CoLRiC Executive Committee Meeting
April 3rd 2008 - University College Birmingham
Present: Collette Xavier (Chair), Margaret Philips, Joanna Rees, Sheron Burton, Nicola Scott (Vice-Chair), Moira Johnson, Gill Pacey, Fid Bleasdale, Jeff Cooper (Executive Director), Kwasi Darko-Ampem, Emma King
Item / Action1 / Thanks to University College Birmingham: Many thanks were extended to Stephanie Holiday and UCB for acting as venue host for the meeting.
2 / Welcome to new committee members: New Committee members were welcomed and introduced – Emma King, Kwasi Darko-Ampem, Joanna Rees.
3 / Apologies: Apologies were formally received from: Edwina Salmon, Glynis Platt, Jo Rowley, Joanne Stewart.
4 / Minutes and matters arising from the last meeting, 21 February 2008: Nominated minutes taker for this meeting: Fid Bleasdale. The minutes of 21st February 08 were accepted as a true record of the meeting. No matters arising. Thanks were extended to MJ for the production of the 21st February 08 minutes.
5 / Minutes Secretary appointment: In the short term colleagues were asked to consider undertaking the role. Although it was noted that this would become part of the Administrator function. / ALL: Interest in position to be directed to CX.
6 / Conference 2008: FB gave an overview on progress. Circulated paperwork during the meeting included: the programme for the day and discussion group activities. Highlighted paperwork included: evaluation forms and question slips. The following programme inclusions/amendments were agreed: the mechanism for appointing the Chair and Vice-Chair to be outlined by CX at the start of Conference; reference to the work being undertaken on the Self-Evaluation Pack to be outlined by NS during AMC, (see item 11); all Committee members to be assigned to the Discussion groups. Improvements to the discussion activities were made. Concerns were expressed with regard to delegate numbers which JC reported stood at 20. Reasons for low numbers were explored: earlier Conference than normal, traditionally there is a late rush to sign-up, effects of variable pattern of Easter holidays across the country. Promotion undertaken/about to happen: use of e-mail lists, CiLiP press, CoLRiC pre-Conference Newsletter. Further promotion of conference - suggestions: Guardian article, use of IfL, promotion of free places for Library School students, (with the proviso that successful applicants write a post-conference article on their experience). MJ reported that she was trying to attract John Denham MP to speak at Conference – if successful this would be accommodated in the programme. There was a discussion on having Exhibitors at Conference – generally it was felt that Conference did not allow enough free delegate time to make it viable. The link with CoFHE will make this possible as they have a tradition of exhibitors. It was agreed that FB would not deal with the papers concerned with the AMC. JS was getting the delegates pack together and would ensure it arrived at the venue prior to Conference as she was unable to attend.
Conference 2009: FB indicated that she wished to cease as Conference organiser but would be happy to pick up a different position within Committee. KD agreed to organise 09, (which would be in collaboration with CoFHE) and MJ and JR agreed to assist. MP and FB offered to act as mentors. / FB: Finalise programme, attach all Committee members to Discussion Groups.
FB : E-mail discussion activities to Committee on Mon 7.4.08.for further review
JC: E-mail current delegate figures to Committee each Monday morning.
JS: During w/c 7.4.08 - Marketing: FBL to discuss with JS options for further promotion of Conference 08.
CX/JT: Contact each Library School offering free places for 08 Conference.
CX: Contact Jo Rowley (CoFHE rep.) with names of colleagues organising 09 Conference.
7 / Appointment of Administrator: The majority of the meeting dealt with this item. CX had worked on drafting a package of relevant documents, (circulated prior to the meeting) which were required prior to advertising, (job description, person specification, advert, tasks required to be done grid). The meeting systematically critiqued the following: job description and person specification - CX noted changes and agreed to redraft. Key broad issues raised during discussion: flexible working - clarifying the timeframe to applicants as to when tasks would be undertaken - JC indicated that on average he worked 16 “real” hrs pw on CoLRiC business, max pw 37hr, min 7hrs pw – he also had a schedule of activities which would be very useful for the successful applicant; contractual arrangements - clarifying employment status (self-employed); the need to highlight the “location” for the role; equipment requirements; the extent of the handover period between JC and the successful applicant; salary - to be confirmed once documentation is in place (JC currently receives £12,000); the nature of the probationary period; targeted job advert placement including consideration of costs (methods to include use of e-mail lists and website); application methods – preferred method CV and accompanying letter; the possibility of having to re-advertise.
A sheet detailing the tasks to be completed as part of the process had been circulated. A timeline for the process was agreed (roughly) – April/May: HR details confirmed, documents finalised; May/June: appointment made (advertise, shortlist, interview); Sept/Dec: handover period. / CX: Amend job description and person specification and re-circulate to Committee for comment Mon 7th April 08.
ALL: Responses to job description to CXby13th April 08.
CX: Seek HR advise on contractual details (MJ to support) and circulate to Committee by 21st April 08.
CX: Clarify salary once documents are finalised.
CX/JR: Re-draft job advert and re-circulate to Committee by Mon 21st April 08.
8 / Treasurer’s report: It was noted that as there had only been one statement since the last meeting a written report had not been produced. JT reported the following: an auditor was in place; the disputed Birmingham Conference invoice was being resolved - FB was liaising with the venue with regard to discounts for a poor experience. JT sought clarification from Committee re. the level of subsistence payments for Peer Assessors following a recent claim. Committee felt although common sense on the part of colleagues claiming expenses was seen as generally sufficient general clarification was required to assist JT in his work and details should be printed on the claim forms. Colleagues were asked to share any guidelines they may have in order that criteria could be produced. / ALL: Circulate to all Committee any guidelines on levels of subsistence/travel claims.
9 / Purchase of CoLRiC equipment: Covered under item 7.
10 / Peer Accreditation Scheme: It was reported that a revised/updated scheme is still to come but that promotion of revision should be made at conference. It was felt that SB/CX should speak to JS re. marketing the final PAS. / SB/CX: Liaise with JS with regard to marketing the PAS.
11 / Self-evaluation pack: NS reported that the full pack is with QIA and will therefore not be available for full launch at Conference but it was felt that an outline of work already undertaken should be presented to delegates, (see also item 6). / NS: Present work undertaken on SEP during AMC at Conference 08. May 16th 08.
12 / Marketing: SB read out an e-mailed report by JS circulated by e-mail to Committee prior to the meeting.
Key points: Peer assessors: leaflet almost ready; Newsletter: has gone out; Pre-conference newsletter: MP has sent JS some material about the Beacon Award winner, hoping to get something in the Gazette (and elsewhere); Conference promotion: the Gazette has yet to feature the conference but hoping for this week – JC has sent information out to the lists and JS will re-send information out to the regional lists again next week; Two volunteers required: help requested with marketing (e.g. proof reading copy, making corrections).
Beacon Award winner - Colleagues noted that MP had circulated images and some text from the presentation to Northern College but it was requested that fuller write-up be made available on the nature of the award winner. / FB: Contact MP with regard to information on Beacon Award winner.
ALL: Colleagues interested in working on marketing matters to contact JS.
13 / Newsletter: JT read out a report by ES circulated by e-mail to Committee prior to the meeting. Key points: thanks passed to JS for her support in producing the last issue; cost savings highlighted (possibly £140) that could support other marketing/newsletter initiatives; thanks passed to JR for producing copy for the last newsletter; copy required for the pre-Conference newsletter including AMC agenda/Annual Plan, conference speakers information, general pieces, Beacon Award winner details (see item 12); apologies passed to NS for not including her "Fly on the Wall" committee report in the last issue.
JC asked Committee to check their details which appear on the back of the Newsletter and notify him of any changes. / ALL: Check personal details on the back of the Newsletter and advise JC of any changes.
CX supported by NS/JC: Annual Plan to be finalised and passed to ES by Friday 11th April 08.
14 / CoLRiC representative to CoFHE: A volunteer was requested.Commitment was clarified – one meeting per term held either in London or Birmingham. KD agreed to attend meetings as it linked well with him taking over the Conference Organiser’s role for 09. If he was unable to attend other Committee members would stand in.
15 / On-line surveys via the internet: JS indicated in her report under item 12 that she had subscribed to Survey Monkey and can help with this if needed. E-mail protocol was discussed following a recent spate of yes/no surveys on the mailing list. JS had recently pulled together “In discussion” reports from the e-mail themes discussed - JC putting them up on website.
16 / Constitutional issues – Committee members’ periods of office: Issus relating to the Constitution were raised. Following brief discussion it was agreed that the May Organising Day would be the best opportunity to begin the review of the Constitution. / CX/JC: Constitution - Agenda item for Organising Day. May 17th 08.
17 / Chair and Vice-Chair situation: AsNS was taking over as Chair after the AMC on May 16th 08 it was noted that a Vice-Chair needed to be in place for Organising Day 08. Volunteers to make their interest known to CX. / ALL: Interest in position to be directed to CX.
18 / Any other business:
JC: Mixed Economy Group (concerned with substantial HE in FE) – if colleagues are interested in joining the group contact Stephanie Holiday on 0121 604 1000 ext.285.
MJ: Requested information on colleague’s recent experience of an Ofsted Inspection as she was about to experience one. SB indicated that her college was also about to be inspected.
MJ: Reported that following discussions with her college it looked 90% sure that she would be able to join the TPS.
CX: Please note: E-mail contact details are not via college.