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Board Room, National Library of Scotland, George IV Bridge Building.
Present: James Boyle (Chair) (JB), Neil McIntosh (NM), Fiona Robertson (FR), Dianne Haley (DH), Simon Learoyd (SL), Noreen Adams (NA), Melissa Terras (MT), Jonathan Lake (JL), Carmel Teusner (CT), Amina Shah (ASh), Helen Durndell (HD), Iain Marley (IM), William Shields Henderson (WSH).
In attendance: John Scally (National Librarian) (JS), Anthony Gillespie (Head of Finance and Planning) (AG), Jane Rose (TUS Representative) (JR), Mungo Bovey (Representative from Faculty of Advocates) (MB), Alex Miller (Head of External Relations and Governance) (AM), Murat Guven (Items 14 and 15) (MG), Miriam O'Connor (MOC) and Michelle Christie (Minutes).
Minutes of meeting
1. Welcome and opening comments:
The Chair welcomed everyone to the meeting and tabled thanks to all who attended the earlier knowledge session.
Adrienne Scullion (AS).
3. Declaration of interests:
No declarations of interest were made.
4. Minutes of meeting, 2 November 2015:
The minutes were approved as an accurate record of the meeting.
5. Actions outstanding and matters arising from meeting,
2 November 2015:
The actions were updated with the following points noted:
- Issue of ownership of the Agency for Legal Deposit Libraries to be taken back to Legal Deposit Librarians' Committee and brought back to the Board in early 2016. Delayed as Trinity College Dublin requires further legal advice.
6. National Librarian and Chief
The Chair announced that Dr Scally had successfully concluded the programme of appraisal of his first year in office and the Board had confirmed his appointment. The Chair thanked Dr Scally for his outstanding contribution thus far and for improvements made quickly and deftly to improve staff relations, communications and changes to the culture of the Library.
7. National Librarian and Chief Executive
The Board thanked JS and those responsible for the report (paper BM/15/50). The following points were noted:
- The introduction of self-service photography was welcomed
- A catalogue, printed or online, containing exhibition content should be made available
- The inclusion of the Haig papers in the UNESCO World Register is worldwide recognition for the Library and can be cited when applying for funding through grant applications
- The Library will be represented at the Royal National Mod for the next three years with a different theme each year.
8. 2015/16 Corporate Plan performance —
JS spoke to paper BM/15/51 providing an update on performance against the 2015/16 Corporate Plan.
- A breakdown of how the 3.44% digital format is made up to be available at the Board away day
- The Board away day will also feature more information on how the multi-year strategic plan on digitisation will be achieved
- In future versions of the KPIs there will be more reporting on the cumulative position with regard to the KPIs and the year-on-year comparisons
- Social media statistics and web page reach to be added to the KPI dashboard.
9. Loan agreements:
All loan requests were approved by the Board.
10. Draft minutes from the Audit Committee, 16 November
SL, as Chair of Audit Committee, spoke to paper BM/15/53 providing an update on the recent meeting of the Committee.
11. Financial Report to end of September
AG presented paper BM/15/54 on the financial position at the end of Q2 of the 2015/16 financial year, which had been considered and discussed by Audit Committee on 16 November 2015. MT requested more information on the Mass Digitisation project and the Manuscript Retro Conversion project.
12. Draft minutes of Staffing and Remuneration
Committee, 16 November 2015:
NM, as Chair of Staffing and Remuneration Committee, spoke to paper BM/15/55 providing an update on the recent meeting of the Committee. A request was made for more detail on overtime for the next S and R Committee.
13. Update from the Governance Committee, 8 December
Points discussed and highlighted by FR included:
- Timeline and process of appointing a new Chair discussed. The application pack has been finalised with Library input. The aim is for the post to be advertised April/May, with appointment being made in June. The new Chair should be available for the present Chair's last meeting. JB term in office ends 31 October 2016.
- There are currently five Board meetings and an away day per annum, with the last three meetings taking place in one quarter. Meetings need to be scheduled as determined by the business requirement. MOC attended and suggested where improvements to Governance might be made. MOC's report will be completed end of January 2016; external bench marking will be included. The report can feed into the Board away day in February.
14. IT shared services update:
MG presented paper BM/15/56, an update on IT shared services, with the National Galleries of Scotland (NGS) in relation to infrastructure support.
- Service level agreement to go to the next Audit Committee, focusing on the legal basis of the work with NGS, and an explanation of why a TUPE transfer is required. It was suggested that the exercise is renamed as it not really a Shared Service; the National Library is the provider of a service for NGS.
15. Major capital projects update:
MG presented paper BM/15/57 to provide an update of the key facts relating to the Library Capital Projects Programme.
- SL noted that there is a need to strengthen reporting and provide further information on transition activities associated with the Kelvin Hall (KH) project. MG has been working with IM to strengthen reporting. Next step is to share the revised reporting format with the Audit Committee for comment and approval.
- IM noted that the defined Capital Project roles and responsibilities are broadly consistent with guidance provided in the Scottish Government Capital Procurement Manual. However it would be appropriate to consider whether the currently defined project owner and project sponsor responsibilities are appropriate for the future stages of KH, given the need to increase focus on business transformation alongside the safe delivery of the infrastructure.
16. Kelvin Hall report:
AG spoke to paper BM/15/58 to provide an update on the costs and funding of the Kelvin Hall project to outline the approval process to be followed. Following discussion about the approval process, it was agreed that a teleconference will be arranged to brief the Board on the funding settlement, its implications for the KH and Causewayside projects, and the timeline for future Board approvals. To allow the Board to fulfil its responsibilities as investment decision-maker, a subsequent paper seeking Board approval for further Kelvin Hall investment will:
- Confirm the future Kelvin Hall operating model and the target objectives and benefits associated with the KH project
- Define the scope of procurement for work streams two and three, and explain the linkage between the proposed scope and delivery of the future operating model and realisation of benefits
- Explain the procurement processes for work streams two and three and demonstrate how these will ensure value of money
- Provide an update on work stream four and the wider business transition and physical migration plans
- Note key milestones
- Report infrastructure delivery and transition risks and how these are being managed.
17. Research activity update:
RS presented paper BM/15/59 which is an update on research activity in the Library, in the context of The Way Forward's strategic aim to encourage and promote research as a defining characteristic of the Library.
- The optimum goal is to gain status with independent research organisations as soon as possible. To help achieve this, a working group will be established.
18. Any other business:
- The Chair proposed an increase in the Board's budget next year to reflect the increase in activity. This is to be discussed before the end of the financial year
- The Board expressed its thanks to Jonathan Lake for his commitment and contribution to the Board and wished him well as he demits the Board.
19. Date of next meeting:
21 March 2016.