GMC Minutes
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Library
 Grants Management Committee
Minutes 7/18/2005 |
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Grants Management Committee Minutes
2. Announcements: Cathy announced that Ann Lindell and Robert Shaddy would not be attending our meeting this morning as they are working on pressing assignments. 3. Minutes from June 16, 2005 were approved. Barbara asked if the minutes were available on line. Cathy stated that the minutes are available on the Main Grants Committee web page at http://web.uflib.ufl.edu/preserve/grants&projects/committee/grants.html 4. Membership: Peter spoke to Betsy Simpson in regards to the replacement member. The three names that were presented and discussed were Tatiana Barr, Jane Ann Carey, and Naomi Young. All candidates would probably be great members, however, the committee decided to invite Tatiana Barr to become a member because she has the most grant experience at this time and her experience with cataloging monographs. Cathy will check with Martha Hruska before talking to Tatiana. Cathy also stated that perhaps in the future, a new method of appointing new members using some more widely accessible, volunteer based approach could be implemented. Peter suggested that a committee be formed to address this issue. Eric suggested that the Directors should continue to make recommendations to the committee for members. This issue was tabled and will be addressed in the future. 5. Tasks for Group: Procedures: Grace updated the committee on the revisions that were made to the Procedure Policy. The revisions are on Page 2, 5a, page 3, b.12, and page 4, 1.a. Cathy will take Grace’s revisions and add them to the procedure manual. We also discussed adding a procedure that would include the PI filling out a pre-application concept form, similar to the one listed in the Spec Kit 283 Grant Coordination, that the University of California, Irvine presently uses. A UF version of this form might include a project abstract as well as the proper signatures for approval for a proposal. This form could be sent electronically to the members of the committee in advance, and then the PI would be invited to the next meeting, in order for the group to give direction, support, etc. to help ensure the most successful proposal submission. A discussion was held in regards to the fact that time is of essence, so the committee would not want to hold up any grant application. Another update to the procedures is that the Grant Coordinator, the Human Resource Officer and staff from Business Services will meet monthly with PI’s in order to monitor their project’s expenditures and to make sure that the funds are being spent properly and timely. One vision of the committee is to have a time line that the PI’s could follow in order to get away from the “panicked” last minute mode of Proposal applications. A time line would also be helpful in the closeout of a project as well. 6.Charge: Cathy stated that the revisions to the Charge included deleting items that are no longer needed and adding items that will guide the committee in the future. She read the five new statements, a discussion was held and Cathy will make adjustments to the Charge as agreed upon by the committee. 7. Grant Coordinator Position: Erich suggested that the Grant Coordinator position be moved to somewhere in Support Services. Cathy distributed copies of the Grant Coordinator Position description. Barbara suggested that answering the phone in the director’s office could be a distraction for the Grant Coordinator. The Grant Coordinator did not concur with this statement. Kelley stated that when we move into the new building, she would no longer be in the same office as the administrative staff, therefore, would not be assisting with answering the phone. Barbara also mentioned that the Grant Coordinator is out there all by herself, without any back up. However, once the Grant Tracking system is in place and all procedures are clarified, then there is hope that others may be trained in the future to assist this position. 8. Mini Grants: Erich suggested an in house grant program. A small amount of money would be set aside from Library funds and allow staff that has never received a grant before to apply for funding to support a year long project of their choosing. He will write something up and forward it to Cathy. 9. Schedule of Meetings: Everyone is in agreement on the current time and day of our scheduled monthly meetings. Submitted Kelley Cunningham APPROVED ON AUGUST 15th, 2005
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