2013 BHL Institutional Council Meeting
May 2013
BHL Institutional Council Meeting
Agenda Items
Everyone must register for the meeting by April 16, 2013. Register at this site:
Registration LINK for BHL Committee Meeting
Meeting Room: Lillie 103. Meeting location is in Building 4 on this map: MBL WHOI Campus Map.pdf
Day 1: State of the BHL: Overview
- 07:00 - 08:30: Breakfast (Swope Center, second floor. Building 9 in campus map above.)
- 09:00 - 09:15: Welcome to MBLWHOI Library and Logistics (Diane Rielinger)
- 09:15 - 10:15: BHL Program Director Report (Martin Kalfatovic) [Presentation]
- State of the BHL
- New members
- Financial overview and budgeting process
- In Kind contributions
- Grants received
- Goals of the Meeting
- 10:15 -10:45: Coffee Break
- 10:45 - 11:15: Program Manager and Outreach Update (Grace Costantino) 2013 BHL IC Meeting presentation outreach.pdf
- 11:15 - 11:45: BHL Technical Update (William Ulate) BHL Technical Update (May 2013).pdf
- 11:45 - 12:45: Lunch (Swope Center, second floor)
- 12:45 - 13:15: BHL Global Update (William Ulate) Global BHL.pdf
- 13:15 - 13:45: Collections Coordinator Update (Bianca Crowley) CrowleyICMtg.pptx
- 13:30 - 14:30: BHL Member Update
- 14:30 - 15:00: Coffee Break
- 15:00 - 15:30: BHL Member Update (cont'd)
- NYBG
- NHM
- AMNH
- Cornell
- SIL
- (tomorrow) Rebecca Morin, California Academy of Science BHL_update.docx
- 15:30 - 16:30: Executive Committee Report (Nancy Gwinn, Connie Rinaldo, Susan Fraser)
- 16:30 - 16:45: Recap and get ready for Day 2
- 17:30 - Dinner (Swope Center)
Handouts Day 1
Day 2: Business Meeting
- 07:00 - 08:30: Breakfast (Swope Center, second floor)
- 08:30 - 15:30: Membership Meeting (Nancy Gwinn)
- 08:30 - 09:00: Discussion of CY 13 Dues Budget
- 09:00 - 10:00: Membership (Connie Rinaldo)
- 10:00 - 10:15: Coffee Break
- 10:15 - 10:30: BHL Projects & Initiatives Presentation (Bianca Crowley) CrowleyICMtg2.pptx
- 10:30 - 12:00: Vision/Mission/Goals and Objectives
- 12:00 - 12:45: Lunch (Swope Center)
- 12:45 - 13:00: Institutional publications and rights assignment (Bianca Crowley) - [see in presentation above]
- 13:00 - 13:45: Fundraising: For central activities and for members BHL participation (Grace Costantino/Nancy Gwinn) 2013 BHL IC Meeting presentation fundraising.pdf
- 13:45 - 14:30: Communication between Executive Committee/Secretariat and Steering Committee (Martin Kalfatovic) | Planning for Next meeting (All)
- 14:30 - 15:00: Action items
- Approve FY 13 Dues Budget: COMPLETE SEE NOTES
- Approve Vision/Mission/Goals: COMPLETE SEE NOTES
- Approve Membership Structure: COMPLETE WITH REVIEW BY EC AND SC FOR FINAL WORDING
- Next steps for fundraising TOM BAIONE WILL LEAD A GROUP TO INVESTIGATE FURTHER ITEMS; SEE NOTES
- Clarify Institutional publications and rights assignment: ACTION ITEMS TO BIANCA AND EC
- Select place and date for next BHL IC meeting: COMPLETE SEE NOTES
- 15:00 - 15:30: Wrap up
Handouts Day 2
- Vision/Mission/Goals Draft DRAFT BHL Vision Mission Goals.pdf
- Membership Outline/Guidelines/Discussion PaperBHLmembershipStructurebenefits.doc revised2013BHL+Membership+Process+July+2+draft-2.docxbhlmembership.pdf
- BHL Projects & Initiatives List(below is the list of projects and initiatives relative to BHL DRAFT goals)
- BHL Member Institutional Publications licensing agreements sample form BHL Permissions Form_InstPubs.pdf
- Digitization Project Nomination Form Digitization Project Nomination Form.docx
- Internal Collection Development policy, please see DRAFT document in google docs: https://docs.google.com/document/d/1pd-_cTTsZ-6FCHqvxBh0LtKajHWKJjh0Th6ybWanDH4/edit?usp=sharing
Remote Meeting Attendance
For those unable to attend, we will be using a Vidyo system to connect you to the meeting, with audio, video and screen sharing capabilities. If you have never used Vidyo before, you will be prompted to install VidyoDesktop on your machine when you first try to join the "room". The program takes just a minute or two to install. Please plan to arrive a few minutes early on Monday to download and get everything going. Please also be sure you have permissions, passwords, etc. to install the program on the computer you are using.
Diane Rielinger will be sending out a link to the "room" in an email. Please let her know (
drielinger@mbl.edu) if you would like to conduct a test session prior to meeting. There is currently a test session scheduled for 4 pm Eastern Time on Sunday May 5th.
How to use VidyoDesktop for Apple...
http://www.vidyo.com/documents/support/quick-guides/Quick_Guest_Guide_MAC.pdf?11091e
How to use VidyoDesktop for Windows
http://www.vidyo.com/documents/support/quick-guides/Quick_Guest_Guide_Windows.pdf?11091e
Suggested Hotels
Swope Center at MBL - $96 per night single/$48 per night double occupancy
Dormitory style rooms right on campus.
Building 9 on this map
MBL WHOI Campus Map.pdf
You will be able to book your room at MBL through the meeting
registration link. When you access the link, you will have the option to choose either single or double lodging and the number of nights you need. If you prefer to stay at a hotel, you can click the option for “no housing required.”
Please note:
- If you are housing at MBL, you must pay for your lodging at the time of registration, when you book your room. You can pay with a credit card.
- Even if you are not lodging at MBL, you still MUST REGISTER FOR THE MEETING VIA THE REGISTRATION LINK BY APRIL 16, 2013. If you do not register, you will not be able to attend the meeting.
- If you choose double housing (room with a roommate), you will have the opportunity on the registration form to indicate who you want to room with. Make sure you coordinate with your desired roommate so that they also put your name down as their desired roommate. If you want to room with someone but don’t have a roommate in mind, you can leave that option blank and a roommate will be assigned for you, based on gender.
- If you indicate someone as a roommate during your registration process, that does not automatically register the other person for the meeting and housing. Each person must register individually.
- Check out time from MBL lodging is 10am, so you must check out of your room by this time on the day you are leaving.
Sands of Time - $109-$169 per night.
http://sandsoftime.com/index.htm
Sands of Time is in Woods Hole, about a 10 minute walk
Woods Hole Inn - $175-$270 per night.
http://woodsholeinn.com/our-rooms/
Woods Hole Inn is in Woods Hole, just a couple of minutes walk
Inn on the Square - $89 per night.
Group code BHL Meeting. Block is being held until April 15th.
http://www.innonthesquare.com/
Inn on the Square is in downtown Falmouth but people can take:
- the Steamship Authority bus for free from their parking lot about 5 minutes up the road. Please note that times are variable depending on the boat schedule
- the Peter Pan bus ($8 each way) which picks up at the bus depot about a 3 minute walk from the hotel; www.peterpanbus.com
- the regional transit bus ($2 each way) which picks up at the bus depot (3 min walk from hotel); www.capecodtransit.org
- rent bicycles for $25/day from Corner Cycle across the street, about a 3 mile ride; www.cornercycle.com
- work out carpools
- if the weather is nice, rugged past attendees have also walked via bike path to Woods Hole (4 miles, seashore/marsh walk 75 min)
Transit Information
The Closest Airports to MBL are Logan Airport in Boston or T.F. Green Airport in Providence, Rhode Island. Both are about 75 miles from Woods Hole.
The address for MBL is:
Marine Biological Laboratory
7 MBL Street
Woods Hole, MA 02543
Maps
Woods Hole
Swope Center
MBL Campus
MBL WHOI Campus Map.pdf
Options for Transit to MBL
Taxi from airport
It's a long way (75 miles) to either airport so taxis are not recommended.
For prearranged shuttle service (if you arrive outside of bus service schedule)
Green Shuttle - www.gogreenshuttle.com (add code "MBL" to reservation for $10 off)
$145 for a sedan, $155 for a SUV, $203 for a min-van, and $232 for a full-size van
Bus
The Peter Pan/Bonanza Bus drops off right at the Steamship Authority dock, a quick walk of less than 5 minutes to the Swope Center and the meeting.
Schedules and fares and
ticket purchase at www.peterpanbus.com
From Boston (Logan Airport 2-2.5 hour bus trip), there is a direct bus to Woods Hole.
From Providence (TF Green Airport 3 hour bus trip), 2 connections are required, one in Providence and 1 in Bourne.
There is weekday only train service to TF Green Airport but you need to take a bus to Boston to pick it up so we don't recommend it.
Rent a Car
If you plan to rent a car, we recommend flying to Providence if possible, rather than Boston as it is an easier drive (less traffic and road construction).
Driving Directions
Driving directions from Boston
Take Route 93/95 south to Route 24. Take Route 24 South to I-495. Take I-495 South to the Bourne Bridge. Cross the bridge, go approximately halfway around the rotary, following the signs for Falmouth and Route 28 (see remainder of directions below)
OR
Take Route 3 south; follow signs for Cape Cod. Cross the Sagamore Bridge, take the first exit off Route 6, and follow signs for Falmouth and Route 28. Travel south along the Cape Cod Canal until you reach the rotary at the base of the Bourne Bridge. Three quarters of the way around the rotary, bear right and continue south on Route 28.
At the second rotary on Route 28, travel halfway around, bearing right to continue south to the town of Falmouth. Bear right at the Gulf station onto Woods Hole Road. Travel four miles to the village of Woods Hole. Follow the main road (Water Street) through Woods Hole until you reach MBL Street, on your right. Take a right and follow this street to the end and take a left onto North Street. The Swope Center is located right at this intersection, but parking is available further down where North Street turns into Bar Neck Road (see maps below). Parking passes will be provided at registration.
Driving directions from Providence
Take Route 195 east, then Route 25 east; follow signs for Cape Cod. Cross the Bourne Bridge, travel halfway around the rotary on the Cape side of the bridge, and follow signs to Route 28, Falmouth, and Woods Hole. Continue south on Route 28, as directed below.
At the second rotary on Route 28, travel halfway around, bearing right to continue south to the town of Falmouth. Bear right at the Gulf station onto Woods Hole Road. Travel four miles to the village of Woods Hole. Follow the main road (Water Street) through Woods Hole until you reach MBL Street, on your right. Take a right and follow this street to the end and take a left onto North Street. The Swope Center is located right at this intersection, but parking is available further down where North Street turns into Bar Neck Road (see maps). Parking passes will be provided at registration.
Parking
We have been assigned space in the MBL Bar Neck Road Lot for the meeting, if you need to park a car. You can obtain a parking pass as well as instructions on how to get to the parking lot at the registration desk of the Swope Center. The parking pass you are given should be placed in the dashboard of your car throughout the meeting.
Important Meal Information
BHL will pay for your meals Monday and Tuesday (excluding dinner Tuesday night). These meals will be provided through the MBL-WHOI cafeteria. Once you arrive at MBL-WHOI, as a result of your registration, you will be given an ID card for use during the meeting. This card will serve as your “passport” for the cafeteria for the meals we’re covering.
You do not need to do anything other than register to secure your meals. Meals include breakfast, lunch, and dinner (except Tuesday night dinner) and coffee breaks during the meeting.
Suggested Restaurants:
In Woods Hole:
In Falmouth (10 minutes by car or taxi):
Attending
Name of Attendee
|
Institution
|
Arriving
|
Departing
|
Staying?
|
Travelling by?
|
Use column later
|
Richard Huffine
|
US Geological Survey
|
|
|
Not Attending
|
|
|
Martin Kalfatovic
|
Smithsonian Libraries/Secretariat
|
5/5/13
|
5/8/13
|
Swope Dorm single
|
Air thru BOS
|
|
Connie Rinaldo
|
Ernst Mayr Libary/Harvard
|
5/5
|
5/7
|
Swope Dorm single
|
driving
|
|
Marty Schlabach
|
Cornell, Mann Library
|
5/5
|
5/8
|
Sands of Time
|
driving
|
|
Judy Warnement
|
Harvard Botany Libraries
|
5/5
|
5/7
|
Swope Dorm single
|
driving
|
|
Jane Smith
|
NHM.London
|
5/5
|
5/7
|
Swope single
|
Air through Boston
+ Peter Pan bus
|
|
Becky Morin
|
California Academy of Sciences
|
|
|
Not Attending
|
|
|
Doug Holland
|
Missouri Botanical Garden
|
|
|
|
|
|
Nancy Gwinn
|
Smithsonian Libraries
|
5/5
|
5/7
|
Sands of Time
|
Air through Boston
|
|
Susan Fraser
|
The New York Botanical Garden
|
5/5
|
5/7
|
Swope, single
|
driving
|
|
Bianca Crowley
|
Smithsonian Libraries/Secretariat
|
5/5
|
5/8
|
Swope, single
|
Air through Boston + Peter Pan Bus
|
|
Grace Costantino
|
Smithsonian Libraries/Secretariat
|
5/5, noon
|
5/7, 7:30pm
|
Swope, single
|
Air through Boston
|
|
|
Tom Baione
|
AMNH
|
5/5 PM
|
5/7 PM
|
Swope dorm single
|
?
|
|
Christopher Mills
|
RBG, Kew
|
|
|
Not Attending
|
|
|
Christine Giannoni
|
Field Museum
|
|
|
Not attending
|
|
|
William Ulate R.
|
Missouri Botanical Garden/Technical Director
|
5/3, 5:20PM
|
5/9 12Noon
|
Swope, single
|
Air through Boston
+ PeterPan Bus
|
(I'm U-late R so I use the column) :)- May 1, 2013
|
Diane Rielinger
|
MBLWHOI Library
|
here
|
here
|
home
|
car
|
|
Claire Flemming
|
ANSP
|
|
|
Not Attending
|
|
|
Tomoko Steen
|
Library of Congress
|
|
|
Not attending
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
ConnieR May 1, 2013