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dLOC Executive Board Informational Packet (Agenda and Materials), 2014

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Title:
dLOC Executive Board Informational Packet (Agenda and Materials), 2014
Physical Description:
Serial
Language:
English
Creator:
Digital Library of the Caribbean (dLOC)
Wooldridge, Brooke
Taylor, Laurie N.
Publisher:
Digital Library of the Caribbean (dLOC)
Place of Publication:
Miami, Florida
Publication Date:

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serial   ( sobekcm )

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Source Institution:
University of Florida
Holding Location:
University of Florida
Rights Management:
Applicable rights reserved by dLOC.
System ID:
UF00093611:00020


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dLOC Executive Board Meeting Nassau, The Bahamas Thursday, June 12, 2014 ; 7:00 8:30 am (to be confirmed) dLOC Board 2013 2014 Chair: Margo Groenewoud, Director, University of the Netherlands Antilles Library Vice Chair: Barry Baker, Director of Librarie s, University of Central Florida Secretary: Sandra Barker, Caribbean Community Member: Dulce Mara Ne z de Taveras Director, Bi blioteca, Pontificia Univ. Madre y Maestra Member: Astrid Britten, Director, Aruba National Library ( Biblioteca Nacional Ar uba ) Member: Joy Ysaguirre, Chief Librarian, Belize National Library Service & Information System 3 Member s : pending election Host Institution s : Anne Prestamo Dean of Libraries Florida International University, and Judith C. Russell, Dean of University Libraries, University of Florida dLOC Institutional Member Representative: pending election Scholarly Advisory Board Chair: pending election Past Chair (non voting): Jean Wilfrid Bertrand, Director, Archives Nationales d'Hati Judith Rogers, Manage r, Library and Faculty Technology Services, Univ. of the Virgin Islands Agenda 1. Sustainability Planning a. Update 2013 2014 b. Begin Planning for Business Plan 2014 2017 2. Governance a. Approve Elections for the Executive Board ( 3 new member positions) b. Leadership positions Extend current leadership one year (2012 2015). Elections for 2015 2017) c. Scholarly Board Changes 3. Funding a. Current financial overview b. Budget for 2014 2015 4. Collection Development Goals and Collaborative Projects 5. Any Other Business



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dLOC Executive Board Meeting Informational Packet Item 1: Agenda ...page 2 List of Current Partners ..page 3 Membership Statement ..page 4 Sustainability Plan (2013 2014 update) .... page 5 Item 2: 20142015 Candidates for New Positions.....page 8 Leadership Positions ......page 8 Item 3: 20132014 Budget .........page 9 20142015 Proposed Budget ...page 11 Donor development (details from Sustainability Plan) ....page 13 Item 4: dLOC Training Opportunities .........page 14

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Page | 2 Item 1 dLOC Executive Board Meeting Nassau, The Bahamas Thursday, June 12, 2014; 7:008:30 am dLOC Board 20132014 Chair: Margo Groenewoud, Director, University of Curaao Library ViceChair: Barry Baker, Director of Libraries, University of Central Florida Secretary: Sandra Barker, Caribbean Community Member: Dulce Mara Nez de Taveras, Director, Biblioteca, Pontificia Univ. Madre y Maestra Member: Astrid Britten, Director, Aruba National Library (Biblioteca Nacional Aruba) Member: Joy Ysaguirre, Chief Librarian, Belize National Library Service & Information System 3 Members: pending election Host Institutions: Anne Prestamo, Dean of Libraries, Florida International University, and Judith C. Russell, Dean of University Libraries, University of Florida dLOC Institutional Member Representative: pending election Scholarly Advisory Board Chair: pending election Past Chair (non voting): Jean Wilfrid Bertrand, Director, Archives Nationales d'Hati Judith Rogers, Manager, Library and Faculty Technology Servic es, Univ. of the Virgin Islands Agenda 1. Sustainability Planning a. Update 20132014 b. Begin Planning for Business Plan 20152018 2. Governance a. Approve Elections for the Executive Board (3 new member positions) b. Leadership positions Extend current leadership one year (20122015). Elections for 20152017) c. Scholarly Board Changes 3. Funding a. Current financial overview b. Budget for 20142015 4. Collection Development Goals Training and Collaborative Projects 5. Any Other Business

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Page | 3 dLOC Partners (as of June 2014) International 1. Archives Nationales d'Hati 2. Belize National Library Service & Information System 3. Biblioteca Fidel Mndez Nnez de la Universidad APEC 4. Biblioteca Nacional Aruba 5. Biblioteca Nacional de Cuba Jos Mart 6. Bibliothque Hatienne des Frres de l'Instruction Chrtienne 7. Bibliothque Hatienne des Pres du St Esprit 8. Bibliothque Nationale Hati 9. Caribbean Community and Common Market 10. Caribbean Region, International Resource Network 11. Caribbean Studies Association 12. Co llege of the Bahamas, Nassau 13. Curaao Public Library Foundation 14. Fundacin Global Democracia y Desarrollo 15. KITLV/Royal Netherlands Institute of Southeast Asian and Caribbean Studies 16. MANIOC 17. National Library of Jamaica 18. National Culture Institute of P anama 19. Pontificia Universidad Catlica Madre y Maestra 20. Universidad de Oriente 21. University of the Curaao 22. Wider Caribbean Sea Turtle Network United States 23. A ssociation for Cultural Equity 24. Brown University 25. Caribbean Volunteer Expeditions 26. Centro de Apoyo a la Investigacin de Yucatn 27. Cuban Genealogy Club of Miami 28. Duke University 29. Educa Vision 30. Florida International University 31. Florida State University 32. Guantnamo Public Memory Project 33. HistoryMiami 34. University of Central Florida 35. University of Florida 36. University of Miami Libraries 37. University of Puerto Rico 38. University of South Florida 39. University of Virgin Islands

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Page | 4 dLOC Membership Statement June 1, 2014 Member Dues Overview 201112 to 201314 Total Member Dues Received 2011 to 2013 $134,000 Total Member Dues Expended 2011 to 2013 $54,999 Total Surplus in dLOC Auxiliary Account $79,001 -----------------------------------------------------------------------------------------------------------------Institutional Members 201 32014 Total Received: $53,900 Total Spent: $ 37,779 (to date); Budgeted $49,489; Reserve: $ 16,121 Executive dLOC Members: Florida International University Libraries, University of Central Florida, University of Florida Libraries Latin American Research Resources Project* Sustaining dLOC Member: Florida International University Latin American and Caribbean Cent er University of Virgin Islands, University of Miami Supporting dLOC Members: Belize National Library of Heritage Service, Duke University, New York University Contributing dLOC Members: Brown University John Hay Library, CARICOM, National Archives of Hai ti, Pontificia Universidad Catlica Madre y Maestra This funding is to support the digitization of El Mundo microfilm. Key Activities Funded to date: University of Florida Support for Technical Infrastructure & Processing Content Partner Training in Florida 10 Participants Seed Grants to National Archives of Haiti and Haitian Library FIC for equipment and updated software Duplication of El Mundo Microfilm Presentation of the Panama Silver, Asian Gold collaborative class model at the Scholarly Outreach at the International Conference on Caribbean Literature Presentation of the Haiti: An Island Luminous project at the Association of Caribbean Studies

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Page | 5 dLOC Sustainability Planning Update June 2014 Section One addresses the current products and services, organization and governance structure, and a value proposition and market placement. Section Two outlines key strategies for dLOCs continued growth and the plan for 20122015 with updates at the end of year two (2014) Key Points Section One Current products and services o dLOC provi des free access to more than 2 million pages of Caribbean content in multiple languages from more than 3 9 partners. o dLOC partners gain access to the already operating d LOC website with online web presence, digital preservation and archiving, digitization and digital curation tools and training. o Scholars collaborate in the dLOC environment building upon the shared collections to create collaborative research projects and exhibits. o Primary and secondary schools, universities and the community learn about the Caribbean and have access to research resources through targeted outreach events. Organization and Governance o Partners, publishers and members all have defined roles and contribute to the success of the collaboration. o The Executive and Academic Advisory Boards provide leadership and governance for the project. o The Administrative and Technical hosts provide support and sustainability for the program. Value Proposition and Market Placement o dLOC is uniquely positioned as the largest and most well known open access repository of Caribbean research materials supporting preservation and access for Caribbean Studies. o dLOC represents the most cost effective and efficient solution for access to Caribbean research resources based on research of the existing commercial and open access resources; especially in an environment where open access repositories are increasingly under stood and operated as viable solutions. Key Points Section Two Partners and Members Objectives 2014 Update Increase the number of Partners (32 in 2012 ) by 2 5 partners per year Currently at 39 partners Increase the number of Ins titutional Members to 25 11 in 2011 2012

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Page | 6 by June 201 4 13 in 2012 2013 13 in 20132014 Increase promotion to new Partners and Members by adding several methods: o Rotating the new iterations of the Caribbean Scholarship in the Digital Age Conferences o Create a calendar or other promotional piece sent to Partners and Members. o As funding permits, create a t raveling e xhibit and offer to Partners and Members. o As funding permits, award small seed funding to support local digitization. Proposed expansion of Scholarly Advisory Board to support conference and related LARRP Projects El Mundo and Noticias de Hoy microfilm Equipment for ANH and FIC Participation in academic conferences Donor Development Objectives 2014 Update Over the next 3 years we will aim to have 1 2 meetings with possible donors per month and submit 34 proposals to potential funders per year. Transitions in the Host Libraries postponed most private donor development; new staff to begin later in 2014 Release and promote a donor sponsored digitization program o Digitize a Resource $100 and up o Create an Exhibit $10,000 and up (varies according to the scope of the project) o Sponsor a Collection $25,000 and up (varies according to the scope of the pr oject) Grants Objectives 2014 Update D evelop at least one proposal for a project of more than $100,000 The Isser and Rae Price Library of Judaica, with emphasis on the Caribbean Collections, 20132019 (submitted, awaiting notification, NEH Challenge Grant) ( UF ) Building Cultures of Data Management through Integra tive Approaches to Humanities Research, 2013 2016 (submitted, awaiting notification) (UF & UNT) Florida and Puerto Rico Newspaper Project (NEH, awarded, 20132015) (UF & UPR ) Making Revolutionary Cuba, 19461959, 20142015 ( Guggenheim and ACLS, awarded) (UF)

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Page | 7 The Panama Canal Preserving a Legacy, Celebrating a Centennial, Leverag ing an Extraordinary Human Achievement, 20122015 (IMLS, awarded) (UF) Archive of Haitian Religion and Culture (NEH Collaborative Research, 2012 2015) (UF & Duke ) D evelop at least two proposals for projects less than $100,000 University of the Virgin Islands and University of Florida collaboration: digitization for preservation , 20142015 ( submitted, awaiting notification, USAIN CERES) ( UVI & UF ) Panama Canal Museum Collection: Digitization, met adata capture, outreach, and educational tool creation for a set of Panama and Canal focused stereographs , 20132014 (UF, awarded) ( UF ) Teaching Resources for Migration to the Caribbean and Panama for course: Panama Silver, Asian Gold: Migration, Money, and the Making of the Modern Caribbean, 2013 2014 (Amherst College, University of Miami, & UF, awarded) ( Amherst College, UM & UF ) Haiti An Island Luminous Exhibit Launch (FIU) Bernard Diederich Research Collection: External support for processing, ta rgeted digitization and exhibit development (FIU) Latin American Research Resources Noticias de Hoy 2014 2015 (LARRP, awarded) (FIU)

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Page | 8 Item 2 Candidates for the dLOC Executive Board 2014 15 1. Bernado Alexis, Digitization Services Director National Archives of Haiti 2. MarieFrance Guillaume, Executive Director Bibliothque Hatienne F.I.C 3. Ashley L. Till, Librarian St. John Academic Center 4. Myra Torres Alamo, MLS Acting Associate Director Library System Coordinator Puerto Rican Heritage Digital Library of the University of Puerto Rico Leadership Positions -Should we extend the current terms or proceed with the vote for new ViceChair and Secretary? Chair: Margo Groenewoud, Director, University of Curaao Library ViceChair: Barry Baker, Director of Libraries, University of Central Florida Secretary: Sandra Barker, Caribbean Community

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Page | 9 Item 3 Anticipated Final Budget 2013 2014 Category 2013/2014 Source Notes 1. Personnel Budgeted Actual dLOC Coordinator/Director $67,900 $67,900 FIU dLOC Technical Director (5%) $2,500 $2,500 UF Application Engineer and Digital Curation Director (10%) $5,000 $5,000 UF Library Collection Development Coordinator (10%) $5,000 $5,000 FIU Archives Collection Development Coordinator (10%) $5,000 $5,000 UF Exhibits Coordinator (5%) $2,500 $2,500 UF dLOC Assistant (Partners, Finance, Translation) (100%) $7,000 $7,000 FIU Subtotal $94,900 $94,900 2. Fringe dLOC Coordinator/Director $20,180 $20,180 FIU dLOC Technical Director (5%) $750 $750 UF Application Engineer and Digital Curation Director (10%) $1,500 $1,500 UF Library Collection Development Coordinator (10%) $1,500 $1,500 FIU Archives Collection Development Coordinator (10%) $1,500 $1,500 UF Exhibits Coordinator (5%) $750 $750 UF dLOC Assistant (Partners, Finance, Translation) $536 $536 FIU Subtotal $26,715 $26,715 **Fringe costs vary across institutions; these are estimates 3. Travel UF /FIU Collaboration Meetings $1,000 $1,310 Member Dues Wooldridge Mar 2014 ER 281916 Partner Training in Florida $6,000 Member Dues $ 6,000 Carry over from 2012 Partner Training in Florida $774 Member Dues Till UVI Aug 2013 ER 270357 Partner Training in Florida $720 Member Dues Alexis Aug 2013 ER 270348 Partner Training in Florida $1,775 Member Dues Charles Aug 2013 ER 270350 Partner Training in Florida $290 Member Dues Wooldridge 8/ 2013 ER 271589 Partner Training in Florida $1,780 Member Dues Wooldridge 8/ 2013 ER 270361 Partner Training in Florida $289 Member Dues Honore Aug 2013 ER 270355 Partner Training in Florida $720 Member Dues Lubin Aug 2013 ER 270351 Partner Training in Florida $720 Member Dues Guillaume Aug 2013 ER 270352 Partner Training in Florida $237 Member Dues Sullivan Aug 2013 ER 270359 Partner Training in Florida $1,263 Member Dues Scott Aug 2013 ER 270358 Partner Training in Florida $78 Member Dues Thomas Aug 2013 ER 270353

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Page | 10 Partner Training in Florida $1,803 Member Dues Ancietta Aug 2013 ER 271572 Partner Training (2) $4,000 $4,079 Member Dues $1,079 Asencio to ANH 11/ 2013 $3,000 Mark & Miguel training to ANH April 2014 Haitian Studies Association $1,250 $1,926 Member Dues Wooldridge in Haiti linkages Nov 2013 ER 275604 Caribbean Studies Association $1,500 Member Dues Adam Silvia Island Luminous project May 2014 ($1,500) $1,212 Member Dues N. Menard Jan 2014 ER 281913 (bill to Foundation) Other Conference $1,500 $495 Member Dues Rosenberg Intl. Conference on Caribbean Literature ER 276295 Other Conference $45 Member Dues Wooldridge Depository Library Council Dec 2013 ER 276298 Other Conference Member Dues Mark Sullivan June 2014 ($500) Latin American Studies Association $1,500 Member Dues n/a ACURIL (2 people) $3,000 Member Dues n/a SALALM $1,250 Member Dues n/a Subtotal $21,000 $19,515 4. Other Subcontract to UF $10,000 $10,000 Member Dues Seed Grants for Partners $11,000 $5,351 Member Dues $1,412 Equipment to ANH $3,939 Equipment to FIC dLOC Annual Meeting $1,000 Member Dues 10th Yr Anniversary and Breakfast ($1,000) Microfilm Conversion $521 Member Dues LARRP El Mundo 12 reels International Phone Charges $1,000 FIU Shipping $1,000 $86 Member Dues Educational Outreach (Caribbean Challenge with MDCS) $500 Member Dues Caribbean Scholarship in the Digital Age $750 Member Dues Exhibit $500 Member Dues Subtotal $25,750 $15,958 TOTAL DIRECT COSTS $168,365 $157,089 Total Indirect Costs $3,039 $2,306 6.5% of Auxiliary Funds Total $171,404 $159,395 Budget Breakdown Total Auxillary Managed Funds $46,750 $35,474 $102,115 $102,115 Total UF Cost Share $19,500 $19,500 Funds Reserved for Long Term Development $3,861 $15,871

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Page | 11 Proposed Budget 2014 2015 Category 2014/2015 Source Notes 1. Personnel Budgeted Actual dLOC Coordinator/Director $67,900 FIU dLOC Technical Director (5%) $2,500 UF Application Engineer and Digital Curation Director (10%) $5,000 UF Library Collection Development Coordinator (10%) $5,000 FIU Archives Collection Development Coordinator (10%) $5,000 UF Exhibits Coordinator (5%) $2,500 UF dLOC Assistant (Partners, Finance, Translation) (100%) $7,000 FIU Subtotal $94,900 $0 2. Fringe dLOC Coordinator/Director $20,180 FIU dLOC Technical Director (5%) $750 UF Application Engineer and Digital Curation Director (10%) $1,500 UF Library Collection Development Coordinator (10%) $1,500 FIU Archives Collection Development Coordinator (10%) $1,500 UF Exhibits Coordinator (5%) $750 UF dLOC Assistant (Partners, Finance, Translation) $536 FIU Subtotal $26,715 $0 **Fringe costs vary across institutions; these are estimates 3. Travel UF/FIU Collaboration Meetings (2) $1,000 Member Dues Partner Training in Florida $6,000 Member Dues Partner Training (2) $4,000 Member Dues Haitian Studies Association $1,250 Member Dues Caribbean Studies Association $1,500 Member Dues Other Conferences $1,500 Member Dues Latin American Studies Association $1,500 Member Dues

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Page | 12 ACURIL (2 people) $3,000 Member Dues SALALM $1,250 Member Dues Subtotal $21,000 $0 4. Other Technology Subcontract to UF $10,000 Member Dues Administration Support to FIU $10,000 Member Dues Seed Grants for Partners $10,000 Member Dues dLOC Annual Meeting $250 Member Dues LARRP Project Cuba Newspapers $6,000 Member Dues International Phone Charges $250 FIU Shipping $1,000 Member Dues Educational Outreach (Caribbean Challenge with MDCS) $500 Member Dues Caribbean Scholarship in the Digital Age $750 Member Dues Promotional Materials $1,000 Member Dues Subtotal $39,750 $0 TOTAL DIRECT COSTS $182,365 $0 Total Indirect Costs $3,949 $0 6.5% of Auxilliary Managed Funds Total $186,314 $0 Budget Breakdown Total Auxillary Managed Funds $60,750 $0 Total FIU Cost Share $102,115 $0 Total UF Cost Share $19,500 $0 Funds Reserved for Long Term Development $10,301 $53,650 Based on $75,000 in member dues raised.

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Page | 13 Donor Development This aspect of dLOC sustainability continues to progress, but slower than expected, due to staff changes at Florida International University. If partners have ideas for specific projects or donors, please contact us. Over the next 3 years we will aim to have 1 2 meetings with possible donors per month and submit 34 proposals to potential funders per year. Release and promote a donor sponsored digitization program o Donations can be used to support the creation of specific resources, exhibits or to digitize entire collections. Specific scholars or other individuals have research or personal interests that can be channeled to support the ongoing development of dLOC. Whether it is a specific book or microfilm reel, an exhibit or an entire collection, these special projects, when housed in a collaborative repository such as dLOC, allow users to discover and utilize resources in a very efficient manner. Rather than cont inuing to develop small, isolated collections or websites, or inter library loan one digital copy of a resource, dLOC allows the resources to be shared and searched along with other Caribbean resources. The administrative team will promote the availabilit y of these opportunities for collaboration through its website, promotional materials, at conferences and with targeted individuals. Digitize a Resource $100 and up: Contribute to the growing body of books, periodicals, photographs, manuscripts, etc. available freely via dLOC. Create an Exhibit $10,000 and up (varies according to the scope of the project): Support the development of an online exhibit to showcase the materials and facilitate their use in teaching and research. Sponsor a Collection $25,000 and up (varies according to the scope of the project): Help to preserve and make accessible new content not currently available online to the millions of dLOC users every year. This funding will support the selection, digitization, electronic pr eservation and distribution of new resources. Grants The dLOC team will develop at least one proposal for a project of more than $100,000 and two proposals for projects less than $100,000 each year from 20122015.

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Page | 14 Item 4 dLOC Training Opportunities 1. dLOC Certified Regional Representatives and Florida Intensive Trainings This program will establish a framework to certify local experts to serve as leaders to facilitate training and expansion of dLOC partnerships. Through a competitive process, dLOC leadership will select up to six participants to complete an intensive training in the dLOC model, dLOC tools and digitization for preservation. The focus of the training will alternate between intermediate and advanced topics. dLOC will fund the flight, hotel and local transportation. The participants host institution will be responsible for subsidizing the cost of food and incidentals during the training. 2. dLOC On site Partner Training dLOC trainers have conducted over 40 on sit e partner trainings on digitization practices and the dLOC technology. This training will continue as funding allows with a target of at least 2 on site trainings per year. Topics will vary based on partner needs and could include dLOC workflow tools, di gitization for preservation or digital curation. 3. dLOC Virtual Training In recognition of the growing number of dLOC partners in need of training, dLOC will continue develop a webinar series to provide ongoing training for new partners and to build the s kills of current partners. Given the variability of internet speeds in some partner institutions, a variety of technologies and approaches will be necessary. 4. dLOC Internships dLOC will provide opportunities for internships in select partner libraries. The internships will either provide an opportunity for a dLOC librarian or technician to identify a topic of study and spend between 24 weeks developing skills in that area or provide an approved student the opportunity to work with a dLOC partner on a pr oject identified by the dLOC partner. Funding for these internships is not currently available, but possible sources will be identified and pursued by the dLOC leadership.


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