

Present : Robert Hall (London South Bank University) Chair

Roddie Shepherd (Anglia Ruskin University); Pat Christie (University of the Arts London); Philip Payne (Birkbeck, University of London); Nick Bevan (Brunel University); Ann Badhams (Buckinghamshire Chilterns University College); Peter Ryan (Canterbury Christ Church University); Antony  Loveland (Central School of Speech and Drama); Antony Hopkins (Courtauld Institute of Art); Paul Chopra (University of East London); Mary Nixon (Goldsmiths, University of London); Ann Murphy (University of Greenwich); Chris Pedley, S.J (Heythrop College, University of London); Richard Golland (Imperial War Museum); Julie Brittain (Institute of Development Studies); Jean Yeoh (King’s College London); Julie Howell (London Metropolitan University); Christine Wise (University of London Research Library Services); Maureen Wade (London School of Economics and Political Science); Robert Hall (London South Bank University); Helen Workman (Oxford Brookes University); Brian Murphy (Queen Mary,  University Of London); Stephen Bowman (Ravensbourne College of Design & Communication); J Adam Edwards (Roehampton University); Christopher Mills (Royal Botanic Gardens, Kew); Anne Poulson (School of Oriental & African Studies); Marina Logan  Bruce (St George’s, University of London); Maire Lanigan (St Mary’s University College, Twickenham); Jenny Treherne (University of Surrey); Cath Morgan (University Of Sussex); John Wolstenholme (Thames Valley University); Elizabeth Chapman (UCL); Rosemary  Lynch (University College for the Creative Arts at Canterbury, Epsom, Farnham, Maidstone & Rochester); Douglas  Dodds (Victoria and Albert Museum).
Dave Puplett (cpd25), Genein Cox (M25 Consortium)

Apologies:

Nicky Kershaw (Anglia Ruskin University); Tim Stone (University of Bedfordshire); Mark Toole (University of Brighton); Jan Wilkinson (British Library); Di Martin (University of Hertfordshire); Mary Davies (King’s College, London); Graham Bulpitt (Kingston University); Helen Edwards (London Business School); William Marsterson (Middlesex University); Julia Munro (Reading University); Michelle Wake (School of Pharmacy); Jane Savidge (University of Surrey), Deborah Shorley (University of Sussex); Suzanne Enright (University of Westminster).

The AGM was preceded by a morning session focussed on planning for the future of the M25 Consortium. Presentations were made by two recent new members, outlining what the Consortium means to their institutions:

Download Julie Britain’s Presentation
These presentations were followed by five breakout sessions to discuss the following topics:

  • A – Resource Discovery, Collections and Access
  • B – Director Level Support
  • C – Changing roles of libraries and librarians
  • D – Use of the M25 website
  • E – Identity, Boundaries and Size of the Consortium

Download M25 Consortium’s Presentation

Feedback from the breakout groups was then provided to a plenary session of members.

 

Minutes of the afternoon Annual General Meeting

1. Apologies for absence and welcome to new members

Members were asked to note apologies.  The following members were welcomed into membership:
Antony Hopkins, newly appointed Head of Libraries at Courtauld Institute of Art

New Members
Antony Loveland, Head of Library Services at Central School of Speech and Drama
Stephen Bowman, Director of Information Services at Ravensbourne College of Design and Communication.
Dave Puplett, cpd25 administrator, was also welcomed to the meeting.

It was noted that the Trinity College of Music had withdrawn their previous application for membership.

2.  Minutes of last meeting
The minutes of the Business Meeting held at the British Library on 23 January 2007 were approved.

Matters arising

New Strategic Developments
RH reported that a number of individuals had been asked to take forward the new activities outlined at the January meeting.

AIM25 bid
RH reported that it was not yet known if the AIM25 bid to the University of London Vice Chancellor’s Development Fund had been successful. Members were reminded that the Consortium had agreed to partially fund the project.

3.  Steering Group membership
3.1
  Results of elections for Chair and for Steering Group members

Members were asked to note the following:
i)  The non-contested election of Nick Bevan, Brunel University, to the post of Chair.

ii)  The non-contested election of the following representatives to fill vacancies on the Steering Group:
–  Julie Howell, London Metropolitan University
–  Rosemary Lynch,  University College for the Creative Arts

Elected for a second term:
–  Adam Edwards, Roehampton University
–  Anne Poulson, School of Oriental and African Studies

iii)  The following members are continuing on the Steering Group without the need of re-election this year:

–  Caroline Lloyd, London School of Hygiene and Tropical Medicine
–  Frances Norton, Wellcome Library
–  Maureen Wade, London School of Economics and Political Science

iv)  The Steering Group intends to co-opt the following members this year
(but note proposal 3.2 below):
–  Mary Davies, King’s College, London
Chair, Collaboration and Partnership Working Group
–  William Marsterson, Middlesex University
Chair, Resource Discovery Working Group
–  Chair of CPD25

v)  MW reported that the Steering Group would like to thank the following outgoing members for their efforts on behalf of the Consortium :
Robert Hall; Maire Lanigan; Nicky Kershaw; Christine Wise; John Wolstenholme; Jean Yeoh.

3.2  Proposed changes to Steering Group membership arrangements

Members approved the following proposals for changes in Steering Group membership arrangements:

i)  That the Chair of CPD25 should be an ex officio officer of the Steering Group, rather than a co-opted member, as at present.

ii)  That a further three elected members should be added to the Steering Group.

iii)  That members could continue to be co-opted, for specific purposes, if required.

iv)  That a further round of elections should be held (for this year only) for the three additional members. The results would be reported to the January 2008 meeting of the Consortium. Thereafter, all elections would be held in April/May, as at present.

4.  Development planning

4.1  Members noted the revised Action Plan for 2006/07.
4.2  Planning for 2007/08

RH advised members that input from the morning’s discussions would be fed into the Consortium’s new Strategic Plan.

Action: A draft Plan would be circulated to members before the next Consortium meeting in January 2008.

5.  CPD25

5.1 CPD25 Annual Report

Jean Yeoh, outgoing Chair of CPD25, presented a progress report on CPD25.

Despite initial keen interest, no applications had been received for the Chartership work placement / exchange scheme; the scheme would be reviewed and may be re-launched.

JY reported that CPD25 had been awarded the CILIP Seal of Recognition. The M25 had been the first academic consortium to receive the award.

JY announced that the winner of the CPD25 Travel Award was Coral Black, of the University of London Research Library Services; she will attend the IFLA satellite conference in South Africa in August 2007.

An updated and extended version of the CPD25 Survey for Staff Development, last done in 2004 would be launched nationally to the SCONUL list in the summer term.

JY thanked Consortium members for their support and assistance with CPD25. Members approved a vote of thanks to JY for her sterling work in leading CPD25 since its inception.

5.2  Selection of new Chair for CPD25

Following a selection process the previous month, it was announced that the new Chair of CPD25 would be Mary Nixon of Goldsmiths College, University of London. RH congratulated MN on her appointment.

6.  Treasurer’s report

Members received a report from the Treasurer including information on:

6.1
  Update on Consortium finances
The Consortium was asked to note the following arrangements.

  •  A firm of auditors has been retained to review and advise on the Consortium’s financial arrangements for CPD25, the Systems Team and the main Consortium. A Task and Finish Group, comprising the Treasurer, Chair (or Secretary) and the new Chair of CPD25 will be set up to steer the consultancy. The intention is to complete the process by the end of 2007 and bring recommendations to the January 2008 Consortium meeting.

  • The appointment of professional auditors will be deferred until later in the calendar year as any new financial arrangements would not take effect until FY 2008/09.
    Members received an update on the Consortium’s finances. NB reported that the Consortium’s finances remained in a healthy state, with a substantial level of reserves.

6.2  Proposed budget and subscription levels for 2007/08

Members agreed the budget and subscription levels for 2007/08. NB expressed his thanks to Genein Cox for her administrative assistance and to Roy Williams for auditing the Consortium’s accounts.
The Consortium noted its thanks to NB for his excellent work as Treasurer; in particular his work in overhauling the financial records and establishing a new subscription model.

7. Consortium website
Members received a progress report on the re-design of the disaster planning pages.

MW reported that the content of the pages had been completed and they would be re-launched as the Disaster Management Toolkit. The toolkit includes a Custom Download Component which will allow selective downloading of sections of the content in Word or PDF formats. This component was undergoing final development by the design company and the toolkit was expected to go live within the next month.
RH expressed special thanks to Christine Wise and the Disaster Management working group, as well as John Gilby for the work that they had done.

8.  Members’ issues

No members’ issues had been raised.

9.  Any other business

9.i  MW reported that a bid had been submitted on behalf of the Consortium under the recent HEFCE Shared Services call. The project proposal (WAM25) was to pilot walk-in access to e-journals within a small group of M25 members, building on the research work of the HAERVI project. A response had not yet been received from HEFCE.

9.ii  Members were asked to note September 19th as the date for the next evening reception. This had been a popular and successful event in the last two years and further details about the venue would be forwarded to members  closer to the date.

9.iii  RH expressed the Consortium’s thanks to Ann Murphy and the University of Greenwich for hosting the AGM.

9.iv  RH thanked members, in particular the members of the Steering Group for their support over his four year tenure as Chair of the Consortium and congratulated NB on his appointment as his successor.
NB gave a vote of thanks to RH and highlighted the significant work that had been achieved during his term in office. He also expressed special thanks to the outgoing members of the Steering Group.

9.v  Members were asked to note the Consortium’s programme of meetings for 2007/08.
Volunteers were requested to host the Consortium meetings in June 2008 and January 2009.

Annual Networking event   19 September 2007  – Venue to be confirmed
Business Meeting    24 January 2008  – University of East London
Annual General Meeting 6 June 2008    – Venue to be confirmed