Site map
| Steering Group Thursday 6 July 2006 |
Steering Group Meeting MinutesNotes from the meeting held at Dr. Seng Tee Lee Centre for Manuscript and Book Studies, Senate House Library Present: Robert Hall, Nick Bevan, Maureen Wade, John Wolstenholme, Maire Lanigan, Christine Wise, J. Adam Edwards, Caroline Lloyd, William Marsterson, Nicky Kershaw and Madura Rasaratnam Michael Clarke (LLDA) was in attendance for item 2 and John Gilby (M25 Systems Team) was in attendance for item 8. 1. Apologies and welcome to new members 1.i The following apologies were noted: Jean Yeoh, Anne Poulson, Frances Norton, Mary Davies. 1.ii Caroline Lloyd and Frances Norton were welcomed as new members to the Steering Group 2. Regional Collaboration (LLDA) MC reported that the LLDA had been invited to a seminar by Mark Field MP, shadow culture spokesman, on the future of libraries. Speakers included Lynne Brindley, the chief executive of the British Library and three local authority chief librarians. Although the focus of the seminar was public libraries, MC noted that collaboration with the M25 Consortium was raised in a letter to Mark Field drafted by the LLDA. The final visioning document for the cultural sector’s role in London 2012, produced by consultants at MLA London, will be agreed in July. Participating libraries, including HE and research libraries, can be host venues for cultural activities or act as information and resource centres. MC will be speaking to Mary Davies about extending the scope of the joint LLDA / M25 conference to be held probably in November 2006. The LLDA have commissioned consultants to produce a feasibility study for a single membership card for London’s libraries. MW and JW suggested that cards with spare chips, to provide space for institutional requirements, should be investigated. The final report will be made available in October. Ann Sainsbury (University of Westminster) is the contact on the project for Consortium members. A working group on the project to improve homeless peoples’ access to books and literacy has met. Consortium members with academic expertise within their institutions on homelessness, cultural identity and literacy were asked to contact MC. 3. Minutes 3.i The minutes from the Steering Group meeting held on Thursday 4 May were approved. 3.ii Matters Arising Institutional Repositories: WM reported that there was little scope for a Consortial bid in the most recent JISC call for proposals on institutional repositories. A further call was expected later on in the year and WM will report back to the SG on the possibility of a regional bid. Annual Report Update: ML reminded chairs of Working Groups that their content for the Annual Report should have been submitted to Frances Norton and Mary Nixon by the end of June. She reported that production of the report was progressing well and it would be published in October 2006. 4. Steering Group Membership 4.i Maureen Wade confirmed that membership of the Steering Group for 2006/7 would be as follows: Robert Hall (Chair), Nick Bevan (Treasurer), Maureen Wade (Secretary), Caroline Lloyd, Frances Norton, Adam Edwards, Anne Poulson, Maire Lanigan, John Wolstenholme, Nicky Kershaw, William Marsterson, Mary Davies, Jean Yeoh, Christine Wise. 4.ii It was noted that the chair of the Disabled and Special Needs Working Groups is intending to stand down during the coming academic year and the chair of cpd25 at the end of the year. RH asked members of the SG who were currently not chairs of a working group to consider taking over the roles and suggested that they might shadow the existing chairs to ease the handover period. During discussion it emerged that there was a need for guidelines that Chairs of Working Groups could use in fixing meetings and organising and reporting on the groups’ activities through the year. RH and MW agreed to draft a set of guidelines that would be made available over the web. (Action RH and MW) Further to this discussion CW reported that members of the Disaster Management Group felt that the expanded area of work, particularly in Business Continuity Planning, should be reflected in a change in the group’s remit. It was agreed that a review of Working Group remits should be included in the agenda for the Steering Group meeting in October. (Action: MW) It was also agreed that logos and templates that could be used by WG’s when producing their work would also be made available through the web. 5. Mutual Support Services
JW had discussed the possibility of a centralised scanning and digital depository with the CLA. As both sites would need a digital license to both hold and scan digital material it was felt that at present the service could not be developed. CL also reported that the British Library was developing a scanning service. It was agreed that the Steering Group would not initiate any new work in this area but would keep a watching brief on developments including the possibility of a comprehensive digital license and developments at the British Library. 6. Finance 6.i Subscriptions for 2005/6 had almost all been collected and there was only a slight reduction in the surplus projected in the accounts presented at the June AGM. 6.ii MW reported that MR had resigned as Administrative Assistant and would be leaving at the end of August. ML noted MR’s excellent work on the AWP and SG members asked that their thanks to MR be recorded for her excellent work for the M25. It was agreed to replace MR on a three day a week basis. (Action: MW) 7. Charitable Status RH reported that he had reviewed progress on this so far. It was necessary for the Consortium to become a limited company first, before applying for charitable status. RH proposed that he should restart the process; this was agreed. MW would ask if LSE could be the company address. RH, NB and MW would become Directors; it was noted that the role of Director would go with the roles of Chair, Treasurer and Secretary. (Actions: RH & MW) 8. Website 8.i JG updated the SG on the redesign of the InforM25 domain. He said that Five2Nine was making good progress in updating the visual look and feel of the service elements. Each of the four InforM25 services will be visually distinct but share a family resemblance. A new map graphic was also being designed which would resemble the graphic on the banner. Once the work is completed the Services will be re – launched and promoted in conjunction with the Advocacy Working Group. 8.ii It was agreed that Ocean, the company that had been commissioned to produce the Annual Report for 2004/5, would also be commissioned to produce photography for the web. Following a discussion on the need for ongoing support and training it was agreed that the Consortium would come to a pay per hour agreement with Five2Nine. It was also agreed that the Disaster Management Group would work directly with Five2Nine in redesigning the Disaster Management Template with John Gilby attending meetings where relevant. 9. Membership Applications Applications for membership from the Central School of Speech and Drama and from the Trinity College of Music are being reviewed by the Collaboration and Partnership Working Group. 10. Action Plan 2006/7 Some changes were agreed to the format of the Action Plan for 2006/7. Ongoing actions will be distinguished from time specific projects. It was also felt that the supporting aim title ‘Advocacy and Communication’ did not adequately capture the role and work of the Advocacy Group. Suggestions for alternatives included ‘Publicity and Promotions’ or ‘Advocacy and Communications.’ It was agreed that the nomenclature on the Strategic Plan and the Action Plan would be agreed following a discussion at the next meeting of the AWG. Chairs of Working Groups were asked to submit their content for the 2006/7 Action Plan by Tuesday 1 August. (Action: All chairs of Working Groups) 11. January 2007 Business Meeting The theme ‘Print to Digital’ was agreed as a theme for the January 2007 Business meeting to be held at the British Library. Speakers would be sought to explore the wide ranging implications of this trend and suitable sponsors would also be approached. (Action: MW/RH) 12. Reports from Working Groups 12.i Reports were noted from the following Working Groups: Advocacy, Collaboration and Partnership, cpd25, Disabled and Special Needs, Disaster Management, Quality, Resource Discovery, London Health Libraries & M25 Joint Group. 12.ii In response to a call for new members for the AWG, WM agreed to send ML contact details of people who had expressed an interest in working with the Consortium. 13. Any other business RH reported that he would be representing the M25 at a National Initiatives sub – group of the University of London Libraries Committee. This group drafts proposals for initiatives to be funded by the University of London Vice – Chancellor. RH asked for SG members to e-mail him with any ideas.
14.i The programme of Steering Group meetings for 2006/7 were confirmed as follows:
14.iiFull Consortium Meetings: all day meetings starting at 10am
14.iii Annual Networking Event
Maureen Wade |
