May 31 (Executive Committee)

31 May 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

• Doug Holland, Connie Rinaldo, Carolyn Sheffield

• Martin Kalfatovic

AGENDA and NOTES

• Reviewing Recommendations from breakup groups
  • Membership Group: Investigate new models. Create a new, lower level partner status. 'Supporter' with no benefits. Action Item: Doug pull together Membership Committee to discuss options. How to harness Affiliate participation to further support areas that need more people involved. EC, Program Director and Membership Committee to assess Membership structure and capacity.
  • Workflow/Staff Roles in BHL: What are action items to help address questions raised?
  • Reference: Recommendation that Affiliates might be required to contribute a certain amount of time. Tomoko has also since volunteered LC staff to contribute to reference activities. One recommendation was self-organized monthly call for Affiliates. How to make those effective? Are there changes that could make Members call more interactive or productive?
  • Print Retention: Barbara drafted a policy for the EC to review. Print Retention for BHL Recommendations.docx
    We can recommend institutions follow these guidelines but we can't require it. Physical copies do hold some meaning in our world. In principle, makes a lot of sense. In practice, there are some complexities in implementing as a requirement. For Partners that may leave consortium, is there any requirement to not withdraw their digital collections from BHL? Does not appear to be any requirements in BHL Bylaws or Appendices. Members would have to approve this if it were to be a policy. Action Item: Connie will put questions in Barbara's document, share with Jane, Martin, and Nancy, and recommend that EC allow Barbara's working group to move forward.
    • Is it important that the exact item scanned must be retained? Or last copy? What if scanning institution is de-accessioning and no other partner wants to take it into their collection?
    • Clarify that issue around withdrawing content after withdrawing partnership is covered in MOU and see if there is something else that needs to be addressed.
      Once policy is drafted will be sent to EC for review.

• Secretariat Update
  • Affiliate Orientation. Secretariat held orientation for the Lloyd Library and Museum (29 May 2018) (fyi, not discussed on this call).
  • Members Call for AU + SG. MRK, CAS, and Connie had a Members' call catch up with BHL AU; regrets from Singapore (29 May 2018)
    • Australia - Identified potential partner in New Zealand. Discussions of possible visit during TDWG/SPNHC. BHL Australia consulting to determine status of digitization efforts.
    •