The Virtual Library of Virginia

VIVA STEERING COMMITTEE RETREAT

May 5 - 6, 1998 Report

Attendance: Theresa Byrd, Gene Damon, Linda Farynk, Eileen Hitchingham, John Jaffe, Jean Major, Connie McCarthy, Barbara Miller, Roy Strohl, John Walsh, Elsie Stephens Weatherington, and Karen Witteborg. Absent: Barbara Ford. Also Present: John Duke and Kathy Perry.

I. SUMMARY

The VIVA Steering Committee held a retreat at the University of Virginia in Charlottesville, May 5-6, 1998. Five priority areas were identified. The Steering Committee agreed that while all five issues need to be addressed during this biennium, the first two are central to VIVA's mission. The top two priorities identified are:

1. Collections

2. Integrating VIVA Resources into the Teaching and Learning Environment

In addition, these priorities were identified and will be addressed during this biennium:

3. VIVA's Organization. This will be a major focus of the Steering Committee.

4. Publicity. This priority area will be incorporated into the Integrating VIVA Resources into the Teaching and Learning Environment.

5. Partnerships. This priority area will be addressed through the Collections priority area, as well as the Steering Committee's discussions on organization.

II. TWO MAJOR PRIORITIES

Two major programmatic areas were identified for further development during a Steering Committee retreat held in Charlottesville on May 5 and 6. This is a compilation of some of the brainstorming ideas and key points discussed:

A. Collections.

· Expansion of content through the acquisition of more full text products, the creation of original content, and development of partnerships with publishers and creators.

· Managing existing collections with models for archiving, cancellation programs, and designation of archival copies of print resources.

· Investigating the role of institutional funds in the overall growth of VIVA collections.

· Consideration of expanded partnerships with other cooperative organizations (pros and cons).

· A subcommittee was appointed to propose to the Steering Committee ways to accomplish VIVA's goals of improved cooperative collection management across the Commonwealth. The members are: Karin Wittenborg, Eileen Hitchingham, Gene Damon, Connie McCarthy, John Walsh, and Chris Millson-Martula.

B. Integrating VIVA into Teaching and Learning

· Maintenance of high quality training for library staff.

· Concentration on training to encourage teaching with technology among university faculty.

· Development of VIVA's role in the Virtual University.

· Expanded marketing effort, including publicity.

III. ORGANIZATIONAL STRUCTURE

Attention was also given to continued development of VIVA as an organization. The Steering Committee decided that this was an issue that deserved greater review by the Steering Committee itself. A number of ideas were discussed in these three areas:

A. Operating Efficiency

B. Committee Structure

C. VIVA as an Organization

IV. 1998-2000 BIENNIAL BUDGET

Finally, the Steering Committee assessed the organization's current financial situation in view of the biennial appropriation. Summary data follows.

New funding needs

Collections (inflation costs): $160,000 - $180,000

Collections (new purchases): $365,700 - $515,700

Contractual services: $120,000

Travel & Training: $25,000

Available funds, FY1999

Funding of new initiatives: $250,000

Reallocation of funds from VIVA base budget $420,700

Available funds, FY2000

Funding of new initiatives $420,000

Reallocation of funds from base budget $420,700

Independent school participation $200,000 (includes matching funds)

Capturing the funds reallocated from the base budget will require help from SCHEV staff, since those funds now are located in institutional budgets, rather than in the central budget appropriated to SCHEV. SCHEV will be asked to prepare a letter we can use with our institutions.

Questions or comments concerning this summary of the VIVA Steering Committee retreat may be directed to Dr. Theresa Byrd, Chair, VIVA Steering Committee, or Kathy Perry, VIVA Project Director.