Group Title: Digital Library of the Caribbean (dLOC) Executive Committee Meeting Minutes
Title: Executive Committee Meeting Minutes ( 10 June 2010 )
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 Material Information
Title: Executive Committee Meeting Minutes ( 10 June 2010 )
Physical Description: Serial
Language: English
Creator: Digital Library of the Caribbean (dLOC)
Publisher: Digital Library of the Caribbean (dLOC)
Place of Publication: Miami, Florida
Publication Date: June 10, 2010
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Bibliographic ID: UF00093611
Volume ID: VID00009
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.


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Digital Library of the Caribbean Executive Board Meeting Minutes

ACURIL, Santo Domingo June 10, 2010, 8 am

Chair: Jean Wilfrid Bertrand, Director, Archives Nationales d'Ha'ti (ANH)
Vice-Chair: Margo Groenewoud, Director, University of the Netherlands Antilles Library
Secretary: Dr. Mark Greenberg, Director of Special & Digital Collections, University of South Florida (USF)

Member: Margo Groenewoud, Director, University of the Netherlands Antilles Library
Member: Ms. Maureen Newton, Caribbean Community (CARICOM)
Member: Dulce Maria Alvarez, Director, Biblioteca, Pontificia Universidad Madre y Maestra
Member: Astrid Britten, Director, Director, Biblioteca Nacional Aruba
Member: Barry Baker, Director of Libraries, University of Central Florida (UCF)
Member: Joy Ysaguirre, Chief Librarian, Belize National Library Service and Information System (BNLSIS)
Member: Jean Wilfrid Bertrand, Director, Archives Nationales d'Ha'ti (ANH)
Member: Dr. Mark Greenberg, Director of Special & Digital Collections, University of South Florida (USF)

Past-Chair (non-voting): Judith Rogers, Manager, Library and Faculty Technology Services, University of
the Virgin Islands (UVI)
Host Institution: Laurie Probst, Dean of Libraries, Florida International University (FIU)
Scholarly Advisory Board Chair: Cristina Eguizabal, Director of the Latin American & Caribbean Center,
Florida International University (FIU)

Board Members, not present: Jean Wilfrid Bertrand, Mark Greenberg, Judith Rogers, Cristina Eguizabal

Also present: Brooke Wooldridge, Judy Russell, and Laurie Taylor, Pedro Urefa, attending for Dulce
Maria Nufez who was on the conference organization committee and only able to attend for part of the

Meeting facilitator: Brooke Wooldridge

Minutes by: Laurie Taylor

1. Governance
a. Types of Membership Institutional and Associate
i. Members have extended the offer of associate membership to local partners.
b. Staggered Terms for the Executive Board -
i. Think about who wants to be on for 3 years with others for 2. Terms will end 2
years from this ACURIL, so at ACURIL 2012.
c. Elections
i. Chair Jean Wilfrid Bertrand (term 2009-2011)
ii. Vice Chair Margo Groenewoud (term 2010-2012)
iii. Secretary Mark Greenberg (2009-2011
d. Nominations and review of new Academic Advisory Board
i. The terms of the current Academic Advisory Board will expire. A few with
current projects will stay on and we will issue a call for new members.
ii. It is difficult to get attendance by all members at the Caribbean Studies
Association. Should we reconsider this as a requirement?

2. Collection Development

a. The need for collection development plans was discussed in the general partner
meeting as a way to focus the development and create concrete benchmarks to ensure
the content move forward consistently.

3. Technical
a. New format for training material like a wiki and digitization videos should be expanded.
While these tools are very useful the board agreed that they could never replace in-
person training.

b. Tour of dLOC, features Many new features have been implemented. The MydLOC
feature allows users to create bookshelves with favorite items and save searches. The
online submittal and metadata editing tool is the first step towards online management
of the content in dLOC. This will resolve the network permission issues and ensure that
the project continues to become easier to manage.

c. Reference cards for users that are ready for printing by partners or individual users. This
will allow for promotion of the resource and answer many of the frequently asked
questions about where to start searching

d. Training important to the grant and for the success of future project, maybe create
videos with phone chat for Q&A

4. Metadata
a. The two metadata workshops presented by Laila Miletic-Vejzovic and Mark Sullivan
were very well received.

b. Still an area of concern for many partners. More training materials are needed. Also, if
funding and schedules permit partners would be interested in in-person training.

5. Funding
a. Institutional Support
i. As we move forward with dLOC post TICFIA funding it is important to document
and recruit additional institutional support.
ii. The suggestion of some type of member fee was discussed. Some partners saw
this as a possible solution while others saw it as a challenge to membership.
Suggested fees ranged from $250-1000.
b. Grants
i. Both grants that support the operation of dLOC directly (technology fee
proposals in Florida and other opportunities)
ii. Have other projects write dLOC into plans for sustainability (Margo, UNA has
applied for a grant with 10% to dLOC for operating costs)

iii. Add dloc grant proposals and related information to the dloc website

iv. Prepare guidelines for partners to use outlining the costs of hosting/archiving
the materials for use in other grant proposals

c. Donations
i. How would donations be collected and administered? Who would facilitate the
relationships and how does this relate to other institutional fundraising goals?

6. Communication/Publicity

a. New Logo
i. Discussion of the new promotional pieces and web implementation
b. Newsletter
i. The first newsletter is still pending, but in development. Maybe work with the
Secretary to develop a format and keep the newsletter on schedule.
c. Conferences/Meetings
i. Consider a dedicated dLOC meeting (like the Summit) every two years to focus
on major issues related to the project. At first the suggestion was to plan in
conjunction with ACURIL to defray travel costs, but fatigue after such a long
conference would decrease productivity of the meetings.
d. Web Promotion
i. YouTube clips, 1.5-2min, short and to the point for dLOC partners and users

ii. Reference Cards

7. Additional Business

a. Special Concern regarding reduced funding for CNDL
This conversation is for CNDL, but CNDL budget has to be considered with how that
balances with dLOC needs. CNDL funding was lower than requested by $40,000 per
year for each of the 4 years (total reduction of $160,000). Initially money was allocated
for training and local staffing but now we must decide how best to balance both
needs. It may be possible to mitigate somewhat with online training using Skype, but
Skype is blocked in Belize and some other countries.

Recommendation from the board is to contact grant partners with the endorsement
from the board that this is a financial challenge and request input regarding how to best
support the grant objectives. For travel/training, this should be a conversation at the
partner level to best meet each partner's needs

Additional business

Adjourned at 8:52am to allow time to get to main room for Declaration of ACURIL's Solidarity Day with
Libraries and Archives of Haiti

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