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Grants Committee

Meeting Minutes

August 10 th, 2003

Library East Conference Room

Present: Erich Kesse, John Ingram, Jan Swanbeck, Robert Shaddy, Cathy Mook

Not present: Ann Lindell, Peter McKay

 

1. Erich explained the specifications for the database he has created for a possible grants and gift database.

At the bottom of the Excel spreadsheet, there were individual tab for the 5 different tables that the database will need to function as envisioned by Erich. Tables include Contact Info, Agency, Project Type, CM Assignment and the main one, Project Description. [Erich thinks that Carol Ogelsby, the woman from DSR who talked to us at our July 9 th meeting, might have the information to populate the Funding agency table. He will keep in contact with her to perhaps get this information in the future.] While a database will be helpful for the administrative tracking of grant and grant ideas, it might not be helpful in generating new ideas. There was much discussion on how to get the creative grant writing juices flowing, particularly amongst those staff members in Collection Management and Public Services. In hopes of testing the specifications of the database, and to ensure that all areas were covered, it was decided that three test case scenarios, in plain narrative form, would be forwarded to Erich, who would parse them into the database. The following three people volunteered to provide Erich with a short narrative paragraph outlining a grant application idea.

• Cathy Mook-7,000 acetate microfilm reels at UMI
• Robert Shaddy- Black Theatre
• Jan Swanbeck GPO withdraws

 

Erich needs these paragraphs before the 20 th of August.

 

John Ingram acknowledged the difference between a grant application directed towards the Library collections as whole (Baldwin, Florida Heritage and the GIS grant fall in this category) and individual grant applications (an example might be if John Ingram applied for money to continue his studies of John Evelyn.) He mentioned that both kinds of grant applications are supported by the Library administration, with the assumption that the individual grant application will ultimately have some sort of benefit to the state. Individual grant applications do need to go through and be approved by DSR.

 

• Cathy talked briefly about the two documents she had forwarded to the group earlier about the Grant Coordinator survey she had taken amongst other Preservation Librarians. Two position descriptions for grant coordinators (in electronic format from Illinois State and Maryland) were gathered during the survey and were forwarded to the Grants Committee public folder to examination. Jan Swanbeck gathered some grant administration URL’s and placed those in the public folder as well.

 

• Erich told that group that IMLS had indicated a willingness to approve the Ephemeral Cities grant submission (EC) if a full time project manager position be approved by and funded through the UF Libraries. Dale Canelas has given her approval to this position and Erich is working on a position description now. A portion of this person’s time may be devoted to overall (Library wide) grant coordination. John Ingram is looking at writing up the position description for a grant coordinator. A possible line of thinking it that the IMLS project manager would transition into the grant coordinator, perhaps after the one year EC project is complete or do both on a trial basis at first. The EC has a start date of October 2003. The position would be TEAMS, not faculty.

 

• John Ingram forwarded a copy of his revised grant proposal document to the Public folder. Please review it.

 

• Community of Science. John Ingram and Erich are both already signed up for the Community of Science (http://www.cos.com/ ). Robert Shaddy was in the process or registering and asked about the three topics of interest. John indicated that the three topics can/should be a mix of professional and personal interest.

 

Respectfully submitted,

Aug 12 th, 2003

Cathy Mook

 

 

 

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