The original notes from the meeting were stolen.
In Attendance: Maxwell
Anderson (AGO), Bob Bergman (CMA), Hugh Davies (MCASD), Vishakha Desai
(Asia Society), Malcolm Rogers (BMFA).
Bearman and Jennifer Trant (A&MI), Mimi Gaudieri and Anita DeFanis
- Call to Order
The meeting was convened
by Harry S. Parker at 7:00am.
- Adoption of Minutes
of December Meeting
A motion to adopt
the minutes was moved by Hugh Davies, seconded by Vishakha Desai and
approved. Minutes will be circulated by posting them to the AMICO
Members Web Site.
- Legal Issues
of AMICO Inc. in Washington DC on June 1 was reported. The By-laws
were reviewed. It was agreed that the Bylaws should be recommended
for approval by the full board.
The need for officers,
as stipulated in the by-laws, was discussed. Members agreed to nominate
a slate of candidates from the existing Executive Committee to the
Chair: Harry S.
Treasurer: Max Anderson
Parker noted that
he was unsure how long he would be able to serve but agreed to serve
at least through the next full Board meeting of AMICO, which would
be his one-year anniversary. The possibility of a full election
at that date, when new members will have joined AMICO, was discussed.
- Working Committees
The Working Committees
established in December were reaffirmed within AMICOs independently
by Maxwell Anderson
by Robert Bergman.
It was agreed that
each committee might have members other museum directors. The value
of some museum development officers on the Development Committee
was discussed, as was the benefit of some museum staff with close
links to others in similar professional roles who might be advising
potential new members on joining, serving on the Membership Committee.
Each chair agreed to solicit, and formally name, members to his
The Executive Committee
agreed to act as a Personnel Committee rather than establishing
a separate entity for that purpose.
- License Agreements
and Membership Agreement
The formal version
of the AMICO Membership Agreement and The AMICO Library Museum Agreement,
drafted by Michael Shapiro, were reviewed. The importance of having
members sign their Membership Agreement before the end of June, so
that RLG can offer The AMICO Library to subscribers was reinforced.
Max Anderson moved
and Robert Bergman seconded a motion that "The Executive Committee
recommends that members sign the Membership Agreement and return it
to AMICO expeditiously."
- Financial Issues
Management and Liability
AMICO will establish
its own bank accounts, and contract for liability insurance, both
for its activity as a publisher and for the Board. For ease of administration,
these accounts will be established in Pittsburgh, with Maxwell Anderson
and Harry Parker having signature authority. Signing authority will
be delegated to AMICOs management under defined circumstances,
within set budgetary and item limits to be defined in consultation
with the Treasurer.
A discussion of
the financial situation of AMICO reviewed the various fundraising
efforts to date. Bearman and Trant reported on the status of the
request to the Mellon Foundation for general operational funding.
While AMICOs general request will not go forward at this we
have received an invitation to request a $45,000 planning grant
(which has been submitted).
The reactions of
Mellon Foundation officers, and their concerns that The AMICO Library
might not support advanced scholarship, were noted. To reaffirm
the value of the Library, it will be necessary in the future for
Directors of AMICO member museums to advocate the value of the Consortium.
It was also agreed
that Executive Committee Members would make direct approaches to
foundations and funding programs on behalf of AMICO. Robert Bergman
and Vishakha Desai agreed to help Max Anderson in formulating such
efforts, including the proposals pending with TIIAP and the IMLS
for funding of demonstration projects in Arizona and Indianapolis
The Delmas Foundation
awarded AMICO $10,000 to plan an NSF grant. The framework for that
grant - a demonstration project with university partners - was discussed.
- Review of
The FY97/98 budget
was reviewed. A cash report by Mimi Gaudieri was heard: at the time
of the meeting, AMICO has about $49,000 in hand which should carry
it, at present rates of expenditure, only through September. It
was noted that this projection did not consider 1998 income from
some its members, had not accounted for any income from new members
or licensees, and has not included any income from grants.
The FY98/99 budget
was reviewed, both in its proposed form and in a "worst case"
model. It was agreed that AMICO expenditures for the first quarter
(through September 30, 1998) should follow the "worst case"
model unless substantial new income is received and the Executive
Committee revises its plan. The budget will be reviewed at the next
A plan to hire staff
to support core AMICO functions in Member and Client Services was
presented. Based on the adoption of the worst-case budget, it was
agreed that staff will be recruited, and recommendations for staffing
brought to the next Executive Committee Meeting. Any recruiting would
be for one-year contracts, with the caveat "pending funds available",
based on the staffing outlined in the worst case scenario. Hiring
decisions will be made by the Executive Committee at its next meeting.
- Member Services
to AMICO Members is key to the long-term success of the Consortium.
Members need to see the benefits of their collaboration. AMCIO needs
to make the benefits of membership clear to its members, by:
- Providing a forum
for Museum Educators to work with AMICO Library
- Developing data enhancement
services to meet access requirements discovered in university testbed
and federal grant projects
- Providing technology
- Exploring a range
of Intellectual Property Rights issues, and developing projects to
define common strategies and practices
Along with developing
user communities for The AMICO Library, it was agreed that these will
be the major functions for its staff in the first year operations.
- Library Development
The full Testbed
Library, comprised of contributions from all twenty-three AMICO
members was delivered to RLG on schedule. The schedule for July
1 release of the preview facility for the university testbed seemed
likely to be achieved by RLG. Their plans for release of the full
library on August 24 are also on track. Harry Parker congratulated
AMICO members on achieving this first and significant goal.
It was noted that
this is only the first stage in the development of a robust resource.
Existing members need to be encouraged to maintain or increase their
levels of contribution, and to enhance their data. New members are
essential to developing breadth and reaching our targets of Library
- Public Web
reported that a request-for-proposals to develop the searchable
public catalog of The AMICO Library has been issued by the Art Museum
Network. This catalog, comprised of thumbnail images and brief textual
descriptions of all the works in The AMICO Library, will both make
it possible for potential subscribers to gain an overview of the
Library, and build knowledge of the works in the Library available
for commercial licensing. Each work will have a link back to the
AMICO member where their rights and reproductions procedures
can be noted. It is hoped that the public thumbnail catalog will
be released at the same time as the full university testbed, at
the end of the summer.
The Art Museum Network
is also providing other services to AMICO, including hosting the
general public information web site, and the much more detailed
Members Web Site. The web site continues to be the major interface
between AMICO and its members, and between AMICO and the public.
The Executive Committee
thanked Max and AMN for their support of this essential function.
As noted, RLG is
making the Library available to 20 campuses as part of a University
Testbed, designed to understand the use of museum multimedia documentation
in higher education. The AMICO Library University Agreement was
distributed in draft to all of the university testbed participants
for comment. Final agreements will be sent out for signature this
month. These will need to be returned before the formal commencement
of the Testbed in July.
for 1999 Contributions
The following schedule
was agreed, and will be taken on to the Board for adoption:
September 1 10
records due from each new member, as condition of acceptance
December 31 Full
submissions due from all new members
Members list new contributions
February 28 Full
submissions due from Founding Members
The full submission
date is slightly earlier than 1998, as we expect further data enhancement
to take place at AMICO, and this will require more time.
- Other licenses
The demonstration projects
in Arizona and Indianapolis will provide AMICO with a forum to develop
license agreements for K-12 education and for Public Libraries. The
Executive Committee reaffirmed the strategy of developing these agreements
in close consultation with users of The AMICO Library.
It was agreed that
continued growth in membership is critical to AMICO. Harry Parker
reported that he had sent an invitation to join AMICO to all AAMD
members, and to all institutions that have enquired about membership.
The invitation will also be posted on the AMICO web site.
The Membership Committee
was authorized to review and accept applications for AMICO Membership.
A category of Associate Membership was adopted. Associate members
are not required to contribute the full compliment of works to The AMICO Library. They also do not receive full voting membership on
the AMICO Board.
Limits on the numbers
of new members - approximately 12 in the full member category, without
limits on the associate category - were adopted. It was agreed that
existing members would be asked to help in additional recruitment,
- Strategic Issues
- Artists Rights
to 20th century works of art so that they can be included
in The AMICO Library is critical for contemporary arts museum and
a major concern of all members. This is an area with one of the
greatest potential benefits of joint action. It was acknowledged
that it is also a very sensitive matter in which all members need
to be involved.
The Executive Committee
and the Board will consider how best to use the resources and position
of the Consortium to move forward in this area. Collaborative partnerships
may be explored. Addressing this issue will be a priority of the
Executive Director in the coming year.
- NSF Digital
Libraries 2 Grant Proposal
As noted previously,
AMICO will be preparing a proposal to the National Science Foundation
for a major demonstration project. We will use the funding provided
by the Delmas Foundation to bring together an interdisciplinary team
to study the use of museum multimedia in the research process.
Members of the Executive
Committee offered to review the text and budget of the grant, which
is due July 15, 1998.
- Next Meeting
A meeting was tentatively
scheduled for Tuesday, September 29, 1998, in New York City, just
prior to the AAMD Trustees meeting.
The Executive Committee
adjourned at 9:00 am.
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