1. Present:
Alan Knox (Aberdeen, Convenor), Neil Curtis (Aberdeen, Secretary), Matthew Jarron (University of Dundee), Helen Rawson (University of St Andrews), Ann Jones (Heriot-Watt University), Ewen Smith (University of Glasgow, Treasurer), Jacky MacBeath (University of Edinburgh), Jane Cameron (University of Stirling), Peter Trowles (Glasgow School of Art), Jane Kidd (Robert Gordon University)

In attendance: Klaus Staubermann (National Museums Scotland)

Apologies> None received

2. Minutes of committee meeting on 20th May 2009
The minutes were approved.

3. Matters arising
a. SFC funding consultation
Nothing to report, with no further contact with SFC. Ewen has raised the review with Museums Galleries Scotland.
b. Heritage Assets Accounting
Ewen reported that Accounting Standards Board (ASB 30) states that the reporting of assets held by museums etc. will have significant new disclosure requirements, including the content and valuation of collections from 2010. This will particularly refer to new acquisitions each year. In the absence of valuations of existing collections, internal estimates may be acceptable or collections could be excluded if valuation is not feasible. (www.frc.org.uk/asb/technical/projects/project0066.html). Jackie reported that Edinburgh have valuations for their collections and will put together for circulation information about helpful experts. Edinburgh's costs were covered by the University's insurance section. It was noted Lyon & Turnbull had offered very favourable rates, and Sotheby's had valued Stirling's art collection for free. The advocacy benefit of valuations was also discussed.

c. Museums Summit
Those attending noted that there had been little follow-up yet, but that a think-tank would be established. Membership was not known.

d. UMIS membership
Edinburgh College of Art will be contacted to pursue their interest in joining. They have not responded yet.
ACTION: Neil to make contact
Dawn Kemp, (RCSEd) has a new appointment in Chelsea Physic Garden, London.
Our good wishes would be communicated to her.

4. SFC SPIRIT funding
a. Revealing the hidden collections
The progress of the project was to be discussed at the SPIRIT Board meeting immediately after the committee meeting.
b. Next round of funding
No application is being put forward by UMIS or individual members. This would be noted in the Project Board minutes so that this was not perceived as lack of need for such funding by SFC.

5. Website
Matthew reported that he was now using Google Analytics to record usage of the main pages.
Alan is continuing to pursue the use of the domain name 'umis.ac.uk'.
ACTION: All to send updates to Matthew

6. UMIS Constitution
The existing constitution was discussed to identify issues for revision to reflect practice. There were few changes, and it was agreed that it should be concise.
1- It was agreed that the current name was appropriate.
2 - There were difficulties in definition, but it was felt that the open-ended approach continued to be appropriate. It was suggested that HE teaching and research and public engagement should be highlighted among the aims.
3 - It was agreed that membership was institutional rather than individual, with the committee able to approve membership by analogous institutions (such as RCSEd) while maintaining the focus on university museums.
4 - It was agreed that there should be one voting representative for each institution, with substitutes, and a quorum of representatives of four members with the chair having a casting vote. In the event of a tied vote at normal committee meetings, the chair of the meeting would have a casting vote.
5 - Office bearers would be elected by the committee, but need not be institutional members. There would be no distinction between the membership and the executive committee, other than in the functions of the AGM. A cycle of three year terms had been established so that office-bearers were not all elected for a single coincident term. Rather than having a Vice-Convenor, the committee would elect a chair from among its meeting.
6 - The membership fee would be set at a committee meeting, not AGM. The Treasurer would be accountable to the committee.
7 - The AGM would be the meeting at which officers would be elected and changes to the constitution approved. Members should be given a minimum of two weeks' notice of the all meetings.
8 - The disposal of assets would be approved by the committee.
ACTION: Neil to circulate a draft based on the discussion.

7. Museums Galleries Scotland report
MGS were reconsidering their approach to communications and marketing following the departure of Carl Watt. The membership survey had shown that visits and the grants programme were valued, with some recommendations for changes in the distribution of grants. The Accreditation process, advocacy on behalf of the sector and was also being evaluated. They would also evaluate reporting to minimise duplication and improve linkage with National Outcomes. The future of the Scottish Emigration Museum project was also being considered. The difficulties of the change in the date of the membership invoicing from one university financial year to another was discussed and Ewen agreed to pass this on to MGS.
Accreditation
Jacky reported that she had contributed to a MLA consultation on Accreditation. Alan noted that he was concerned that the online consultation focused on increasing bureaucracy, rather than simplifying the process. There was general concern at the burden of the application process and the difficulties caused by responsible staff. Ewen noted that MGS recognised that the process was more suited to local authority museums and were trying to improve it.

8. Partnerships
a. Scotland & Medicine
Helen reported that there would be an appointee to work with the Cultural Olympiad, while Dawn would continue to involved in a supporting role after she leaves RCSEd.
b. UMG
Alan reported that there had been little to report since the joint UMIS/UMG in Manchester on 2nd June. The joint meeting had been very successful.
c. NMS/STICK
Klaus Staubermann (National Museums Scotland) outlined the STICK (Scottish Transport and Industry Collection Knowledge) initiative initiated by Alex Hayward. It is now part of NMS National Partnerships, co-ordinated by Rowan Brown. It is still a fresh group, with places available on the steering group. Although there is no budget, a website is being developed and work pursued with the Effective Collection initiative, particularly considering de-accessioning. He highlighted the importance of the historical links between universities, particularly Edinburgh, and the NMS industrial collections. He also noted that Katie Philipson is the recently-appointed curator of modern scientific instruments and was keen to make contact with university museums in Scotland. He encouraged UMIS members to become involved, particularly as the project was still in a formative stage, with the next meeting being on 17th October. Klaus is also still a member of the Universaeum committee and so is involved with European initiatives in this area.

Discussion included noting that much design work taking place in universities and schools of art (e.g. product design) was not being collected by institution, that the production of CLDs could be useful, as would planned collaborative collecting with protocols to guide collecting by individual university museums and NMS.

9. AOB
Finance
The current UMIS balance is £5,144.

10. Dates of future meetings
Thursday 18th November - AGM & committee meeting.
A schedule of meetings would be arranged by email for mid January, late March/early April and late May/early June, ideally on Thursdays.

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