Minutes 23 January 2009 Business Meeting

Minutes from the M25 Consortium Business Meeting held at
The Orangery, Goldsmiths, University of London

Present: Nick Bevan (M25 Chair, Brunel University), Bethan Adams (St George’s, University Of London), Ann Badhams (Buckinghamshire New University), Paul Banks (City University), Helena Boreland-Testa (St Mary’s University College, Twickenham), Stephen Bowman (Ravensbourne College of Design & Communication), Emma Bull (Queen Mary,  University Of London), Pat Christie (University of the Arts London), Elizabeth Davis (Imperial College London), Helen Edwards (London Business School), J. Adam Edwards (Roehampton University), Robert Hall (London South Bank University), Julie Howell (London Metropolitan University), Nicky Kershaw (Anglia Ruskin University), Veronica Lawrence (Goldsmiths, University of London), Sandy Leitch (Kingston University), Caroline Lloyd (London School Of Hygiene & Tropical Medicine), Antony Loveland (Central School of Speech and Drama), William Marsterson (Middlesex University), Christopher Mills (Royal Botanic Gardens, Kew), Christine Muller (University of London Research Library Services), Philip Payne (Birkbeck, University of London), Stephen Pickles (Institute of Education), Ann Sainsbury (University of Westminster), Elaine Salter (University of Westminster), Colin Smith (University of Surrey), Barbara Spina (School of Oriental & African Studies), John Tuck (Royal Holloway,  University of London), Maureen Wade (London School of Economics and Political Science), Cathy Walsh (University of East London), Nicky Whitsed (The Open University In London), John Wolstenholme (Thames Valley University), Rupert Wood (University of Reading), Helen Workman (Oxford Brookes University)

In attendance: John Gilby, Genein Cox-De Sousa (M25 Consortium of Academic Libraries).

Present for the morning session: Moira Bent (Newcastle University), Cate Facey (University of Hertfordshire), Katharina  Hübschmann  (Wiener Library Institute of Contemporary History), Christine Middleton (University Of Nottingham), Cath Morgan (University of Sussex), Ann Murphy (University of Greenwich), Helen Rehen (Institute of Development Studies), Karen Senior (University of Bolton), Helen Singer (University of Hertfordshire)

Apologies: David Allen (Royal Society of Chemistry), Julie Brittain (Institute of Development Studies), Elizabeth Chapman (UCL), Mary Davies (King’s College London), Douglas  Dodds (Victoria and Albert Museum), Suzanne Enright (University of Westminster), Richard  Golland (Imperial War Museum), Peter Hassell (Royal College of Art), Antony Hopkins (Courtauld Institute of Art), Kitty Inglis (University of Sussex), Máire Lanigan (City University), Rosemary  Lynch (University for the Creative Arts), Di Martin (University of Hertfordshire), Andrew Mc Donald (University of East London), Julia Munroe (University of Reading), Mary Nixon (Goldsmiths, University of London), Frances Norton (Wellcome Library), David Pearson (University of London Research Library Services), Christopher Pedley (Heythrop College, University of London), David Perrow (School of Oriental & African Studies), Pete Ryan (Canterbury Christ Church University), Jane Savidge (University of Surrey), Martin Scarrott (St Mary’s University College), Deborah Shorley (Imperial College London), Tim Stone (University of Bedfordshire), Jean Sykes (London School of Economics and Political Science), Michelle Wake (School of Pharmacy).

The Business Meeting was preceded by a morning programme themed “Lost in Translation? – Library Services for International Students”. There were three very interesting and thought provoking presentations by regional speakers, followed by a panel discussion on the issues raised. Following lunch and before the business meeting, members also heard about the new social learning space at Royal Holloway. Presentations included the following.

Library Services for International Students
    Karen Senior – Head of the Library, University of Bolton
Moira Bent – National Learning and Teaching Fellow, Newcastle University

    Handout: SCONUL Guidelines on Library Services to International Students

Global Citizens: The International Student Experience at the University of Hertfordshire
    Helen Singer – LIS Consultant International Strategy, University of Hertfordshire LIS
Cate Facey – International Officer, University of Hertfordshire

Delivering the Dream: Providing Information Services Internationally
Christine Middleton – Head of Academic Services, University of Nottingham

tlc@bedford-Social Learning at Royal Holloway
John Tuck – Director of Library Services, Royal Holloway University of London

1. Apologies for absence and welcome to new members

Members were asked to note apologies and Nick Bevan announced and welcomed the following new M25 representatives to the Consortium.
Bethan Adams – St George’s University of London
John Tuck  – Royal Holloway University of London
Joanna Newman – The British Library
Maire Lanigan  – City University (sent apologies)
Martin Scarrott – St Mary’s University College, Twickenham (sent apologies)
David Allen   – Royal Society of Chemistry (sent apologies)
Terry Hanson – University of Brighton (sent apologies)

2.  Minutes of last meeting

The minutes of the meeting held at Kingston University on 6th June 2008, were formally approved.  There were no matters arising.

3. Chair’s Report

NB reported on the M25 Consortium’s activities since the last members’ meeting.

4.  Development Planning

4.1  Extension of current Strategic Plan to 2009/10
In presenting the 2009/10 Strategic Action Plan NB explained that since the Consortium was in the middle of some big projects, the Steering Group felt it best to extend the existing plan. The membership agreed.

Action: GCDS to update the document on the website.

5.  Update on Key Projects

5.1 Task & Finish Group on Directors’ Services

NB outlined the two key projects which the group was currently involved in. Namely the Directors’ Room and the Exchange Programme.

Directors’ Room: Details of the project specification had already been drawn up. NB announced that a new Web Services Project Officer had been appointed the previous week and was due to commence work on the Directors’ Room on his arrival.

Exchange Programme: NB stated that two events had taken place since the launch of the Exchange Programme in June, both focussing on Leadership. He advised that a third was scheduled to take place in March 2009 facilitated by Maxine Melling [Director of Learning and Information Services at Liverpool John Moores University].

NB also informed the members that Rosemary Lynch (Chair, Director Services Task Group) had given a presentation on the initiative at a CILIP UC&R event in London.

5.2  Quality Working Group

Julie Howell (Chair, Quality Working Group) invited members to feedback on a proposal submitted by the group. The proposal outlined three priority areas:
•  Delivering quality, customer focussed first line services, focusing particularly on the changing roles of front line staff
•  National Student Surveys, focusing particularly on postgraduates and international students
•  Examining the ways in which the Quality Maturity Model, currently being devised by Frankie Wilson, might be implemented.

Emma Bull (Queen Mary, UoL) supported the idea of customer focussed first line services as a area of urgency for her.

JH also announced that there were currently vacancies in the group and invited members to volunteer themselves or members of staff who had a particular interest in quality issues.

5.3  WAM25

Members noted an update report on the WAM25 project which stated that the Feasibility Study had been completed and in response, HEFCE offered the Consortium less funding than had been originally sought (the implication being that the remaining funding be sought elsewhere). The WAM25 Steering Group was due to meet in early February to agree options and the way forward.

5.4  AIM25

Members were informed that work funded by the Consortium as part of the AIM25 development project had been completed. As a result of this users searching the InforM25 “Search catalogues” service (for subject and keyword search types only) will also be offered a link to AIM25 search results for archive collection descriptions. NB thanked John Gilby for his role in making this possible.

6.  Treasurer’s Report

Members received a report from Caroline Lloyd of the audited accounts for 2007/08. CL reiterated the fact that from 1st August 2008 the Consortium began operating as a single financial entity and stated that the consolidated accounts would be audited by a commercial auditing company from 2008/09 onward. Special commendation and thanks was given to Roy Williams for having undertaken the task of auditing the accounts for the past 6 years.

7. Constitutional Issues

Members received a progress report on the application for charitable status. It was reported that the Consortium needed to be incorporated as a company with Companies House before it could register the organisation. The Charities Commission suggested a few amendments to the Memorandum of Association and these were recommended to the members for approval.
The members agreed to the changes. Nicky Kershaw proposed that the amendments be approved, seconded by Maureen Wade.

Action: GCDS to amend documents on the website.

8.  June AGM theme

Members agreed to the proposed theme of learning environments and learning spaces for the June 2009 annual general meeting. Adam Edwards invited members to contact him with recommendations for speakers.

Helen Workman suggested that it would be particularly useful to invite suppliers recommend by members for this theme.

9.  Membership

Members received a proposal to admit the Science Museum library as a member of the Consortium. The members agreed to their membership. John Wolstenholme proposed that they should be accepted, seconded by Stephen Bowman.

Action: Adam Edwards to contact the Science Museum library and formally invite them into membership.

10. Members’ Issues

No members’ issues had been notified.

11.  Any other business

Members were asked to note the date of the 2009 AGM on  18th June 2009 at Imperial College. Members were invited to volunteer to host the January 2010 and June 2010 business meetings.

Genein Cox-De Sousa
M25 Administrator