Minutes of the Annual General Meeting of the Regional Council held at
Monks Yard, nr Ilminster on Thursday 15th October 2009
The meeting commenced with a presentation by guest speaker, Graeme Miller, OCLC who gave an update on the SWRLS / OCLC WorldCat Local project and highlighted the benefits of the scheme. A summary copy of the presentation is available to see on the website at: http://www.swrls.org.uk/assets/wcl%20presentation%20for%20graeme_oct%2013%202009a.pdf
Present:
David Ball (Bournemouth Univ), Geoff Langridge (Wiltshire), Antonia Leak (Arts University College, Bournemouth), Geraint Hughes (Devon), Lesley Castens (Cranfield University, Shrivenham), Alasdair MacNaughtan (Treasurer and Plymouth), Rob Froud (Chairman and Somerset), Stan Tattersall (Bristol), Steve Alston (Bath Univ), Jane Tomlinson (Exeter College), Tina Franklin (Devon), Jackie Chelin (UWE), Andy Brisley (North Somerset), Sue Laurence (Gloucestershire), John Lane (Poole), Marion Stevens (Swindon), Jennifer Scherr (Bristol Univ), Lynn Osborne (Director).
1. Apologies: Paul Leivers(Dorset), Jenny Monds (Sarum College), Ann Mathie (Gloucestershire Univ), Alison Baud (Bath Spa University), Pat David (Jersey), Tracy Long (Dorset), Margaret Hammel (Somerset College of Arts and Technology), Martin Burton (Secretary and South Gloucestershire), Leslie Boyce (East Devon College), Andrew Hobbs (Somerset College of Arts and Technology), Carolyn Date (Bournemouth ), Liz Kent (Torbay), Paul Brough (Cornwall).
2. Minutes
The minutes of the Regional Council 19 March 2009 were agreed as a correct record.
3. Matters arising
Item 9b Only one trustee signatory is now required for cheques under £5k.
4. Annual Report 2008-9
Rob Froud presented the Annual Report. There being no corrections, acceptance was proposed by Andy Brisley, seconded by Geoff Langridge. All agreed.
5. Financial Report
a. Alasdair MacNaughtan presented the report as tabled with the Annual Report. He noted that reserves were reduced by £10k to pay for the grant towards the Lost World Big Read.
b. A query was raised over the situation regarding the discounts which had been given in recent years. He explained that these had been given on a decreasing sliding scale whilst the post of Director had been delayed. Now that the post was filled, the discounts had ceased.
c. He thanked Tina Franklin and Ann Heppell for their financial help and advice during the year.
d. He also pointed out that some of the headings in the financial statements were now defunct and would be removed from future accounts.
e. Acceptance was proposed by Geraint Hughes and seconded by Andy Brisley. All agreed.
6. WorldCat Local Update
a. SWRLS / OCLC had announced their collaboration project at the Public Library Authorities Conference in October. Initially 8 Library authorities in Bournemouth, Bath & NE Somerset, Bristol, North Somerset, Somerset, South Gloucestershire, Plymouth and Wiltshireare currently working with OCLC to implement a discovery interface that will enable users to search and place reservations on materials held across the South West region.
b. Following the OCLC presentation there was a discussion about encouraging take up by the HE sector. Most HE members felt they would be in favour of exposing their catalogue records for a minimal fee but would not make great use of it for ILL’s.
7. Nominations for Trustees
a. Notice for nominations to the Board had been sent out to all members on the 23rd September. Jackie Chelin, UWE, was nominated by David Ball, Bournemouth University and seconded by Antonia Leak, The Arts University College at Bournemouth. There being no further nominations, Jackie Chelin was duly appointed to the Board.
8. Appointment of Honorary Officers
a. Chair, Rob Froud prepared to stand again, no further nominations. All Agreed.
b. Vice Chair, vacancy following Jean Bradford’s retirement. There being no nominations, this to be decided by the Board at its next meeting.
c. Secretary, Martin Burton prepared to stand again, no further nominations. All Agreed.
d. Treasurer, Alasdair MacNaughtan, Proposed by Peter Bottrill, seconded by Julie Bowie. All Agreed.
e. Independent Examiners, Francis Clarke, prepared to continue, no further nominations. All Agreed.
9. SWRLS Strategic and Action Plan 2008/9
Lynn gave an update on the progress of the Strategic Action Plan. The progress report can be see on the website at: http://www.swrls.org.uk/assets/strategic%20plan%202008-2010%20progress%20report%2010.09.doc . There was a discussion on what amendments or additions should be made to it. The following issues were noted and tasks proposed:
· Set up a regional digital access group- Jennifer Scherr, Jackie Chelin, David Ball, Sue Laurence and Martin Burton volunteered to join this group. Other members would be welcome to join this group or contribute to or submit their views on any outcomes. ACTIONS: Lynn to convene a meeting to agree terms of reference and update TCR on the meeting, once held.
· Professional qualifications and progression routes were discussed. Jackie Chelin mentioned UWE MSc and top up degrees. ACTION: SWRLS agreed to promote relevant courses to its members
· Any roles for SWRLS to assist with future budgetary issues of members such as encouraging more sub regional working
· Can membership base be widened to include more specialist libraries and other sectors such as health. ACTION: Lynn to approach different sector libraries to explain the role of SWRLS and encourage them to enrol.
10. AOB
a. CILIP Seal of Recognition- SWRLS has been awarded with the Seal following a submission citing recent training /CPD events including “Access all Areas” and ILL training for public and FE library staff.
b. Next event- “Getting on with IT!”. A joint SWRLS / JISC RSC SW conference on coping with and benefiting from technology.
11. Date of SWRLS Regional Council meetings 2009:
March 16th Monks Yard, nr Ilminster- Transport will be available from Taunton Station
October- Date and Venue to be confirmed.
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