Title: Digital Library of the Caribbean (dLOC) Executive Committee Meeting Minutes
Full Citation
Permanent Link: http://ufdc.ufl.edu/UF00093611/00002
 Material Information
Title: Digital Library of the Caribbean (dLOC) Executive Committee Meeting Minutes
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: 2008
 Record Information
Bibliographic ID: UF00093611
Volume ID: VID00002
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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Agenda Director's Meeting
February 29, 2008

1. Advisory Board Call for New Members

The calls have been distributed and we have received some responses.
Tentative Plan:
I will distribute their information by March 7th to the Executive Committee requesting a
vote by March 14th. I will present the directors with the vote on March 17 and then notify
the new members.

2. New Member Approvals

A. We have 6 positive responses from the 9 members of the board. Can we officially
offer membership to these two groups?

1. University of South Florida -- 6 yes, 3 no response

2. Bibliotheque Haitienne des Peres du St Esprit -- 6 yes, 3 no response

The bylaws outline member responsibilities, but not ours. To be clear, we are
providing the toolkit and technical support to new members as well as the including
the materials in the dLOC.

B. Aruba National Library -- I found their application, and contacted the Acting
Director, Lilian Semeleer who is still very interested in participating. I will circulate
their application once the previous two are approved. They have the only library on
the island and worked with UNESCO to scan some of the newspaper Arubaanse
Courant 1953 1976.

Universidad del Norte Anticipating application

C. Based on the by-laws the Members will have a meeting at ACURIL. Should we
include partners as well?


A. Year 3 Spring Report due March 15 see outline

1. Cost share documentation I will need the cost share reports for salary. We
have not spent much this term, but we are definitely on track to make up the
difference for next term.

2. Budget for year 4 (2008/09)

B. Ideas for a plan to spend salary savings accrued during the 4 months the

Coordinator position was vacant increase travel allocation to visit current partners
to determine why participation is so low and to implement solutions and visit three
new members.
C. New Toolkit is nearly completed which will allow for a much easier scanning
work flow for the partners/members. This is a major accomplishment for us to
address in the Spring report.

4. Training at Universidad de Oriente

According to Mark and Lourdes, this institution had one of the most technologically
advanced groups we have worked with yet. They sent us back with an external hard
drive with 40 books many of which we hope to have in dLOC shortly. Abul has a
temporary employee (currently funded for 6 months) dedicated to scanning for his digital
library who is working with us to provide content for dLOC. This person is in addition to
Abul's regular technology team. They are also currently working on a project to provide
dissertations and theses online of which we would also host. In addition, we have verbal
permission from the editor of the University's two journals to provide the content via
dLOC this will require some follow up on my part.

5. Low Participation from Project Partners

A. CARICOM -- Maureen is definitely the most responsive of our current partners.
They are having a problem with the toolkit. They have content ready for us, but
can't get it to send properly. We are planning (in the revised budget) to visit in
May, but in the meantime Mark is going to try to work out a solution via the
phone once the new toolkit is available online.

Another issue relates to content selection. I don't know what they have scanned
recently, but I want to discuss the possibility of moving to supplement their
CARIFESTA content. I think that they are working with the National Library,
and I would like to find out some more about this and other potential alliances in
the area.

B. FUNGLODE -- I finally got an answer on the switchboard yesterday! I have the
new extension of Jokasta Santos. Hopefully I will reach her today. I would like
to plan a visit in April to take some definitive action. Since I have yet to speak
with them, I do not have a concrete recommendation.

C. National Archives in Haiti -- I have spoken with Jean Wilfrid Bertrand once.
He informed me that they do not have the funds to scan right now, but hope to
next year. I asked him to respond regarding the proposed new members in
various emails and on the phone with an email to follow no response. I will
continue to nicely encourage them to find ways for more cooperation and hope
Mark and I can visit them and Patrick Tardieu this summer.

D. National Library in Jamaica -- I spoke with Winsome Hudson who informed
me that they have additional images to contribute to dLOC. Once again, when the
toolkit is up on the web I hope to work with Mark, Lourdes, and their technical
contact to begin sending these images via FTP. They agreed to meet with us after
ACURIL in Kingston for a few days if we can approve the funding.

6. Upcoming Paper Presentations

A. Judith will be presenting a paper on dLOC titled "The Digital Library of the
Caribbean: crossing borders" at CSA in Colombia.

B. Gayle will be preparing a paper for SECOLAS (South Eastern Conference on
Latin American Studies) on dLOC and its content.

C. Mark Sullivan is preparing to present on the dLOC Toolkit at ACURIL in

D. Marilyn Ochoa and Brooke have presented a proposal for a workshop at ACURIL
on Usability.

8. Other
a) Education Modules
b) Marketing Plan
c) Cost Share from UCF
d) Project Partners' plans for submission
e) Grant proposals
f) dLOC Newsletter (by March 30?)
g) LACC Working Papers submission
h) Revive the Usability Committee (pending notification on the workshop submission)

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