Minutes of the VIVA ILL SubCommittee, 4/12/01, meeting at Clemons
Library, UVA.

Members present:  Jean Cooper, Pat DeMars, Joy Galoni, Andy Morton
(chair), Jamie Redwine, Debra Ryman, and Jeanne Scott

Next meeting: May 18, 2001 (with Resource Sharing Committee)

I.  The minutes of the Oct. 4, 2000, meeting were read and approved.
They will be placed on the website immediately.  The subcommittee agreed
that future minutes would be circulated via email and placed on the
website as soon as practicable after the meeting is held.

II. The committee discussed the VIVA ILL Community Forum to be held June
29, 2001, at UVA.

The morning speaker will be Sally Wiant of Washington & Lee Law School
Library, who will speak on copyright as it relates to ILL, and copyright
issues relating to electronic documents, etc.

In the afternoon, we will have vendor representatives from OCLC
(ILLiad), RLG (ILL Manager), and CLIO give demonstrations of their
software.  In addition, there will be a Networking Room where
individuals can go to discuss issues of interest with their colleagues.

The committee proposed a specific schedule for activities, and assigned
tasks to the committee members as follows:

1. Logistical arrangements and contacting vendors (follow ups) - Jean
Cooper
2. Contact Sally Wiant to complete arrangements - Debra Ryman
3. Compile handouts - Joy Galoni, Jeanne Scott
4. Prepare and staff registration desk - Pat DeMars
5. Announcements on listservs, etc. - Andy Morton
6. Update website with current information - Jamie Redwine

The deadline for registration will be June 15, 2001
Resource Sharing Committee members will be requested to staff the
Networking Room.

III. Past Projects

1. Tip of the Day -- very few tips were sent in, but Jeanne will keep
requesting input from VIVA ILL members.  The tips that were submitted
have been compiled and placed on the RSC website for the use of the
members.

2.  Mentors -- there has been some activity for those who volunteered to
be mentors.  Jean Cooper and Jeanne Scott mentioned that they had
received calls from VIVA members with various questions, and Jean C. had
had a couple of visits from other VIVA librarians interested in Ariel
and CLIO setups.  Jean will send out a reminder to the list that ILL
Mentors are available to answer questions as listed on the ILL Mentors
List posted on the RSC website.

3.  VLA Interaction - Jean C. reported that her presentation at VLA in
November 2000, went well, and had good attendance.  The committee will
think about what sort of presentation we might want to offer at the next
VLA meeting.

4.  Misc. - Don Samdahl has resigned as chairman of the Resource Sharing
Committee due to press of work.  John Ulmschneider will serve as
chairman at least through the end of Don's term (July 1, 2001).

5.  The RSC has invited the members of the ILL Subcommittee to attend
its final meeting of the term, on May 18, 2001, at UVA, Alderman Library
Rm. 423.  (NOTE: No other rooms are available since it is graduation
weekend. - JLC)

IV.  Planning for the Future:

The subcommittee discussed its future, and decided to ask Andy Morton to
make a summary report of the activities of the subcommittee to be
submitted to the RSC during the May 18th meeting.  As a part of this
report, we will make recommendations for the future of the ILL
Subcommittee meeting.

V. Matters Arising:

Kathy Perry asked the ILL Subcommittee to comment on a request from a
VIVA member library not to be asked to follow the VIVA ILL Guidelines,
in particular, the eight week circulation period for ILL materials.

After discussion, the subcommittee responded as follows:

"The purpose of VIVA is to find strength in numbers.  Some of the
advantages of participating in VIVA are sharing electronic resources,
and benefitting from lower prices on software purchased through the
group.  Concurrently, there can be disadvantages in participation, such
as differences in rules for ILL and circulation.  The ILL SubCommittee
strongly encourages all VIVA Libraries to follow the VIVA ILL
guidelines, including a standard eight week circulation period for ILL
materials, keeping in mind that each library has the recourse of
refusing to lend a particular item, or recalling it before the due
date."

Minutes Submitted by Jean L. Cooper