Present: Jan Swanbeck, John Ingram, Cathy Mook, Ann Lindell, Peter McKay, Erich Kesse, Kelley Cunningham, Barbara Oliver, Grace Strawn
The first item of discussion was the need to update the Grant Procedure Policy. (see current policy) Kelley, along with the committee members and the Business Office will begin to gather all information needed to make the revisions. Erich mentioned that Barbara Oliver’s office had a checklist that would be beneficial to include in the procedures. Barbara will locate the checklist from her office. Barbara stated that a grants closeout procedure should also be included. With these procedures clearly identified and communicated to the Library, hopefully future grant seeking opportunities would produce positive results.
Status: The Committee is a permanent, standing Committee and will report to the Deputy Director, Collection Management Division.
Chairpersonship: John mentioned that the Chair responsibility of the committee is to be on a rotating basis. Robert Shaddy has been the chair since April 2003. Cathy Mook has agreed to become the new Chair. Her major concern is the Charge of the Committee, which will be further addressed in the future.
Membership: A discussion was held on who else needs to be on the committee. A representative from each department would be beneficial. A person from Technology Services, as well as Cataloging was suggested. It was decided that either Barbara Oliver or Grace Strawn should be on this committee also. As with Chairpersonship, membership will be on a rotating basis.
Capital Campaign: John announced that we would be participating in the Capital Campaign, which has a goal of raising $1.2 Billion. Grants from Federal agencies, Private agencies as well as Foundations could be used toward this goal.
Tracking: Erich has looked into several private electronic tracking methodologies; however, there are none that are compatible with PeopleSoft. Barbara stated that the only College that uses P.S. that has a grant tracking module is Harvard, however, their system was custom made. Erich stated that FIU uses P.S. and suggested that Kelley contact the Library Grants Administrator to see what tracking system they are using.
Publicity: Cathy suggested that a presentation outlining the Grant procedure could be made at various department meetings once the procedure has been clearly identified, written up and approved. Another publicity method would be to print up an informational flyer with this procedure clearly emphasized, distribute it Library faculty and staff and have available on our website. The main goal is to let people know that there is a procedure that should be followed, a grants person to assist them and hopefully this will give people the confidence to seek grants.
Schedule: A decision was made to hold monthly meetings until things get more organized, then adjustments can be made to the meeting schedule as necessary.
Submitted Kelley Cunningham, May 23 rd, 2005
Revised Cathy Mook, May 30 th, 2005
Please note:
Web Page: Full Committee web site is now at http://www.uflib.ufl.edu/committees/grants/ . The Committee Home page was moved to a file in the Preservation directory, so the current Committee Chair can make any necessary changes, rather than submitting them to Tom Minton. If there are any changes that need to be made to the page, please let Cathy know.
Grants Management Committee 