The Board of Directors of theAbes

Functioning of the Board of Directors of theAbes


Extract from Decree No. 94-921 of 24 October 1994

Art. 6 - The President of the Board of Directors shall be appointed by the Minister in charge of higher education from among the members of the Board (...)

Art. 7 - The Board of Directors shall meet at least twice a year. In the event of a tie, the chairman shall have the casting vote. The minutes of each meeting shall be sent to the Minister responsible for higher education within fifteen days of the Board meeting. […]

Art. 9 - The members of the Council other than the ex officio members are elected or appointed for a renewable period of three years. The term of office of the members of the Council shall cease when they lose the capacity by virtue of which they were elected or appointed. In the event of a vacancy occurring, for whatever reason, at least six months before the normal term of office, the members of the Council shall be replaced under the same conditions for the remainder of the term of office.

Role of the Board of Directors of theAbes


Art.11 - The Board of Directors shall deliberate on :

  • general orientations of theAbes
  • the school's internal rules
  • the budget and its amendments, the financial account
  • the agency's establishment project
  • the annual activity report
  • the determination and rate of fees and remuneration of all kinds due to the Agency
  • acquisitions, disposals and exchanges of buildings
  • donations and legacies

The Board examines contracts, agreements and procurement contracts which, by virtue of their nature or the financial amounts involved, are submitted to it for approval. It gives its opinion on all matters submitted by the Ministry of Higher Education and Research or by the Chairman of the Board of Directors.

Composition of the Board of DirectorsAbes


The Board of Directors is chaired by Michel Deneken, President of the University of Strasbourg.

Members by right

  • Anne-Sophie Barthez, Director General of Higher Education and Professional Integration, represented by Véronique Lestang-Prechac, Deputy Head of the Strategic Coordination and Territories Department
  • Claire Giry, Director General of Research and Innovation, represented by Odile Contat, Head of DICoDoc - Department of Knowledge Dissemination and Documentation
  • Nicolas Georges, Director of the Service du Livre et de la Lecture, Ministry of Culture, represented by Jérôme Belmon, Department of Libraries
  • Gilles Pécoute, President of the Bibliothèque nationale de France, represented by Emmanuel Jaslier

Named personalities

According to the order of October 25, 2022, the following personalities are appointed for a 3-year term:

  • Émilie Barthet, Director of Libraries, Information and Open Science, Université Paris-Saclay
  • Michel Deneken, President of the University of Strasbourg
  • Anne Fraisse, President of Paul Valéry Montpellier 3 University
  • Anne Laurent, university professor, vice-president in charge of open science and research data at the University of Montpellier
  • Marc Martinez, Director of the SciencePo Paris Library, President of the ADBU

ElectedAbes staff members

  • Bahija El-Bakali Taheri, representing engineering staff
  • Aurélie Faivre, representing administrative, library and technical staff 
  • Brigitte Michel, representing the curators and conservators general 

Records of decisions of the Board of Directors of theAbes


Session of March 7, 2024

1. Approval of the minutes of the meeting of November 20, 2023

Adopted unanimously

2. Account account 2023

The 2023 financial statement shows a favorable financial situation in terms of both budget and assets.
The 2023 budget balance is in surplus, at €388,795, while the cash position has been replenished by €559,290. The profit amounts to 701,060€, generating cash flow of 797,904€ and an increase in working capital of 416,125€.
It is proposed to appropriate the profit to retained earnings.

Adopted unanimously

3. Amending budget no. 1 of 2024

BR1 2024 takes into account the 4-year renewal of the Elsevier national license, the second wave of CollEx-Persée acquisitions and the payment of the related subsidy, as well as the fine-tuning of some expenses linked to the 2024/2028 establishment project.
Budget authorizations have thus been increased to : 

  • 161,524,629 in AE ; 
  • 64,067,351 CP ; 
  • 62,708,603 in revenues. 

The forecast budget balance amounts to a deficit of €1,358,748, and the result to a loss of €844,536 - financed by a deduction from working capital.

Adopted unanimously

4. Project 2024-2028

  • Reorganization ofAbes
    In order to adapt its organization to the 2024/2028 establishment project, the agency is reorganizing. Initial ideas were presented to the Board. They highlight a number of general principles, in particular the cross-functional nature of actions and the clearer identification of services offered to networks. 
  • Re-informatization
    Re-informatization is one of the main components of the establishment's project: its initial outlines and lines of work were presented to the Board, in particular the "sourcing" approach undertaken, as well as initial work on the expression of needs; an update was given on the organization of this work and the involvement of networks in the reflection process.

Information

5. Information on current projects

An update was given on 3 projects that must be completed by the next Board meeting in June:  

  • Prioritization of the agency's day-to-day activities with a view to ramping up deployment of the 2024/2028 establishment project. 
  • Developments to the theses.fr platform, in particular the launch of a national theses intranet.
  • Request for integration into the training platform Callistoonline training platform dedicated to scientific and technical information, in partnership with the CFCB, the Urfists and theInist.

Information

Meeting of November 20, 2023

1. Approval of the minutes of the meeting of September 14, 2023

Adopted unanimously

2. Budgetary issues

  • Revision of Journées fees Abes
    Registration and sponsorship fees for Journées Abes are being increased for 2024, the fees having remained unchanged since 2017 (for registration fees) and 2012 (for sponsorship).

Adopted unanimously

  • Amending budget no. 2 of 2023

    BR2 concerns operating and capital expenditure on the agency's 3 budgets, and does not upset the balance of the initial budget.

Adopted unanimously

  • Intial budget 2024

    The BI 2024 maintains the agency's usual income and expenditure, and introduces a first component to finance the 2024-28 establishment project.

Adopted unanimously

  • Accounting and budgetary internal control: Presentation of risk mapping and 2024 action plan

    3 main risks have been identified for 2024, concerning cash flow and budget planning.

Adopted unanimously

3. Project 2024-2028

Following the September board meeting which outlined the project, the final version is now availablefor consultation on our website.

Adopted unanimously

4. Deployment policy 2025-2026 (suspension of deployments)

In order to free up the resources needed for the establishment project starting in January 24, there will be no call for expressions of interest for new deployments in the Sudoc and Calames catalogs from 2025 to 2027.

Adopted unanimously

Furthermore, with the same objective of managing the resources needed to implement the establishment's project, it is proposed that an ad hoc working group be set up to propose to the Board of Directors a strategy for prioritizing the establishment's current activities.

Information

5. Single social report 2022

Once adopted by the school's CSA, the RSU is presented to and adopted by the Board of Directors(available on our website).

Adopted unanimously

6. Occupational health and safety inspection report

Following the health and safety inspection in May 2023, its report was presented to the Board of Directors and did not reveal any major risks detected during the inspection.

Information

7. Updating ofAbes

The agency's internal rules and regulations have been updated to bring them into line with the reality of operations and changes in regulations since they were last revised in 2016.

Adopted unanimously

8. Information on current contracts and agreements

Information

9. Any other business:Abes 's participation in the IA Cluster project

The agency is taking part in the Montpellier consortium applying for the IA Cluster artificial intelligence call for expressions of interest. This participation is in collaboration with AMUE and CINES. The call for tenders is led by the University of Montpellier.

Information

Meeting of September 14, 2023

1. Financial Affairs Department: Martine Brunet leaves, Nawal Benni joins us

Information

2. Approval of the minutes of the July 12, 2023 Board meeting

Adopted unanimously

3. Reflection on the plant project

  • Electronics documentation
  • Information system
  • Data policy
  • Network policy
  • Organization and GPEC
  • Research & Development

Information

4. Other business

Meeting of July 12, 2023

1. Approval of the minutes of the Board meeting of March 9, 2023

Adopted unanimously

2. Budget issues: BR1 2023
The Amending Budget - BR1 concerns operating and capital expenditure on the 3 budgets ofAbes and does not upset the balance of the initial budget.

Adopted unanimously

3. Business report 2022

Adopted unanimously

4. 2023 Hcéres evaluation report onAbes

Information

5. Project 2024-2028 

A progress report on the development of the 2024-28 facility project is proposed to the Board of Directors, in terms of the expression of needs and the development of user services to be envisaged.

Information

View the Wire post Abes

6. 2024 rollouts - Network Calames

The collections of the Hadamard Library, Université Paris-Saclay will be deployed on the Calames network in 2024.

Adopted unanimously

7. Conventions

  • Agreement with Hospices civils de Lyon: provision of a significant extraction of data Sudoc for an experimental LRMization project

Adopted unanimously

  • Cooperation with the Centre Technique du Livre de l'Enseignement Supérieur: framework partnership agreement with CTLes for 2023-27

Adopted unanimously

8. Contracts and agreements

Information

9. Other business

  • Information onAbes 's intention to participate in the Call for expressions of interest (AMI) launched in June by the ANR: "IA Cluster - world-class research and training clusters in artificial intelligence".
Meeting of March 9, 2023

1. Approval of the minutes of the November 21, 2022 Board meeting

Adopted unanimously

2. Approval of the 2022 financial statement:Abes has not encountered any cash flow difficulties during the year. The financial situation remains healthy. The tables of uses, budgetary authorizations, financial balance, income statement and balance sheet are presented and approved.

Adopted unanimously

3. Reimbursement rate for accommodation expenses: in view of the increase in hotel rates since last summer, the reimbursement ceiling has been raised to €140 for Paris and €100 for the rest of mainland France.

Adopted unanimously

4. Cooperative Program news: the Cooperative Program steering committee redefined the general framework, broadening the range of actions eligible for funding and raising the funding ceilings.

Information

5. LRM Factory project: as the security of the project's legal structure was not assured, it was decided not to proceed with the LRMfactory project.

Adopted unanimously

6. School project, milestones 2023: presentation of the methodology and phasing 2023 for the preparation of the next school project 2024/28.

Information

7. Update on current projects: presentation to the Board of progress on current projects [Qualimarc; Convergence; overhaul of theses.fr; FNE pilot; synchronization Sudoc and local systems; automatic Rameau and Dewey indexing; digital office] and current news [IT incident; training on electronic resource reporting; reporting on Calames ; network life].

Information

8. Other business

  • Board of Directors organization: the Board will be experimenting with a new type of meeting, i.e. an annual full-day face-to-face session devoted to strategic directions, and more ½-day sessions in hybrid format.
  • Dates for the 2023 summer and winter BODs.

Information

Meeting of November 21, 2022

0. Authorization to hold Board meetings remotely or in hybrid mode

Adopted unanimously

1. Approval of the minutes of the July 4, 2022 Board meeting

Adopted unanimously

2. Budgetary issues

  • Amending budget no. 2-2022: this mainly comprises marginal adjustments to the agency's 3 budgets ( Abes, SACD Groupements de commandes and SACD Istex).

Adopted unanimously

  • Initial 2023 budget: this is a continuation of the 2022 budget, 2023 being the final year of the 2018-2022 facility project, extended to 2023.

Adopted unanimously

  • Disposal of non-current assets: corresponding to the initial implementation of Sudoc (1997).

Adopted unanimously

  • Internal Control of Accounting and Budgeting (CICB): it presents a risk map and an action plan. For 2023, the 3 main risks identified concern the deployment of the INFINOE module, variations in the euro/dollar exchange rate, and pressures onAbes's cash position.

Adopted unanimously

3. Activity report 2021

Adopted unanimously

4. Single corporate report 2021

Adopted unanimously

5. Mission letter fromAbes

Transmitted by the MESR to the new director ofAbes at the start of his term of office, the mission letter sets out the themes and subjects to which the Ministry draws his attention, particularly in the context of a reflection on the establishment's project to be proposed in 2024. The letter stresses the need to evaluate and take into account the documentary needs of ESR networks; the question of renewingAbes 's technical base; and the effective implementation of the bibliographic transition. She urgesAbes to become even more involved in the issue of personal and structural identifiers, and to consider possible partnerships with neighboring CINES. Finally, she draws the Director's attention to the issues of social dialogue and GPEEC.

Adopted unanimously

6. Agreement with BnF concerning the implementation of the national entity file

The agreement is in the process of being approved by BnF.

Adopted unanimously

7. Information on current contracts and agreements

No vote

8. Other business

The school's management undertakes to inform the directors promptly of the application file for the "LRM Factory" project, submitted by TechAdvantage to the Caisse des dépôts et consignations in partnership withAbes.