BHL Institutional Council Conference Call October 4, 2011

BHL Institutional Council Conference Call Tuesday, October 4 11 a.m. EDT

On Call: Tom Garnett, Martin Kalfatovic, Chris Freeland, Connie Rinaldo, Jane Smith, Doug Holland, Nancy Gwinn, Tom Baione, Susan Fraser, Christine, Giannoni, Chris Mills, Jean Farrington, Cathy Norton, Mary Ochs
Topics:

A. Election results: Paid members are voting members. Nominating committee asked for nominations. Results: Nancy Gwinn is vice chair and Connie Rinaldo is secretary

Brought some clarity to new structure:


Expectations of New Governance Structure for Meetings

• Executive Officers - set agenda for all calls with Executive Director. Weekly calls are mainly operational.
• Steering Committee calls are usually Policy calls that might need a vote.
• Institutional Council calls will be informational and will have strategic planning discussions.
• All Institutional members would be expected to attend the Annual Meeting traditionally held in March. Transportations and hotels costs would be the responsibility of heir home institutions.
• Steering Committee - Currently there are seven (7) members. They would be expected to be on the monthly calls and invited to the weekly calls. They would be expected to attend the Annual Meeting and vote for officers
• Institutional Council - Invited to be on quarterly calls and attend the Annual Meeting.
• All calls will be on Thursday at 11 a.m EDT
• Weekly calls - Thursday at 11 a.m EDT
• Monthly calls - Last Thursday of the month at 11 a.m EDT
• Quarterly calls - Last Thursday of the month every quarter ( April, August, November*)

The new governance will begin in October with the first Steering Committee call on the last Thursday of the month Oct 27 and the first Institutional Council quarterly call starting on the * 3rd Thursday of November since it will always be Thanksgiving here in the USA. The April and August quarterly calls would be on the last Thursday of the month.

• Next BHL IC meeting

• There will be a new election in March.

• **ACTION: Need to add current officers, IC and SC to wiki. Tom will do.

• B. Face to face IC meeting: March 15, 16 is the best time. March 15, 16. This meeting is self-funded--pay your own way! Must build the agenda--hopefully Life and Literature results will contribute to the agenda.

• C. USGS library is thinking about joining BHL. Tom and Martin met with folks from the geological survey. They may have money for scanning and we can advise what to scan and they can send through IA.

• D. Welcome Mary Ochs from Cornell's Mann Library. Yay!!

• Christine Giannoni asked if Cornell would participate in the no-charge resource sharing agreement. Mary will get back to us and BHL will supply the agreement we all signed for review.

• Cathy noted that we should be collecting statistics to ensure this doesn't become onerous to any members.

• D. other:

• 1.There is a working meeting of global BHL --structure, governance, communication--china, brazil, europe, australia, us will be there. Create new MOU and coordinating committee. ON the day after L&L, there is a BHL staff meeting. Agenda building on the wiki. Also a meeting with scientists and librarians from sub-saharan african countries. This is a funded meeting (JRS foundation) to see how BHL can be incorporated.

• 2.Technology updates: new logo on website; as part of conversion and remodelling of portal based on AUS portal, doing a usability study that compares functionalities of our portal with AUS portal.

• Cathy and Chris attended meeting at ASU: ASU History of Science Life sci group would like to develop an IMLS Leadership grant to contectualize BHL. This could open up the content to new users. This group was extremely excited by potential with BHL. Grad students

• Another project for undergraduates: Plos-able: taking high value articles in PLoS and having undergraduates re-interpret them for elementary school kids. They noted that they need images.....BHL Flickr! (There are 80,000 students at ASU).

• 3. Tom Baione noted that AMNH is interested in becoming a member of the SC--reviewing MOU. Great news!

• 4. NYBG will likely have a signed MOU for SC this week.