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2012_dLOC_Executive_Board_Agenda_Minutes ( PDF )

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dLOC Executive Board Meeting Meeting Agenda Karibe Hotel, Ption ville, Haiti 9 10:30am, 7 June 2011 Agenda Information Chair: Jean Wilfrid Bertrand, Director, Archives Nationales d'Hati (ANH) Vice Chair: Margo Groenewoud, Director, University of the Ne therlands Antilles Library Secretary: Dr. Mark Greenberg, Director of Special & Digital Collections, University of South Florida (USF) Member: Sandra Barker Caribbean Community (CARICOM) Member: Dulce Mara N e z de Taveras Director, Biblioteca, Pontifi cia Universidad Madre y Maestra Member: Astrid Britten, Director, Aruba National Library ( Biblioteca Nacional Aruba ) Member: Barry Baker, D irector of Libraries, University of Central Florida (UCF) Member: Joy Ysaguirre, Chief Librarian, Belize National Li brary Service and Information System (BNLSIS) Host Institution: Laurie Probst, Dean of Libraries, Florida International University (FIU) Scholarly Advisory Board Chair: Cristina Eguizbal, Director of the Latin American & Caribbean Center, Florida Intern ational University (FIU) Past Chair (non voting): Judith Rogers, Manager, Library and Faculty Technology Services, University of the Virgin Islands (UVI) 1. Sustainability Planning a. Overview of the planning document b. Discussion/Changes 2. Governance a. Review cha nges to the by laws b. Terms and Elections for the Executive Board c. Election of Vice Chair, Secretary 3. Funding a. Current financial overview b. Budget for 2012 2013 4. Collection Development a. Collection Development Plans b. Issues/Concerns 5. Technical a. New workflow and manu al changes b. Questions/Concerns 6. Communication/Publicity a. Newsletter b. Conferences/Meetings c. Web Promotion 7. Additional Business

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dLOC Executive Board Meeting Meeting Minutes Karibe Hotel, Ption ville, Haiti 9 10:30am, 7 June 2011 Attendees: Chair: Jean Wi lfrid Bertrand, Director, Archives Nationales d'Hati (ANH) Vice Chair: Margo Groenewoud, Director, University of the Netherlands Antilles Library Member: Sandra Barker Caribbean Community (CARICOM) Member: D ulce Mara N e z de Taveras Director, Bibliot eca, Pontificia Universidad Madre y Maestra Member: Astrid Britten, Director, Aruba National Library ( Biblioteca Nacional Aruba ) Member: Joy Ysaguirre, Chief Librarian, Belize National Library Service and Information System (BNLSIS) Member, Host Institut ion: Laurie Probst, Dean of Libraries, Florida International University (FIU) Also Attending: Brooke Wooldridge, dLOC Program Director, Florida International University Technical Host Institution: Judith C. Russell, Dean of Libraries University of Flori da Laurie Taylor, dLOC Technical Director and Digital Humanities Librarian University of Florida Minutes Meeting began at 9:30am. Distribution of the user guides. Overview of the meeting today 1. Sustainability Planning a. Overview of the planning docume nt b. Discussion/Changes D iscussion of the sustainability planning document. Margo Groenewoud discussed that the document is currently focused on US information and needs to be updated for the full perspective of all partners. She explained her project and h ow it links to educational materials She also shared that there is now a Dutch Caribbean Libraries group. D ulce Mara N e z de Taveras mentioned additional opportunities in the Dominican Republic and Spanish Caribbean. Brooke Wooldridge explained that Lau rie Taylor and Brooke Wooldridge would be attending a conference in Cuba in December. Judith C. Russell mentioned the Caribbean Archives meeting and that it would be an appropriate venue to support discussion and promotion. Discussion of linkages among libraries and scholars, as well as libraries and education. Discussion of time needed to incorporate dLOC funding into the budget over time.

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Discussion of Haiti partners and creating a shared community and is collaborating wit h the Quebec Archives and IF LALAC Review of the Executive Summary. (The next version of this document will have page numbers.) Review of key points. comparative research and education On a general level, there are many resources from the UN, UNESCO, and others that could be wonderful to be added to dLOC. How could this be done on an collaborative level to ac tively seek and add materials? One possibility is having small groups, like legal groups interested in specific topics, and each would add materials. These could be small, virtual groups that could focus on specific topics. Discussion of if this could be a committee charged today, or this could be done within t he existing Collection Development committee or this could work within local priorities and commitments Next year across the Caribbean countries will be celebrating 150 years of abolition of slavery. Panama and the Canal project as another that will be cross cutting given how many countries are represented in the building of the Canal. There are so many themes that should be balanced with local priorities. There needs to be an explicit structure, format, and method for this to be done to make it succe ssful. There also needs to be instruction for this and infrastructural supports so that the partners at the local level can do this easily In addition to dLOC developing materials for this, partners will also identify resources that are needed. For instan ce, partners need training on requesting permissions. CARICOM is frequently queried regarding how to better support Caribbean writers, with records, abstracts, and excerpts to share what is being published. This would support writers, countries, and collec tion management within libraries. This is another procedural document that is needed for how authors or others can load small selections from materials to dLOC. Need for deadline to get the planning document to the next level. The tentative plan is to ge t the document into the final form by fall. Discussion of goals and plans, and need to share the story of dLOC with many commercial firms. For the commercial groups, we should have a category for donors in addition to the member categories. Certain comm ercial entities that have always funded publication of books from specific islands and so they could also support those digitally as well. This would be a statement for inclusion in the plan and a sample letter for partners to take to commercial groups in their area. Need to ensure that partners and members see the benefit at the local level. Need more partner contributions for the newsletter. For the next ACURIL, there should be a panel presentation proposal for 4 5 partners to discuss their content in dLOC as a panel The donation brochure needs to have bank transfer information for direct transfers from finance departments.

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2. Governance a. Review changes to the by laws All in favor of changing the by laws. Make sure that the personal memberships are do nations and that these are non voting. b. Terms and Elections for the Executive Board c. Election of Vice Chair, Secretary Barry Baker has stepped forward to run as Vice Chair. Sandra Barker has stepped forward to run as Secretary. Unanimous ballots for both. 3. Funding a. Current financial overview b. Budget for 2012 2013 4. Collection Development a. Collection Development Plans b. Issues/Concerns Addressed within the sustainability discussion. 5. Technical a. New workflow and manual changes b. Questions/Concerns This will be dis cussed in the general partner meeting tomorrow. 6. Communication/Publicity a. Newsletter b. Conferences/Meetings c. Web Promotion Discussed within the sustainability discussion. At the local level, looking to mobilize churches and similar collections as with newsp apers. 7. Additional Business There are o pportunities with the Open Society for legal materials. The legal subgroup at ACURIL is also available here for support. Draft m inutes respectfully subm itted by Laurie Taylor on 8 June 2012.