Governance Steering Group Steering Group Minutes Thursday 10 May 2007
| Thursday 10 May 2007 |
Steering Group Meeting MinutesNote: The following minutes have been approved. Minutes of the meeting held at LSE Library. Present: Nick Bevan, Robert Hall, Caroline Lloyd, Frances Norton, Anne Poulson, Maureen Wade, Christine Wise, John Wolstenholme. In Attendance: Mike Clarke (for Item 2), Genein Cox, John Gilby (for Item 13)
2. Regional Collaboration MC reported that Lynne Brown had stepped down as Chair of the LLDA Board (now re-branded as an executive committee) and a new Chair would be elected from amongst the new elected members. In answer to an enquiry from FN, RH confirmed that MD had been a part of the Board in her position as Chair of the Collaboration and Partnership working group, and would be continuing to represent the Consortium on the LLDA Executive Committee. MC also reported on a number of LLDA initiatives detailed in his report.
MW reported that she had not yet heard the outcome of the AIM25 bid to the University of London’s V-Cs fund, to which the Consortium had agreed to contribute £10k. 4.i The members received an update on the bid for the WAM25 project MW reported that the HEFCE bid for a feasibility study on Walk-in access to e-resources in the M25 Consortium (WAM25) had been submitted on time and that she was awaiting feedback, during May. 5. Development Planning 5.ii Procedure for drafting Action Plan for 07/08 5.iii Procedure for revising Strategic Plan following June 2007 meeting Based on the outcome of the SG planning day and the Members’ feedback from the June AGM it was recommended that a first draft of the Strategic Plan should be brought to the July SG meeting. A working Strategic Plan and draft Action Plan should be available by the September SG meeting. Both documents would be presented to the members at the January M25 business meeting. 6. Elections for the Steering Group MW reported that they had received one candidate for the position of Chair (Nick Bevan) and four candidates for election to the four vacancies on the Steering Group including Adam Edwards and Anne Poulson for a second term and two new members, Julie Howell and Rosemary Lynch. 6.ii To finalise the proposal to be put to the June 2007 AGM re. additional elected posts It was agreed that the SG needed three additional co-opted members to perform the business of the Consortium and this would be proposed to members at the AGM on 1 June. Action: MW to write a proposal for changes to the Steering Group membership arrangements, to be taken to the members for agreement, at the 1 June meeting.
Action: MW and GC to divide membership into the 5 groups and prepare a group list to be made available on the day of the meeting. 8.ii Members were asked to finalise on the Agenda for the Business Meeting
Most of the actions laid out in the plan were approved. However, it was felt the idea of the image repository needed more thought, ie whether the images would actually be reused and if the costs of building a collection was warranted. MW suggested that the plan should identify target audiences and clarify which actions related to which audiences (e.g. Directors, external stakeholders, members, all library staff). It was also recommended that it would be useful if a key of the working group members was included to link to the initials in the “owner” column. 10.i Members received a progress report on the Disaster Planning website revision. 1) Collaboration with Museum Documentation Association (MDA) on best practice on disaster planning via the Collections Link web pages. The potential areas of collaboration were promotion of the Disaster Management toolkit and the development of [virtual, downloadable] training modules in disaster planning which could be licensed for use via the MDA. She suggested that there might be funding forthcoming from the MDA to support some initiatives. SG members could not see a clear return on investment for the Consortium and that they would not want to fund such a project, but felt that it was possible to give support. A partnership with CPD25 could be considered. Action: CW to notify the MDA of the SG decision. 2) Publication of the disaster planning bibliography (comprising over 500 publications) arising from the AHRC-funded Safeguarding Heritage at Risk project. The project team was willing to continue to maintain and update the contents, but the bibliography needed a home, with due acknowledgement to the AHRC. It was agreed this was an excellent opportunity to collaborate in promotion of a significant piece of research. CW noted that the current format was in EndNote. It was agreed that MW would investigate the practicalities of hosting the bibliography on the Consortium website. However, it was noted that, should the Consortium wish in future to provide the disaster management toolkit to members only, there could be implications of using third party material like this. Action: MW to speak with JG about the overhead involved and the feasibility of hosting and maintaining the bibliography on the M25 website. CW to forward contact information for Graham Matthews to the Systems Team.
NB presented a spreadsheet of proposed subscriptions for 2007/08 as well as the proposed budget for the same period. He reported that there was the possibility of a £7,000 deficit for the current financial year, if all of the following payments were taken into account: 12. Ideas for News items on the M25 website - New CPD25 Chair RH suggested that the content for the e-bulletin should be coordinated by the Marketing and Communications Group and should be a standing item on their agenda. He also suggested that “News items for the website” should be left as a regular agenda item for the meetings of the Steering Group.
No report received
A report was noted from CPD25. Statistics for events held during the year – most of which had been fully booked, showed the continued demand for CPD25 courses. It was reported that LMN had been notified of the SG decision to discontinue administrative support for LMN events by the end of 2006/07 academic year. It was also reported that Coral Black, Head of Public Services at London University Research Library Services, had won the travel award to attend the IFLA satellite conference on “CPD pathways to leadership in the library and information world” Johannesburg, South Africa to be held in August 2007.
A report was noted from this working group. It asked the SG to note the following: - The text for a flyer promoting the InforM25 web re-launch had been agreed and produced and would be distributed to member libraries shortly. It was suggested that Frances Norton who currently sits on the Marketing and Communication WG be asked to become the new Chair of the group. Action: RH to contact FN about taking up the post of Chair and to ask ML to attend the next meeting of the WG for a handover.
No report was received from this Working Group
JG presented a paper on “Web Statistics Ideas” to ask for views on the kind of data the SG and other Consortium representatives would find useful to aid decision making and promotion. The paper listed three options on how the statistics data could be generated including: The paper suggested some possible data requirements for the M25lib and CPD25 websites jointly and the InforM25 website, which is more technically complex. NB suggested that JG emailed SG members asking them to rank the usefulness of the statistics or pick the top 5 statistics they found would be relevant. He suggesting using the same approach with the InforM25 statistics but target the RDWG for feedback. It was suggested that JG assign a technical-difficulty rating level to the suggested statistics and feedback to the SG at the next meeting. Action: JG to report back to the SG at the next meeting, about progress and a difficulty rating for the statistics.
A report was noted from this working group. JW reported that an open meeting of relevant HEI’s within London / M25 was to be held in July. It was expected that Rob Smith (Head of Education and Commissioning NHS London) would talk about libraries and the NHS London vision and the new Health Education Strategy. The joint procurement sub-group had reviewed products for possible collaborative purchasing (HEI and NHS), however, no significant purchase had been recommended as a result of the latest exercise. The WG had put together a new group structure for 2007/08 and needed to appoint a new Chair for the group from M25 members, as JW’s term on the SG was due to come to an end. RH suggested that JW speak with the Officers of the Consortium separately to discuss the implications of the appointment of a new Chair and elections. Action: JW and Officers of M25 to discuss the appointment of a new Chair to this working group.
A report was noted from the Systems Team.
Dates of meetings were agreed as follows:
15.Any other business
Important Dates & Future Meetings - 2007
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