Steering Group Meeting Minutes
Note: The following minutes have been approved. Notes for the meeting held at LSE Library Present: Nick Bevan, J. Adam Edwards, Robert Hall, Nicky Kershaw, Maire Lanigan, Caroline Lloyd, William Marsterson, Frances Norton, Anne Poulson, Maureen Wade, Christine Wise, John Wolstenholme, Jean M Yeoh In Attendance: Genein Cox, John Gilby (for one item) 1.Apologies for absence
1.i The following apologies were noted: Mary Davies, Mike Clarke (LLDA) 2. Regional Collaboration
The Group noted an update report from the LLDA, however Mike Clarke was not able to attend the meeting.
3. Minutes
3.i The minutes of the Steering Group meeting held on Tuesday 5th December were approved.
3.ii Matters arising:
AIM25
MW reported that she had written to Patricia Methven to inform her of the SG’s decision to provide £10,000 for the technical work required for creating interoperability between AIM25 and InforM25. She reported that the bid to the UoL Vice Chancellor Development Fund had gone through, but was awaiting decision.
M25 photo archive and copyright
ML reported that she had been in touch with Ocean regarding arranging 1 year usage for the photos (January to December 2007).
Membership Applications
MW reported that contact details had been received for the new members and that they would be contacted shortly.
Finance
NB reported that he was yet to develop proposals for a hospitality budget and associated procedures for 2007/08.
As an addition to the agenda, John Gilby presented a brief visual overview of the new look of the Disaster Planning content on the website – which was not yet available for public access. RH asked what would be done by way of publicity. ML reported that the C&MWG would be meeting the following week and this would be on the agenda. RH also suggested that it be publicised in the next M25 E-bulletin. CW publicly thanked JG for all his hard work and patience in the development of the site.
Action: ML to organise publicity via the M&CWG
GC to include information about the changes to the Disaster Plan in the next e-bulletin
JG to allow members of the DMWG to access the new area of the website for their review and sign-off of content, once he had signed off the development work by the consultants . 4. Membership Applications (Mary Davies)
4.i To receive an update on new member applications
In MD’s absence CW reported that the Central School of Speech and Drama had contacted the C&PWG regarding their membership. Their membership to the Consortium had previously been as part of CADISE, therefore they needed to join as an individual member. Action: RH to write to the Central School of Speech and Drama confirming their membership.
GC to send CL details of new members so that they can be added to the access scheme.
5. M25 future developments (Robert Hall)
5.i RH reported on progress with the new areas of activity agreed at the September 2006 SG meeting.
Database of expertise within the Consortium
RH reported that he and AP had had brief discussions about this activity. Advice/influence on consortial purchasing
MW was pursuing this with a senior member of staff at a Consortium library. Database /Directory of research collections in Consortium libraries
RH reported that he had had discussions with Elizabeth Chapman (UCL) and further discussions were planned. Development of ULS
WM reported that this had been discussed by a sub-group of the RDWG. It had been agreed that the substantive issue was reciprocal walk-in access to electronic resources at Consortium libraries. The development of ULS was one potential means of facilitating this but RDWG had agreed this was probably not the best route. The sub-group would continue to consider the issues and report back to the next RDWG meeting. 6.Report on Progress against Action Plan (all)
With regard to the progress of the RDWG actions, WM noted that work on delivery of a usage statistics data system for logging the M25 services and website had slipped. This was due to JG’s heavy involvement in development of the website and the need to prioritise his time.
7. Steering Group Annual Planning Day in Spring (Maureen Wade)
7.i It was agreed that the Planning Day would be held on Thursday 3 May. RH suggested Etc.venues located close to Borough High Street, and the Jerwood, but further venue suggestions were welcomed.
Action: GC to investigate venues proposed by RH.
7.ii There was a discussion about the agenda for the day. The general consensus was that an external independent facilitator should be hired for the day. The group felt the following areas could be discussed: Focus on what can be done for members. Focus on the benefits the Consortium can offer as a regional organisation Focus on achieving the Consortium’s goals through hiring professionals where appropriate rather than relying entirely on voluntary efforts. Highlighting the portfolio of services (as well as CPD25 and InforM25) which the Consortium offers.
Action: All – to email contact details for possible external facilitators to RH (cc MW, GC)
All – to email three points of priority for discussion at meeting to RH (cc MW, GC)
8. Elections for Steering Group (Maureen Wade)
8.i MW reported on forthcoming vacancies on the Steering Group, in the light of the April 20 deadline for nomination calls.
The posts of the Chair of the Consortium and four Steering Group members were identified as being up for election this year. Two of the four steering group members up for election were noted as being eligible to stand again as they had only completed one term in office.
ML raised the issue of continuity in working groups when the Chairs left the Steering Group. RH suggested that the two months following the annual general meeting should be a handover period for newly elected chairs of working groups.
MW identified that there were currently several co-opted Steering Group members. It seemed that a certain number of co-opted members was necessary in order for the Steering group to have sufficient numbers to carry out the required business. It was suggested that the number of elected members should be increased to the numbers necessary for Steering Group business, with co-opted members included as an exception rather than on a regular basis.
It was agreed that the following proposal be put to the membership at the Annual General Meeting in June 2007:
a) The Chair of CPD25 be made an ex-officio position
b) That there be three (3) additional elected members on the Steering Group
If proposal b) were agreed at the AGM, a further round of elections should be held in the summer for the additional members.
Action: MW to draft paper containing these proposals for the AGM in June 9. Selection of new Chair of CPD25 (Maureen Wade)
9.i Progress on the procedure for selection of a new Chair for CPD25 was discussed. It was reported that JY will be stepping down as Chair at the end of the academic year 2006/07. JY was asked to provide MW with a job description. MW proposed that applicants be given three weeks to apply, with interviews being held in April/May. It was agreed that two SG officers and one external with relevant experience will sit on the interview panel. Members will be asked to formally approve the selected Chair at the June AGM. Action: JY – To provide a Job Description to MW
MW – To organise selection process 10. Programme for June 2007 Consortium Meeting (Maureen Wade ) The group discussed themes for the June 2007 AGM. It was suggested that a different format from previous meetings be considered – with a couple of speakers from new member libraries followed by breakout sessions. These sessions would discuss what member libraries would like the Consortium to do for them. Each group would be led by a member of the Steering Group. The representatives from new member libraries would be asked to briefly describe their libraries and explain why they had joined the Consortium – what they perceived the value of the M25 to be for them. Another suggestion discussed was changing customer / user needs. It was suggested that the views of library users were canvassed, rather than hearing librarians’ perceptions of users’ needs. This could be done by commissioning a video of a range of M25 library users giving their views on how academic libraries currently meet their needs and what they would like to see in the future. This could be followed by a discussion about the needs and expectations of academic library users and new developments to meet them. It was intended that this should be a very interactive event. The idea was received with great enthusiasm, however it was felt that, due to the significant amount of planning required, this was more appropriate for the January 2008 meeting. It was agreed that the first option would be adopted, asking members about future services they would like the Consortium to provide for them. This would fit well with the SG planning day in May. Action: GC to check if the Greenwich location can provide breakout rooms.
NK to send details of a probable sponsor for the June AGM to MW and GC.
MW/GC to take forward planning of the June AGM.
11. Finance (Nick Bevan)
11.i NB gave an update on the current finances of the Consortium.
He reported that after the £10k contribution to the AIM25 project, he anticipated the accounts to break even or have a slight deficit, but that this was not a matter of concern, given the large reserves.
12. Reports from Working Groups
12.i To note the following reports / updates from Chairs of Consortium Working Groups Collaboration & Partnership Mary Davies
Opportunities for M25 Consortium’s engagement in London 2012 Olympics
In MD’s absence CW presented a draft paper on opportunities for the working group’s engagement in the London 2012 Olympics. The SG was asked to note the activities of MLA London and London Higher. The paper recommended that consideration is given to inviting speakers from LOCOG, London Higher and MLA to address future M25 Consortium meetings. RH noted that Paul Ayris, on behalf of London University’s University Libraries Committee, was involved in discussions on library involvement in the Olympics and the C & P group should liaise with him.
Action: RH to put Paul Ayris and Mary Davies in touch.
Quality Adam Edwards
AE asked for the group’s feedback on two project proposals he presented, namely:
- Service Level Definitions / Standards Benchmarking Scoping Project
- Mystery Shopping Project
The SG agreed to the two projects. RH noted the imminent start of the benchmarking project, which would therefore require funding from the current year’s budget. NB confirmed that the proposed £3,500 project cost could be covered. RH noted that the group needed to ensure that the Mystery Shopping Project delivered results of benefit to all Consortium members, not just those taking part in the project. AE confirmed that this would be a consideration for the group in planning the project.
Action: WM and AE to speak about possible consultants for the projects.
London Health Libraries & M25 Consortium Joint Working Group
John Wolstenholme
JW reported that the Working Group met on 5th February 2007 and the two main topics up for discussion were:
1) Procurement Sub-group work report
2) London SHA - current developments
He reported that they had looked at the work of the procurement sub-group. The Social Policy & Practice database trial had completed - this was not coming up with the savings for the NHS which they had hoped for. The EMCARE database trial was just finishing.
On the London SHA JW reported the following:
It had not been confirmed who was to lead the library service for NHS London. This will hopefully be confirmed in March. He reported that the group had written to Rob Smith, the Head of Education & Commissioning of NHS London, explaining the role and importance of the group for nursing education and general health science education across the capital.
A response was received on the 24th February, noting the M25/LHL concerns, assuring the group that it was his intention that the senior staff in these SHA funded services (along with senior representatives of service librarians themselves) continue the collaborative arrangements and work streams they had described.
JW further reported that Rob Smith had shown interest in meeting the current group in order to outline some aspects of the vision for health education, research and service modernisation within the library service. At this meeting a representative from each HEI with Health Science Education who work with the NHS in London will be invited. Venue and date to be confirmed.
13. Any other business
There was no other business. Important Dates & Future Meetings - 2007 Friday 20 April Deadline for nomination call for Steering Group elections Thursday 10 May Steering Group Meeting (LSE Thursday 17 May Deadline for receipt of paper copies of nominations
Deadline for publication of AGM agenda Friday 25 May Deadline for publication of ballot papers if elections to SG are contested Friday 1 June Consortium AGM (Royal Naval College, Greenwich)
Maureen Wade
Secretary
March, 2007
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