Group Title: Digital Library of the Caribbean (dLOC) Executive Committee Meeting Minutes
Title: Summit and Executive Board Meeting
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 Material Information
Title: Summit and Executive Board Meeting
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: November 16, 2009
 Record Information
Bibliographic ID: UF00093611
Volume ID: VID00007
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 Summit
Executive Board Meeting
November 16, 2009

9:34am-call to order by Judith Rogers
Introduction of participants

In attendance:
Abul Bashirullah (Director, Sistema de Bibliotecas, Universidad de Oriente)
Aida Montero (Director, Biblioteca Juan Bosch, Fundaci6n Global Desarrollo y Democracia, (FUNGLODE))
Astrid Britten (Director, National Library of Aruba)
Barbara Lewis (Coordinator for Digital Collections, University of South Florida)
Brooke Wooldridge (Coordinator, dLOC, Florida International University)
Dulce Maria Nufez de Taveras (Director, Pontifica Universidad Cat6lica Madre y Maestra)
Francoise Thybulle (Director, Bibliotheque Nationale d'HaTti)
Gayle Williams (Latin American and Caribbean Information Services Librarian, Florida Int'l Univ.)
Jean Wilfrid Bertrand (Director, Archives Nationales d'HaTti)
Joy Ysaguirre (Director, Belize National Library)
Judith Rogers (Learning Resources and Faculty Technology Services, University of the Virgin Islands)
Judith Russell (Dean of University Libraries, University of Florida)
Laila Miletic-Vejzovic (Special Collections and University Archives, University of Central Florida)
Laura Probst (Dean of University Libraries, Florida International University)
Laurie Taylor (Interim Director, Digital Library Center, University of Florida)
Liesl Picard (Associate Director, Latin American and Caribbean Center, Florida International University)
Margo Groenewoud (Library Manager, University of the Netherlands Antilles)
Mark Sullivan (Digital Library Programmer, University of Florida)
Maureen Newton (Director, Documentation Center, CARICOM)
Nicole Bryan (Coordinator, Research and Information, National Library of Jamaica)
Vicki Silvera (Head, Special Collections, Florida International University)
Willamae Johnson (College Librarian, The College of the Bahamas)

Welcome message by Judith Rogers

Phase 1 (4 year cycle) grant ended in September
New grant for CNDL Caribbean Newspaper Digital Library 2009-2013

8000+ titles
1+ million pages
19 partners online
12 countries
4 linguistic groups
600K+ hits/year

Send any pictures of dLOC encounters to Brooke for archives

Technical (Laurie Taylor & Mark Sullivan, University of Florida)
New features, challenges, training
* Lucene indexing can get text "in context, works better with diacritics
* Mirrored servers should be operating about twice as quickly
* Cached images in headers / footers also improved speed
* Have exceeded 80K hits/month in Aug and Sept.
* Static pages for Googlesque search engines
* RSS feeds by collection or by institution
* Many new screen views journals/serials, map coordinate search window to find items
whose coordinates match
* Automatic metadata conversion from METS (all metadata held in METS format) to MARC,
DC, etc.
* myDLOC
o Online editing of metadata will soon be available
o self-submittal tool does not replace toolkit
o use toolkit to upload tiff for dark archive preservation
o use myDLOC to self submit pdfs
* Questions
o How can something be deleted? Send email to Mark S.
* Training Videos in English and Spanish available via About dLOC/Digitization tab of
* New version of the toolkit will be out in about a month
o Includes importing/exporting to Excel and MARC

Governance (Judith Rogers, University of Virgin Islands)
Review of by-laws
* Mission statement suggestions
o Need statement about preservation aspect of dLOC
o Include language that acknowledges authority of each member to decide which of their
materials should be included
o "Cultural, historical, and research materials" may be too restrictive add legal, policy,
social, and governmental this may be covered in the Purpose and Vision
* Membership
o Should membership include organizations that contribute materials, but are not
interested in / involved in governance associate members? Action: Add associate
member language to bylaws
o What about people/organizations who want to make a one-time contribution? Have
them work through an existing member as a donor or a contributing partner and be
cited as such in the metadata, on the collection's webpage.
o How would vendors, publishers, etc. be handled? a local book publisher would like to
contribute a large collection of titles that are out of print Is he an associate member?

A Friend of dLOC? According to by-laws, all "institutions" can become members if they
meet the eligibility requirements
o Should dLOC be incorporated? Was discussed at 1st meeting international aspect
might make it difficult; also may affect eligibility for grants
o Inactive members why 5 years of inactivity? Sometimes startup is a slow process
o Add more language regarding quorum use of electronic means of communication
and/or voting; voting after the meeting
* Executive Committee need to define that committee membership is renewable
o What is the difference between the secretary's role and the role that Brooke performs
as coordinator?
* Scholarly Advisory Board need to expand beyond the mostly U.S.-based membership
when current terms expire; members can renew membership
o Discussed outreach to teachers via Curriculum and Development Committee
* Executive Director need to add roles/responsibilities related to grant administration?
Actually, not part of bylaws but part of grant structure/organization
* Sub-committees change name to Standing Committees:
o Technical standards and training
o Funding
o Marketing, Communications, Outreach, Publicity
* Legal Counsel by serving on the executive board, you are agreeing that your institution's
legal counsel may be utilized (voluntarily); is an MOU required?; unlike PALMM, dLOC's
contracts are very simple; is this statement still necessary? many institutions already
utilized their legal counsel for issues, contracts, etc. related to their collections; Final
decision: leave as is.

Volunteers to serve a two year term on the executive committee
* Nine voting members needed; expanded to 11 at this meeting which include standing
membership of the FIU/UF partnership and the chair of the Academic Advisory Board
* 16 institutions represented at meeting
* Ex officios not included in the nine (need something in bylaws stating that ex officios do not
* Host institution or technical institution representative must be part of executive committee
(new seat)
* New committee = Jean Wilfrid, Maureen, Astrid, Mark, Dulce Maria, Barry, Aida, Margo, Joy
* Laurie Probst will represent the host institutions of UF / FlU
* The chair of the Scholarly Advisory Board should have a voting seat on the executive
committee (new seat)
* Past-chair will serve on committee for one term, non-voting
* Vice-chair will automatically become Chair

Funding (Brooke Wooldridge, dLOC Coordinator)

* Need to give serious consideration to establishing more permanent funds to support the
project (e.g., coordination, travel, promotion, outreach). Currently, everything is funded via
grants, which may not be consistent
* Exec committee should have development component
* Consider pros/cons of a dues structure
* Establish a giving circle / friends circle
* Write dLOC into institutional funding requests
* Endowment long term solution perhaps, but need time to establish
* Look for in-kind contributions
* Institutional contributions (dLOC members capitalizing on existing relationships); Individual
external contributions (members raise money for individual collections; Collaborative
external (members work together to raise money for a collaborative collection)
* Brooke's salary is the largest expense of dLOC; currently covered by grants, but this may not
be sustainable; can FlU absorb the costs need proposal and supporting documentation
from dLOC to add the position to LACC -
* Executive Committee needs to establish a Standing Committee and strategic plan for

Collection Collaboration (Gayle Williams, Florida Internaional University)
* Keeping in mind that each institution has full control over the selection of what they
o Be aware of duplication
o Can you add items that complement or fill gaps in existing content, both your own and
* Create bibliographic finding aids; topical collections; collection homepages add context to
* Start a dLOC member newsletter (3/year) in which we all share (bullet points) what we
working on and planning for the future

Metadata (Laila Miletic-Vejzovic, University of Central Florida)
* See Laila's slides
* Audience not just library users, it's everyone; need to create metadata that will help the
user discover the resource; be "generous" with the descriptive information
* Recommends that we should establish guidelines and best practices for dLOC entries
o Mapping guidelines for topical collections
o Standardize use of terms e.g., photographs, photographic prints, pictures
o Guides
o Train the trainers
Possibly train some of the new members first
Laila could do training at ACURIL meeting in the Dominican Republic as part of the IT
SIG coordinated by Judith R.

Communication / Publicity (Brooke Wooldridge, Florida Internaional University
* Promote dLOC locally and on webpages
* Sun and sea logo doesn't well-represent dLOC identity; need new brand; return
questionnaires to Brooke, she is working with graphics person to develop new logo options,
which dLOC members will vote on
* Promote dLOC internationally
o Write collaborative papers
o Conference papers
o Sponsor dLOC panels/workshops at conferences
o Organize a digital libraries conference
* Marketing materials should be written in marketing language different from academic
* Set up system to document contributions to dLOC great for grants, marketing and
historical memory
* Add links to relevant articles in online encyclopedic resources (Wikipedia)

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