Steering Group Meeting Minutes
Note: the following minutes are unapproved and will be formally agreed at the next meeting of the Steering Group.
Notes from the meeting held at the London School of Economics
Present: Robert Hall, J. Adam Edwards, Mary Davies, Nicky Kershaw, Christine Wise, Jean Yeoh, Maire Lanigan, Maureen Wade, William Marsterson, Madura Rasaratnam
1. Apologies
Apologies from Graham Bulpitt, Anne Poulson, Nick Bevan, John Wolstenholme and Michael Clarke were noted.
2. Minutes
2.i The minutes from the Steering Group meeting held on 26 July 2005 were approved.
2.ii Matters arising not otherwise on the agenda
2.iia It was agreed that an evening reception to facilitate networking would be held at the Brunei Gallery in SOAS on Thursday 17 November. M25 Representatives would be invited to attend along with a member of staff from their institution. NK's suggestion that members of the Working Groups should also be invited was accepted.
2.iib MW reported that she was following up the progress of the Student Centred Task and Finish Group.
3. Regional Update
3.i Members received a report from Michael Clarke and Fiona O'Brien on the LLDA and related regional developments.
4. Membership Categories
4.i MW presented a paper outlining the proposals agreed by the sub - group to streamline membership categories and establish eligibility criteria for membership.
The proposals clarified the geographical boundaries of the Consortium, the institutional characteristics required for membership and the differences in the rights and obligations of full and associate members. Members discussed the criteria used to differentiate between Associate Members and Full Members and agreed that Associate Members should pay a higher fee for CPD25 events and receive a lower priority in booking for oversubscribed courses. It was also agreed that Associate Members would be expected to participate in the Consortium's Access arrangements but would not be entitled to borrow from member institutions that offered both access and borrowing. Associate Members would also not be entitled to participate in the Mutual Support Agreement. It was noted that the Rights and Responsibilities document would also have to be ammended. (Action:MW)
It was agreed that the proposals with the clarifications that were noted would be submitted for approval at the January 2006 Business Meeting.
4.ii It was noted that the following institutions had expressed an interest in membership of the Consortium: Institute of Development Studies, Oxford Brookes University, Rose Bruford College, Royal College of Physicians, Southamptom University, University College of Creative Arts and the Wiener Library and Holocaust Museum.
Members agreed to begin discussions on membership with all of the institutions.
5. Web Review Process
5.i ML updated the SG on the web review process. She reported that the small subset of the Web Review Group which reviewed presentations from the three organisations invited to tender had chosen a company called Five2Nine. The larger Web Review Group would meet to discuss issues such as archiving policy, the possibility of a content management system and external hosting.
It was expected that the new website would be launched at the January Business meeting.
6. Annual Report 2004-5
5.i ML reported that a draft version of the Annual Report would be available by the end of the week and asked chairs of Working Groups to submit any corrections by Tuesday 4 October. The Steering Group noted its thanks to Marysia Henty and Frances Norton from the Advocacy Working Group for their work in producing the report. It was agreed that the Annual Report would be sent to external partners and organisations that the Consortium wanted to influence. (The following individuals and agencies were suggested as additions to the mailing list for last year's annual report: Ken Livingstone, Lynne Brown MP, the London Assembly; the Education Select Committee and the Minister for Libraries)(Action: MW & MR)
7. January 2006 Business Meeting
7.i MW reported that Mike Mertens from CURL and Michael Jubb from the Research Information Network had agreed to speak at the January Business Meeting and that the possibility of a speaker from London Higher was being explored. It was agreed that there would be presentations from the Collaboration and Partnership Working Group and the Resource Discovery Working Group while the launch of the new website would be in either the morning or afternoon programme depending on the total number of speakers.
Ideas for increasing awareness of the website were discussed and members agreed to adopt CW's suggestion of a quiz on the content with a small prize to be awarded to the winner.
8. Development Planning
8.i MW and MR presented a proposal for the layout of the Action Plan for 2005-6 including content that had been received from chairs of Working Groups. The new layout was adopted and members agreed to submit all comments, corrections and any remaining content by Friday 4 November. (Action: All)
9. E-Bulletin
9.i The deadline for the quarterly E-bulletin on Tuesday 15 November was noted. Suggestions for content were discussed and members agreed to submit articles and notices by Friday 4 November. (Action: All)
10. Publication of minutes
10.i Members discussed suggested guidelines to standardise the timing and reporting of minutes from Steering Group and Working Groups' meetings. It was agreed that the proposals would be adopted and that Chairs of Working Groups would discuss the implementation with their members. (Action: Chairs of Working Groups)
11. Reports from Working Groups
11.i Reports from the following Working Groups were noted: Advocacy, Collaboration and Partnership, CPD25, Disaster Management, Quality and Resource Discovery.
12. Any other business
12.i No other business was raised.
13. Programme of meetings for 2005-6
13.i Members noted the programme of Steering Group meetings for 2005-6 and were asked to volunteer venues.
- Thursday 8 December 2005
- Thursday 9 March 2006
- Thursday 4 May 2006
- Thursday 6 July 2006 (University of London Research Library Services)
13.ii Full consortium: all day meetings commencing at 10am
- Friday 27 January 2006 (Women's Library, London Metropolitan University)
- Friday 9 June (Brighton University)
Maureen Wade
Secretary
6 October 2005
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