Summary of the issues discussed on 13 September 2010 in the UHI Millennium Institute Executive Office, Inverness.
The Chairman opened the meeting by thanking James Fraser, Principal of the University of the Highlands and Islands Millennium Institute (UHI), and UHI staff for hosting the meeting and for the hospitality shown to the Board.
The Board received a presentation from Elizabeth McHugh, UHI Electronic Resources Manager, which provided an overview of the UHI and its library service.
Following this and a Q & A session, the Chairman thanked Elizabeth for her interesting and insightful presentation.
The Board received a presentation from John Coll, NLS Head of Access and Enquiries, which provided an overview of the Library's remote access project. Trustees were also given a demonstration of the new online registration system which provided immediate online access to NLS' licensed digital collections across Scotland.
Following this and a Q & A session, the Chairman thanked John for his presentation.
NLS Governance Reform
The Board was advised that plans for a legislative Bill to reform the governance arrangements of NLS would not now be introduced before the next Scottish Parliamentary elections in May 2011. There was the possibility of a Bill being introduced early in the next Parliamentary session.
In light of this, Trustees were updated about the filling of vacancies on the Board.
The Board received a near-final version of the Library's new corporate strategy. Trustees were invited to indicate any further amendments that they wished to be incorporated into the strategy, following which it would be circulated electronically to the Board for approval.
The Board was also advised that positive feedback on the draft strategy had been received from the Scottish Government.
NLS Business Travel and Expenses Policy and Guidelines (Trustees)
The Board received and approved a revised Business Travel and Expenses Policy and Guidelines that related specifically to Trustees. A formal review of the policy and guidelines would be carried out after six months of operation.
Permission to dispose of damaged volumes
The Board approved the disposal of some badly water-damaged books due to rain ingress at the Library's Causewayside Building. The Board was also given further amplification of work being done to improve the reliability of the building envelope at Causewayside.
Loans to exhibitions: Request for approval
The loans were approved.
NLS Equalities Update
The Board was provided with an update on the work of the NLS Equalities Group and a revised NLS Equalities Policy which would support the implementation of a single equalities scheme for the Library. Before approval of the Policy, the Board requested an addition to it which outlined the responsibilities of the Board.
Move of Maps Reading Room
The Board was advised of the relocation of the Map Reading Room within the Library's Causewayside Building. The new reading room would provide the Library with its first fully accessible public reading room.
In noting the relocation, and in particular greatly improved access for disabled customers, the Board requested a visit to the Map Reading Room before its next meeting.
Review of the Agency for the Legal Deposit Libraries
The Board received a report on the recent external review of the Agency for the Legal Deposit Libraries after its first year of operation. In noting the report, the Board agreed for it to be a standard agenda item for its next few meetings.
National Librarian and Chief Executive's Report
The Board received and noted a report which provided information about recent developments in the Library not otherwise covered by the agenda of the meeting. Highlighted was the inclusion by UNESCO in its UK Memory of the World Register of four 'treasure' items from NLS collections.
Quarterly Management Accounts
The Board received and noted a report on the management accounts results for the first quarter of the year ending 30 June 2010, accompanied by a short PowerPoint presentation. Trustees agreed that the Board especially required to see key figures coming through, however there was more opportunity for full dialogue with the Audit Committee and this was working well.
The Board was also advised of the Library's successful insurance claim for the George IV Bridge building flood incident in 2009.