meeting of the Executive Committee of the AMICO Board was held on January
27, 1998 from 2:00 - 5:00 p.m. at the Mirimar Sheraton Hotel, Los Angeles,
California. Detailed Briefing Papers were distributed, and should be
read in conjunction with these minutes.
meeting was chaired by Harry S. Parker III, Chairman of the AMICO
Anderson, Hugh Davies, Vishakha Desai, Shirley Thomson.
Gaudieri and Anita DeFanis, Association of Art Museum Directors
David Bearman and Jennifer Trant, Archives & Museum Informatics
Bergman, Malcolm Rogers
Background, Status Report and Plans
David Bearman and Jennifer Trant presented a briefing on recent actions
Five Year Plan
The AMICO Five-Year Plan [main points below] was presented and approved.
Max Anderson and Vishakha Desai emphasized the importance of beginning
as soon as possible with K-12. The Plan will be recommended to the AMICO
Activities (new and ongoing)
Define standards and procedures
project with OCLC Research Division.
Public Library testbed
Library available for university & museum licensing.
on K-12 distributors.
not yet identified.
Library available for university and public library licensing.
significant connections with foreign libraries of digital holdings
and foreign distribution systems.
Library available for all licensees.
distribution contracts re-negotiated.
University Testbed Project (Academic Year 1998-1999)
RLG As Distributor
The general provisions of the contract being negotiated with RLG to
distribute The AMICO Library were presented by Bearman and Trant. RLG
has agreed to act as an AMICO distributor for the University Testbed
and the subsequent two years. It was noted that the agreement with RLG
both represents a significant investment on their part. As a result,
there are penalties in the contract should AMICO fail to meet its commitments.
It was agreed that AMICO Counsel should review the final draft.
by Max Anderson, seconded by Hugh Davies, that the Contract with RLG
be approved in principle, subject to final signature by Harry S. Parker
III. Carried unanimously.
Selection of Participants
The recommendations of the User and Uses Committee on selection of participants
in the University Testbed were reviewed. It was felt that provision
be made for acceptance of Harvard University's proposal, provided they
further clarified how faculty would be involved in the use of the Library.
by Hugh Davies, seconded by Vishakha Desai, that the recommendations
of the Users and Uses Committee on the University Testbed Participants
be recommended to the Board, subject to the proviso regarding Harvard
University. Carried unanimously.
addition, A&MI was requested to approach OhioLINK and the California
Digital Library (which proposed to be testbed participants) to discuss
the possibility that they become future year distributors.
Compilation of the 1998 Testbed Library
The very tight schedule for compilation of the initial (testbed year)
AMICO Library was discussed. It was agreed that all Board members need
to be aware of, and committed to, the schedule. The Executive Committee
approved the schedule below and agreed to the deadlines.
the full listing of works to be included in The AMICO Library from
Receive test data from all AMICO members, and develop a specification
for the testbed year web site and subscription product
by March 31
Receive the full data, including images, on each work of art and
the signed License to AMICO from all members
Collate the data into a unified file and run verification routines
Turn over the integrated file to RLG
Return the verified data to members
Test the RLG web site application in June
Test the RLG subscription product application in July and August
Planning for Public Library and K-12 Activities
Issues requiring attention now so we will be ready for future years
were discussed. A&MI was authorized to seek partners to plan public
library and K-12 testbeds. Collaborative activities were stressed, and
A&MI was authorized, if appropriate, to apply for funding for AMICO
from TIAPP and/or IMLS and/or pursue negotiations with OCLC to make
The AMICO Library available through public libraries and possibly K-12
education in 1999/2000.
Formalizing AMICO as an Organization
The need for AMICO to have mechanisms of governance, was discussed.
Appointment of General Counsel
Bearman and Trant proposed accepting an offer by Michael Shapiro, General
Counsel, National Endowment for the Humanities, to serve as General
Counsel to AMICO at a highly discounted fee. The proposition was discussed,
and enthusiastically approved. Harry Parker will appoint Michael Shapiro
as General Counsel, AMICO.
Incorporation of AMICO
It was agreed that AMICO should plan to incorporate as a separate organization
from the AAMD Educational Foundation, sometime in the first 1/2 of 1998.
General Counsel will be instructed to act on this timetable.
Operations, ByLaws and Committees
It was agreed that formalization of AMICO's operations was necessary,
including establishing terms of membership on the Board, giving the
Executive Committee the power to act on behalf of the Board, and giving
the Chairman power to sign contracts on behalf of AMICO. Bylaws for
AMICO should be drafted by General Counsel.
Executive Committee recommended to the Chairman that Committees be established
to guide AMICO's operations. The Executive Committee would make operational
decisions for the Consortium, on behalf of the Board. Other committees
for Development and Membership would be responsible for identifying
and soliciting support for AMICO's activities, and recruiting and approving
new members. This framework will be presented to the Board.
Membership terms, the plans for membership growth, and the requirements
for members to sign agreements contributing their documentation to AMICO
were reviewed and discussed.
Membership Growth and Goals
The membership criteria adopted in October were reaffirmed: any non-profit
institution holding works of art and willing to abide by terms of membership
is eligible to join AMICO whether a member of AAMD or not and whether
in North America or not.
Executive Committee accepted membership growth targets as projected
(twelve members next year) and agreed to try recruit 3-4 foreign national
art galleries to join AMICO. In addition, A&MI was authorized to continue
developing relationships with other digital art library initiatives
with an eye to possibly exchanging content in the future.
Chairman Harry Parker called for acceptance of a goal of 250,000 works
and 100 AMICO members in five years and the commitment to make The AMICO Library the place to look for art on-line. This goal, and the membership
growth strategy, were heartily embraced and it was agreed to present
both to the Board.
It was agreed that a Board Membership Committee was needed. Bob Bergman
was proposed as Chair (in abstentia);Harry Parker agreed to contact
him with the Executive Committee's invitation.
procedures and agreements will be drafted by A&MI, in consultation
with the Membership Committee, and with the assistance of AMICO General
Counsel. These will be based on the circulated DRAFT AMICO Membership
Criteria and Process.
first new members will be invited to join AMICO in July of 1998.
A formal membership agreement will be necessary for AMICO. A&MI were
instructed to work with General Counsel on drafting this, for presentation
at the next Board meeting.
The proposed Advisory Committee, including representatives of AMICO's
various constituencies was discussed and approved. Archives & Museum
Informatics was asked to approach its initial members. The Executive
Committee and Board will consider adding other members at a later date,
particularly to ensure international representation.
by Vishakha Desai, seconded by Hugh Davies, that Harry Parker invite
the proposed members to form an Advisory Committee to AMICO.
Legal Language of Licenses
The need for legally binding licenses was discussed. Terms drafted by
AMICO Committees were approved in principle. General Counsel will be
instructed to draft the necessary documents.
Budgets and Costs to Date
AMICO's five year budget, current year budget and AAMD expenditures
to date were presented and reviewed. It was agreed that expenditures
prior to October 1 were for AAMD planning of AMICO and that the AMICO
Chair would ask the AAMD Trustees to absorb those expenses in their
was agreed that expenditures for AMICO since October 1 should not cause
AAMD to be in a negative cash-flow position as a result of AMICO at
the end of this fiscal year (June 30, 1998). Since the current projection
is that AMICO expenditures would cause this result, it was agreed that
if other sources of funding do not become available prior to June 30,
AMICO members (probably institutions represented on the Executive Committee)
might be asked to advance payment of their dues to AMICO so that funds
would be received by AAMD prior to June 30. Harry Parker, Mimi Gaudieri
and A&MI will monitor this situation.
The Executive Committee reviewed AMICO's fundraising needs to through
2002, when AMICO's deficit will peak. It heard a report on the status
of A&MI discussions with the Mellon Foundation.
was agreed to establish a Development Committee. Max Anderson was nominated
as Chair and accepted. The Committee was instructed to pursue further
funding opportunities, including IMLS and TIIAP grant runs this spring,
and approaches to foundations other than the Mellon.
It was acknowledged that AMICO needs to explore other options for ongoing
financing, in order to ensure its ongoing activities, should philanthropic
or grant support be delayed or not forthcoming.
A&MI was authorized to discuss the possibility of linking The AMICO Library with JSTOR, as proposed by the officers of the Mellon Foundation.
Macmillan Reference and the Grove Dictionary of Art
The letter from Ian Jacobs, Managing Editor of Macmillan Reference was
reviewed, and the possibility of linking The AMICO Library to this resource
was discussed. It was noted that this is the kind of opportunity that
would only come to AMICO, as Macmillan does not see it possible to negotiate
separately with individual museums. Several issues remain unclear, though.
including the nature of the images and rights required, possible license
fees, and the distribution of possible income. A&MI was authorized to
continue discussions with Macmillan, bearing in mind the educational
mission of AMICO. It would be essential that any agreement did not interfere
with the ability of individual AMICO members to license their works
National Level Agreements
A&MI reported on discussions with the Joint Information Systems Committee
(JISC) a body funded by the Higher Education Funding Council for England,
the Scottish Higher Education Funding Council , the Higher Education
Funding Council for Wales, and the Department of Education, Northern
Ireland, about the possibility of providing The AMICO Library to UK
higher education users. A&MI was authorized to continue this discussion.
A&MI described the interest of potential distributors of The AMICO Library in developing delivery and use software that will enhance the
value of The AMICO Library. It was agreed that a Distributors Development
Agreement should be drafted, under which such organizations would be
given free license to The AMICO Library for a limited period of time
for the sole purposes of software development and testing.
Board Meeting Agenda Review
The Agenda for the Board meeting was reviewed and approved.
Other Museum Licensing Activities
Other activities in the museum and imaging licensing areas were noted
and their agendas reviewed. AMICO's position as the sole activity museum-governed
initiative focused on the creation of a digital art library with international
content, from the collections of international museum members, that
included contemporary works of art was noted
Bridgeman Art Library
A proposal from the Bridgeman Art Library outlining a means of collaboration
with AMICO was distributed. It was agreed to present this to the Board,
but not to endorse it, as Bridgeman has a commercial mandate, and this
activity would be outside the realm of AMICO's stated mission.
It was agreed that the Executive Committee of AMICO would meet again
in conjunction with the AAMD meeting, to be held in Worcester, MA, June
The meeting was adjourned at 5:00 p.m.
by Archives & Museum Informatics
May 26, 1998
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