Steering Group Meeting Minutes

Notes from the meeting held at the London School of Economics

Present:Nick Bevan (Treasurer, in the chair), Maureen Wade (Secretary), Graham Bulpitt,
Mary Davies, Nicky Kershaw, Maire Lanigan, Madurika Rasaratnam, Jean Yeoh.

Caroline Lloyd was in attendance for item 2.2.1 and Fiona O' Brien was in attendance for item 3

1. Apologies:

Margaret Coutts, Robert Hall, Di Martin, Christine Wise, John Wolstenholme

2. Minutes

2.1 The minutes of the Steering Group meeting held on 1 July 2004 were approved.

2.2 Matters arising from the minutes not otherwise on the agenda.

2.2.1 CL presented a report updating the SG on the M25 Access and Borrowing Scheme. John Gilby has added information about the scheme to the InforM25 web page under 'Using Libraries in the M25 Consortium.' It contains a link to a page with more detail about the scheme. Only the Royal Veterinary College has yet to confirm whether or not it will participate. CL noted that it was a short report as usage of the scheme had not been heavy.

2.2.2 On behalf of the M25 Consortium, RH had sent comments on the University of London Information Strategy to the chair of the University Libraries Committee. JY noted that the final report would follow the completion of a consultant's report on the University of London's Central Services at Christmas.

2.2.3 ML reported that the Advocacy Working Group (AWG) had been asked to publicise the updated Disaster Control Plan by the Disaster Management Working Group (DMWG). It was agreed that in general the Working Groups would provide content for publicity material whilst the AWG would locate publications in which to place publicity material, maintain a consistent corporate image across the Consortium's publications and co-ordinate the advocacy related activity of all the working groups.The AWG's new members were also noted: Frances Norton (Wellcome Library), Ewan Mathieson (King's College London) and Marysia Henty (London School of Economics).

2.2.4. MW reported that further feedback from members had been added to the Rights and Responsibilities document and the final version of the word document would be distributed by e-mail to SG members and the document put up on the website. (Action MW & MR)

2.2.5 It was reported that the Creative Arts Working Group had been disbanded and the SG thanked all members of the group and particularly Doug Dodds for his work as chair and as a member of the SG.

3. Regional Issues

3.1 Fiona O' Brien presented a report updating the SG on the LLDA and related issues. With reference to a planned London Portal being considered under the Information, Citizenship and ICT agenda, FOB said that discussions had been held with the GLA on the potential for the WiLL service to be part of the initial core portal. NB noted that as a minimum there should be a link to the M25 web page from the London Portal.

FOB reported that the LLDA is proposing to reconvene the ICT steering group, to meet two or three times over the next six to eight months and suggested RH as the representative for the M25. NB said that he would refer this to RH. (Action NB)

FOB noted that the ongoing review of all regional agencies would affect the LLDA with reference to the work it does for the ALM, current projects such as WiLL, LLiL, business information and reader development work would not be affected this financial year. However the LLDA rigorously pursues external funding in addition to its core income from subscriptions.

FOB asked if any M25 members were involved in bids the European Social Fund. MW agreed to e-mail members a request for information. (Action MW)

4. Financial Issues

4.1 NB updated the SG on financial issues. The accounts would be completed by the end of December, audited and then brought to a meeting in January. The target for the current financial year is a balanced budget. MR is about to send out the invoices for 2004/05. (Action MR)

4.2 It was agreed that the Consortium would adopt SCONUL's guidelines for calculating expenses.

5. Feasibility Study into London Collaborative Store

5.1 MW presented the proposal for a Feasibility Study on a collaborative journals store for the University of London, which was being joint funded by the M25 and the ULC.

It was agreed that the question of which M25 libraries would be included in the feasibility study would be put on the agenda for the next SG meeting. (Action: MW/MR)

6. Topics for full Consortium Meeting

6.1 It was agreed that regionalism was an important theme that was clearly a priority for the government and its funding authorities. It was accepted that this theme would be of interest and concern to members. As such a presentation by London Higher on collaboration was noted as a possible item for the agenda of the full consortium meeting in June. GB said that he could find a speaker if required.

It was also agreed that a presentation from public libraries on how they were coping with the regional agenda would also be of relevance. Julia Newton, the President of the ALCL was identified as a possible speaker and MD agreed to have preliminary discussions with JN on the agenda for the presentation. (Action MD)

In principle it was accepted that each Consortium meeting should have one or two presentations by Working Groups on projects they have been involved in over the previous year. Other topics suggested included: marketing of library services; RLN (for June meeting) and collaborative storage solutions.

7. Review of Website

7.1 ML presented a briefing paper on reviewing the M25 web site.

The SG agreed to establish a Web Review Group. It was accepted that the group should be chaired by ML as chair of the AWG and include either the Chair or the Secretary of the SG to reflect the Consortium - wide implications of the website. The group could also include representation from the Resource Discovery Working Group (RDWG), CPD25 and the M25 Systems Team. It was accepted in principle that the membership of the group may be varied as appropriate from Stage One (Identifying Issues) to Stage Two (Implementation) and that members could be co-opted for specific meetings.

The WRG will meet and discuss the remit of the web review process and report back to the 9 December SG meeting on the consultancy work that is to be procured.

The AGM in June 2005 was agreed as an appropriate deadline for the launch of the new website.

8. CPD25

8.1 Jean Yeoh presented a report updating the SG on the activities of CPD25

The increased activity and success of CPD 25 was noted. It was felt that an evaluation of CPD25, as proposed in the initial Business Plan, would not provide any new information given the continuous evaluation conducted by CPD 25 on events. The SG considered that CPD 25 was an obvious success and thanked JY and other members of CPD 25 for their work.

9. Constitutional and Membership issues.

9.1 MW reported ongoing discussions with the LSE on establishing the LSE as the official address for the M25 Consortium in its bid for charitable status. NB reported that discussions that he and RH had held with SCONUL officers indicated that there were some benefits and no real drawbacks to charitable status. Bidding for certain types of funding was easier for charities. However, it was undecided as to whether the costs and time involved in the application process were justifiable. It was agreed that RH should keep under review the decision to apply for charitable status. (Action: RH)

9.2 It was felt that the eligibility criteria for Observer Status required clarification. The issue of Observer Status would be put to the members at the AGM in June following a discussion at the SG meetings in March and May. It was also agreed that another category of Associate Member (AM) should be considered and if approved by the SG, proposed at the AGM in June.

9.3 MD reported that the Collaboration and Partnership Working Group (CPWG) had considered a request for membership from the Institute of Electrical Engineers that had been forwarded by MW. It was agreed that preliminary discussions between the CPWG and the IEE should be on the basis of the updated Rights and Responsibilities document and note the ongoing review of the categories of membership. (Action MD).

9.4 It was agreed that the Buddy list should be replaced by a programme through which new representatives and new members would be welcomed and briefed by SG members who were geographically close to the new members' institutions. It was accepted that a list of new M25 representatives would be maintained and relevant members of the SG would be informed when necessary to welcome and brief new representatives and new members. (Action MR)

10. Items for Report

10.1 Reports from the following WG's were noted: AWG, CPWG, Disability and Special Needs Working Group, DMWG, Quality Working Group, Student Services Working Group and Resource Discovery Working Group.

11. Any other Business

11.1 MW reported that RH had attended a Regional Collaboration meeting in Cardiff on behalf of the M25; MW, NK and DM had also attended the meeting on behalf of their institutions.

11.2 It was agreed that headed notepaper and compliments slips for the Consortium would be procured. (Action MR)

12. The programme for meetings in 2004/05 was confirmed.

12.1 Steering Group

• Thursday 9 December 2004 at Senate House (University of London Research Library Services.)
• Thursday 10 March 2005 (King's College)
• Thursday 5 May 2005 ( King's College)
• Thursday 7 July 2005 at Senate House ( University of London Research Library Services)

12.2 Working Groups' meetings - It was agreed (subject to approval by RH) that the Working Groups' meeting should be subsumed into the SG meeting in future. Members should still meet for lunch beforehand as this would provide an opportunity for informal discussion of Working Group issues before the formal SG meeting.

12.3 Full Consortium: all day meeting commencing at 10.00 a.m

• 28 January 2005 ( City University Business School )
• 10 June 2005 (Royal College of Nursing)

N.B Change of date of June meeting

Maureen Wade
Secretary
26 October 2004