LIRG Committee meeting 30th April 2003
Held at SCONUL, 103 Euston Street, London

Present
Noeleen Cookman, Alan Cooper, J Eric Davies, (Chair), Juliet Eve, Elizabeth Gadd, Clare Nankivell (from item 6), Philip Payne, Carolynn Rankin (minutes), Isobel Thompson

1.Apologies
Apologies were received from, Linda Banwell, Eddie Halpin and Biddy Fisher. Best wishes were sent to Biddy Fisher for a speedy recovery following her recent road accident.

2. Chair's Announcements
This was the first committee meeting held since John Sumsion had passed away the members observed a period of silence as a mark of respect.

A letter had been received from Liz Hart formally tendering her resignation from the LIRG committee. Formal thanks were recorded to Liz for her help and support during her time on the committee and recent involvement in the successful 'Evaluating the Academic Library' events. There is now a vacancy on the committee. PP queried when elections need to take place under the new SIG status. We need to have a timetable for the election process and to look at the CILIP model as to when elections might take place. Advice can be sought from Sue Brown at CILIP. IT agreed to check previous annual reports and minutes to ascertain who will be reaching the end of their elected time on the committee.
Action: IT - to check status of current committee members

JED also asked for member to suggest possible names for co-optees to the committee
Action: ALL committee members

It was noted that EH was now the new BAILER rep. Shelagh Levett was seeking a replacement representative for the Society of Chief Librarians. Maxine Melling was also looking for a replacement representative from SCONUL, and the committee recognised her considerable contribution to LIRG.

3. Minutes of the previous meeting 2nd February 2003
The minutes of the previous meeting held on 2nd February 2003 were passed as a correct record of the event. The following amendment was noted
Item 6 page 4 - Do Libraries Aid Learning Seminar. Society of University Librarians should read Society of Chief Librarians

4. Matters arising from the minutes of the meeting on 2nd February 2003
BF and JED have not yet had an opportunity to follow up collaboration with other CILIP groups. The Umbrella 2003 event will hopefully allow the opportunity to network. EG can provide a selection of back issues of LIRN to use for publicity purposes. JED will bring these to the event as EG is not able to attend.
Action: EG/JED - to ensure back issues of LIRG are available at Umbrella conference.
AC confirmed that it will not be possible to put LIRG materials in the delegates packs.

Evidence Based Web Design - AC feels this is still a viable subject. Maurice Wakeham is still interested in helping. Proposed this event would be put on the agenda for the next meeting after Umbrella conference. PP felt it would be a good idea to revisit the type of events we want to run having become a SIG. It was agreed the agenda for the autumn meeting should focus on events planning.
Action: CR (for autumn LIRG committee agenda)

5. LIRG/CILIP - SIG status
It was noted that LIRG had been a Special Interest Group (SIG) of CILIP from 1st April 2003. Those renewing their CILIP membership toward the end of the subscription period were being offered the opportunity to join LIRG as a new SIG. Copies of the letter advertising this would be circulated to committee members by CR
Action: CR to circulate letter.

There was considerable discussion about the practical aspects of the new status as we need details of the capitation formula available to help run the committee meetings and produce the required publications. There is a need to talk about the mechanisms for exchanging membership details with CILIP. JE will speak to contacts at CILIP about membership data and will liaise with Jo Horsfall
Action: JE and JH to discuss exchange of membership data with CILIP

Information about LIRG on the CILIP website was also discussed. It was noted that there may be a need to add a brief statement about LIRG under the SIG link.
Action: AC to update website details

AC has spoken to the Head of Finance at CILIP and LIRG will receive a capitation as a SIG. This matter was further discussed under agenda item 8

6. Events
6.1 Umbrella 2003 3rd-5th July, UMIST
CN had circulated an email giving details of the LIRG panel programme at this event. BF would be chairing the session. JE queried the payment of speakers fees. EH has sent out a briefing paper to all contributors which included details of travel expenses. JED would copy this information plus CN's email to all committee members via email as not everyone had received the details.
Action: JED to circulate briefing paper

LIRG AGM Thursday 3rd Jul 2003 at 6.30pm
The LIRG prize winners need to be notified of the location
Action: NC

CN joined the meeting at this point. She reported that we will receive a total of £450 from CILIP for the LIRG sessions. The most up-to-date information about the event is on the CILIP website. This is a major launch event for LIRG and a venue is needed for the AGM and the committee meeting scheduled for 3pm on the same day and AC will ask about availability, as ideally we would like to use the same room.
Action: AC to check availability of rooms at Umbrella conference

The following committee members were definitely planning to attend Umbrella 2003
AC, JED, JE, BF, CR. The following were possibly hoping to attend NC, IT

6.2 Research Methods Courses
A paper was tabled by PP giving details of the 3rd series of workshops; these made a profit of about £2500. David Haynes has indicated he no longer wishes to be involved in delivering the workshops. It was agreed to run another series of the workshops commencing in January 2004 and that David Streatfield (DS) and Sharon Markless (SM) would be invited to facilitate the sessions. PP would liaise with DS and SM to develop a draft Memorandum of Agreement confirming their working relationship with LIRG for the delivery of the workshops. BF would take Chair's action to approve the Memorandum of Agreement.
Action: PP to liaise with DS and SM to develop Draft Memorandum of Agreement

The workshops can be advertised from now with the Umbrella conference offering a good opportunity for publicity. The publicity materials should make clear what is expected of participants. AC would check the availability of CILIP HQ as a venue. It was noted that DS would negotiate with CILIP regarding the venue as part of the Memorandum of Agreement
Action: LB to develop publicity for the new series of LIRG Research Methods
workshops
Action: AC to check availability of CILIP HQ as a venue for LIRG Research Methods workshops

6.3 Feeder workshop
A feeder workshop was proposed for early December 2003, using CILIP HQ as the venue. CN and IT would work together to develop the programme. This was seen as a stand alone, income generating event. Programme would include keynote papers with group discussion and would be an opportunity for raising awareness and the opportunities provided by research for career progression. Suggested speakers were JED, Kathryn Everest from LMU and a representative from Lancs County Library as a case study.
Action: CN and IT to develop programme for feeder workshop

6.4 Do Libraries Aid Learning Seminar - feedback
PP reported on the successful impact assessment conference held at Scarborough in December 2002. A profit of £3778 had been made. It was proposed to take forward the ideas with 6 to 8 academic libraries interested in impact assessment relating to e-learning. This work was being progressed in co-operation with ACPI with the aim of establishing a set of e-measures. Discussions were at an early stage, and a commitment was needed from participating institutions. A 24 hour workshop was proposed for 9th July to establish the parameters. This would be run by David Streatfield and Sharon Markless. A review session was planned for the end of the year, and a feedback event in July 2004. It was agreed that the LIRG portion of the surplus from the Scarborough seminar could be used to pump prime the initiative. It was also agreed to lobby SCONUL to release their proportion of the surplus for the same purpose. PP would draft a letter for BF to send to SCONUL.This was potentially a high profile project for LIRG and there was scope for income generation and publications. PP was hoping Pete Dalton and the team at CIRT would help co-ordinate. JED also suggested Clare Creasey at LISU as a contact. NC offered her support in a project co-ordination role. It was noted that PP would eventually require a project team to help close liaison with various organisations.

7. LIR - report from the editor
A verbal report was received from the editor EG. The first issues of the publication under the new title of Library & Information Research (LIR) has now been circulated. Further discussions about the future of LIR and recorded under agenda item 8.

It was agreed the template 'Instructions for writing and article for LIR' will be sent to all potential authors. It was proposed this information should also go on the website.
Action : AC to put template on website.

The 'LIR Notes for referees' were agreed by the committee. At point 11 it was agreed the strap line would be changed from 'linking research and practice' to 'research into practice'. It was agreed that committee members will be willing to act as referees or to recommend referees.

News item for CILIP Update - archiving LIR
EG asked for comments on the proposed news item. It was noted that papers are available back to LIR issue 80. We are waiting to see the number of hits before looking at putting on older material. The handling of the archive needs to be discussed as a future agenda item.
Action: CR (for autumn LIRG committee agenda)

It was agreed to email various lists to advise this archive is now available. Those suggested were LIS link, LIRG, BAILER, CILIP, perf meas, pub libs
Action: EG to send email to lists

Thanks were offered to the LIR editor for the large amount of work she had undertaken in progressing this area.

8. Treasurer's Report
8.1 Report on 2002 financial year
JE reported that changes to the LRG bank accounts were underway. JE had previously circulated a report via email to the committee members and commented on the summary of the financial year 2002. LIRG continues to generate income on events. It was agreed that some funds should be moved from the current to the capital reserve. Audited accounts are not yet completed for the last financial year but will be presented at the AGM in July 2003. The treasurer will contact CILIP to seek recommendations for the best locations for the reserve.
Action: JE to contact CILIP

8.2 LIR - post SIG
JE had previously circulated a paper by email discussing the future of LIR. After considerable discussion it was agreed that the committee favoured option 4 where LIR would move to be a freely available electronic journal. It would not disadvantage LIRG to make LIR freely accessible, and the potential readership would be widened The transition to electronic format would be implemented from January 2004. It was noted LIRG has a commitment to produce a print version for the October 2003 edition. An email alert to members could be used to inform of the change to electronic format from 2004. A strategy needs to be developed for the transition to electronic format. EG will liaise with AC and JED to take this forward. AC commented that CILIP is about to appoint a new website developer and this person could be a helpful contact.
Action: EG, AC and JED to develop strategy for transition of LIR to electronic format

8.3 LIRG newsletter
As a SIG we have to produce a 12 page newsletter for members each year and this area would come under the responsibility of LB as Publicity Officer. The production cost should be covered by the capitation from CILIP, but we need to consider what model to adopt. It was agreed the newsletter would be in printed format with the title 'Research into Practice - newsletter of the LIRG'. It was suggested this can be developed within the LIRG house style. CILIP have a print department and AC can provide a contact for quotes if requested. Further discussion about the LIRG newsletter is recorded under item 11 Publicity.

8.4 Subscription issue
There was some discussion about payment of subscriptions which will be potentially complicated during this transition year. This particularly relates to LIR. A CILIP member electing to have LIRG as SIG this year would be paying directly to CILIP, and not paying the LIRG personal subscription fee. Members who pays LIRG subscription directly will receive LIR. A member who joins LIRG via the CILIP SIG route will not receive LIR. It is possible that some complaints may be received about this, but each will have receive a response on an individual basis as we couldn't guarantee that LIRG would become a SIG this year.

9. Web Pages
AC reported that CILIP now recognised LIRG as a SIG. Back issues of LIR have being added to the website archive. AC asked that all committee members checked their areas of responsibility to ensure the pages were up to date.
Action: all committee members

10. Awards and prizes - update
Elsevier Prize
As there was hung decision on the two entries, BF will therefore adjudicate. NC will complete the processing before the AGM in July

Postgraduate prize
An email reminder about the closing date had been sent out; to date two entries have been received. CN and IT agreed to be judges. JED will adjudicate.
There had been a query about the postgraduate prize relating to the student's nationality. It was agreed that it is the institution and not the nationality of the student that determines eligibility to submit an entry.

NC raised some concerns about the future of the prizes and awards. Details are circulated to a number of journals and public discussion lists. There were no submissions for the Daphne Clarke award last year, and LIRG is now funding this. A link with the CILIP gala awards has been proposed. NC has spoken to Louisa Myatt at CILIP and there is no central register of all the awards that the special interest groups offer. This will be reviewed after the Umbrella conference. It was agreed there should be a review of the future of the LIRG awards and prizes at the autumn committee meeting and NC would provide a discussion paper to focus on the issues.
Action: NC to prepare discussion paper for LIRG autumn meeting

11. Publicity
LB was not able to attend but JED had spoken to her about publicity matters. Discussion at the committee meeting had flagged up the importance of producing the LIRG newsletter and designing any other promotional material in time for the Umbrella Conference. Additional support could be offered by buying in more time from Jo Horsfall. It was agreed that NC, CR and IT would work with LB to develop the publicity material and a project plan for publicity.
Action: LB, NC, CR and IT to develop publicity

Any LIRG publicity material now also needed to include the CILIP logo. A pack was available from Louisa Myatt at CILIP with information about such matters. NC would contact her for details.
Action: NC to contact CILIP for advice re use of CILIP logo

12. Any other business
It was noted that an additional item on CILIP related matters should be of the agenda at each LIRG meeting. AC as the CILIP liaison office would require a standing item on the agenda to deal with communications from CILIP
Action: CR as minutes secretary

AC reported that CILIP were planning a new magazine for members that would be produced fortnightly. This would include appointments and information on branches and groups. This could be build into the publicity plan.

Date of future meetings

• 3pm Thursday 3rd July at Umbrella 2003 Manchester
• Wednesday 5 November 2003 Venue to be confirmed, but either SCONUL or CILIP