Steering Committee Meeting
Thursday, September 14, 2000
Old Dominon University
Norfolk, Virginia
MINUTES
ATTENDANCE: Present: Ralph Aberico, Cal Boyer, Gene Damon, Eileen Hitchingham, John Jaffe, Jean Major, Connie
McCarthy, Roy Strohl, John Ulmschneider, and John Zenelis. Also Present: Doug Hurd (UVA) and Kathy Perry (VIVA).
Absent: Frank Moran, Don Samdahl, and Karin Wittenborg.
I. MINUTES:
ACTION: The minutes of the June 8, 2000 meeting were approved.
II. PROJECT UPDATE:
A. CHAIR's REPORT (Roy Strohl)
1. The VIVA Steering Committee reviewed the notes from their August 8 retreat held at Mountain Lake. Roy thanked Connie for her work as the Retreat Planning Committee Chair.
ACTION: The issue of library support for distance education students was referred to the SCHEV Library Advisory Committee.
ACTION: The Steering Committee will continue their discussion on future funding priorities.
ACTION: Kathy will post the August 8, 2000 Steering Committee Retreat Summary to the VIVA web site.
2. John Ulmschneider presented the revised draft Memorandum of Understanding.ACTION: The Steering Committee approved sharing the draft Memorandum of Understanding with the LAC. Final changes will be made and the Steering Committee will conduct an electronic vote on the revised version.
B. DIRECTOR'S REPORT (Kathy Perry)
1. Express Mail Allocations: Kathy presented the chart of express mail allocations and reviewed the formula ($225,000 total available less $150 for a minimum award to 3 schools ($50/site), remaining $224,850 divided by 24,554 total in-state loans made during 1999-2000 = $9.15737/item lent. As in the past year, the allocation excluded UVA Health Library, which charges for in-state lending.) Kathy proposed that the process be expedited next year.
ACTION: The Steering Committee approved the Express Mail Allocations as presented for funds available in this fiscal year.
ACTION: The Steering Committee approved the formula for future years and agreed to handle the vote in an electronic vote if necessary to expedite the awards.
2. Reallocation Funds: For the third year, VIVA will bill the public institutions for the Reallocation Funds so that they may be used centrally for collections and central administration. Kathy pointed out that they represent the same amounts allocated during the 1994-96 biennium for hardware purchases and that we were not successful in getting these funds out of the institutional budgets during this legislative session. Institutions were reminded to send checks and not IAT's to JMU for this invoice. Five doctoral institutions (CWM, GMU, UVA, VCU, VPI) are assessed $37,200 each. ODU is assessed $17,200. The 9 4-year schools and Richard Bland College (a 2-year school) are each assessed $8,500. The VCCS is assessed $132,500. This totals $420,700.ACTION: The Steering Committee approved the Reallocation Fund Assessments.
3. JMU Procurement Funds: Kathy shared her letter thanking JMU for their support and particularly for Iris Moubray's service as the VIVA Procurement Officer. She also presented a distribution for the increased allocations for JMU. Each doctoral will be assessed $2,725. Each of the 9 4-year schools will be assessed $1,672. Richard Bland and the VCCS (as a unit) will each be charged $1,551 for a total of $34,500.ACTION: Since the increase had been approved at the retreat, no additional Steering Committee action was necessary at this time. The allocations will be brought to the LAC for approval.
4. Kathy presented the final budget from all sources for the 2000-2001 fiscal year. The total budget from all sources is over $5.3 million of which 96% supports direct services to our members (88% is allocated to collections, 7% supports ILL, 1% supports travel and training) and 4% supports central support in our decentralized consortium.ACTION: The Steering Committee approved the budget for fy 2000-2001.
5. UCITA: Kathy reported on the September 12 meeting of the Advisory Committee #5, Uniform Computer Technology Information Act (UCITA) of the Joint Commission on Technology and Science. The proposed amendment the Steering Committee had supported was defeated by one vote and another amendment will be drafted for review at the next JCOTS Advisory Committee #5 meeting, scheduled for October 17 at GMU.ACTION: The Steering Committee agreed to review a revised amendment via electronic vote. Kathy will share the draft version with the Steering Committee. The issue will also be referred to the LAC for action.
6. Kathy reported that the "Learning 2000: Reassessing the Virtual University" Conference will take place September 28 - October 1, 2000 in Roanoke. She has been asked to speak on Friday morning on a panel entitled " Supporting Distance Learning".
7. Kathy shared the annual reports of the 3 standing committee: Outreach, Resource Sharing, and Resources for Users.ACTION: Kathy will post these to the VIVA web site.
8. The Steering Committee discussed the annual call for projects.ACTION: Kathy will mail out a paper survey to solicit ideas for projects from the VIVA members through their directors.
III. COMMITTEES
A. RESOURCES FOR USERS (Gene Damon)
1. Gene reported that two renewals were passed by the Steering Committee at their August retreat:
a. Association of Computing Machinery.
b. OVID (5 Abstracting and Indexing Databases: CINAHL, ERIC, MLA Bibliography, PsychInfo, and Sociological Abstracts).
2. The Committee recommended renewal of the Dow Jones subscription.ACTION: The Steering Committee approved the renewal of Dow Jones.
3. The Committee recommended the renewal of the CIAO database, pending successful completion of the negotiations.ACTION: The Steering Committee approved the renewal of CIAO pending successful negotiations for the renewal price.
4. The Committee recommended the renewal of the CIS Congressional Universe subscription for 2000-2001, contingent upon the receipt of the statistics.ACTION: The Steering Committee approved the renewal of the CIS Congressional Universe subscription for 2000-2001, pending receipt of the use statistics as promised.
5. The Committee recommended renewing Academic Press IDEAL subscription for calendar year 2001. The Committee also recommended increasing the VIVA portion of the total price from 40% to 45% so that the cost to the institutions would remain relatively constant. The Academic Press review subcommittee's work is continuing. The survey of the VIVA community has been completed and the results tabulated. Continued support beyond the 2001 year is questioned. The Committee will work to bring a recommendation to the Steering Committee early enough so that transition plans can be made.ACTION: The Steering Committee approved the renewal of the Academic Press IDEAL subscription for the calendar year 2001. The Steering Committee also approved the 45/55% split in total costs for the VIVA/local institution allocations.
B. OUTREACH COMMITTEE (Ralph Alberico)
1. Ralph reported that the Committee met on September 12 and determined their goals for the year. Four of the goals remain as before: they will continue to work on press releases to assist local institutions implement the VIVA resources; they will produce additional spotlight articles; they will gather and post promotional materials and testimonials from faculty and students; and they will continue to assist VIVA in meeting the informational needs of decision makers in the Commonwealth.
Two new projects were identified:
a. The Committee plans to work with bibliographic instruction librarians to discuss curriculum integration and to better address VIVA's priority of integrating VIVA resources into the teaching and learning environment.
b. The Committee members will address the architecture of the VIVA web site in order to more adequately serve the needs of multiple audiences (e.g. VIVA librarians, technical people, students, and other external audiences).
2. The Committee discussed the current committee charter and the need to make minor revisions.ACTION: Kathy will work with all committees to review and revise the Committee charges.
C. RESOURCE SHARING COMMITTEE (Doug Hurd)
Doug reported on the following progress made by the Resource Sharing Committee in the past few months:
1. Andy Morton will post the revised ILL Guidelines on the VIVA website.
2. The ILL Subcommittee is exploring the possibility of bringing an ILL training workshop to VIVA members.
3. The ILL listserv has 150 new participants and the subcommittee is posting an "ILL Tip of the Week" on it.4. Ruth Kifer is working with Kathy Perry on a chart of ILL policy for each of the VIVA contracts.
5. The Committee members are discussing suggestions to improve ILL performance in the state and will get their ideas to Doug by October 13.
6. Doug is working with Kathy Perry and OCLC to obtain an updated report on the titles borrowed, both from VIVA members and from all other sources. This information should be helpful in later decisions made by the Resources for Users Committee.
IV. Other Business
The next VIVA Steering Committee meeting is scheduled for Thursday, November 30, 1-5 P.M., Mary Washington College, Fredericksburg.