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Board Room, National Library of Scotland, George IV Bridge Building
Present: James Boyle (Chair), Graham Caie, Lorraine Fannin, Moira Methven, Neil McIntosh, Noreen Adams, Dianne Haley, Adrienne Scullion, Melissa Terras, Jonathan Lake, Simon Learoyd.
In attendance: Duncan Campbell (Deputy Chief Executive), Darryl Mead (Deputy National Librarian), Richard Jones (Secretary to the Library), Andrew Martin (TUS representative), Mungo Bovey (Faculty of Advocates representative), Lois Wolffe (for item 9), Layla Smith (minutes).
Apologies: Richard Parsons, Fiona Robertson, Charles Lovatt, David Seers.
Minutes of meeting
Welcome and opening comments
JB welcomed all those present.
As noted above.
2. Declaration of interests:
No declarations were made.
3. Minutes of meeting of 26 March 2014:
The minutes were approved as a correct record of the meeting with one minor amendment to line 2, page 2 where a duplication was noted.
4. Actions outstanding and matters arising from meeting
of 26 March 2014:
The outstanding actions were updated.
5. Loan agreements for approval:
The loan agreement proposed was approved.
6. Reports from Deputy National Librarian and Deputy
DC provided an update in relation to the Pay and Grading exercise; advising those present that the union ballot was under way, due to complete on the 29 April and that the Library were awaiting the results of this. There were some questions raised in relation to the project and what concerns staff had. DC replied that questions from staff had been found to be mainly concerned with the processes used in the calculations, how these related to other organisations and how the outcomes would affect benefits other than basic salary, i.e. pensions. DC also provided the Board with details as to why the project had been undertaken and MM commented on the thorough processes which the Staffing and Remuneration Committee had overseen to ensure fairness and transparency throughout.
DC followed this with a brief note as to the ongoing capital projects at Causewayside, Kelvin Hall and George IV Bridge (GIVB). It was noted that office space had been sourced through liaison with the Scottish Government property unit for staff being relocated due to the work at Causewayside and that there were ongoing discussions with other organisations as to the possibility of sharing this space. It was noted that additional works had been identified at GIVB but that the costs of this was covered within the contingency. It was also noted that the images used for the GIVB hoardings had now been developed into a national marketing campaign. In relation to the Kelvin Hall project it was advised that tenders were to be submitted by today, 28 April. A briefing document regarding the Kelvin Hall project was requested, to provide the Board with details of the project and where it currently stood.
DM advised the Board that the Library had recently purchased one of the two remaining back issues of 'The Broons' annual which NLS had not previously owned. There was some discussion as to ways in which the Library could work collaboratively with Scottish publishers to ensure that it has full and comprehensive collections of, or access to their published works.
DM also provided an update for the Board on a number of other matters; there had been a recent meeting held at the Library of the Consortium of European Research Libraries at which it had been agreed that there would be greater sharing of material of which NLS would be part. It was also noted that there had been increased digitisation of and web based access to the Library's map collections, with the Maps for Schools project now subscribed to by 20% of UK schools. A recent book launch had been held at the Library: this was part of a schools project where primary school children were involved in the full process of creating a book, from writing it to publication. Copies of the book were available for purchase from the Library shop.
The Board agreed that a letter of thanks should be sent to the team responsible for the GIVB hoardings.
There was a query raised in relation to the Corporate Plan and how this was to be communicated to staff and monitored. RJ advised that once it was agreed by the Board and the Cabinet Secretary it would be shared on the Library's intranet pages as well as being included on the next staff cascade communication. Monitoring would be carried out at six monthly intervals.
7. Governance: Update on Vice-Chair's work on Scheme of
GC thanked RJ for his work and assistance on this project advising that the standing orders were being reviewed as well as the Scheme of Delegation, with drafts almost completed. Once finalised these would be shared with the Board for comment.
8. Update on Recruitment of National Librarian and Chief
JB advised that the Board had discussed this during their private session and noted the dates for shortlisting and interview.
9. International Update on Hong Kong and
JB thanked DM for his paper on this item. The Board agreed that this was a comprehensive outline of and background to the work undertaken by the Library in this area.
DM briefly detailed the recent NLS visit to Hong Kong and tabled a copy of the exhibition catalogue that showed the extent of NLS's support to the Hong Kong Museum of History exhibition. It was agreed that copies of this catalogue would be made available to all Board members. JB asked that copies also be shared with previous Governors of Hong Kong, Lord Patten and Lord Wilson. Those present on the trip, RJ, LW and DM provided detail as to the meetings held and some of the opportunities discussed. It was proposed that an event should be considered to celebrate the success of the collaboration with the Hong Kong Museum of History to coincide with the closing of the exhibition in early June.
There was discussion as to an International Strategy, as it was felt that this would be beneficial and it was noted that this was currently being drafted and would be shared with the Board once complete, currently expected to submitted for the September meeting of the Board. DM provided detail as to the current international projects and collaborations under way, noting that the Library was to receive a visiting Fulbright scholar in 2015. It was agreed that any strategy needed to contain scope for any opportunistic opportunities that presented themselves and did not restrict NLS in the options which it may explore. DM provided a draft paper for those present detailing the opportunities presented by the Hong Kong trip and advised that the group who had travelled to Hong Kong were to meet regularly to agree a plan for taking these opportunities forward.
10. Meeting with the Cabinet Secretary:
The Cabinet Secretary, Ms Fiona Hyslop, arrived accompanied by Ms Aileen McKechnie, Director of Culture and Heritage, and Duncan MacKay, Sponsorship Manager at the Scottish Government.
A private meeting was held between the Board and the Cabinet Secretary to discuss the NLS Corporate Plan 2014-2015.
Date of next meeting:
24 June 2014