Present: Mrs Eileen Bowlt, Mrs Trisha Grimshaw, Prof Steve Hodkinson (Acting Chair), Mr Tony Mitchell, Mr Anthony Palmer and Mr David Varley

Apologies: Mrs Raj Chopra, Cllr. George Cooper (Chair), Mr Charles Crawford and Ms Paula Palk.

In attendance: Ms Helen Betteridge, Lady Chisholm, Ms Carolynne Cotton, Mr Richard Daniels and Ms Mandy Mordue.

1. Welcome and Introduction
The Acting Chair welcomed everyone to the third meeting of the Steering Group and invited all attendees to introduce themselves.

The Group welcomed Mr Anthony Palmer as the new HASH representative.

2. Demonstration of ADLIB Software/ cataloguing process
Received: a photograph of the Uxbridge Volunteer Fire Brigade (c. 1880)

To help Members develop a deeper understanding of the project and the work to be undertaken by the project staff, the Assistant Archivist (Uxbridge) gave a demonstration of the cataloguing processes to be used and ADLIB (the new archival software) using a photograph of the Uxbridge Volunteer Fire Brigade (c. 1880).

The Assistant Archivist (Uxbridge) showed what information needed to be entered onto the software, how and where it should be entered to ensure consistency and how this could be controlled within the software. He also showed how images could be put into the system, which could then be used as part of the website visual content.

3. Project Update
3.1 Recruitment
The Project Managers reported that since the last meeting James Rowley who had been offered the Digital Technician role had decided to withdraw from the post due to difficulties in finding suitable accommodation in the area and that even though the Senior Archivist post had been re-advertised in June, the position had still not be filled.

The Group was informed that since there was obviously a shortage of candidates with the required skills, it had been decided to advertise for another Assistant Archivist rather than the Senior Archivist post. The Assistant Archivist and the Digital Technician posts would be re-advertised on 14 October 2005 with interviews scheduled for Monday 14 November.

Members expressed their disappointment at the delay in recruiting to all posts and the affect the delay might have on the project. The Project Managers reported that the project had not suffered any serious setbacks but it was hoped that as a number of newly qualified archivists had expressed an interest in the Assistant Archivist post the post would be filled very quickly once the successful candidate was appointed.

3.2 Equipment and Training
The Project Managers reported that the new computers, scanner, camera, printer and ADLIB software had been purchased with most of the equipment installed and ready to go. Installation of the two servers (at Uxbridge and Brunel) was in progress but there would be an operational delay until the link between the servers was established.

All project staff had received training on the ADLIB software as of 29 and 30 September.

3.3 Budget
Received: Budget update
The Project Manager (Uxbridge) reported that to-date the budget was mostly on track. However, failure to recruit all posts meant that more money had been spent on recruitment than originally estimated The Group were informed that the Project Managers would seek agreement from the HLF to move money from the contingency fund into the recruitment budget once a final cost had been received.

The Group noted the following:
salary costs were less than anticipated, as there were only currently two members of staff,
equipment costs were high as a result of having to purchase the equipment at the start of the project,
travel costs were also high as a result of the Assistant Archivist (Brunel) travel to the BFSS Archives at Osterley. This was short-term given that the Archives would be moving to Runnymede in November.

The Group agreed that the Project Managers should circulate a budget statement at each future meeting.

3.4 Membership of the Steering/Executive Groups
The Acting Chair informed the Group that Tom Tranter, the BFSS representative on the Executive Group had passed away unexpectedly in August. Tom had been a valuable member of the Executive Group and a great supporter of the archive world. He would be greatly missed.

The Group were also informed that John Kidd had retired as the Director of the BFSS in August. The Group thanked Mr Kidd for his support and commitment to the project. Mr Charles Crawford. the new Director of the BFSS had been invited to attend the meeting but unfortunately had been unable to attend the meeting , due to other commitments.

The Project Manager (Brunel) informed the Group that she would be starting maternity leave from the beginning of December and that during her leave the project would be supported by a new Assistant Records Manager post at the University.

3.5 Volunteers
The Project Manager (Uxbridge) reported that there were five volunteers at Uxbridge but once the office was fully staff it would be possible to employ more. The volunteer representative on the Group said that he was currently working on listing some of the Boroughs photographic collection.

The Project Manager (Brunel) informed the Group that the University had drafted a Volunteer Policy in preparation for the employment of volunteers at Runnymede. It was hoped that active recruitment of volunteers would begin in the New Year.

4. Project Communication
4.1 Communication Plan (draft)
Following circulation of a draft communication plan at the last meeting, Members were invited to approve the document. After a short discussion, it was suggested that it would be useful if certain tasks within the plan were assigned to individuals/groups, for example, tasks to be carried out by current/future volunteers.

The Group agreed that the Communication Plan should be adopted following amendments as discussed.

4.2 Archives Awareness Exhibition
The Assistant Archivist (Uxbridge) informed the Group that an exhibition had been put up in the Central Library Uxbridge about the project and the partners archives in support of Archives Awareness Month. The theme for Archives Awareness Month was beginnings so the exhibition had been about the beginnings of the project, establishment of Maria Grey College and the British and Foreign Schools Society and firsts in Hillingdon (e.g. beginning of local government, first suburban development etc.).

During September the exhibition had been on view in the front windows of the library but the boards had now been placed on the third level where a permanent project display area had been established.

As the exhibition had been put together in a format that could easily be moved between different locations, Members were asked to nominate possible future locations.

4.3 Project website
The Project Manager (Brunel) presented an outline of what the project website could contain as a first phase in order to establish a web presence that could be built on as the project developed. It was envisaged that the site would include an introduction about the project and the archives collections (along the lines of the project leaflet), information of the project management such as the terms of reference and membership of the Steering Group, project to-date and how individuals/groups could contribute to the project, for example, information about volunteering.

The Group discussed whether there should be a website along the lines outlined above, what it should contain, where it would be delivered from and how it could be more visually friendly rather than just text. Options put forward included:
using the Brunel website to deliver the first phase of the project website,
circulating a PDF version of the leaflet to all local schools,
putting up documents and photographs that are catalogued to give people a taste of what we have, and
photographs of project staff, volunteers etc.

To get visual material up on the website quickly, it was proposed that archive material from Mellow Lane School could be put up to show what we are looking to achieve in the future with the project.

Mr David Varley offered to put together the information with the help of the Project Managers that could be easily downloaded onto the Brunel system.

5. Any other business
The Project Manager (Brunel) suggested that the next Steering Group meeting could be held at Brunels Runnymede campus so that Members could see the Universitys and the BFSS archive collections first hand. The Group agreed that date/s should be canvassed to see if Members were able to make the trip over to Runnymede.

There was no other business.

The Acting Chair thanked everyone again for their support for the project and for attending the meeting.