Present: Cathy Martyniak, Kelley Cunningham, Grace Strawn, Erich Kesse, Jane Anne Carey, Jan Swanbeck, Dan Reboussin, Jim Cusick
Announcements: December minutes were approved. Cathy welcomed our new members Dan Reboussin and Joe Aufmuth to the GMC. However, Joe did not attend this meeting due to a prior engagement. The GMC also welcomed three of the four MGP recipients to the meeting. Haiyun was unable to attend due to a schedule conflict.
Status of Library Mini Grants:
1. John Nemmers’ report: John stated that a graduate student, who has experience in French and translation has been hired, trained and is currently plowing through the papers and correcting errors. John stated that there is somewhat of a learning curve in regards to some of the papers written in language of the day. The grad student is aware of the fragile documents and is a good worker. The OPS salary was bumped up to $10.00 an hour in order to obtain a qualified candidate. The project is on schedule and should be completed late in the spring.
2.Flo Turcotte’s report: Flo presented a power point to describe the status of her project. She has hired an archival assistant who is currently working on loading the inventory of the entire collection into an excel spreadsheet. There are 472 boxes in the collection. Some of the boxes have good file folder descriptions with correct data, and some do not. There are photos, manuscripts, movie posters, slides and misc. memorabilia that are in disarray, and are at risk of being ruined. The number system will need to be addressed. The next step is to meet with experts from Pasco County on March 15-16. They will visit and go over the collection, and will devise a plan to further process the collection and make it available on line. Erich stated that now is a good time to have the movie posters digitized .He also inquired about using students for free labor. Flo stated that currently she is using the students for another project. However, Erich emphasized that this is very appealing to the granting agencies, NEH and IMLS for example, so perhaps she can utilize some students for this project.. The next objective of this project is to figure out a way to secure funds for further preservation of this collection. Perhaps Flo will be able to take her project to Lane Jamison in order to work a version of this into a development plan.
3. Carol MacAuliffe’s report : Carol stated that a $500 flat fee will be paid to the Map expert, instead of a per hour pay basis. Dr. Helen Armstrong is the hired expert for this project. Carol realized that her goal stated in her proposal was a bit ambitious, and has changed the goal to 300 maps. She has just hired an OPS cataloger, Javier San Pedro, who is a Master student in Spanish. Bruce Chappell recommended him with high regards. Javier is very committed to this project, and Carol will soon be setting up a work schedule. There will be a two week training period prior to the workshop and right before Spring Break. Carol suggested that perhaps the workshop can be video taped in order to be able to use these training resources in the future. An estimated completion date of August 1 has been set. Carol stated that there will be an ALA workshop the end of June that she would like to attend. Jim and Erich both stated that Map Collections are very popular and should be fairly easy to get donations and outside funding support. There will be two big time map collectors visiting UF this spring that Carol should approach and discuss the collection. Jim also added that there is an annual Map International Conference held in Miami every January, so perhaps Carol will be able to have her project ready to be added to this program. Another suggestion was to meet with Lane to work up a development plan.
4. Haiyun Cao : Erich reported on Haiyun’s behalf that her project is in trouble. She has not had a response from Botswana. Erich stated that maybe the wording of the project should be changed for a redirection for the materials in the North instead in the south. He also stated that they already have the equipment to send, so they would not need to purchase the equipment. Travel is extremely expensive to Botswana. Erich has given a deadline of January 31, if she doesn’t hear from Botswana by then, the project will be cancelled. Haiyun will attend our next meeting on February 19 th.
Mini grant Six Month Reports: Cathy stated that the MGP PI’s are required to submit a 6 month written report on their projects for our April 16 th GMC meeting. This report should include budget components as well as an overall summary. Erich suggested that this report would be a good tool to bring to the Director of libraries to convey how much they appreciate this funding and to secure future funding.
Mini grant for 2007: We will want to go ahead and write up a document outlining our desire to get funds from the Director (John Ingram or new Dean, depending on timing) to run the mini grant program again in 2007. Jim Cusick will lead this effort, probably starting in May.
Membership: We discussed and accepted the membership policy. We would always like to have fresh members with Grant experience, and a representative from each department. Cathy is still working on obtaining a member from systems. [ NOTE: Cathy spoke with Will Chaney directly on the 30th and he agreed to come to those GMC meetings where a voice from Systems is actively needed, including any Mini grant review meetings.] Stephanie Haas, from DLC, will replace Erich in May 2007.
Web back up: The GMC recommended that Joe be approached about being the webpage back up to Jim when Cathy leaves. The amount of work for the web back up is relatively low. Cathy will meet with Jim to go over the webpage.
Publicizing Grant Opportunities: The GMC decided that all announcements of grant opportunties to be directed to the Library Faculty (generaly viathe Librarians list serv) should be approved by the Chair. Kelley will draft acanned email statement that will go along with all Grant announcements and will send it to the group for review. Cathy and Kelley will then attend a Friday morning directors meeting to let them know that a communication policy has been established and that all grant inquiries should please go through our group. On a related note, Kelley will also work on a table listing critical date, funding opportunities, etc. to be added to the GMC webpage. Cathy will take the table, morph it into a Web page and send it out for review before the February meeting. Finally, Jim would like to see a button/link on the left panel, separate from the bulleted list there now, that says "Get started here" (or something like that) which would lead to a starter page. He and Cathy will discuss this and have something to show the group in February.
Document Review: A subgroup was formed to go over specific GMC documents to see if they are still accurate. Grace, Kelley, Jim and Cathy will read over the full procedure. Kelley will update the brochure contact information and notify Barbara Hood to get this re-printed. All changes are to be brought to our next meeting on Feb. 19th. At that time, others on the Committee will be assigned to make sure that the other documents match the revised full procedure.
Gift and Grant Registry: Cathy brought a proposal for a gift and grant fundable idea registry for discussion. The group decided that this is more of a development project and that it was not in our best interests to overlap too heavily with Development.
Database: Cathy stated that members can add any suggestions for phase II of the database, on the list that is found in our Grants public folder. A link will be added to our webpage for the database.
Education and Training: Kelley will present information from the Grant Workshop she recently attended in Miami in our next meeting on Feb 19.
Next meeting is February 19th, 2007, LE Conference room.
Grants Management Committee 