BMN’s ‐ The Young Explorers Guide to the Tri‐Cities Meeting Minutes – September 27, 2013 6:00 p.m. Location:
Elaine Golds’ home at 554 Yale Road, Port Moody. Phone: 937‐3483
Attending:
Lori Austin, Laura Dupont, Elaine Golds, Jude Grass, Al Grass, Christina Saremba, David Mountenay, and Liz Thunstrom
With Regrets: Brigitte Breuer ITEM 1 – HIRING AN ILLUSTRATOR, DESIGNER, AND EDITOR Christina Saremba provided an update regarding the Request for Proposal (RFP) for the hire of an illustrator. She and Brigitte prepared the RFP document. Christina emailed the RFP on September 15, 2013 to the candidates including Vicky Bowes, Chris Tunnoch, Brenda Guiled, and Amy Thompson. Vicky Bowes has responded with a proposal of 150 hours for $3000. Brenda Guiled has declined to quote on the RFP, but has offered to provide advice on the project, if required. The two other candidates have until October 11, 2013 to respond. Brigitte Breuer submitted a proposal for graphic design services which is 60 hours for $1500. Vicky Bowes asked to submit a proposal for the graphic design as her husband is an experienced designer. Christina has sent her a RFP. Jude Grass contacted Marion Coope regarding providing editing services on the project. Marion may be interested. Al Grass suggested that Monica Belkin would also be a good candidate as an editor as she has experience working with children’s resources. Jude will contact Monica to determine if she may be interested in the project. Christina will work with Jude to create a RFP document to send to the candidates by October 5, 2013. Liz Thunstrom mentioned that she is an experienced proof‐reader. ITEM 2 – DISCUSS WRITING REQUIREMENTS The project team provided Liz Thunstrom and David Mountenay with an overview of the project , including handouts of samples of page layouts, images, etc. Lori Austin stressed to everyone that it is important to keep the intended audience in mind when writing. She reminded the group that we are to write at a grade five reading level for comprehension and understanding, and that the words, style and layout must be appealing to young children. Christina Saremba shared Brigitte’s concerns about the writer’s template. She recommended that the ethics line be fewer than the recommended 50 words. The group agreed that it should be less than 20 words. Brigitte also asked about which section of the writer’s template will be used as the text for the proposed ecology bar in the guide. The group decided that an ecology bar will not be necessary and that the site’s ecology (section 2‐ Habitat, Flora and Fauna of the writers template) will be described in paragraph text instead. The types and layout of the images on the page was discussed. The group agreed that the nature scene image could be either in landscape orientation placed across the lower portion of pages 3 and 4, or in portrait orientation and fill either page 3 or 4 depending on the scene. The group reviewed Lori’s completed writers template for Belcarra and provided feedback. Everyone agreed that they will work with the writer’s template to develop the text for their site(s). Lori Austin will facilitate a writers (Lori, Elaine, Jude, Al, Liz, and Dave) meeting on October 23 at her home. Elaine Gold lead the group in identifying which plants, birds, and animals that each writer will include in their site. She asked that the full common name of the species be used in the reference . Christina Saremba will post the complete species list on the web site. Christina Saremba asked each of the writers to begin collecting samples of the images that they would like the illustrator to create for their site(s). She asked the writers to contact her in the next few weeks, if they will need a photograph of specific locations or species at the site(s) so that she can ask one of the volunteer photographers
(Ian McArthur, Terry Puls, David Mountenay, and John Saremba) to take the photo(s) and have them ready for the illustrator in November. ITEM 3 – PLAN NEXT STEPS TASK
DUE DATE
Jude Grass to contact Monica Belkin
October 5
Christina Saremba to send RFP to editor candidates
October 5
Lori Austin to facilitate writers meeting
October 23
The next project/writers meeting is Wednesday, October 30, 7:00 pm at Al and Jude Grass’ home. Other scheduled meetings: Writers meeting – Wednesday, October 23, 6:00 pm at Lori Austin’s home Project/writers meeting – Wednesday, October 30, 7:00 pm at Al and Jude Grass’ home Project meeting – Wednesday, November 27, 7:00 pm at Laura Dupont’s home Meeting was adjourned at 9:05 pm.
