Present: Alan Knox (Aberdeen, Convenor), Neil Curtis (Aberdeen, Secretary), Matthew Jarron (Dundee), Ewen Smith (Glasgow), Peter Trowles (Glasgow School of Art)
1. Apologies
Donna Holford-Lovell (Abertay), Justin Parkes (Robert Gordon University), Ian Carradice (St Andrews), Ann Jones (Heriot-Watt), Jane Cameron (Stirling)
2. Minutes of committee meeting on 6th February 2008
The minutes were approved.
3. Matters arising
Metrics
It was agreed that the information gathered for the metrics should be shared for use within our institutions, by Museums Galleries Scotland and University Museums Group and the Scottish Funding Council, with the acknowledgement that continued revisions might be necessary for particular uses. The figures would be mounted on the UMIS website at the beginning of June with a contextualizing text. It was also agreed that updated figures should be gathered annually.
ACTION: Members to supply information for AY2007-08 in the autumn.
Simple Loans Administration
There had been no email discussion of this topic. Ewen had gathered information from a variety of institutions, focusing on how costs of loans were shared between lender and borrower. It was also noted that a procedure was being considered to extend the procedures for developed to simplify export licensing for Recognised collections.
Heritage Assets Accounting
Ewen reported that the University of Glasgow had been investigating means of valuing collections. It had been decided that Glasgow's collections would be recorded in a footnote to the list of assets in institutional accounts, but would not be given a valuation. It was likely that each institution's Finance section would adopt different practices. The benefits of a valuation in demonstrating the importance of collections were noted, alongside the costs of gathering the figures and paying for insurance, and the risks of collections being seen as realisable assets.
4. SFC funding consultation
Alan reported that he had responded on behalf of UMIS, indicating a preference for option 1 (a new competition), while noting that awarding a minimal grant (£10,000) to collections not awarded funding in exchange for a forward plan would only account for an additional cost of £50,000. It was noted that there would still be a need for a process and criteria to select institutions for funding and the amount of grant to each institution. So far, the engagement with UMIS by SFC had been very encouraging.
5. SFC SPIRIT funding
Alan reported that the outline bid for £240,000 SPIRIT funding had been accepted and that SFC would be requesting a fully detailed bid. The project would make available existing electronic catalogue records through a common portal and produce collections level descriptions. Successful delivery would be valuable in promoting future collaborative funding from SFC, while failure to deliver could damage such prospects.
ACTION: A meeting would be arranged for those who wished to be actively involved in writing the business plan.
6. 2008 UMIS Conference
Neil had applied to the British Academy for £4,630 conference support, to pay for conference administration and invited/keynote speakers' expenses. Figures were based on 100 delegates paying a fee of £50 per day.
Invited/keynote speakers were Anita Herle, Chris Gosden, Graham Were, Roger Simon and Chris Gane. The conference sessions are to be: 'Human remains and sacred items'; 'The legacy of empire and slavery'; 'Negotiating with communities'; 'The legacy of contention'; Panel: 'The Contentious Museum?'. The publication of selected papers in a special issue of Museum Management and Curatorship has been agreed. It was agreed that we should approach the First Minister, the chair of the Scottish Funding Council, or Universities Scotland to open the conference.
7. 2008 UMAC Conference
UMIS publicity at conference
Ewen reported that the conference organisers were happy for us to have a table with banners. After discussion about the benefit of such a stall, it was decided that we should ask for the UMIS conference leaflet to be added to the delegate pack and produce two pull-up banners. One would focus on UMIS, its members and collections; the other highlighting teaching and learning, research, partnerships and community engagement. A leaflet about metrics and the conference leaflet would be available on the table.
ACTION: Members would be asked to provide images for banners by July. Alan agreed to draft the metrics leaflet, the Hunterian to design the banners, while our discussion about SPIRIT and the text of 'Opening Doors to Learning' would feed into the text for the banners which would be drafted by Neil. Ewen would confirm our wish for a table with Nick Merriman.
Post-conference tour
It was decided that instead of offering an organised tour, we would forward information about members to the conference organisers.
ACTION: Members to provide information about events or exhibitions immediately after the conference for forwarding to Nick Merriman.
8. Report from Museums Galleries Scotland
Ewen reported that, with funding from the Scottish Government, the UNESCO Scotland Committee (of which Peter is a member) would be appointing a secretariat to increase its activity, with MGS offering to host. This follows their hosting of the Scottish Emigration Museum project. Ewen had raised collaboration with similar bodies, such as Scottish Libraries & Information Council. Museums Galleries Scotland had been asked to identify efficiency savings over the coming three years. There are now 27 Recognised collections with a static fund; there is currently a single partnership application expected in the current round. The next Board meeting is on 17th June and members could contact Ewen if there were issues they wish to raise. Alan reported that Mark McLeod had not been able to attend this committee meeting, but was hoping to attend the committee meeting in September. Disquiet was raised about the direction of Museums Galleries Scotland, including the rebranding and the lack of engagement with UMIS members, though the high level of successful funding bids by university museums from Museums Galleries Scotland was noted.
9. Partnerships
The Scottish Funding Council was reviewing its funding of the Research Support Libraries Project (RSLP), with the current funding arrangements continuing until 2010. Scottish Confederation of University and Research Libraries (SCURL) had been asked to provide a strategic road map outlining research information access by the end of 2008. Alan had contacted SCURL suggesting that archives and museums be included in this roadmap and that UMIS be involved in consultation. It was noted that there were clear links with current activities by university museums, such as the SPIRIT bid, while the Research Libraries Group in the USA were already including libraries, archives and museums when considering issues relating to access to (and use of) collections.
Matthew noted that the Art Colleges project was progressing, with a seminar on 31st May in Stirling and the Edinburgh College of Art considering Accreditation. It was agreed that Edinburgh College of Art be invited to join UMIS.
10. Website
Matthew reported that material was required for the website, notably annual reports for 2007-08 and information about current exhibitions and events, particularly in advance of the UMIS and UMAC conferences.
11. AOB
Peter reported that following successes in England, the Public Catalogue Foundation is considering including Scotland within its project documenting oil, acrylic and tempera paintings. This could offer external funding to photograph and publish relevant material in collections.
Ewen reported that the University of Glasgow had now been awarded full Accreditation: the deferral had been due to a minor technicality.
It was noted that there had been problems with Accreditation applications in the recognition of material housed in venues other than the main site. It is assumed that Museums Galleries Scotland were continuing to administer Accreditation on behalf of the Collections Trust.
ACTION: Matthew would email members asking for advice and comments on the Accreditation process.
12. Date of next meeting
Committee meeting - 3rd September 2008 - Stirling
AGM - 19th November 2008 - Aberdeen
Conference - 20th/21st November 2008 - Aberdeen
Committee meeting - 4th February 2009 - Glasgow School of Art
ACTION: Neil to confirm venue of Stirling meeting with Jane Cameron
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