Present: Cllr. George Cooper (Chair), Mrs Eileen Bowlt, Mrs Trisha Grimshaw, Prof Steve Hodkinson, Mr Charles Crawford, Mr Tony Mitchell and Mr David Varley.

Apologies: Mrs Raj Chopra, Ms Paula Palk and Ms Helen Betteridge.

In attendance: Mr David Routledge, Lady Chisholm, Ms Carolynne Cotton, Mr Richard Daniels, Ms Kate Lewis, Mr Fen Oswin and Mr Paul Davidson.

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

2. Project Update
Congratulations were sent to Mandy Mordue on the birth of a daughter Kaitlyn Rose on 27th December 2005.

2.1 Recruitment
The Project Manager (Uxbridge) reported that in November Mr Paul had been appointed Assistant Archivist and Mr Fen Oswin had been appointed Digital Technician, completing Project staffing. A Museum Curator had been appointed as the Borough's match funding for the Project, to start at the end of April.

2.2 Volunteers
The Project Manager (Uxbridge) reported that three new volunteers had been recruited since the last meeting, bringing the total to seven. The Chair praised the work of the volunteers. Brunel due to start volunteer recruitment for fulfilment of HLF requirements on volunteer hours.

2.3 Equipment
The Project Managers reported that all equipment was purchased, with the server being configured after technical difficulties. Software for the web interface had been ordered.

2.4 Budget
Received: Budget update
Project Manager (Uxbridge) confirmed that salary figures had taken into account pay reviews in the new financial year. The HLF had been asked to extend the project until September 2007, and responded that the situation would be reviewed when clearer estimates on timing would be available later in the year after the completion of further cataloguing.

2.5 Cataloguing
An estimated 10% of total linear metres of records had been catalogued and over 1700 images had been digitized, 10% of which had been restored (not enhanced).

3. Website Concept
Received: Presentation of the website
It was reported that the site would be launched when content was completed in the near future, and interpretation for education work would be input in the final stages of the project. Mr David Varley approved the interpretation of his designs and the Steering Group thanked him for his work. The Digital Technician took photographs of attending members of the Steering Group for inclusion on the website.

4. Introduction to Collections
Richard Daniels described the exhibition of Hillingdon, Maria Grey and British & Foreign School Society collections, previously on display at Hillingdon Library for 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 & Foreign School Society and firsts in Hillingdon (e.g. beginning of local government, first suburban development, etc.). In her absence, Helen Betteridge sent Maria Grey and British & Foreign School Society collection reports. Kate Lewis described the Shoreditch collection.

5. Any other business

5.1 The Group were informed that Mrs Raj Chopra had resigned from the Steering Group.

5.2 The Project Manager (Uxbridge) reported that project stationary needed to be approved by Hillingdon Civic Centre.

5.3 Links to heritage websites would be welcomed for the website, together with details on making donations to the collections.

5.5 The security risk of publishing photographs of historic buildings was considered. The Group was informed that the HLF or the Historic Buildings Record might issue risk assessment guidelines.

5.6 The Chair thanked Trisha Grimshaw for her work on the project and wished her the best for her retirement.

Next Meeting

15 June 2006, 2-4 pm, Runnymede (Transport will be provided between Uxbridge and Runnymede)