Steering Group Meeting Minutes
Note: The following minutes have been approved.
Notes for the meeting held at Senate House Library
Present: Nick Bevan, J. Adam Edwards, Robert Hall, Nicky Kershaw, Maire Lanigan, William Marsterson, Frances Norton, Maureen Wade, Christine Wise, John Wolstenholme,
In Attendance: Genein Cox, Patricia Methven (AIM25) for item 2, Mike Clarke (LLDA) for item 3
1. Apologies for absence
1.i The following apologies were noted: Mary Davies, Caroline Lloyd, Anne Poulson, Jean Yeoh
2. AIM25
Patricia Methven attended to present a bid to the SG for partial funding of an extension to the AIM25 project, which links archives catalogues within the M25 area. The bid to the Consortium is to add value by including five new institutions not presently on AIM25 but represented in the M25 Consortium. The funding proposed would be sufficient to allow their holdings to be surveyed and their archive descriptions made available on AIM25. The work will involve a project archivist visiting the institutions, compiling new collection level descriptions, indexing the entries and loading them onto AIM25. The five proposed institutions are:
PM presented a work package proposal to the SG, coming up to a total amount of £16,015, but seeking £10,000 from the group. Acceptance of these funds, if they are granted by M25, is subject to AIM25 receiving funding of £89,462 from the University of London Vice Chancellor’s Development Fund.
SG members asked about the selection criteria for the five institutions. PM replied that these were self-selected as they were the ones who showed interest when contacted by the project officer. PM was thanked for her presentation and left the meeting. SG members then discussed whether to provide funding. SG members were generally in favour of the proposal, but expressed concern about using Consortium funds in a way that disproportionately benefited a very small number of members, although the overall benefits of an extension to AIM25 were acknowledged. After some discussion it was agreed that £10k could be provided, but it should be earmarked for the technical development work required to provide AIM25 and InforM25 interoperability. It was also agreed that the funding should be conditional on having a member of the SG on the AIM25 project board, as well as having John Gilby attend the board as technical adviser. It was considered that WM, as Chair of the RDWG, would be the most appropriate SG member.
Action : MW to write to Patricia Methven informing her of the SG’s decision.
3. Regional Collaboration (LLDA)
Mike Clarke presented the LLDA report, drawing out a few points, including:
Making reference to the proposal for a single membership card for London’s public libraries (One Card), MC noted it was technically and managerially feasible. However the main barrier to progress was political. A one-card system would put pressure on libraries to iron-out discrepancies in service levels –eg 24-7 service and self-service facilities.
LLDA is working with Sally Curry of Inspire and data about London public library collections is now included in the Findit! Database. Work has just begun to include M25 collections, as reported recently to M25 members by John Gilby.
London 2012: MC reported that the prospectus for archives, libraries and museums was now available.
4. Minutes
4.i The minutes from the Steering Group meeting held on Thursday 28th September were approved.
4.ii Matters Arising:
M25 Access and Borrowing Scheme
In the absence of Caroline Lloyd, GC reported that the Access and Borrowing Scheme cards had been redesigned, reprinted and distributed to the relevant institutions.
Any other business – M25 photo archive and copyright
Following a query from AE about accessing the M25 archive of photographs, ML reported that she had contacted Ocean. They quoted a £600 fee for use of the annual report photos for one year, for any Consortium purpose. The present archive includes photos taken at SOAS, Goldsmith’s, the networking event and a SG Meeting. ML proposed paying for one year and monitoring usage. It was suggested that photos could be used in e-bulletins, the website and by CPD25 – but only for use in Consortium publications and not by the membership institutions themselves.
Action: ML to arrange 1 year usage for the photos (January to December 2007)
5. Membership Applications
The institutions which have been accepted into membership are:
- University of Bedfordshire
- Ravensbourne College of Art
- Trinity College of Music
The American International University has not been accepted.
Action: MW to get contact details of institutions from MD and inform them of the results of their applications for membership.
6. M25 future developments
RH reported on progress with the new areas of activity agreed at the September SG meeting.
Database of Experience
RH reported that he had spoken with Anne Poulson about this and she will be doing some work in this area.
Consortial Purchasing
RH is still in the process of trying to find someone to take this forward.
Research
RH had contacted Robin Green from CURL to inform him of M25’s plans. He had also spoken to Liz Chapman (UCL) who was interested in doing some work in this area.
7. Progress Reports on Action Plan 2006/07
The 2006-07 Action Plan needs to be redrafted to reflect changes to working groups and to record progress - in time for the January business meeting. The completed document will be circulated to SG members before going to Consortium members in January.
Action: - GC to email specific sections of the Action Plan to Chairs of the working groups.
- Working Group Chairs to send their response by Friday 22nd December.
- GC to update website with current version of the Action Plan.
8. Programme for January 2007 Business Meeting
MW tabled a draft agenda, for both the morning session and the business meeting. These were approved with a few amendments. It was noted that members should be asked to specify in advance any other issues they would like to discuss.
Action: MW/GC to finalise the programme and to ask members to email any ideas they would like discussed.
9. Finance
9.1 Annual Accounts
NB reported that the reserves were at a healthy level and thus subscriptions are unlikely to increase for 2007/08. NB spoke about the possibility of consolidating the finances of M25, CPD25 and the Systems Team. RH proposed that the SG set up a Finance Working Group to discuss this, re. implications for VAT and subscription levels. NB noted the need for expert advice on VAT implications in particular. The issue will be discussed at the next SG meeting and any policy changes taken to the June AGM.
9.2 Funding Social Events
The SG was asked to consider a clearer policy on funding social events, with a view to rewarding the voluntary contribution of time and effort by members. It was suggested that there be a hospitality budget which is capped, with requests being made to the SG. After some discussion it was agreed to leave the present policy in place for this year, but to develop proposals for a capped hospitality budget for 2007/08
In answer to a request from ML, SG members agreed to allocate funding to C&MWG for a meal after their next working group meeting, in recognition of their work on the Annual report and other projects during the year.
Action: NB to develop proposals for a hospitality budget and associated procedures for 2007/08.
10. Reports from Working Groups
Reports were noted from the following working groups:
Communications & Marketing
ML reported the idea of having 25,000–50,000 carrier bags printed for distribution to member libraries and for use at Consortium meetings. SG members felt this might not be the best means of promoting the Consortium, as many institutions already have their own branded bags. Some concerns were also expressed on environmental grounds. The SG asked ML to look at this idea together with other promotional media as part of the Communications plan the working group has been asked to produce. The costs and benefits of different methods of promotion could then be considered in relation to the available budget.
Reports were also received and noted from the following groups:
Disaster Management
Quality
Resource Discovery
London Health Libraries & M25 Joint Working Group
Systems Team
GC asked that SG members should inform John Gilby of amendments to be made to the website in light of the review of the working groups. Issues regarding archiving of information from the groups which are to be discontinued also needed to be considered.
Action: MW, JG, GC to meet to discuss archiving issues.
11. Any other business
Due to inadequate communication regarding the SG’s end of year dinner, it was decided to postpone it, with a provisional date of 23 January, after the Consortium meeting.
Programme of Future Meetings
The Programme of meetings to note is as follows:
• Full Consortium Meeting Tuesday 23 January 2007 - British Library
• Steering Group Meeting Thursday 8 March 2007 - LSE
• Steering Group Meeting Thursday 10 May 2007 - LSE
• Consortium AGM Friday 1 June 2007 - Royal Naval College
Maureen Wade
Secretary
15 December, 2006
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