April 2 (Executive Committee)

5 April 2018

BHL Executive Committee Call

• Participant code: 407326
• If dialing from the US: 1 877 820 7829
• If dialing from UK: 0 800 358 8173
• If dialing from Australia: 1 800 547 099
• If dialing from Singapore: 800 616 3166
• If dialing from another international location, please see My Meeting Room instructions

• Connie Rinaldo, Jane Smith, Doug Holland, Nancy Gwinn, Martin Kalfatovic

• None

AGENDA and NOTES

• Secretariat Update (MRK)
  • Annual Meeting Minutes. Are complete and will be given to EC for review before distribution to Partners. Secretariat will link/load and Doug will send
  • 2018 Spending Plan Update. Carolyn discovered an error from 2016 in the spending plan that promulgated over time. As a result, the full available balance of individual donations in 2016 and 2017, rather than simply the revenue received in donations that year. As a result, any unspent donations from the prior year were counted twice: once as carryover and again as revenue.
  • Born Digital Content Process. At the annual meeting, there was a miscommunication in that Members thought Bianca had made an executive decision to not take born digital content. She was passing along my decision that at this time (with the conclusion of EABL) that we did not, at this time, have staffing or a cooperative staffing plan to continue to ingest at EABL scale this type of content. How shall we proceed? EC recommend that we put out a call for volunteers. CAR will bring it up on the next Members' call. MRK will address on behalf of the EC at the upcoming MAY staff call.
  • Cleveland Museum. MRK heard from Wendy Wassman and she hopes to submit an Affiliate application soon, but funds will not be available til July.
  • CNI Spring Meeting. MRK will attend the CNI Spring Meeting, 10-13 April 2018.
  • Sharing a Workshop in Exchange for MARC assistance. EC approved discussions with Affiliates for cataloging assistance in exchange for joining pre-paid workshops.

• Technical Update (MRK) [Reminder: all Tech team call notes are here]
  • Blog Move. Done and live; Joel is working on fixing the form load for people to upload new posts
  • Full Text Search. No further updates since meeting. Members and others should take a look at the beta full text search site, and there will be official calls/invites from Carolyn to collect formal comments.
  • Next Workpackage Options. With full text search wrapping up, we'll be moving on to transcription ingest next; I will give EC a list of options for the next tech sprint in the next few weeks.
  • AARNet Update. Hillary Goodson has left AARNet (and will be taking a job with Vince Smith at NHM London); she'll get me a new contact for our replication discussions.
  • Wikispace Planning. Connie asked MRK about planning for the wikispaces changes. MRK and CAS still thinking about that. Will need to prioritize content for migration; this will also give us a chance to prune/archive content.

• Topics from the Chair (Connie)
  • 2018 Annual Meeting: Next Steps
    • Is there any reason not to make the BHL futures talk public? EC agrees, yes, make public. EC also agreed that the Program Manager financial report should not be made public, but appropriate information be released in the annual report or other forum.
    • Strategic planning plan. EC will review Jane's current draft and then send for approval at the next Member call (12 April; Carolyn will join that call); EC will then start work on the longer timeline and process.
    • Review of topics that came up in the Member only meeting and how we take that forward including Secretariat job descriptions: we can't officially update these job descriptions but perhaps we can adjust them and try to manage expectations better. MRK will send.
    • Review of technical contribution of the Smithsonian and how we move forward (or not) with the Egyptian and French offers: specific strategies and tasks are needed so that we can take up offers of tech help. As we plan for more member contributions, we need to get commitment to deliverables.
      MRK will document more fully Smithsonian technical contributions.
    • To move forward with any real tech development, we will need additional funds. Is there support to move funds from EC travel, meetings, pan-BHL scanning, to support tech development? How much do we need? Is this in addition to help from partners or instead of? How do we support these other activities which also require funding? MRK will prepare a plan for spending the 2018 Contingency fund on actions that will drive forward BHL Version 2; this plan will be reviewed by the EC.

• Planning for 2019 Annual Meeting (MRK/Connie)
  • Never too early to start.

• Other