Steering Group Meeting Minutes

Notes from the meeting held at the London School of Economics

Present: Maire Lanigan, Jean Yeoh, William Marsterson, Anne Poulson, Robert Hall, Mary Davies, Nick Bevan, John Wolstenholme, Maureen Wade, Graham Bulpitt, J. Adam Edwards, Madura Rasaratnam

Michael Clarke was in attendance for item 3.i.

1. Apologies for absence and welcome to new members

J. Adam Edwards was welcomed to the Steering Group and apologies from Nicky Kershaw, Christine Wise and Caroline Lloyd were noted.

2. Minutes

2.i The minutes from the Steering Group meeting held on 5 May 2005 were approved.

2.ia The minutes from the Consortium AGM held on 10 June 2005 were approved.

2.ii Matters arising not otherwise on the agenda

2.iia The deadline of 31st July for submissions from Working Group chairs for the Annual Report was noted.

2.iib Proposals for an event to facilitate networking amongst members of the Consortium, particularly those new to the region were discussed. It was agreed that November was a good time for the first such event and MW and MR agreed to bring firm proposals to the next SG meeting, to be held at the end of September. The suggestion from WM that a summer event be held in an outdoor venue was well received and it was agreed that this proposal, alongside the possibility of interesting speakers would be considered for future dates. (Action: MW & MR)

2.iic The programme of speakers and topics for the January 2006 Business meeting was discussed. Suggestions included: John Gilby from the M25 Systems Team to discuss Web Usage Statistics; Michael Jubb, Director of the Research Information Network; The Vice Chancellor of Middlesex University; Speakers from London Higher; the use of Surveys in Quality Management. It was noted that the launch of the redesigned website is also scheduled for the January meeting.

2.iid It was noted that the Consortium's bid, led by UCL, to the JISC call on institutional repositories had been unsuccessful. However, JISC had commented favourably on the bid and it was possible that a proposal could be successful in a second call.

3. Regional Update

3.i MC updated members on the LLDA and related regional developments. It was noted that a joint LLDA and M25 Consortium event on London as a Knowledge City had been rescheduled from June to early January 2006. He reported that the LLDA's work plan for 2004-5 would be released at the end of September and was still open to comment. He also reported that due to the efforts of his predecessor, Jemima Johnstone, the Agency had been able to meet the levels of reserves recommended by its treasurer and had an operating surplus last year.

4. Membership Categories

4.i Members received a paper from CL on the M25 Access and Borrowing Scheme. The proposals outlined in the paper on the implications of the changes in membership categories for the scheme prompted a wide - ranging discussion on the growing diversity of organisations within the Consortium. Members agreed to hold a special meeting to discuss the issue early in the next academic year. NB, RH and MW agreed to draft a paper outlining different proposals to streamline membership categories prior to the meeting and members of the SG were also asked to forward suggestions. (Action: NB, RH & MW)

4.ii It was agreed that changes to the Rights and Responsibilities document should be deferred until agreement had been reached on membership categories.

5. Student Centred Task and Finish Group

5.i It was noted that the remit of the Student Centred Task and Finish Group had been agreed at the June Consortium meeting. The members of the group are Caroline Lloyd (London School of Hygiene and Tropical Medicine), Stan Smith (Institute of Education), Roy Williams (London Metropolitan University) and Andrew McDonald (University of East London) will be chairing the group. MW agreed to contact the chair and it was noted that the group's schedule of meetings and plan of work will be reported at the next SG meeting in September. (Action: MW)

6. Development Planning

6.i The Action Plan for 2005/6 would be organised according to the aims and objectives set out in the Strategic Plan. It was agreed that the Working Group chairs would map their planned objectives and areas of work to this framework by the first week of September. It was also agreed that for future years the action plans of the Working Groups, including the expected costs, should coincide with the financial cycle. (Action: all Working Group Chairs)

7. Financial issues

7.i NB reported that a non - HEFCE member queried the basis of their subscription level; it was agreed that this issue should be looked at as part of the membership categories review. NB also confirmed that sufficient funds were available to meet the increased costs for the 2004/5 Annual Report, as indicated by ML.

8. Reports from Working Groups

8.i Reports were noted from the following Working Groups: Advocacy, CPD25, Collaboration and Partnership, Disabled and Special Needs, Disaster Management, Quality, Resource Discovery, M25 Consortium and London Health Libraries Joint Working Group.

9. Any other business

9.i It was noted that the results of the joint University of London/M25 Consortium collaborative store feasibility study should be available by September.

10. Programme of meetings for 2005/6

10.i Steering Group

• Thursday 29 September 2005
• Thursday 8 December 2005
• Thursday 9 March 2006
• Thursday 4 May 2006
• Thursday 6 July 2006

10.ii Full Consortium: All day meetings commencing at 10am

• Friday 27 January 2006 (Women's Library, London Metropolitan University)
• June 2006 (Brighton University)

Maureen Wade
Secretary
28 July 2005