March 15-16, 2011 BHL IC

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15-16 March 2012

Institutional Council Meeting

Cambridge, MA

MEETING NOTES

Details

Welcome to the 2012 BHL Institutional Council meeting, hosted by Connie Rinaldo, Ernst Mayr Library of the Museum of Comparative Zoology, Harvard University. The IC meeting will be a full day meeting followed by dinner at the Harvard Faculty Club. Please indicate your attendance at the meeting by filling out the attendance form on the BHL wiki. Please indicate any dietary restrictions.

CHANGE OF VENUE: The meeting will be held in the Agassiz Room in the Museum of Comparative Zoology. Enter through the public museum and go down the stairs and follow the signs. Detailed directions are here: Directions to the Agassiz Room (3).doc

To get access to the Harvard wireless network Wednesday through Friday, use the following login information.

ID: mczconference
Password: mczconference@gmail.com

The IC meeting will be followed on March 16 with a business meeting of the BHL Steering Committee members.

Dinner is on your own on March 14. Check here for restaurant ideas and descriptions within walking distance of Harvard Square.

Agenda

• March 14 (Wednesday): Dinner on your own for those arriving in the early evening
• March 15 (Thursday): 0830 - 1700 pm: Institutional Council Meeting
  Full day meeting for Institutional Council members; formal presentations by BHL members on developments and projects
  • 0830-0900: Arrive, continental breakfast
  • 0900-0915: Welcome by Cathy Norton and brief introductions
  • 0915-1015: Status updates from each member: Part I (AMNH, ANSP, Cal Academy, Cornell, Field Museum BHL - FM 2012.pptx , Harvard Botany, Kew)
  • 1015-1030: Break and Networking
  • 1030-1145: Status updates from each member: Part II (MCZ, MBL/WHOI, MOBOT, NHM NHM Update 2012--03-15.ppt, NYBG, Smithsonian Libraries, USGS)
  • 1145-1215: State of BHL (Tom Garnett)
  • 1215-1315: Lunch
  • 1315-1345: Technical Update (Chris Freeland)
    • 2012_3_15_BHLIC.ppt
  • 1345-1400: Report on Life and Literature Conference | Follow up and next steps discussion (Connie Rinaldo, lead) EMLBHL5years.pptx lifelitsummary.pptx
  • 1400-1415: Program Manager Updates (Grace Costantino)
  • 1415-1430: Staff Group and Collections Committee Update (Bianca Crowley)
    • BCGC IC Meeting Presentation.pptx [includes both Grace + Bianca's presentations]
  • 1430-1445: Global BHL Update (William Ulate)
    • 2012_3_15_Global-BHL.ppt
  • 1445-1500: Publicity, Marketing, and Outreach (Martin Kalfatovic, Chris Freeland, Grace Costantino)
    • Marketing & Outreach IC Meeting Presentation.pptx
  • 1500-1515: In Kind spreadsheets discussion (Martin Kalfatovic and Grace Costantino)
  • 1515-1545: Break and Networking
  • 1545-1600: Open discussion on BHL Institutional Council organization and communication, Martin Kalfaovic
  • 1600-1630: Wrap up and next steps
  • 1800-2000: Organized dinner for IC and Steering committee members
• March 16 (Friday: 0830-1300): Half day meeting for Steering Committee members
  • 0830-0900 Arrive, Continental breakfast
  • 0900-0915: Welcome by Cathy Norton;
    • Approval of agenda and minutes
    • Election (Cathy Norton and Nancy Gwinn)
  • 09:15-09:45: Financial Report: Where is the money going? (Tom Garnett)
  • 09:45-10:30: Spending Plan: Where will the dues go? (Tom Garnett)
  • 10:30-11:00: Break
  • 11:00-11:15: Review of draft Global BHL by-laws (Nancy Gwinn)
  • 11:15-11:45: Discussion of BHL IC membership and growth of membership (Nancy Gwinn)
  • 11:45-12:30 Strategic plan review and plan for revision? (Nancy Gwinn)
  • 12:30-13:00: Concluding remarks, wrap up, next steps

Suggested Hotels

• Sheraton Commander(Cambridge, very nearby)
• Charles Hotel(Harvard Square, very nearby)
• Hotel Veritas(Harvard Square, nearby)
• The Inn at Harvard(Harvard Square, very nearby)
• Harvard Square Hotel(Harvard Square, very nearby, BHL IC stayed there once before)
• Irving House(Cambridge, very nearby, $135-275)
• Marriott Residence Inn(Cambridge, Kendall Square, subway ride away)
• Boston Marriott(Cambridge, Kendall Square, subway ride away)
• Cambridge Gateway Inn(cheap, redline from Alewife to Harvard Square)
• Hotel Tria (Best Western, redline from Alewife to Harvard Square)

Attending

Name of Attendee	Institution	Arriving	Departing	Staying?	Travelling by?	Dinner 15 March Harvard Fac. Club (list any dietary restrictions)
Richard Huffine	US Geological Survey (Reston, VA)	03/14/2012	03/16/2012	Irving House	Jet Blue (Dulles)	Yes | None
Martin Kalfatovic	Smithsonian Libraries	03/14/2012	03/16/2012	Irving House	US Airways	Yes | None
Connie Rinaldo	Ernst Mayr Libary/Harvard			my house	car	Yes
Graham Higley	NHM, London	03/14/2012	03/17/2012	Irving House	Virgin Airways VS11	Yes | None
Chris Freeland	MBG	3/14/2012	3/17/2012	Irving House		Yes | Carnivore (only animals)
Jane Smith	NHM.London	3/14/2012	3/16/2012	Irving House	BA	Yes | None
Jean Farrington	California Academy of Sciences	3/14/2012	3/16/2012	Inn at Harvard	Continental Airlines	No
Doug Holland	Missouri Botanical Garden	3/14/2012	3/16/2012	Irving House	American Airlines	Yes | None
Nancy Gwinn	Smithsonian Libraries	3/14/2012	3/16/2012	Sheraton	US Air	None
Susan Fraser	The New York Botanical Garden	3/14/2012	3/16/2012	Irving House	AMTRAK	Yes | None
Bianca Crowley	Smithsonian Institution	3/14/2012	3/15/2012	Irving House	arrv: USAir 3742 8:21AM dprt: USAir 3636 7:07PM	No
Grace Costantino	Smithsonian Institution	3/14/2012	3/16/2012	Irving House	arrv: JetBlue 1322 - 9:53 am dprt: JetBlue 1325 - 3:35 pm	Yes | None
Tom Baione	AMNH	3/14/2012	3/16/2013	Inn at Harvard	Amtrak	Yes | None
Christopher Mills	RBG, Kew	03/14/2012	03/16/2012	Irving House	BA213	Yes | Vegetarian (no fish)
Christine Giannoni	Field Museum	3/14/2012	3/16/2012	Irving House	AA 1718 12:35pm AA 1247 8:45am	Yes | None
William Ulate	Missouri Botanical Garden	3/14/2012	3/17/2012	Irving House	Southwest 769 12:55 pm Southwest 2701 2:30 pm	Yes | Flexitarian
Judy Warnement	Harvard Botany Libraries			local		Yes | None
Marty Schlabach	Cornell, Mann Library	3/14/2012	3/17/2012	Harding House	car	Yes + one | None
Tom Garnett	Smithsonian	3/14	3/16	sheraton	air	Yes
Cathy Norton	MBLWHOI Library	3/15	3/16	local	car

Notes